PO Acknowledgements

This section discusses the EDI transaction sets that are sent in response to a Purchase Order.

Main Topics:

• Work with an Acknowledgement

• Send an Acknowledgement

• Work with Transaction Sets 

• Duplicate an Acknowledgment

• Move, Assign, or Unassign Firm Order Lines

• Related Topics

These transaction sets are as follows:

Purchase Order Acknowledgement

The Purchase Order Acknowledgement (PO ACK), known in X12 as an 855 and in EDIFACT as an ORDRSP, is sent after a Purchase Order is received to confirm the goods are available to be sold. It can be used to tell the buyers who sent you a Purchase Order (PO) that you will be either filling the PO as requested or will not be able to fill the order for some reason.

NOTE By default, an 855 PO ACK will automatically be generated to respond to a received 850 PO. The default settings can be changed per user request.

For more information, refer to the Work with an Acknowledgement section.

Purchase Order Change Request - Buyer Initiated

The Purchase Order Change Request, known in X12 as an 860 and in EDIFACT as an ORDCHG, is used to provide the information required for the customary and established business and industry practice relative to a purchase order change. This transaction can be used: (1) by a buyer to request a change to a previously-submitted purchase order or (2) by a buyer to confirm the acceptance of a purchase order change initiated by the seller or by mutual agreement of the two parties.

Purchase Order Change Acknowledgement/Request - Seller Initiated

The Purchase Order Change Acknowledgement, known in X12 as an 865 and in EDIFACT as an ORDRSP, is used by the seller to convey acceptance or rejection of changes to a previously-submitted purchase order from the buyer. The transaction set is used by the seller to accept, reject, or modify a purchase order. Also, the transaction set can be seller-initiated to change a purchase order.

NOTE By default, an 865 PO Change Acknowledgement will automatically be generated to respond to a received 860 PO Change. The default settings can be changed per user request.

For more information, refer to the Purchase Order Change Acknowledgement section.

Application Advice

The Application Advice, known in X12 as an 824 and in EDIFACT as an APERAK, is used to report the results of an application system's data content edits. The results of editing transaction sets can be reported at the functional group, an entire transaction set, or any portion of a transaction set, in either coded or free-form format. It is designed to accommodate the business need of reporting the acceptance, rejection, acceptance with change, or partial acceptance or rejection of any transaction set.

NOTE Sellers might send an 824 Application Advice in response to other documents (850 PO, 856 Advanced Ship Notice, 810 Invoice, 846 Inventory Advice, etc.).

For more information, refer to the Application Advice section.

Order Status Report

Order Status Report, known in X12 as an 870 and in EDIFACT as an ORDREP, is used to report on the current status of a requirement forecast, an entire purchase order, selected line items on a purchase order, selected products/services on a purchase order, or purchase orders for a specific customer in their entirety or on a selection basis. The transaction set can also be used to report on the current status of single or multiple requisitions. The report format allows for the inclusion of "reasons" relative to the status. This transaction set may also be used to update the supplier's scheduled shipment or delivery dates. This transaction set can result from either an inquiry or a prearranged schedule agreed to by the trading partners.

NOTE Sellers might send an 870 Order Status Report in response to an 850 PO when they want to indicate a delayed/missed Ship Date adjustment.

For more information, refer to the Order Status Report section.

Work with an Acknowledgement

1. On the Customer Demand Mgt menu, click PO Acknowledgements.

2. On the Customer PO Acknowledgements screen, click the record that you want to work with.

3. On the General tab, view the general information and make the changes as needed.

NOTE For a full description of each field, refer to the Field Definitions in the next section. The dimmed fields cannot be edited. We recommend that you NOT change the PO Date.

a. To change the Purpose Code, do the following:

                       i.  Click the  search icon.

                      ii.  On the next screen, choose an option, and then click  Select.

b.   To change the date when the Acknowledgement was created, enter the new date in the Acknowledgement Created field.

 Note    By default, the Acknowledgement Created Date takes the current date.

c.   To change the Acknowledgement Type, do the following:

                       i.  Click the  search icon.

                      ii.   On the next screen, choose an option, and then click  Select.

