EDI Documents

EDI documents are technical documents containing data syntax, data elements, segments, and messages that are formatted according to the EDI Standards across many industries. In the US and typically most of North America, the standard format for EDI is ANSI X12.

EDI 753 –Request for Routing

The 753 EDI document is sent from the supplier to the retailer. For example, Lowe’s Company recently added the 753 as a mandatory document for all stock vendors that ship collect to a Lowes location. It must be received 3 days prior to expected ship date that is on the PO. If not received 3 days prior, an 824 document will be sent from Lowes stating the cause for rejection.

EDI 810 –Invoice

An 810 EDI document is the paperless version of an Invoice. It is the information of the invoice that is sent from the supplier to the retailer as a payment rendered for the goods purchased. Many retailers require transmission of EDI documents as the mandatory way to ‘respond’ to an 850 EDI document.

EDI 812 – Credit / Debit Adjustment

The contents of this document are used to notify a trading partner of an adjustment or billback and can be used to request an adjustment or billback. It identifies the details and amounts covering exceptions, adjustments, credits or debits for goods or services. Depending how the supplier and retailer are set up, this document can be multidirectional.

EDI 816 – Organizational Relationships document

This document is sent from buyers/suppliers to sellers/retailers containing information to the parent company it’s association. The parent company could be a holding company or a retail chain and this document will identify the association. the warehouse/distribution centers or the retail store. It includes address of physical locations.

EDI 820 Document – Remittance Advice

An 820 EDI document is the paperless version of a Purchase Order. It is the information of the Purchase Order that is sent from retailer to suppliers / purchaser to a vendor. Many retailers require an EDI 850 PO document as the mandatory way to ‘receive’

EDI 824 Document – Application Advice

This document is the electronic version of a list of errors, necessary changes, or is a rejection of the previous document. It could be considered similar to an 864 message. This list will include the document number it’s referencing, the details of the necessary changes/rejections or detail of the error.

EDI 846 – Inventory Inquiry and Advice

The 846 EDI document is most often used when suppliers need to notify the retailer of the inventory levels of the supplier. If there is overstock of understock of the product available.

EDI 850 Document – Purchase Order

An 850 EDI document is the paperless version of a Purchase Order. It is the information of the Purchase Order that is sent from retailer to suppliers / purchaser to a vendor. This is a unique document because for traditional stock vendors that receive a PO and send an Invoice, it’s business as usual, but what we have found, the 852 with Lowes supplies both quantities and eaches. The 852 with Walmart and Tractor Supply provide only quantities. However if you’re a supplier with Home Depot operating under the Pay By Scan program an EDI 850 PO document is the inbound file received for the daily sales.

EDI 852 – Product Activity Data

The 852 EDI document is sent from the retailer to the supplier that details the transactions taken place associated to the product. It includes the price, inventory level onhand and on order in units, quantities sold, based on a frequency: daily or weekly. Reporting level can also be determined such as store, distribution center, or a company as a whole. Each Retailer has specifics on what information is standard in their business operation and what they provide on the 852 to the supplier.

EDI 855 – Purchase Order Acknowledgement

(aka Reverse PO, Purchase Order Change)
The 855 EDI document has many names. Depending on what agreements are in place between the supplier and retailer you are working with, it can be set up in two common ways: In response to the PO sent from the Retailer.

EDI 856 – Advanced Shipment Notification

Also referred to as the ‘ASN’. This document’s purpose is to communicate the contents of the shipment: tracking number, items, quantities, and carrier information. It is sent from supplier to retailer after the order has been picked, packed, and marked shipped in their ERP or ordering system.

EDI 864 – Text Document

This is an electronic version of a text message. It’s purpose is to communicate in plain free-form text message typically from the Retailer to the Supplier to inform the supplier of reasons for a rejection or missing/invalid information regarding a specific details pertaining to a document previously sent. This document can be multidirectional.

EDI 894 – Delivery/Return Base Record

The information shared on this document enables a Direct Store Delivery (DSD) supplier to communicate the details of a DSD delivery. It is required to be sent prior to the DSD since specific replenishment quantities are typically unconfirmed. This is to be used during the check-in or receiving procedure.

EDI 997 – Functional Acknowledgment

This is a basic form exchanged back and forth between trading partners to confirm receipt of the previous document sent by the originator. The 997 is not to be acknowledged, thus creating an endless cycle of acknowledgments. It will contain a specific letter code detailing if the document was ‘A’ for Accepted, ‘E’ Accepted but Errors were Noted, ‘P’ Partially Accepted, At Least One Transaction Set Was Rejected or ‘R’ Rejected’.

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