EDIFACT ORDRSP - Purchase Order Response

What is EDIFACT ORDRSP?

The EDIFACT ORDRSP is a purchase order response message used by suppliers to confirm, reject, or modify a buyer’s order (ORDERS). It ensures both parties agree on quantities, pricing, and delivery terms before fulfillment begins, reducing errors and improving supply chain coordination. 

Transaction Identity Block

The ORDRSP message is defined under the UN/EDIFACT D96A standard, maintained by the United Nations Economic Commission for Europe (UNECE). It serves as the global standard for purchase order response communication across international supply chains.

The EDIFACT ORDRSP (Purchase Order Response) is a structured message sent by the seller to respond to a buyer’s purchase order (ORDERS). It communicates acceptance, rejection, or modification of order terms, ensuring alignment before fulfillment begins. 

The ORDRSP serves as the EDIFACT equivalent of the ANSI X12 855 Purchase Order Acknowledgment and is a critical control point in the procure-to-pay lifecycle.

What does an ORDRSP message do?

An ORDRSP message communicates a supplier’s decision on a purchase order, including full acceptance, partial acceptance, changes, or rejection. It provides line-level detail and ensures buyers have accurate visibility into supplier commitments before shipment and invoicing occur. The ORDRSP establishes agreement between trading partners by ensuring that execution proceeds only after both parties agree to the terms.

Why ORDRSP Matters?

ORDRSP is a critical control point in the order lifecycle. Without it, buyers lack confirmation of supplier intent, increasing the risk of fulfillment errors, delayed shipments, and invoice discrepancies across the supply chain.

Visual Lifecycle Section

Who uses the ORDRSP message?

The ORDRSP message is used by suppliers to respond to purchase orders from buyers across industries such as retail, manufacturing, and logistics. It enables buyers to validate supplier commitments and ensures alignment before fulfillment begins

When is ORDRSP required?

ORDRSP is required after a purchase order is received and before shipment occurs. Many trading partners mandate it within defined SLAs to confirm acceptance or communicate changes, ensuring accurate fulfillment and reducing operational risk.

The ORDRSP is typically required:

• Immediately after receiving an ORDERS message 

• When supplier confirmation is mandated by trading partner agreements 

• When order changes, exceptions, or delays occur 

High-volume retail and distribution environments often enforce strict SLA-driven acknowledgment timelines.

Is the EDIFACT ORDRSP Mandated Under Regulation?

The ORDRSP is not universally mandated by regulation but is:

• Required by many retailer/vendor compliance programs 

• Enforced through trading partner agreements 

• Critical for auditability in regulated industries 

How does ORDRSP work in EDI?

ORDRSP is sent after a purchase order (ORDERS) and before shipment (DESADV). The supplier evaluates the order and responds with acceptance or changes. The buyer updates systems based on the response, ensuring fulfillment aligns with confirmed terms.

Upstream Transactions

Downstream Transactions

End-to-End Workflow Example

• Buyer sends ORDERS 

• Supplier evaluates availability and constraints 

• Supplier sends ORDRSP (accept, reject, or modify) 

• Buyer updates ERP/OMS systems 

• Fulfillment proceeds based on agreed terms 

• Shipment (DESADV) and invoicing (INVOIC) follow 

Industry-Specific Workflow Variations

Cross-Standard Canonical Mapping

How does PartnerLinQ use the ORDRSP?

PartnerLinQ acts as an execution control layer, leveraging ORDRSP to:

• Normalize supplier responses into a canonical data model 

• Provide real-time visibility into order commitments 

• Automate ERP/OMS updates 

• Enable exception-driven workflows 

ORDRSP becomes a control signal that drives downstream execution, not just a message.

Where is ORDRSP used?

ORDRSP is used globally across retail, manufacturing, logistics, and automotive industries. It supports supplier acknowledgment, delivery planning, and exception handling in high-volume, multi-partner supply chain environments.

What Is the Purpose, Key Features, and Business Use Cases of the EDIFACT ORDRSP?

The EDIFACT ORDRSP provides a structured response to a purchase order, enabling suppliers to confirm, reject, or modify order terms. It ensures alignment between trading partners before fulfillment, improving accuracy, reducing disputes, and enabling real-time visibility into supplier commitments.

