ANSI X12 860 – Purchase Order Change Request (Buyer Initiated)

 The ANSI X12 860 – Purchase Order Change Request (Buyer Initiated) is generated when a buyer needs to modify an already-sent Purchase Order (X12 850) and must formally notify the supplier of those changes.

Below is a clear, real-world explanation of how and when the 860 is generated and sent, from both ERP and EDI perspectives.

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🔹 When is X12 860 Generated?

An 860 is generated ONLY AFTER an 850 has already been sent and acknowledged.

Typical business triggers include:

1️⃣ Buyer Changes Order Details

Any change to an existing PO may trigger an 860:

• Quantity increase/decrease

• Price change

• Delivery date change

• Item substitution

• Cancel or re-open PO lines

• Add or delete line items

⚠️ If the buyer wants to cancel the entire PO, some trading partners require 860, others accept 855 with rejection.

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2️⃣ ERP Event Trigger (System-Driven)

The 860 is usually triggered when:

• Buyer updates PO in ERP (SAP / Oracle / NetSuite / JD Edwards)

• Change status moves to “PO Change”

• System compares Original PO vs Changed PO

• Delta (difference) is identified

➡️ That delta is converted into X12 860

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3️⃣ Supplier Has Not Yet Shipped

Most suppliers expect:

• 860 BEFORE shipment

• If shipment already occurred → 860 may be rejected

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🔹 How X12 860 is Generated (Step-by-Step Flow)

🧩 End-to-End Flow

Buyer ERP
   ↓
PO Change Event
   ↓
ERP generates PO Change ID
   ↓
EDI Translator maps changes → X12 860
   ↓
EDI VAN / AS2 / SFTP
   ↓
Supplier EDI System

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🔹 Step 1: Original PO Exists (850)

• Buyer already sent X12 850

• Supplier acknowledged via 855

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🔹 Step 2: PO Change Happens in ERP

Example:

• Qty changed from 100 → 120

• Delivery date changed

ERP marks:

• Change Version / Revision Number

• Change Reason (optional)

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🔹 Step 3: ERP → EDI Mapping Logic

EDI mapping:

• Compares Old PO vs New PO

• Identifies:

  • Changed lines

  • Added lines

  • Deleted lines

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🔹 Step 4: X12 860 Creation

Key segments used:

Segment	Purpose
ST	Transaction Set Header
BCH	Beginning Segment for PO Change
REF	PO number / Change ID
DTM	Change effective date
POC	Line item change details
CTT	Transaction totals
SE	Transaction trailer

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🔹 Example BCH Segment

BCH*01*SA*4500001234**20260126~

• 01 → Change order

• SA → Standalone change

• PO Number referenced

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🔹 Example POC Segment (Quantity Change)

POC*01*120*EA*25.00**IN*ABC123~

• 01 → Change

• 120 → New quantity

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🔹 How Is X12 860 Sent to Supplier?

🚚 Transmission Methods

• AS2 (most common)

• SFTP

• VAN (SPS, OpenText, TrueCommerce)

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🔁 Supplier Response After 860

Response	Meaning
855	Accept / Reject PO change
997	Technical acknowledgment
856	Shipment (if accepted)

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🔹 Important Business Rules

⚠️ 860 vs 850

Scenario	Document
New PO	850
Modify existing PO	860
Cancel PO (partner-dependent)	860 or 855

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⚠️ Partial Acceptance

• Supplier may accept some lines and reject others

• Reflected in 855 response

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🔹 Real-World Example

Retail Buyer (Walmart / Target / Amazon)

• Buyer sends 850

• Inventory changes

• Buyer updates ERP

• 860 generated automatically

• Supplier confirms via 855

• Shipment continues with 856

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🔹 Common Rejection Reasons

• PO already shipped

• Invalid line reference

• Price change not allowed

• Change window expired

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🔹 Summary

✅ X12 860 is generated ONLY after an 850 exists
✅ Triggered by PO change in buyer ERP
✅ Contains only the changed lines (delta)
✅ Sent before shipment
✅ Supplier responds with 855

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