Purchase Order Change

What is the Purpose of The EDI 860 - Purchase Order Change?

The EDI 860 (Purchase Order Change Request) allows buyers to modify details of an existing purchase order, such as quantities, pricing, delivery specifications, or to cancel items or the entire order. This transaction helps maintain alignment between buyers and sellers on order changes, reducing potential conflicts and streamlining operations.

What are the important elements of The EDI 860 - Purchase Order Change?

The EDI 860 (Purchase Order Change) is a standardized electronic document used to request changes to an existing purchase order. Here are the key elements: 1. Header Information: - Change Order Number - Original PO Reference - Change Date/Time - Transaction Type Code - Change Type Code - Currency Code - Change Reason Code 2. Trading Partner Information: - Buyer Information (name, ID, address) - Seller Information - Ship-to Location - Bill-to Location - Additional Trading Partner IDs 3. Change Details: - Line Item Numbers - Product/Service Identifiers - Item Descriptions - Quantity Changes - Price Changes - Unit of Measure - Change Status - Change Reason 4. Schedule Information: - Delivery Date Changes - Ship Date Changes - Cancel Dates - Promise Dates - Required By Date - Schedule Changes - Lead Time Updates 5. Price Information: - New Unit Price - Original Unit Price - Extended Amount - Price Breaks - Discount Changes - Total Order Value - Tax Adjustments 6. Terms and Conditions: - Payment Terms Changes - Shipping Terms Updates - Contract Updates - Special Requirements - Quality Requirements - Performance Requirements 7. Reference Numbers: - Original PO Numbers - Contract Numbers - Project Numbers - Change Order References - Authorization Numbers - Department Numbers 8. Additional Elements: - Special Instructions - Shipping Instructions - Packaging Requirements - Quality Specifications - Documentation Requirements - Certification Requirements 9. Control Segments: - Transaction Set Control Numbers - Segment Counts - Hash Totals - Control Totals The EDI 860 is essential for managing changes to existing purchase orders and ensuring all parties are aware of and agree to the modifications.

What are the potential issues with The EDI 860 - Purchase Order Change?

Here are the potential issues that can occur with EDI 860 (Purchase Order Change) transmissions: 1. Change Detail Problems: - Incorrect quantity changes - Wrong price modifications - Invalid item changes - Missing change reasons - Wrong change type codes - Incorrect line item updates - Invalid substitution details 2. Reference Information Issues: - Missing original PO numbers - Invalid change order numbers - Wrong contract references - Incorrect authorization codes - Missing amendment numbers - Wrong version control - Invalid revision numbers 3. Date and Schedule Problems: - Wrong delivery date changes - Invalid effective dates - Missing required dates - Incorrect ship dates - Wrong cancel dates - Invalid promise dates - Missing schedule updates 4. Price Information Issues: - Incorrect new prices - Wrong discount changes - Invalid tax adjustments - Missing price breaks - Wrong currency information - Invalid total changes - Missing price components 5. Trading Partner Problems: - Wrong buyer information - Invalid supplier details - Missing ship-to changes - Incorrect bill-to updates - Wrong location codes - Invalid contact updates - Missing trading partner IDs 6. Format and Structure Issues: - Missing mandatory segments - Invalid segment sequence - Wrong element usage - Incorrect qualifiers - Version/release mismatches - Character set problems - Wrong hierarchical structure 7. Business Rule Violations: - Unauthorized changes - Invalid change limits - Wrong approval levels - Missing required authorizations - Incorrect modification rules - Invalid change types - Wrong jurisdiction rules 8. System Integration Challenges: - ERP system incompatibilities - Translation errors - Interface failures - Database synchronization - Data transformation errors - Mapping discrepancies - Version control problems 9. Documentation Issues: - Missing change documentation - Invalid approval records - Wrong audit trails - Incorrect revision history - Missing supporting documents - Wrong change justification - Invalid certification updates These issues can impact purchase order accuracy and require robust validation and error handling procedures.