What is an ANSI X12 EDI 860 Transaction?

An ANSI X12 EDI 860 transaction is used to update and amend a previously sent EDI 850 message. If amendments to previous purchase orders are required, the EDI 860 Purchase order change is generated, references the past purchase order number, and details the required changes. This transaction follows the EDI transaction standard ANSI X12 and is used in conjunction with EDI 850 transactions.

Usage of the ANSI X12 EDI 860 Transaction

The buying organization would first create an EDI 850 purchase order to place the initial request with their supplier. The EDI 860 transaction can then be used to change or cancel one or more items/goods from a previously sent order. They can also relate to one or many different delivery schedules. They are also used to update the supplier with previously unknown details specific to the order, such as customs, transport, and delivery details.

The supplier than can answer with a purchase order acknowledgement ANSI X12 EDI 855. In this, he can either confirm receiving the EDI 860 or he from his side requests now changes.

The EDI 860 transaction is wide-spread in CPG and retail. Due to fresh food considerations the grocery retail has its own purchase order change transaction triggered by the buyer, the EDI 876.

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The ANSI X12 EDI 860 Structure and Example

Purchase order change transactions follow a set structure of segments and elements specific to the ANSI X12 standard. The buyer’s own in house ERP system would create a transaction containing all the required order change information, such as SAP IDoc relating to an EDI 860, which is then translated according to the EDI 860 mapping document via the EDI solution in place. The answer is an EDI software for in-house usage or an EDI Cloud Service.

A typical ANSI X12 EDI 860 transaction contains:

  • Buyer and seller information
  • Previous Purchase Order details
  • Ordered material details, with required quantity’s and dates
  • Details on whether the material details requested are to be added, removed or changed
  • Delivery details, both when and where

Processing of the ANSI X12 EDI 860 Transaction

Once the supplier has received an EDI 860 transaction, their EDI solution will check the contents against their EDI 860 specification. Suppose this transaction is following the EDI 860 specification and in that case, their EPR system will be able to update the previously stored order details with this new information, using the purchase order number supplied. A functional acknowledgement message EDI 997 may then be sent back to confirm that the transaction has arrived and has been accepted.

The figure below shows the role of an ANSI X12 EDI 860 transaction and which other transaction types are used in a Retail scenario:

What are the equivalents of ANSI X12 EDI 860 in other EDI Standard Formats?

EDIFACT is widespread in Europe and most parts of Asia, and the current standard defined by the UN. UN/EDIFACT uses a single ORDCHG document to cover all purchase order change types. TRADACOMS has often been seen in the UK CPG retail industry: With TRADCOMS the ORDHDR works as both the initial Order and any subsequent Order Change after that if needed.

Benefits of the ANSI X12 EDI 860 Transaction

To update purchase order details with EDI, many benefits can be achieved:

  • Electronic data transactions and updating of time-critical orders speed up the entire ordering and adjustment process
  • Less manual workload by automating possible changes to orders
  • Reduced risk of error by avoiding human interaction
  • Less waste due to transaction flows become paperless

Benefits specific to customers

  • Update to the planning schedules goes faster so out-of-stock or over delivery scenarios happen far less often
  • Reduction of cost as previously manual jobs can be automated

Benefits specific to suppliers

  • Delivery planning can be done much quicker and with fewer errors
  • Avoid incorrect deliveries
  • Increased supplier ratings because of the overall smoother process and reliability

Typical Errors when using the ANSI X12 EDI 860 Transaction

Using EDI suffers from unknown or wrong master data. Referrals that the supplier can’t interpret correctly lead to EDI 860 that is not accepted. For instance

  • Goods requested may not be available in the supplier’s ERP system, or under another code
  • Specific location codes, such as gate, warehouse or dock are unknown by the supplier

Automate Initial Purchase Orders and Purchase Order Changes

Operating EDI can be complicated and time-consuming while EDI processes need to be flexible, run stable, and cost-effectively to automate the purchasing process. SEEBURGER Business Integration Suite provides precisely this as a full-service  EDI Cloud Service in the SEEBURGER Cloud or a public cloud environment (e.g. Google, Azure, AWS, etc.) or as an on-premises software solution.

Full-service EDI Clouds deliver EDI technology and the needed expertise responsible for running your EDI solution. SEEBURGER, has the expert team which provides the ongoing management of your EDI solution, so you don’t need to worry about EDI errors and chargebacks.

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