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X12 transaction guide · Ordering

EDI 865 Purchase Order Change Acknowledgment/Request - Seller Initiated

The X12 document a seller uses to accept, reject or modify changes a buyer made to a purchase order, or to propose its own change.

Sent by
Seller or supplier
Received by
Buyer
Standard
ANSI ASC X12
EDIFACT equivalent
ORDRSP

What is an EDI 865?

The EDI 865 Purchase Order Change Acknowledgment/Request - Seller Initiated is the ANSI X12 transaction set a seller uses to respond to changes the buyer made to an existing purchase order. It tells the buyer which changes are accepted, which are rejected and which are accepted with modifications. The same transaction set also lets the seller start a change itself, for example to propose a different ship date or quantity.

The 865 closes the loop on the 860. Without it, a buyer cannot be sure that a requested change will actually be reflected in what ships and what is invoiced.

How the EDI 865 worksDiagram of the EDI 865 Purchase Order Change Acknowledgment/Request - Seller Initiated. Seller or supplier sends it to buyer. It usually follows 860. It is usually followed by 997 and 856. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BCA (Beginning Segment for Purchase Order Change Acknowledgment). 9 optional loops are listed by their first segment.How the EDI 865 worksPurchase Order Change Acknowledgment/Request - Seller Initiated: who sends it, where it fits and what thestandard marks required1 WHERE IT FITSUSUALLY FOLLOWS860Purchase Order ChangeRequestEDI 865SENDERSeller or supplierRECEIVERBuyer997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY997FunctionalAcknowledgment856Advance Ship Notice2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional group, ID code CAGS … GETransaction set 865ST … SEHEADINGBCABeginning Segment forPurchase Order ChangeAcknowledgment+ 7 optional loops, starting with:SACLDTN9N1AMTADVLMDETAIL+ 1 optional loop, starting with:POCSUMMARY+ 1 optional loop, starting with:CTTBlue box: required loop. Optional loops are listed by the segment that starts them; when a loop is used, that first segment is required. Optional segmentsoutside loops are not drawn.Structure: required segments and loops in the X12 008010 listing for the 865. Your trading partner's implementation guide adds its own requirements.
How the EDI 865 worksDiagram of the EDI 865 Purchase Order Change Acknowledgment/Request - Seller Initiated. Seller or supplier sends it to buyer. It usually follows 860. It is usually followed by 997 and 856. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BCA (Beginning Segment for Purchase Order Change Acknowledgment). 9 optional loops are listed by their first segment.How the EDI 865 worksPurchase Order ChangeAcknowledgment/Request - Seller Initiated:who sends it, where it fits and what thestandard marks required1 WHERE IT FITSUSUALLY FOLLOWS860Purchase Order Change RequestEDI 865SENDERSeller orsupplierRECEIVERBuyer997 or 999 acknowledgment back, if the partnersagreeUSUALLY FOLLOWED BY997Functional Acknowledgment856Advance Ship Notice2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDs (ISA… IEA)Functional group, ID code CA (GS … GE)Transaction set 865 (ST … SE)HEADINGBCABeginning Segment forPurchase Order ChangeAcknowledgment+ 7 optional loops, starting with:SACLDTN9N1AMTADVLMDETAIL+ 1 optional loop, starting with:POCSUMMARY+ 1 optional loop, starting with:CTTBlue box: required loop. Optional loops are listedby the segment that starts them; when a loop isused, that first segment is required. Optionalsegments outside loops are not drawn.Structure: required segments and loops in the X12008010 listing for the 865. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 865, to whom, and which documents usually come before and after it. The lower part shows what X12 release 008010 itself requires: the envelopes around the 865 and the segments and loops the standard marks as required, area by area. Optional loops are listed by the segment that starts them rather than drawn in full. This is the standard's minimum, not a trading partner's requirement: each partner's implementation guide usually makes some optional loops mandatory, restricts the codes and may use a different release.

Expand diagram Download SVG

When it is used

  • Accepting or rejecting a buyer's 860 order change
  • Confirming changes with different quantities or dates
  • Proposing a seller-initiated change to an open order

Where it fits in the document flow

Usually follows 860 Purchase Order Change Request
This document 865 Purchase Order Change Acknowledgment/Request - Seller Initiated
Usually followed by 997 Functional Acknowledgment856 Advance Ship Notice

Structure

Mandatory segments in the 865 (X12 release 008010)

The segments X12 release 008010 marks as mandatory at their level, in order. Segments inside optional loops are needed only when the loop is used. This is the standard's requirement, not your trading partner's: each partner's implementation guide names the release it uses, adds the optional segments it requires and restricts the values. The requirement status comes from one published X12 reference listing and has not been checked against a second source.

  • ST
  • BCA
  • SAC
  • LDT
  • N9
  • N1
  • AMT
  • ADV
  • LM
  • LQ
  • POC
  • PID
  • ACK
  • QTY
  • SCH
  • SLN
  • PD
  • CTT
  • SE

Practical example

The 865 in practice

A retailer sends an 860 asking to raise the quantity on one line and move the delivery date earlier. The supplier can supply the extra units but not the earlier date, so it returns an 865 accepting the quantity change and rejecting the date change, with the date it can meet. The retailer updates its open order and plans receiving for the confirmed date.

Implementation

Implementation considerations for the 865

  • Respond line by line, so the buyer knows exactly which changes were applied.
  • Update the sales order before the 865 is sent, so ship notices and invoices match the confirmed changes.
  • Check each partner's rules on response times and whether seller-initiated changes are accepted at all.

How ECOM helps

Automate the 865 with ECOM

Solution

Order-to-Cash Automation

Automate the flow from purchase order to payment across every customer channel.

Industry

Retail

Retail and eCommerce EDI for suppliers and retailers, from purchase order to payment, with compliance built in.

Solution

EDI Integration

Exchange X12 and EDIFACT documents with partners and integrate them directly with your ERP.

More general questions about EDI are answered in the EDI FAQ.

Related transactions

Related ordering documents

All 13 ordering documents

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