Electronic Data Interchange (EDI) is one of the fundamental protocols of business documents exchange, for companies collaborating in today’s business world.
Electronic Data Interchange (EDI) is an electronic exchange of business information between companies in a standardized format. This technology is used by businesses around the world as their main method to exchange business documents. Thus, EDI is a modern and effective document exchange standard and sometimes the only way to exchange documents between trading partners.
ANSI X12 EDI 850 Purchase Order Transaction Set simply named as EDI 850 or EDI X12 850 or just PO is a fundamental document in EDI. EDI 850 is a formal request sent by the buyer (purchasing company) to the supplier (seller) for demand of delivery of goods and/or services at an agreed price.
A typical EDI 850 Purchase Order includes the following information:
Purchase order date
Purchase order number
Item price and quantities
Requested delivery date
Location(s) where the goods should be delivered to
Typically, the buyer creates a Purchase Order in his internal ERP system (i.e. SAP, Microsoft Dynamics, JD Edwards, etc.). The Purchase Order can be created in the ERP system automatically or manually, depending on the business process of the company. Then, the generated Purchase Order is transferred to the EDI provider, or the provider will pick it up directly from the ERP system of the company. The EDI service provider than converts the PO document to the ANSI X12 EDI 850 transaction set. After conversion, the EDI 850 is sent to the supplier (or the destination).
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For the exchange of EDI documents, including EDI 850, there are various communication Protocols:
VAN (Value-Added Network) is a private, hosted service and a secure way to exchange EDI data between trading partners.
AS2 (Applicability Statement 2) is a secure messaging over the Internet using digital certificates and encryption.
FTP (File Transfer Protocol) is a standard network protocol built on a client-server architecture.
sFTP (Secure File Transfer Protocol) secure version of FTP for data transfer over the Internet.
HTTPS (Hypertext Transfer Protocol Secure) is an extension of the HTTP and a secure way for communication over the Internet.
Moreover, one company may use different protocols to exchange EDI documents with its various trading partners. This usually happens because suppliers have to meet the requirements of their trading partners.
For a trading relationship between business partners, a single EDI 850 transaction is not enough. Although a purchase order is a basic document, business partners generally would exchange the additional following documents:
EDI 997 Functional Acknowledgement – sent by the receiver of the transaction as a response to confirm receipt of EDI 850 or any other EDI document
EDI 855 Purchase Order Acknowledgment used by sellers to accept, reject, or modify a Purchase Order.
EDI 860 Purchase Order Change Request – used by buyer if necessary to make changes to a previously submitted Purchase Order; or to accept change initiated by the seller.
EDI 856 Advance Ship Notice –send by a seller to a buyer to describe the shipped items and type of packaging. ASN is sent immediately after the goods left the seller’s location.
EDI 810 Invoice –request for payment of goods or services
An EDI X12 850 (Purchase Order), as well as all other EDI X12 documents, consists of different segments where the initial segments are called Header, and the final segment is called Trailer:
Interchange Control Header (ISA) /Trailer (IEA)
Functional Group Header (GS) / Trailer (GE)
Transaction Set Header (ST) / Trailer (SE)
For more information about EDI structure, data elements and terminology learn our article:
The ISA, GS, ST elements contain Functional ID code, the sender’s and receiver’s ID code, date, time etc.
The transaction set envelope contains transaction detail, with information about a product, weight, size, color, volume etc.
ISA*00* *00* *ZZ*A1STORES *12*5142645505 *190510*0728*|*00403*100000013*0*P*}
N1*ST*Towner Square Schooms*92*006
N3*Williston Towner Square*2100 11th St SW
PID*F*08***Nike Boy Short Black sz M
PID*F*08*** Reebok Boy Short Abstract Print sz M
PID*F*08*** Puma Boy Short Red sz M
Although EDI 850 must comply with ANSI ASC X12 standard, a Purchase Order can vary greatly depending on industry and trading partners. Even in the same industry, EDI 850 may vary, as it is customized to the specific needs of the company.
speeds up the supply chain
saves on printing and document delivery
increases the speed of payment
saves resources for duplication, sorting and storage of documents
instantly notifies partners of new orders
eliminates manual input errors
reduces the number of adjustments
allows rational use of human resources
Integrates with any business system (ERP, CRM, Warehouse Management, accounting, etc.)
allows companies to build analytical reports
connects business partners from anywhere in the world
electronic documents in encrypted and unchanged form
eliminates the risk of losing orders
Our knowledge, expertise and experience in EDI integration allow us to provide our customers with solutions that take business to a new level.
We cooperate with leading technology companies to develop cutting-edge solutions that can change your business. We use innovative solutions for various industries and help our customers solve the most complex EDI integration issues.
- DELFOR, DELJIT, DESADV – key EDI messages in supply chain management for manufacturing
- ORDERS and ORDRSP: The main EDIFACT messages in the supply chain management
- What is Advanced Ship Notice (ASN) 856 transaction set?
- What Are the Differences Between ANSI X12 and UN/EDIFACT