EDI 860 Definition
EDI 860 transaction set is a Purchase Order Change Request that is used by buyers to request changes to the Purchase Order (EDI 850) they previously submitted, or by a buyer to confirm acceptance of changes made by the seller to a purchase order, or by mutual agreement of the two parties. The buyer will send EDI 860 Purchase Order Change Request, and the seller will send back an EDI 865 Purchase Order Acknowledgement with Change in response.
Sent By: Retailer, Buyer, or Trading Partner
The buyer sends the EDI 860 to the supplier to request changes to a previously submitted purchase order. Common changes include adding or removing items, adjusting quantities, changing prices, or updating delivery dates.
Received By: Supplier, Manufacturer, or Distributor
The supplier receives the EDI 860, reviews the requested changes, and responds with an EDI 865 Purchase Order Change Acknowledgment to confirm whether the changes were accepted, rejected, or modified.
What EDI 860 Represents in Real Life
EDI 860 is not just a change request. It is the buyer’s way of saying “we need to update this order before you ship it.” In fast-moving supply chains, things change constantly like quantities adjust, items get added or cancelled, delivery dates shift. EDI 860 keeps both parties aligned without starting over.
When an EDI 860 is processed successfully:
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- The supplier’s system is updated with the new order details
- Warehouse fulfillment reflects the latest quantities and items
- Invoice accuracy improves because it’s based on the most current order
- Both parties have a documented audit trail of changes
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In short, the EDI 860 keeps orders accurate as business conditions evolve.
EDI 860 Specification
This X12 Transaction Set contains the format and establishes the data contents of the Purchase Order Change Request – Buyer Initiated Transaction Set (860) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide for customary and established business and industry practice relative to a buyer’s request for changes to a previously submitted purchase order.
Source: Accredited Standards Committee X12. ASC X12 Standard [Table Data]. Data Interchange Standards Association, Inc., Falls Church, VA. https://x12.org
Common Requested Changes in an EDI 860
- Add or remove items
- Change item quantities
- Change prices
- Reschedule delivery dates
- Update ship-to or bill-to information
- Cancel specific line items
Components of an EDI 860 Purchase Order Change Request
- Purchase order number
- Purchase order date
- Type of order change
- Item/Service Identifiers (UPC/EAN/GTIN)
- Item Price and Quantity
- Item additions and/or deletions
- Any additional terms for the sale, such as discounts, etc.
Additional data that may be included:
- Ship-to, bill-to, and ship-from addresses
- Contact information
- Vendor and buyer item numbers
- Free-form notes about specific changes
- Ship-by dates
- Total order weight and cube
Related EDI Transactions
Other EDI documents directly related to the Purchase Order Change Request:
Other related EDI documents include:
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- EDI 810 – Invoice
- EDI 812 – Credit / Debit Adjustment
- EDI 820 – Payment or Order Remittance
- EDI 830 – Planning Schedule with Release Capability
- EDI 832 – Price/Sales Catalog
- EDI 846 – Inventory Inquiry
- EDI 856 – Advance Ship Notice
- EDI 867 – Product Transfer and Resale Report
- EDI 870 – Order Status Report
- EDI 875 – Grocery Products Purchase Order
- EDI 990 – Response to a Load Tender
- EDI 997 – Functional Acknowledgement
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EDI 860 Sample File Format (Raw EDI File)
ISA*00* *00* *12*11111111 *12*22222222 *230408*1603*U*00401*100000009*0*P*} GS*PC*111111111*222222222*20230408*1603*1009*X*004010 ST*860*1009 BCH*05*CP*12312399***20230408 REF*VN*051145 REF*PD*12345678 PER*OC*Contact Name*TE*1234567890*****34324 ITD*01*3**********Terms Description DTM*002*20200415 N9*ZZ**WHI MSG*Ship by dates on DC level POs may vary. A PO will display the earliest ship date. N1*BT*Test Store*9*0011111110000 N3*EDI Rd N4*DANVILLE*IL*61834*US N1*SF*EDI Support LLC N3*Test Rd N4*Lake Forest*IL*60045*USA N1*ST*Test DC*9*001111111T065 N3*123 Heaven Dr N4*Orlando*FL*32809*US POC*001*RZ*3*3*EA*14.98*PR*VN*123456 PID*F****ITEMDESCRIPTION1 REF*PD*11345678 PER*BD*Contact Name*TE*2345678901 MSG*Item change notes to be sent here. POC*002*RZ*3*3*EA*6.7*PR*VN*123457 PID*F****ITEMDESCRIPTION2" REF*PD*22345678 PER*BD*Contact Name*TE*2345678901 MSG*Item change notes to be sent here. CTT*2*12*500*LB*75*FT SE*30*1009 GE*1*1009 IEA*1*100000009
What Each Line in the EDI 860 Sample Means
Each segment in an EDI 860 serves a specific purpose. Here is a breakdown of the sample file above:
ISA – Interchange Control Header. Opens the EDI envelope with sender/receiver IDs, date (230408), time (1603), and control number.
GS – Functional Group Header. Identifies the transaction type (PC = Purchase Order Change).
ST – Transaction Set Header. “860” identifies the document type with control number 1009.
BCH – Beginning Segment for PO Change. Purpose code (05 = Replace), order type (CP = Change to Purchase Order), PO number (12312399), and change date (20230408).
REF*VN – Vendor Reference Number. The supplier’s internal vendor number (051145).
REF*PD – Promotion/Deal Number. Reference number 12345678 for any associated promotions or deals.
