EDI Customer Purchase Order – 850
Acctivate can import orders received from your customers (trading partners) via EDI. This transaction is commonly referred to as a Customer Purchase Order since it is initiated by your customer. However, the EDI Purchase Order will be imported as an Acctivate Sales Order.
There are multiple ways to configure your customer records to support EDI. You will also want to review our Shipment Destinations article, which covers the common order types.
The EDI Purchase Order is also referred to as the EDI 850 transaction. Please read the EDI Transaction Files article for more information.
File Structure
The Acctivate EDI Purchase Order format includes a single Header row, followed by an Item row for each product on the order.
- The Header Row (Row Type “H”) is the first row in a Customer Purchase Order. The transaction header row includes the customer name, addresses, contact info, special instructions and transaction total amounts.
- Item Rows (Row Type “I”) appear for each item in the order. This row contains multiple product identifiers, transaction quantity, price, reference and special instructions.
Header Row
| Column | Data | Type(Length) | Notes |
|---|---|---|---|
| 1 | Row Type | String(1) | Expected “H” for Header row |
| 2 | Transaction Type | String(3) | Expected “850” for Transaction Type |
| 3 | Accounting ID | String(41) | Acctivate Trading Partner ID |
| 4 | Customer PO | String(20) | Sales Order PO |
| 5 | PO Date | Date | Sales Order Date, also captured in EDI Orders table. Local date format (e.g., MM/DD/YYYY in US) or YYYYMMDD |
| 6 | Invoice Number | String(40) | Ignored |
| 7 | Accounts Receivable Account | String(159) | Ignored |
| 8 | Ship To Name | String(41) | Ship Address 1 |
| 9 | Ship To Address – Line One | String(41) | Ship Address 2 |
| 10 | Ship To Address – Line Two | String(41) | Ship Address 3 |
| 11 | Ship To City | String(31) | Ship City |
| 12 | Ship To State | String(21) | Ship State |
| 13 | Ship To Zipcode | String(13) | Ship Zip |
| 14 | Ship To Country | String(31) | Ship Country |
| 15 | Mark for Store Number | String(41) | Stored in EDI Orders table, visible on Sales Order. |
| 16 | Bill To Name | String(41) | Bill Address 1 |
| 17 | Bill To Address – Line One | String(41) | Bill Address 2 |
| 18 | Bill To Address – Line Two | String(41) | Bill Address 3 |
| 19 | Bill To City | String(31) | Bill City |
| 20 | Bill To State | String(21) | Bill State |
| 21 | Bill To Zipcode | String(13) | Bill Zip |
| 22 | Bill To Country | String(31) | Bill Country |
| 23 | Bill To Code | String(41) | Ignored |
| 24 | Ship Via | String(25) | Sales Order Ship Via |
| 25 | Ship Date | Date | Requested Ship Date. Local date format (e.g., MM/DD/YYYY in US) or YYYYMMDD |
| 26 | Terms Code | String(31) | Terms Code |
| 27 | Note | String(4095) | Comment |
| 28 | Product Group | String(255) | Stored in EDI Add’l Information table |
| 29 | Department Number | String(5) | Stored in EDI Add’l Information table |
| 30 | Mark For Code | String(255) | Stored in EDI Add’l Information table |
| 31 | Cancel Date | Date | Stored in EDI Add’l Information table. Local date format (e.g., MM/DD/YYYY in US) or YYYYMMDD |
| 32 | Do Not Ship Before | Date | Sales Order Don’t Ship Before. Local date format (e.g., MM/DD/YYYY in US) or YYYYMMDD |
| 33 | Do Not Ship After | Date | Sales Order Don’t Ship After. Local date format (e.g., MM/DD/YYYY in US) or YYYYMMDD |
| 34 | Allowance Percent 1 | Decimal | Accumulated with other allowances for Sales Order Discount |
| 35 | Allowance Amount 1 | Decimal | Accumulated with other allowances for Sales Order Discount |
| 36 | Allowance Percent 2 | Decimal | Accumulated with other allowances for Sales Order Discount |
| 37 | Allowance Amount 2 | Decimal | Accumulated with other allowances for Sales Order Discount |
| 38 | Allowance Percent 3 | Decimal | Accumulated with other allowances for Sales Order Discount |
| 39 | Allowance Amount 3 | Decimal | Accumulated with other allowances for Sales Order Discount |
| 40 | Not Used | ||
| 41 | Ship-to Location ID | String(41) | Sales Order Ship Location ID |
| 42 | Merchandise Type Code | String(255) | Stored in EDI Add’l Information table |
| 43 | Contact Name | String(50) | Sales Order Contact Name |
| 44 | Contact Phone | String(50) | Sales Order Contact Phone |
| 45 | Contact Fax | String(50) | Sales Order Contact Fax |
| 46 | Contact Email Address | String(99) | Sales Order Contact Email |
| 47 | Ship-to Attention | String(41) | Ship Attention |
| 48 | Salesperson | String(5) | Sales Order Salesperson ID |
| 49 | Requested By | String(50) | Sales Order Requested By |
| 50 | Approved By | String(50) | Sales Order Approved By |
| 51 | Customer Contact Name | String(50) | Ignored |
| 52 | Reference | String(20) | Sales Order Reference |
| 53 | Reference 2 | String(20) | Sales Order Reference 2 |
| 54 | Job Reference | String(20) | Sales Order Job Reference |
| 55 | Special Instructions | String | Sales Order Special Instructions |
| 56 | Shipping Instructions | String | Sales Order Shipping Instructions |
Item Row
| Column | Data | Type(Length) | Notes |
|---|---|---|---|
| 1 | Row Type | String(1) | Expected “I” for Item Row |
| 2 | Line Number | Integer | Stored in EDI OrderDetail table |
| 3 | Vendor Product ID | String(159) | Find Product by Product ID (or Alt Product ID) |
| 4 | Buyer Product ID | String(159) | Find Product by Customer Product ID |
| 5 | UPC | String(31) | Find Product by UPC |
| 6 | Description | String(4095) | Sales Order Line Description |
| 7 | Quantity | Decimal | Sales Order Quantity |
| 8 | Unit of Measure | String(5) | Sales Order Display/Price Unit (Acctivate Sales Unit of Measure) |
| 9 | Unit Price | Decimal | Sales Order Line Price |
| 10 | Item Retail Price | Decimal | Ignored |
| 11 | Item Allowance Amount | Decimal | Converted to Line Discount % |
| 12 | Item Allowance Percent | Decimal | Line Discount % |
| 13 | Reference | String(20) | Sales Order Line Reference |
| 14 | Special Instructions | String | Sales Order Line Special Instructions |