EDIFACT ORDERS - Purchase Order

What is the EDIFACT ORDERS transaction? 

The EDIFACT ORDERS message is the international EDI standard for electronic purchase orders. It enables buyers to request goods or services from suppliers in a structured, automated format. Like the ANSI X12 EDI 850, it replaces paper-based purchase orders and ensures consistent, secure, and efficient communication between global trading partners. 
 

How does PartnerLinQ use the EDIFACT ORDERS? 

PartnerLinQ uses EDIFACT ORDERS to streamline procurement across international markets. The platform integrates ORDERS with ERP and OMS systems, supporting scenarios such as blanket orders, drop-ship, and direct-to-consumer. It ensures compliance with UN/EDIFACT D96A standards while enabling seamless translation between EDIFACT and X12-based transactions. 
 

What responses to the EDIFACT ORDERS transaction are expected/sent? 

For EDIFACT ORDERS, responses include:

• ORDRSP (Order Response) to confirm acceptance or propose changes
• DESADV (Despatch Advice) for shipment details
• INVOIC (Invoice) to finalize billing
• CONTRL (Functional Acknowledgment) to confirm syntax validity 
   

What does the EDIFACT ORDERS message support? 

The EDIFACT ORDERS message underpins collaboration between suppliers, retailers, manufacturers, and logistics providers by digitizing the entire purchase order process in support of global trade, compliance, and cross-border procurement.  
 

What are the Key Features of the EDIFACT ORDERS message? 

• Initiates purchase-to-pay lifecycle
• Supports stand-alone, blanket, and direct-ship orders
• Integrates with ERP and supply chain systems
• Reduces manual intervention and cycle times
• Complies with EDIFACT global standards 
   

What is the Purpose of the EDIFACT ORDERS message? 

The purpose of EDIFACT ORDERS is to provide a standardized method for electronically transmitting purchase order data, improving speed, reducing costs, and ensuring international compliance. 
 

What Information is included in the EDIFACT ORDERS message? 

The ORDERS message typically includes: 

• Buyer and supplier details
• Order type and references
• Line items with quantities, pricing, and descriptions
• Delivery terms and transport details
• Payment terms and instructions 
   

What are the Essential Components of the EDIFACT ORDERS message? 

What are the Common Segments included in the EDIFACT ORDERS message? 

What Status Codes are used with the EDIFACT ORDERS message? 

EDIFACT ORDERS uses function and response codes provided in CONTRL for syntax validation, response codes such as: 

• BGM1225 = 9 (Original)
• BGM1225 = 1 (Cancellation)
• BGM1225 = 4 (Change) 
   

What Reason Codes are used with the EDIFACT ORDERS message? 

Reason codes within RFF and other segments explain exceptions such as: 

• Purchase order changes
• Price adjustments
• Delivery or scheduling constraints 
   

What Use Cases does the EDIFACT ORDERS message support? 

• International procurement
• Blanket and scheduled orders
• Dropship and cross-border transactions
• Direct-to-consumer global orders 
   

What are the Benefits of the EDIFACT ORDERS message? 

• Global standardization for procurement
• Faster, more accurate order processing
• Improved cross-border compliance
• Reduced errors and disputes 

How Efficient is the EDIFACT ORDERS message? 

Speeds up order placement and reduces processing delays.  Automates procurement and logistics transactions across multiple ERP environments. 
 

How Compliant is the EDIFACT ORDERS message? 

The structure and function of the EDIFACT ORDERS message ensures compliance with UN/EDIFACT and global trade rules. The EDIFACT ORDERS message supports shipments, receipts, invoicing and 3 way match.  The EDIFACT ORDERS message supports audits and regulatory obligations and the use of service segments where CONTRL acknowledgments provide interchange control and operational controls.  
 

What is the Format of the EDIFACT ORDERS message? 

The EDIFACT ORDERS message follows UN/EDIFACT D96A message standards.
 

How Accurate is the EDIFACT ORDERS message? 

The EDIFACT ORDERS message improves accuracy through structured, standardized order data for consistent reporting. 
 

What are the Limitations of the EDIFACT ORDERS message? 

Industry-specific adaptations of the EDIFACT ORDERS message may be required (e.g., retail vs. automotive). Requires trading partner alignment for effective use. 
 

Are Guidelines & Sample Files for the Are Guidelines & Sample Files for the EDIFACT ORDERS message available? 

Yes. Sample EDIFACT ORDERS message and implementation guides that support testing and partner onboarding are available through PartnerLinQ. 

Sample EDIFACT ORDERS message implementation guides illustrate both inbound and outbound flows, segment layouts, and valid data examples and support testing and partner onboarding. Customized specification documents for use in on boarding and technical development are available upon request.  

PartnerLinQ provides: 

• EDIFACT ORDERS message implementation guide
• Sample payloads
• Qualification and testing maps
• Error handling and best-practice notes 

Contact our experts. 

What are the Basic Questions for Integration for EDIFACT ORDERS message? 

1. Is ORDERS transaction inbound or outbound?
2. How will cancellations and changes be handled?
3. Are blanket orders or scheduled releases supported?
4. How will integration with ERP handle one-time addresses or global terms?
5. Are there Samples and Specs available?
6. Are there other parties interested in this same transaction?
7. What transactions might these interested parties also be a party to?
8. What type of connection will be used for exchanging the EDI Files? example: AS2 or VAN connection?
9. Does the sending party use a VAN today?
10. Are they Inbound to the client or outbound from the client to another party?
11. What types of Orders are in scope? example; Stand Alone, Dropship, or direct-to-consumer, blanket, or Bulk?
12. Will there be one-time address added to the ERP from the EDI file?
13. Do these one-time addresses need to go anywhere else, like a CRM system?
14. Are PO Changes accommodated?
15. How do you handle changes to orders today?
16. Is there automation? (an internal systems triggers) or are PO changes triggered manually
17. Is the customer only sending EDI or are there other ways to get the order into the system?
18. How will cancellations and changes be managed?
19. Is there customization to accommodate Order to Cash flows in the ERP?
20. How will ERP handle one-time addresses or cross-references?
21. Are SAC allowances/charges supported?
22. How are Payment Terms, FOB, INCO Terms, and/or Method of Payment terms applied?
23. How are Delivery Addresses handled?
24. How are Orders created as a Journal entry or Sales Order, proceeding to pick release?
25. How are items identified?
26. Are Line Items identified by SKU or UPC?
27. Are there pre-pack items?
28. Is the EDI 832 Price/Sales Catalog transaction in use?
29. How does pricing work?
30. Are we expecting Service, Promotion, Allowance, or Charge Information (SAC) with the PO? 
     

What is the Business Level Workflow of an EDIFACT ORDERS message? 

1. Buyer creates order in ERP
2. Order is translated into EDIFACT ORDERS format
3. Secure transmission via AS2, SFTP, or VAN
4. Supplier validates and acknowledges with ORDRSP
5. DESADV provides shipping details
6. INVOIC completes the process 
    

What are the Best Practices for using the EDIFACT ORDERS message? 

• Use global location and product codes (GLN, GTIN)
• Ensure payment and INCO terms are included
• Validate references (RFF) for alignment across partners
• Automate mapping between EDI 850 and EDIFACT ORDERS where required 
   

What Transactions are Associated with the EDIFACT ORDERS message?