The EDI 865 allows a supplier to accept, reject or modify changes requested against an existing purchase order. It can also be used by the supplier to propose additional changes to the order.
EDI 865 is an ANSI X12 transaction used by suppliers, manufacturers and distributors to respond to changes made to an existing purchase order.
The main purpose of EDI 865 is to confirm whether a supplier accepts, rejects or modifies a purchase order change requested by the customer.
It creates a structured and traceable response so both parties know which quantities, prices, delivery dates and order conditions are valid.
EDI 865 is normally sent after the customer transmits an EDI 860 Purchase Order Change Request. The supplier reviews the requested changes before sending its response.
Changes may relate to product quantities, unit prices, delivery dates, shipping locations, item details or complete order cancellation.
The buyer first creates the purchase order. When the order requirements change, the buyer sends EDI 860 and the supplier responds through EDI 865.
The exact content depends on the trading partner’s EDI implementation guide, but EDI 865 commonly contains the following purchase order change information.
Identifies the purchase order that is being changed or acknowledged.
Links the acknowledgment with the buyer’s specific EDI 860 request.
Buyer, supplier, ship-to and related trading partner identification.
Indicates whether the request is accepted, rejected or accepted with changes.
Buyer item number, supplier item number, UPC, GTIN and other product identifiers.
Original quantity, requested quantity and supplier- accepted quantity.
Original unit price, requested price and supplier- confirmed price.
Revised delivery date, shipping location, schedule or transportation requirement.
Complete order cancellation or cancellation of individual purchase order lines.
Alternative quantity, price or delivery date proposed by the supplier.
Explains why a requested change was modified or rejected.
Supplier contact details and additional information related to the response.
EDI 865 creates a structured response process for purchase order changes and keeps the buyer’s and supplier’s systems synchronized.
The buyer requests changes to an existing purchase order.
The supplier checks stock, pricing, lead time, capacity and delivery requirements.
Each requested change is accepted, rejected or returned with an alternative.
The buyer imports the EDI 865 response and updates its purchasing system.
The ACK segment communicates the supplier’s response for an individual purchase order line.
The acknowledgment code tells the buyer whether the requested quantity, price, delivery date or other change was accepted or requires further action.
EDI 865 uses header, party, reference, line-item, acknowledgment, pricing, date and transaction-control segments to communicate the supplier’s response.
ISA*00* *00* *ZZ*SUPPLIER01 *ZZ*BUYER01*250523*1030*U*00401*000000905*0*P*>~ GS*CA*SUPPLIER01*BUYER01*20250523*1030*905*X*004010~ ST*865*0001~ BCA*00*AC*PO123456**20250410*POCHANGE001~ REF*CT*POCHANGE001~ N1*SU*SUPPLIER COMPANY*92*12345~ N3*123 SUPPLIER WAY~ N4*SUPPLIERVILLE*CA*90210*US~ N1*BY*BUYER COMPANY*92*67890~ N3*456 BUYER ROAD~ N4*BUYERCITY*IL*60007*US~ PER*BD*JOHN DOE*TE*5551234567 *EM*john.doe@supplier.com~ PO1*1*10*EA*15.00**BP*ITEM100*VN*SUPP100~ ACK*AC~ PID*F****Widget A~ PO4*1*10*EA~ DTM*002*20250615~ PRC*PO*12.00~ AMT*PO*120.00~ CTT*1~ SE*18*0001~ GE*1*905~ IEA*1*000000905~
| Segment | Purpose | Typical Information |
|---|---|---|
| ISA | Interchange Control Header | Sender ID, receiver ID, date, time, control number and X12 version. |
| GS | Functional Group Header | Functional identifier, sender, receiver, group control number and version. |
| ST | Transaction Set Header | Identifies the transaction as EDI 865 and provides the control number. |
| BCA | Beginning Segment for PO Change Acknowledgment/Request | Response purpose, acknowledgment type, purchase order number and change references. |
| REF | Reference Identification | Purchase order change number, contract number, department or other references. |
| N1 | Name | Buyer, supplier, ship-to, bill-to or other trading partner identification. |
| N3 | Address Information | Street address for the buyer, supplier or delivery location. |
| N4 | Geographic Location | City, state, postal code and country information. |
| PER | Administrative Communications Contact | Contact name, telephone number and email address. |
| PO1 | Baseline Item Data | Line number, quantity, UOM, price and buyer or supplier product identifiers. |
| ACK | Line Item Acknowledgment | Acceptance, rejection or supplier- requested change for an order line. |
| PID | Product Description | Product name, item description or other descriptive information. |
| PO4 | Item Physical Details | Pack quantity, packaging code, size, weight or unit information. |
| DTM | Date/Time Reference | Requested delivery date, shipment date or revised schedule date. |
| PRC | Price Details | Revised unit price, price basis or additional pricing information. |
| AMT | Monetary Amount | Extended line amount, order amount or another monetary value. |
| CTT | Transaction Totals | Total number of purchase order lines or other transaction-level counts. |
| SE | Transaction Set Trailer | Segment count and matching transaction set control number. |
| GE | Functional Group Trailer | Transaction count and functional group control number. |
| IEA | Interchange Control Trailer | Functional group count and interchange control number. |
EDI 865 gives customers and suppliers a clear, structured and traceable response to every purchase order change.
Every purchase order change receives a formal accepted, rejected or modified response.
Buyers and suppliers do not need repeated emails or phone calls to confirm routine order changes.
Quantities, prices and dates are transferred directly between connected business systems.
Both parties maintain the same updated order details before shipment and invoicing.
Revised dates and quantities are communicated before warehouse and transportation operations begin.
Suppliers can follow buyer acknowledgment requirements and reduce disputes or chargebacks.
By integrating EDI 865 with Odoo, businesses can automatically process incoming EDI 860 purchase order changes and generate the appropriate supplier response.
Odoo can compare requested quantities, prices and delivery dates with stock availability, business rules and delivery schedules before creating the EDI 865.
Discuss Your EDI 865 IntegrationEDI 865 is an ANSI X12 Purchase Order Change Acknowledgment/Request used by suppliers to respond to changes made to an existing purchase order.
EDI 860 is normally sent by the buyer to request a purchase order change. EDI 865 is sent by the supplier to accept, reject or modify that request.
Yes. The supplier can use EDI 865 to propose an alternative quantity, price, delivery date or another order condition.
Yes. One line may be accepted, another may be rejected, and another may be accepted with modified details.
The ACK segment is commonly used to communicate the supplier’s response for an individual purchase order line.
Yes. Odoo can import EDI 860 changes, compare them with the related sales order and generate EDI 865 responses based on approved business rules.
Automatically receive purchase order changes, compare revised quantities, prices and delivery dates, and send accurate EDI 865 responses to your trading partners.
