What Is an EDI 875 (Grocery Products Purchase Order)?
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Talk to our experts- EDI 875 (Grocery Products Purchase Order)
- An EDI 875 is the X12 Grocery Products Purchase Order: the transaction set a retailer or wholesaler organization can use to request delivery of finished goods from a broker or supplier organization. X12 says it provides for customary and established grocery industry practice relative to the placement of purchase orders for finished goods in a retail or wholesale consumer market.
Also called: 875 Grocery Products Purchase Order
How it works
An EDI 875 is the X12 Grocery Products Purchase Order, the grocery industry's electronic purchase order for finished goods, sent by a retailer or wholesaler to a broker or supplier.
X12's purpose statement sets out who uses it and for what:
- Sender: a retailer or wholesaler organization.
- Receiver: a broker or supplier organization.
- Goods: finished goods in a retail or wholesale consumer market.
- Not for changes or acknowledgments: X12 says the 875 should not be used to convey purchase order changes or purchase order acknowledgment information.
X12 lists the 875 among the transaction sets of its Supply Chain subcommittee (X12M).
The grocery order sets X12 defines
A retailer or wholesaler requests delivery of finished goods from a broker or supplier.
The retailer or wholesaler requests a change to a previously submitted purchase order, if one is needed.
The supplier or broker requests payment from the retailer or wholesaler with standalone detail billing.
Changes have their own rules. X12 says 876 changes are accomplished by restating the value of the data elements to be changed rather than indicating the difference between the old and new value, and an item is deleted by restating its quantity ordered to zero. The 880 is for standalone detail billing and cannot be used for statement billing or credit/debit adjustments.
EDI 875 vs EDI 850
X12 writes the two purchase orders almost word for word alike. The difference is scope:
- 850 Purchase Order: customary and established business and industry practice relative to the placement of purchase orders for goods and services.
- 875 Grocery Products Purchase Order: customary and established grocery industry practice relative to the placement of purchase orders for finished goods in a retail or wholesale consumer market.
Both carry the same rule: neither should be used to convey purchase order changes or purchase order acknowledgment information.
Example
A grocery wholesaler sends a supplier an 875 with three lines: 40 cases, 25 cases and 15 cases, so 40 + 25 + 15 = 80 cases.
Two days later it raises the second line to 30 cases with an 876. The 876 restates the new value, 30, rather than sending the difference of 5. The order now totals 40 + 30 + 15 = 85 cases, and the supplier's 880 bills against that order.
On Shopify
If the supplier sells on Shopify, an integration that receives 875s can create the matching orders through the GraphQL Admin API:
- Creating the order: the orderCreate mutation is for orders that aren't created through the standard checkout process, such as when importing orders from an external system or creating orders for wholesale customers.
- The buyer's PO number: the order input takes poNumber, the purchase order number associated to the order.
- The business buyer: the input also takes companyLocationId, the ID of the purchasing company's location for the order.
Mapping the 875's fields to those order fields is the integration's job, line by line.
How Uncap helps
Uncap's guide to food distributor software asks the question that decides where an online order lands: "When an order is placed online, does it flow into the ERP as a standard sales order, using the same workflows as phone and EDI orders?"
Sources
Frequently asked questions
What is an EDI 875?
An EDI 875 is the X12 Grocery Products Purchase Order. A retailer or wholesaler organization uses it to request delivery of finished goods from a broker or supplier organization, following customary and established grocery industry practice.
What is the difference between EDI 850 and EDI 875?
The X12 850 Purchase Order covers the placement of purchase orders for goods and services in general business and industry practice. The EDI 875 covers grocery industry practice for purchase orders of finished goods in a retail or wholesale consumer market.
What is EDI 850 and 855?
The X12 850 is the Purchase Order, used for the placement of purchase orders for goods and services. The X12 855 is the Purchase Order Acknowledgment, a seller's acknowledgment of a buyer's purchase order.
