Accuracy
With EDI 875, you eliminate manual data entry errors – orders are always accurate.
What is an EDI 875 Grocery Products Purchase Order?
EDI 875 Grocery Products Purchase Order is an ANSI X12 transaction set specifically designed for grocery and food‑beverage orders, enabling grocers and retailers to automate purchase orders with suppliers. By using EDI 875, businesses reduce manual data entry, avoid pricing errors, and accelerate order fulfillment.
The Purchase Order Process with EDI 875
The EDI 875 order process consists of the following steps:
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First, your business system (ERP/CRM) creates a standard purchase order (PO).
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This order must then be converted into an EDI document. Typically, this conversion is handled by an EDI provider, who ensures that the file is formatted correctly according to the EDI standard (e.g., EDI 875).
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Once converted, the file is securely transmitted to your trading partner via channels such as AS2, VAN, or FTP/SFTP.
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Upon receiving the file, the supplier first confirms receipt with an EDI 997 Functional Acknowledgment.
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The supplier then issues an EDI 855 Purchase Order Acknowledgment, indicating whether they agree to the terms, propose changes, or reject the order altogether.
This process ensures that all parties are aligned and aware of the current status of the order at every stage.
Optimize your EDI workflow. Contact us for a custom EDI integration.
Benefits of EDI 875 Grocery Purchase Orders
EDI 875 streamlines the procurement process in the grocery industry by automating purchase order transactions, reducing manual errors, and accelerating order processing. Key benefits include:
EDI 875 Grocery Purchase Order Structure
An EDI 875 Grocery Purchase Order follows the ANSI X12 standard and is specifically structured for the grocery and food industry. It is composed of segments and loops that define key order details such as product codes, quantities, delivery dates, and pricing. Each segment contains standardized data elements and qualifiers, ensuring the file is both machine-readable and aligned with industry-specific requirements like shelf-life, lot tracking, and case-pack configurations.
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Differences Between EDI 850 and EDI 875 in Grocery Orders
While the EDI 850 serves as a one-size-fits-all purchase-order standard across many industries, the EDI 875 is built specifically for food and beverage trade. In particular, it embeds dedicated segments – like DTM segments for shelf-life or “use-by” dates and LIN/QTY for lot and batch numbers – so grocers and suppliers can track freshness and traceability right in their order files.
By focusing on the most important details for perishable goods, EDI 875 eliminates unnecessary fields found in 850, making partner-to-partner mappings simpler that facilitates EDI integration process.
Furthermore, because EDI 875 directly aligns with food industry requirements such as case-pack codes, product category identifiers, and expiration-date checks, it streamlines data validation and helps ensure compliance with food-safety regulations. As a result, orders flow through systems faster, and buyers can rest easy knowing that deliveries meet strict freshness standards.
In short, for any retailer or wholesaler stocking perishable inventory, choosing EDI 875 over the general-purpose 850 means fewer errors, quicker turnaround, and tighter control over product quality.
Unsure which PO standard fits your needs? Talk to our experts for guidance
Sample EDI 875 File Format
Below is an example of an EDI 875 Grocery Products Purchase Order file. This is a simplified sample for illustration purposes—actual implementations may differ based on individual trading partner specifications, product types, and business rules.
ISA*00* *00* *08*123456789 *08*9254110IAF *101221*2304*|*00501*000012259*0*P*>~
GS*OG*987654321*5137624126*20101221*2304*12259*T*005010UCS~
ST*875*12259001~
G50*N*20101221*80137~
N9*IA*01109503~
G61*BD*JOHN DOE*TE*513-387-1009-0~
G62*02*20101229~
G66**M***XYZ DELIVERY~
N1*ST*CUSTOMER*9*1234567891111~
N3*FROZEN FOOD *3475 PARK DR~
N4*ATLANTA*GA*30316*US~
N1*BT*CUSTOMER*9*1234567890000~
N3*ACCOUNTING*P.O. BOX 305203~
N4*NASHVILLE*TN*372305103*US~
N1*VN*INTER-AMERICAN*9*0175637760102~
G68*225*CA*6.84**UK*00011110739575*PI*00207~
G69*ROLLS~
G70*144*1.5*OZ~
G72*51*02***-3.5~
G76*2970*CA*41567*LB*1734*CF**6883003~
SE*19*12259001~
GE*1*12259~
IEA*1*000012259~
Below is a simplified list of the core segments used in the Grocery Products Purchase Order (ANSI X12 875) transaction set.
ISA - Interchange Control Header
This segment initiates the interchange of data between partners. It contains control numbers, date, time, and identifiers for the sender and receiver.
GS - Functional Group Header
Specifies the application type (in this case, “GO” for Grocery Order) and contains control numbers and a time stamp.
ST - Transaction Set Header
ST – Transaction Set Header: Marks the start of the 875 transaction set and assigns a unique control number for tracking and acknowledgment purposes.
