EDI 865 Purchase Order Change Acknowledgement/Request - Seller Initiated

EDI 865 Purchase Order Change Acknowledgement/Request - Seller Initiated is a type of electronic data interchange transaction set that is used to communicate with trading partners about an existing purchase order. This document is usually sent in response to an EDI 860 Purchase Order Change Request from a buyer, such as a retailer.

What is EDI 865?

EDI 865 Purchase Order Change Acknowledgement/Request – Seller Initiated is a type of electronic data interchange transaction set that is used to communicate with trading partners about an existing purchase order. This document is usually sent in response to an EDI 860 Purchase Order Change Request from a buyer, such as a retailer.

This electronic document complies with the ANSI X12 EDI specification.

Benefits of the EDI 865

All EDI documents are securely encrypted in transit, allowing trading partners to send sensitive data such as pricing and contact information safely. Implementing the 865 offers benefits to both the retailer or distributor (receiver) and the supplier (sender).

Reduce manual effort  while saving time and money by eliminating the need to call, email or fax confirmation of order changes

Eliminate errors by reducing the volume of paperwork and increase operating efficiencies

How is an EDI 865 Used?

The EDI 865 is sent by the seller to either acknowledge a change to a purchase order from the buyer or to apply changes to a purchase order. After the EDI 865 is received by the buyer an EDI 997 (Functional Acknowledgement) is sent back to the seller to indicate the successful transmission.

The typical process of the 865 looks like this:

  • Buyers submit  EDI 850 Purchase Order transactions to sellers to order products
  • The sellers respond with EDI 855 Purchase Order Acknowledgment
  • A buyer wishing to make changes to the original Purchase Order communicates those changes with 860 Purchase Order Change Request transaction
  • The seller communicates acceptance or rejection of the buyer’s changes with an 865 Acknowledgement
  • Sellers may also request changes to the original PO using the 865 Request
  • Once EDI 865 is received by the buyer an EDI 997 (Functional Acknowledgement) is sent back to the seller

EDI 865 Segments

    • Since the EDI 865 is used to confirm or reject changes to an original order, it will almost always have a lot of the same information as the EDI 860. For example, EDI 865 will likely include:

      • Product descriptions and quantities
      • Buyer and seller information
      • Shipping and delivery information.

      The most important aspect of the EDI 865 is that it confirms of changes being made to the original order. Changes indicated on EDI 865 may include:

      • Quantity or product type changes 
      • Addition of new items 
      • Deletion of items 
      • Price Changes 

      The seller can also indicate whether a proposed change was rejected, accepted, or accepted with additional adjustments.

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EDI 865 Specifications

ANSI ASC X12

The American National Standards Institute (ANSI) chartered the Accredited Standards Committee (ASC) X12 to develop uniform standards for inter-industry electronic exchange of business transactions, namely electronic data interchange. ASC X12 also contributes to UN/EDIFACT messages that are used widely outside of the United States.

Frequently Asked Questions

EDI 865 is an Electronic Data Interchange (EDI) document known as the Purchase Order Change Acknowledgment/Request. It is used by a supplier to acknowledge and confirm the receipt of a Purchase Order Change Request (EDI 860) or to request changes to an existing purchase order. It communicates the acceptance, rejection, or modification of the requested changes.

An EDI 865 document includes details such as the original purchase order number, the status of the requested changes (accepted, rejected, or modified), and specific details about the changes, including quantities, dates, prices, and product specifications. It may also contain comments or explanations for the acceptance or rejection of the changes.

EDI 865 benefits businesses by providing a standardized and efficient method for handling and confirming purchase order changes. It reduces the time and effort required to process order changes, minimizes the risk of errors, and improves communication between buyers and suppliers. This leads to smoother transaction flows, better inventory management, and enhanced supplier relationships.

EDI 865 is transmitted between trading partners using standard EDI communication protocols such as AS2, FTP, or VAN (Value Added Network). These protocols ensure that the data is securely and reliably transferred, maintaining the integrity and confidentiality of the information exchanged.

EDI 865 is commonly used in industries where managing purchase order changes is crucial, such as retail, manufacturing, automotive, and wholesale distribution. These industries often deal with complex supply chains and frequent order modifications, making the EDI 865 an essential tool for maintaining efficient and accurate communication regarding order changes.

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