4. Switch to the Firm Orders tab, which includes details of the firm order lines cloned into the Acknowledgement.

        5.  On the Firm Orders tab, click the line whose details you want to view.

        6.  On the PO Acknowledgement Line window, do the following:

NOTE For a full description of each field, refer to the Field Definitions in the next section. The dimmed fields cannot be edited.

a.  To change the quantity to be acknowledged, enter the new number in the Acknowledged Qty field.

b.  To change the Order Status, follow these steps:

       i.  Click the  search icon.

                     ii.    On the next screen, choose an option, and then click  Select.

c.  To change the Response Type, do the following:

                      i.   Click the  search icon.

                    ii.    On the next screen, choose an option, and then click  Select.

d. Next, click the View more link, and then modify the Substitute TP Part and Substitute Supplier Part, if needed.

 Note   The substitute part codes are used for reference, as agreed by the vendor and the hub.

e.  Next, switch to the Other Info tab, which includes the information cloned from the Firm Order’s Other Info.

f.  Switch to the Additional Information tab, and then insert new fields within the PO Acknowledgement Line as needed.

g.   When you’re finished, click Save.

             7.   On the PO Acknowledgement window, switch to the Additional Information tab, and then insert new fields within the PO Acknowledgement as needed.

      8.    When you’re finished, click  Save.

Field Definitions – General

Field	Definition
Trading Partner	The ID code of the Trading Partner.
Transaction Type	The type of PO ACK transaction, known in X12 as an 855 and in EDIFACT as an ORDRSP.
PO Number	The document reference number of the Purchase Order.
Purpose	The Acknowledgement’s purpose code.
Acknowledgement Created	The date when the Acknowledgement was created.
Acknowledgement Type	The type of Acknowledgement. Examples: §  AC defines an Acknowledgement-With Detail and Change. §  AD defines an Acknowledgement-With Detail, No Change.
PO Date	The date when the Purchase Order was created.

Field Definitions – PO Acknowledgement Line

Field	Definition
Trading Partner	The ID code of the Trading Partner.
Reference	The reference number from the original document if shown on the EDI release. This has multiple uses, such as identifying each line item of a PO. For example, Delivery Order Number.
Buyer Part Nbr	The Trading Partner's requested part number, found on the EDI release.
Supplier Part Nbr	The supplier’s SKU or the internal part number used to cross-reference when you export to an ERP/MRP Inventory Control system.
Unit Price	Price of an individual piece.
Ship Date	The projected date when units will be shipped.
Our Ship Date	Your date when the order is to be shipped.
Ordered Qty	The number of units ordered by the Trading Partner, found on the EDI release.
Shipped Qty	The number of units shipped, or staged to ship on the Shipment (ASN).
Acknowledged Qty	The number of units acknowledged by the supplier to fill the PO.
Order Status	The codes that TrueAuto uses to assign the Firm Order status. These statuses indicate the latest actions completed on the order.
Response Type	The code that indicates an action is needed on the Product released in the Firm Order from the Trading Partner.
Substitute TP Part	The alternative part number used by the buyer for reference, if desired.
Substitute Supplier Part	The alternative internal part number used by the supplier for reference, if desired.

 

Send an Acknowledgement

     1.    On the Customer Demand Mgt menu, click PO Acknowledgements.

      2.    On the Customer PO Acknowledgements screen, select the record that you want to send.

      3.    Click  Send Document.

A notification window displays that the document was successfully sent. Then, the Status of the PO Acknowledgement becomes Sent. On the Outgoing Documents screen, the corresponding 855 document is in the Sent status.

Work with Transaction Sets

Purchase Order Change Acknowledgement

Note   Sellers might send an 865 Purchase Order Change Acknowledgement in response to an 850 PO when they want to adjust individual item components like quantity, parts, etc., or reject individual items.

      1.   On the Customer Demand Mgt menu, click PO Acknowledgements.

      2.   On the Customer PO Acknowledgements screen, open the record that you want to update.

      3.  On the PO Acknowledgement screen, switch to the Firm Orders tab.

      4.  On the Firm Orders tab, select the line whose components you want to update.

      5.  On the PO Acknowledgement Line window, make the changes, and then click  Save.

In this example, the Supplier Part Number is changed.

      6.    On the Customer PO Acknowledgements screen, select the 865 record, and then click  Send Document.

In this example, the 865 Purchase Order Change Acknowledgement is sent to demand changes to the item’s Part. The buyer will need to update the system to reflect the order change request initiated by the seller.

Application Advice

 Note   For some businesses, an 824 Application Service can be used as a response to cancel the entire purchase order. In this case, partial PO cancellation is not supported. 

      1.  On the Customer Demand Mgt menu, click PO Acknowledgements.

      2.  On the Customer PO Acknowledgements screen, click the record that you want to update.

      3.  On the General tab, select 824 in the Transaction Set dropdown list.

      4.  Click  Save.

All the lines on the Firm Orders tab are unassigned/cancelled.

