Purchase Order Change

What is the Purpose of The EDI 865 - Purchase Order Change?

The EDI 865 enables sellers to propose modifications to existing purchase orders or respond to buyer-requested changes. This document displays both the original order details and the proposed revisions.

What are the important elements of The EDI 865 - Purchase Order Change?

The EDI 865 (Purchase Order Change Acknowledgment) is a standardized electronic document used to acknowledge and respond to purchase order changes. Here are the key elements: 1. Header Information: - Acknowledgment Reference Number - Response Date/Time - Original Change Order Reference - Transaction Type Code - Response Type Code - Status Code - Change Order Date 2. Trading Partner Information: - Seller Information (name, ID, address) - Buyer Information - Ship-to Location - Bill-to Location - Additional Trading Partner IDs 3. Response Details: - Line Item Numbers - Product/Service Identifiers - Item Descriptions - Quantity Changes - Price Changes - Unit of Measure - Response Status - Change Acceptance/Rejection 4. Schedule Information: - Delivery Date Acknowledgment - Ship Date Confirmation - Promise Dates - Schedule Changes - Lead Time Updates - Production Schedule Impact 5. Price Information: - Accepted Price Changes - Price Modifications - Extended Amount Changes - Discount Adjustments - Total Order Value - Terms Changes 6. Status Details: - Change Acceptance Status - Rejection Reasons - Partial Acceptance Details - Alternative Proposals - Exception Information - Resolution Requirements 7. Reference Numbers: - Original PO Numbers - Change Order Numbers - Contract References - Authorization Numbers - Project Numbers - Department Numbers 8. Additional Elements: - Special Instructions - Shipping Instructions - Quality Requirements - Documentation Requirements - Certification Requirements - Follow-up Actions 9. Control Segments: - Transaction Set Control Numbers - Segment Counts - Hash Totals - Control Totals The EDI 865 is essential for confirming changes to purchase orders and ensuring all parties are aligned on modifications.

What are the potential issues with The EDI 865 - Purchase Order Change?

Here are the potential issues that can occur with EDI 865 (Purchase Order Change Acknowledgment) transmissions: 1. Acknowledgment Status Problems: - Incorrect acceptance/rejection status - Missing response codes - Wrong change acknowledgment - Invalid status indicators - Missing rejection reasons - Wrong approval codes - Incorrect response types 2. Change Detail Issues: - Wrong quantity acknowledgments - Invalid price change responses - Missing item modifications - Incorrect delivery changes - Wrong schedule updates - Invalid substitution responses - Missing specification changes 3. Reference Information Problems: - Missing original PO numbers - Invalid change order references - Wrong contract numbers - Incorrect authorization codes - Missing amendment references - Wrong version control - Invalid tracking numbers 4. Date and Time Issues: - Wrong effective dates - Invalid acknowledgment dates - Missing response deadlines - Incorrect implementation dates - Wrong shipping date changes - Invalid processing dates - Missing schedule updates 5. Price Information Problems: - Incorrect price acknowledgments - Wrong discount responses - Invalid price modifications - Missing price break changes - Wrong currency information - Invalid total amounts - Missing charge updates 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. Trading Partner Issues: - Wrong supplier information - Invalid buyer details - Missing location updates - Incorrect contact information - Wrong trading partner IDs - Invalid address changes - Missing party qualifiers 8. System Integration Challenges: - ERP system incompatibilities - Translation errors - Interface failures - Database synchronization - Data transformation errors - Mapping discrepancies - Version control problems 9. Business Rule Violations: - Unauthorized responses - Invalid approval levels - Wrong processing rules - Missing required authorizations - Incorrect modification limits - Invalid change types - Wrong jurisdiction rules These issues can impact purchase order change processes and require robust validation and error handling procedures.