Common EDI Documents: 850 Purchase Order

The 850 Purchase Order*** is used by the trading partner to communicate to a supplier the specific items, quantity, and price they want delivered. The 850 Purchase Order will also frequently contain shipping instructions that accompany the purchasing information.

What makes up the 850 Purchase Order document?

Elements could include vendor number, item, quantity, price per item, and address information (street, city, state etc.) identical to a paper Purchase Order. 

How is the 850 Purchase Order used?

The 850 Purchase Order is used to place an order for goods and services and is used to communicate to a supplier the specific items, price, and quantities they wish to have delivered.

****After the EDI document has been received, a 997 Functional Acknowledgement is sent back from the supplier indicating the EDI document was successfully received. They may then send an 855 Purchase Order Acknowledgement to the supplier shortly after.

Common EDI Documents: 855 Purchase Order Acknowledgement

The 855 Purchase Order Acknowledgement*** is used by the supplier to indicate to the buyer that their purchase order will be filled as requested. Specific details such as items, price and quantities delivered will be represented in the document. The buyer then knows you will be filling the order and shipping the goods as requested, by the date requested, or that you will be unable to do so for some reason, such as being out of stock, or not agreeing to the terms of the purchase order.

What makes up the 855 Purchase Order Acknowledgement document?

Elements could include vendor number, purchase order number, address information (street, city, state etc.), and an acknowledge/reject indication, identical to a paper or faxed Purchase Order Acknowledgement. 

How is the 855 Purchase Order Acknowledgement used?

An 855 Purchase Order Acknowledgement is sent by the supplier after receiving the 850 Purchase Order from the buyer.

****After the EDI document has been received, a 997 Functional Acknowledgement is sent back from the supplier indicating the EDI document was successfully received

Common EDI Documents: 856 Advance Ship Notice/Manifest

The 856 Advance Ship Notice/ Manifest*** is used by the supplier to indicate to the buyer the contents of the shipment it is associated with. Specific details such as order information, physical characteristics and product descriptions, and carrier information will be represented in the document. The 856 Advance Ship Notice/ Manifest will also contain marking, packaging information, and configuration of goods in the transportation equipment.

What makes up the 856 Advance Ship Notice/Manifest document?

Elements could include order information, product descriptions, carrier information, and packaging information identical to a paper shipping manifest.

How is the 856 Advance Ship Notice/Manifest used?

The 856 Advance Ship Notice/Manifest is most often sent when the shipment is first en route to the destination.

****After the EDI document has been received, a 997 Functional Acknowledgement is sent back from the supplier indicating the EDI document was successfully received

Common EDI Documents: 940 Warehouse Shipping Order

The 940 Warehouse Shipping Order* is used to advise the warehouse that a shipment is to be made to the designated ‘ship to’ on behalf of the depositor, and provides detailed information concerning a warehouse shipment.

What makes up the 940 Warehouse Shipping Order document?

Elements could include vendor number, items, and ship to location, identical to a paper motor carrier details and invoice document.

How is the 940 Warehouse Shipping Order used?

The 940 Warehouse Shipping Order is transmitted to the supplier’s warehouse.

*After the EDI document has been received, a 997 Functional Acknowledgement is sent back indicating the EDI document was successfully received

Common EDI Documents: 945 Warehouse Shipping Advice

The 945 Warehouse Shipping Advice** is used to advise the depositor that a shipment was made, and also contains information that assists in the reconciliation of order quantities with shipment quantities. 

What makes up the 945 Warehouse Shipping Advice document?

Elements could include vendor number, order number, items, and item quantities in the shipment, identical to a paper warehouse shipping advice document.

How is the 945 Warehouse Shipping Advice used?

The 945 EDI document is transmitted to the depositor to advise that the shipment has been made.

**After the EDI document has been received, a 997 Functional Acknowledgement is sent back from the transportation provider indicating the EDI document was successfully received.