      5.  On the Customer PO Acknowledgements screen, select the 824 record, and then click  Send Document.

In this case, the 824 Application Advice is sent to inform the buyer of the entire PO cancellation.

 

CAUTION Once the Transaction Set has been saved as an 824, it cannot be changed to other responses like an 865 or 870.

 

Order Status Report

 Note   For some businesses, an 870 Order Status Report can be used as a response to indicate a change to firm order lines such as Ship Date, Shipped Quantity, etc.

Example cases

The following table describes common cases and steps to use an 870 Order Status Report as a response to indicate a change to the Ship Date:

Examples	Steps
If you want to change the Ship Date on all firm order lines	1. Change the Transaction Type to 870.   2.  Update each firm order line with the changed Ship Date(s).     3. Send the 870 document.
If you want to change the Ship Date on several firm order lines	1. Unassign the firm order lines that you do not want to change.  Note   For more information, refer to the Unassign firm order lines section.   2. Change the Transaction Type to 870.   3. Update each firm order line with the changed Ship Date(s).   4. Send the 870 document.

 

To work with the Order Status Report

    1.   On the Customer Demand Mgt menu, click PO Acknowledgements.

    2.   On the Customer PO Acknowledgements screen, click the record that you want to update.

    3.  On the General tab, select 870 in the Transaction Set dropdown list.

    4.    Click  Save.

    5.    Next, switch to the Firm Orders tab, and open the line that you want to update.

    6.    On the PO Acknowledgement Line window, make the changes, and then click  Save.

In this example, the Our Ship Date field is updated.

    7.    On the Customer PO Acknowledgements screen, select the 870 record, and then click  Send Document.

In this example, the 870 Order Status Report is sent to inform the buyer of a change to the Ship Date. The buyer will recognize the delayed/missed Ship Date adjustment.

Duplicate an Acknowledgment

With this feature, you can duplicate an Acknowledgment from an original document. Note that only the information on the General tab is duplicated whereas the firm order lines will not be copied. Then, you might need to manually assign the firm order lines to the duplicated Acknowledgement.

NOTE At this time, TrueAuto does not support duplicating an 824 Application Advice.

The following section describes the steps on how to duplicate an Acknowledgment.

     1.   On the Customer Demand Mgt menu, click PO Acknowledgements.

     2.   On the Customer PO Acknowledgements screen, select the record that you want to duplicate.

     3.   Click  Duplicate.

     4.  On the General tab, select the Transaction Set in the dropdown list, and then click  Save.

In this example, the Transaction Set is changed from 865 to 870.

After you save the duplicated Acknowledgement, the Firm Orders and the Additional Information tabs are displayed.

The duplicated Acknowledgement includes the fields copied from the original Acknowledgement, except the firm order lines.

 tip   For more information, refer to the Assign firm order lines section.

Move, Assign, or Unassign Firm Order Lines

On the PO Acknowledgement > Firm Orders tab, there are three buttons, as follows:

1.  Move: Move firm order lines from one transaction to another transaction that corresponds to the same original Purchase Order number.

2.  Assign:  Assign firm order lines to an acknowledgement.

3.   Unassign: : Unassign firm order lines from an acknowledgement.

To move firm order lines

      1.  On the Customer PO Acknowledgements screen, open a PO record.

2.  On the PO Acknowledgement screen, switch to the Firm Orders tab.

3.  On the Firm Orders tab, select the firm order lines, and then click  Move.

4.  On the Select PO Response to Move to window, select the target Acknowledgement to which you want to move the firm order lines, and then click  OK.

In this example, the firm order lines are moved from the 865 to the 870 transactions.

5.  Open the Acknowledgement, which includes the moved firm order lines.
 

      tip  Find the corresponding record by the original Purchase Order number.

6.  On the PO Acknowledgement window, switch to the Firm Orders tab to view the moved firm order lines.

To assign firm order lines

1.  On the PO Acknowledgement screen, switch to the Firm Orders tab.

2.  On the Firm Orders tab, click  Assign.

3.  On the Select and Assign Firm Orders window, choose the lines that you want to assign to the Acknowledgement, and then click  OK.

 

The firm order lines are assigned.

To unassign firm order lines

1.    On the PO Acknowledgement screen, switch to the Firm Orders tab.

2.    On the Firm Orders tab, select the line that you want to unassign.

3.    Click  Unassign.

The firm order lines are unassigned from the list.

Related Topics

• Forecast Orders

• Firm Orders

• Customer Inventory Advices