PER*OC – Contact Information. OC = Order Contact. Contact name and phone number (1234567890).
ITD – Terms of Sale. Terms type (01), terms basis (3), and a free-form terms description.
DTM*002 – Date/Time Reference. Qualifier 002 = Delivery Requested date. Delivery requested by 20200415.
N9*ZZ / MSG – Note and Message. ZZ = Mutually Defined reference. The MSG segment contains a free-form note about ship-by date variability for DC-level POs.
N1*BT – Bill To Name. “Test Store” with DUNS code 0011111110000.
N1*SF – Ship From Name. “EDI Support LLC” with address in Lake Forest, IL.
N1*ST – Ship To Name. “Test DC” (distribution center) in Orlando, FL.
POC – Purchase Order Change Line Item. The core change detail segment. Contains line number, change code (RZ = Replace), quantity ordered, quantity changed, unit of measure (EA), unit price, and vendor part number. For example, POC*001*RZ*3*3*EA*14.98*PR*VN*123456.
PID – Product Description. F = Free-form. Item description (e.g., ITEMDESCRIPTION1).
PER*BD – Buyer Contact for Line Item. BD = Buyer Division. Contact name and phone for this specific line item change.
MSG (line level) – Free-form notes specific to the line item change (e.g., “Item change notes to be sent here”).
CTT – Transaction Totals. 2 line items, 12 total units, 500 LB weight, 75 cubic feet.
SE / GE / IEA – Closing segments. SE closes the transaction (30 segments), GE closes the functional group, and IEA closes the interchange envelope.
How to Start Receiving EDI 860
If your trading partners send EDI 860 Purchase Order Changes and you need to start receiving them, here is a general roadmap:
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- Understand your trading partner’s requirements: Each buyer may use different change codes, timing expectations, and response requirements. Review their EDI implementation guide carefully.
- Choose an EDI platform: You need EDI software to translate your data into the proper ANSI X12 format. Cloud-based platforms like Elevate make this straightforward with transparent pricing, no contracts, and end-to-end support.
- Map the data to your system: Connect the incoming 860 segments to the corresponding fields in your ERP or order management system. This includes change codes, updated quantities, pricing, addresses, and delivery dates.
- Test with your trading partner: Before going live, have your trading partner send test 860 transactions so you can validate that changes are applied correctly in your system.
- Go live and monitor: Begin receiving production 860s. Monitor for errors, missed changes, and acknowledgment failures. A good EDI platform will alert you to incoming changes in real time.
Need help with EDI 860 implementation and more?
Elevate handles every step from trading partner setup to ERP connection to ongoing invoice monitoring. No IT team required.
Real-World Example: Retailer Changing an Order Before Shipment
A retailer originally ordered 6 units across two items, but needs to adjust before the supplier ships.
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- The retailer sends an EDI 860 Purchase Order Change replacing both line items with updated quantities
- Elevate receives the change and alerts the supplier’s team
- The supplier reviews the changes and confirms acceptance
- The supplier sends an EDI 865 Purchase Order Change Acknowledgment
- The warehouse updates the pick list to reflect the new quantities
- The supplier ships the updated order and sends an EDI 856 ASN
- The invoice (EDI 810) matches the revised order — no discrepancies
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When EDI 860 is processed correctly, order changes flow through without creating downstream errors.
Why EDI 860 Accuracy Is Critical
Missed or misprocessed order changes create fulfillment and billing errors.
Common problems include:
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- Change requests that are received but not applied to the order
- Incorrect interpretation of change codes (add vs. replace vs. delete)
- Price changes that don’t carry through to the invoice
- Ship-to address changes that arrive after the order has shipped
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These issues lead to:
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- Wrong items or quantities shipped
- Invoice mismatches against the revised PO
- Chargebacks and deductions
- Manual rework and re-shipments
- Strained trading partner relationships
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A clean EDI 860 process ensures changes are captured and reflected across every downstream document.
Common Challenges with EDI 860 Purchase Order Changes
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- Different trading partners use different change codes and conventions
- Timing is critical — changes received after fulfillment has started require exception handling
- Multiple changes to the same PO create version control complexity
- Change requests may affect pricing, quantities, and dates simultaneously
- ERP systems vary in how they handle mid-cycle order modifications
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Flexible EDI systems handle these scenarios without breaking the flow.
FAQs
1. What is the difference between an EDI 860 and EDI 850?
EDI 850 is the original Purchase Order. EDI 860 is a change to that order. You receive 850 first, then 860 if the buyer needs to modify it before fulfillment.
2. Who sends the EDI 860?
The buyer or retailer sends EDI 860 to the supplier when they need to change a previously submitted purchase order.
3. What is EDI 865?
EDI 865 is the Purchase Order Change Acknowledgment. It is the supplier’s response to 860, confirming whether the requested changes were accepted, rejected, or modified.
4. Is EDI 860 required?
If your trading partners use EDI for purchase orders, they will almost certainly use 860 for order changes. It is a standard part of the purchase order workflow.
5. Can an EDI 860 cancel an entire order?
Yes. The BCH segment’s purpose code can indicate a full cancellation. However, most 860s are used for partial changes — adjusting quantities, adding or removing line items, or changing dates.
6. What happens if I receive an 860 after the order has shipped?
This is a common challenge. If fulfillment has already begun, the supplier may need to handle the change as an exception — processing a return, issuing a credit, or coordinating with the warehouse. Communication with the buyer is key.
7. What EDI version does 860 use?
EDI 860 follows the ANSI X12 standard. The most commonly used versions are 4010 and 5010, depending on your trading partner’s requirements.
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