What is an EDI 865?

The EDI 865, commonly referred to as a Purchase Order Change Acknowledgement/Request, is a type of electronic data interchange transaction initiated by the seller. Its used to communicate with trading partners to accept or reject any previous purchase order change submitted by the buyer. Additionally, the document is also used to relay any changes to a purchase order by the seller (such as a manufacturer) to a previously submitted purchase order, typically an EDI 860 Purchase Order Change Request initiated by the buyer (such as a retailer).

These EDI 865 documents adhere to the x12 format established by the American National Standards Institute (ANSI), a non-profit organization responsible for regulating EDI formats in the United States.

How to use an EDI 865?

In general, Sellers can acknowledge buyer purchase order change requests with either an 855 Acknowledge or an 865 Acknowledgment. The choice between the two is usually specified in the buyer's EDI Guidelines. In the case of requiring the EDI 865, here are the exchanges of the process:

1. Buyers' Purchase Order Submission (EDI 850):
Buyers submit 850 Purchase Order transactions to sellers to order products.

2. Seller's Purchase Order Acknowledgment (EDI 855):
Sellers respond with an EDI 855 Purchase Order Acknowledgment, confirming the receipt and acceptance of the purchase order.

3. Buyer's Purchase Order Change Request (EDI 860):
If a buyer wishes to make changes to the original purchase order, they communicate these changes through an 860 Purchase Order Change Request transaction.

4. Seller's Acknowledgment of Changes (EDI 865):
The seller responds to the buyer's changes by either accepting or rejecting them, using an 865 Acknowledgment. Sellers can also initiate changes by submitting an 865 Request.

5. Functional Acknowledgment (EDI 997):
Once the buyer receives the EDI 865, a confirmation is sent back to the seller in the form of an EDI 997 (Functional Acknowledgment) to indicate the successful reception of the EDI 865 transaction.

The EDI 865 transaction contains much of the same information as the original purchase order (850 transaction set), such as product descriptions, quantities, shipping details, terms, and costs. Additionally, it includes specific references to changes from the original purchase order and a code indicating whether the document is a Request or an Acknowledgment.

In complying with a trading partner's EDI requirements, Cleo facilitates a quick and easy transition to meet those standards. Contact EDI experts at Cleo to learn more.