G50 - Beginning Segment
Beginning Segment for Purchase Order Identification: Conveys the purchase order number, purpose code, and order date.
N9 - Reference Identification
Reference Identification: Provides any additional reference numbers (for example, extended PO numbers or contract IDs) beyond the primary PO identifier.
G61 - Contact
Contact: Used to designate the person or office to whom messages should be directed.
G62 - Date/Time
Date/Time: Specifies key dates and times, such as “ship by” or “promised for shipment” to ensure on-time delivery.
G66 - Transportation Instructions
Transportation Instructions: Specifies transportation instructions relating to the shipment.
N1/N3/N4 - Name, Address, Geographic Location:
Name, Address, Geographic Location: Identifies trading partners (e.g., ship-to, bill-to) and their addresses for proper routing and billing.
G68 - Line Item Detail - Product
Line Item Detail – Product: Lists each item’s ordered quantity, unit of measure, item cost, and UPC or other product identifier.
G69 - Line Item Detail - Description
Line Item Detail – Description: Supplies free-form text descriptions for each line item.
G70 - Line Item Detail – Miscellaneous
Line Item Detail – Miscellaneous: Used to provide miscellaneous information relative to a line item. Code: LB Pound, OZ Ounce – Av, QT Quart)
G72 - Allowance or Charge
Allowance or Charge: Used to specify allowances, charges, or services. Code: 51 – Trade Discount, 501 – Taxes, 504 – Freight.
G76 – Total Purchase Order
Total Purchase Order: Provides summary totals, such as total quantity ordered, across all line items for reconciliation and control.
SE – Transaction Set Trailer
Transaction Set Trailer: Marks the end of the transaction set and reports the total number of segments transmitted (including both ST and SE)
GE -Functional Group Trailer
Signals the end of a functional group of related transactions.
IEA -Interchange Control Trailer
Marks the end of the entire interchange and contains control numbers.
Choosing Between EDI 850 and EDI 875: Decision Guide
Not sure which order format to choose? Start with the products you sell.
If these are non-food products — for example, equipment, furniture, or clothing – and you need to transfer more detailed data (product characteristics, delivery instructions, different price levels), then your option is EDI 850. It is a universal and flexible EDI transaction set that is widely used in a variety of industries.
But if you work with food products, especially perishable ones – everything is simpler and faster. Most likely, you have frequent orders with standard data, and delivery speed is very important to you. In this case, EDI 875 is the better choice. It was created specifically for the food sector.
Bottom line?
- Products? Take EDI 875.
- Manufactured goods? EDI 850 is the way to go.
Also consider what your trading partners expect, what your ERP system supports, and how much flexibility you need in your transactions. The right choice here can save time, reduce errors, and keep your supply chain moving smoothly.
Implementing EDI 875: Step‑by‑Step Best Practices
As your EDI service provider, we manage the full implementation process – from project coordination to platform configuration and post-go-live support. Our clients work closely with us by providing key inputs and approvals, while we handle the heavy lifting of technical integration. Here’s how the process typically unfolds:
1. Partner Coordination & EDI Project Setup
The client introduces us to their trading partners (TPs), assigns a point of contact, and we appoint a dedicated project manager to ensure smooth communication between all parties. Together with the client, we gather project requirements and analyze integration needs.
2. Data & Mapping Preparation
While the client and their trading partners supply sample documents and EDI specs, our team takes care of preparing mapping documentation, XML schema recommendations, and configuring the EDI2XML platform. We also set up and test bidirectional communication (via FTP, sFTP, AS2 or VAN) with both the client and TPs.
3. Development, Testing & Validation
We develop and configure business flows and transaction mappings based on the project scope. Full-cycle testing is conducted jointly with the client and trading partners to ensure accuracy, compliance, and stability.
4. Go Live & Ongoing Support
Once everything is tested and approved, we deploy to production and continue to monitor the system, manage error handling, and provide full maintenance and support.
Why choose EDI2XML for EDI Implementation?
Your grocery PO ecosystem often includes:
- EDI 850: Standard Purchase Order for general goods
- EDI 997: Functional Acknowledgment confirming receipt of any transaction
- EDI 855: PO Acknowledgment for acceptance or change requests
- EDI 856: Advance Ship Notice for shipment details
- EDI 810: Invoice for billing and payment processing
Ready to simplify the ordering process? Contact us and we will find a custom EDI 875 solution for your business.
Why choose EDI2XML for EDI Implementation?
EDI is a specialized domain – most businesses can’t manage it alone. At EDI2XML, we offer robust and scalable EDI services tailored to your needs:
- Fully Managed EDI Service – Complete end-to-end handling of your EDI operations.
- EDI Web Service – Secure and simple web-based access for sending/receiving documents.
- EDI On-Premises – Local deployment with our expert configuration and support.
With over 20 years of EDI expertise and a trusted track record, we help companies in retail, manufacturing, logistics, and food distribution exchange documents accurately and on time – every time.
The following is a list of additional helpful information:
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