Operational Purpose

The ORDRSP establishes mutual agreement between buyer and supplier before execution begins. It acts as a control checkpoint in the order lifecycle, ensuring that:

• Order quantities are confirmed or adjusted

• Delivery dates are validated or revised

• Pricing and commercial terms are aligned

• Exceptions are identified before fulfillment

This prevents downstream disruption across shipping, invoicing, and payment processes.

Key Features

Business Use Cases

Industry Applications

What is the difference between ORDRSP, 855, and ORDCHG?

ORDRSP is the EDIFACT purchase order response, equivalent to the X12 855. It confirms or modifies an order. ORDCHG, however, is sent by the buyer to request changes. Together, these messages manage order alignment across global EDI standards.

What Information Is Required in the EDIFACT ORDRSP?

An EDIFACT ORDRSP includes message identification, order references, trading partner details, line-item responses, quantities, pricing, and delivery dates. It provides both header-level and line-level confirmation of a purchase order, ensuring buyers have complete visibility into supplier commitments before fulfillment begins.

Quick Segment Reference

What segments are included in an ORDRSP message?

An ORDRSP message includes segments such as UNH (header), BGM (message type), DTM (dates), RFF (references), NAD (parties), LIN and QTY (line items), MOA and PRI (pricing), and UNT (trailer), forming a structured header-detail-summary format.

Required Segments (with Notes)

Summary Table of Key Segments

What Status and Reason Codes Are Used with the EDIFACT ORDRSP?

EDIFACT ORDRSP uses status codes in the BGM segment to indicate order response outcomes, such as 29 (accepted), 30 (accepted with changes), and 31 (rejected). Reason codes, often conveyed in RFF or FTX segments, explain exceptions like price changes, discontinued items, contract adjustments, or delivery issues.

Status Codes (BGM)

• 29            Accepted without amendment

• 30            Accepted with amendment

• 31            Rejected

Reason Codes

• AAJ          Price change

• IL              Item discontinued

• CT            Contract adjustment

• PD           Delivery issue

What are the Benefits of the ORDRSP?

The EDIFACT ORDRSP improves supply chain execution by ensuring alignment between buyers and suppliers before fulfillment begins. It increases order accuracy, reduces disputes, enhances visibility into supplier commitments, and enables proactive exception management—resulting in more reliable delivery, better financial reconciliation, and stronger trading partner compliance.

Why is ORDRSP important in supply chains?

ORDRSP ensures alignment between buyers and suppliers before execution. It reduces disputes, improves delivery accuracy, and enables proactive exception management. Without it, organizations risk shipment errors, invoice mismatches, and operational delays.

Operational Benefits

• Improves order accuracy 

• Enables supplier visibility 

• Reduces fulfillment errors 

Financial Benefits

• Prevents billing disputes 

• Aligns pricing before execution 

Compliance Benefits

• Supports global procurement standards 

• Enables audit trails 

What are the Benefits of Automating the EDIFACT ORDRSP?

Are there Regulatory and Compliance Requirements for the EDIFACT ORDRSP?

Compliance requirements vary by industry but typically include:

• Adherence to UN/EDIFACT standards 

• Trading partner validation rules 

• Auditability of responses 

What is the structure of an ORDRSP message?

An ORDRSP message follows a structured format with header, detail, and summary sections. Key segments include UNH (header), BGM (message type), DTM (dates), RFF (references), LIN/QTY (line items), and UNT (trailer), ensuring standardized communication.

Hierarchical Loop Structure

• Header (UNH → BGM → DTM → RFF → NAD) 

• Detail (LIN → QTY → DTM → MOA → PRI) 

• Summary (UNS → CNT → UNT) 

File Format and Delimiters

PartnerLinQ uses UNA service string:

Version Differences

• D96A is the most widely adopted version 

• Later versions extend qualifiers and segment usage 

What are the Limitations of the ORDRSP?

Rigid standards, trading partner variability, complex code mapping, and timing dependencies account for most ORDRSP limitations. ORDRSP provides structured acknowledgment but lacks real-time responsiveness, flexibility for complex scenarios, and consistency across implementations, requiring careful integration and governance to avoid errors and delays. Variations in companion guides, limited real-time capabilities, and delays in acknowledgment can lead to misalignment, requiring additional transactions or manual intervention to resolve discrepancies.

Version Constraints

Rigid structure tied to implementation guides, differences across trading partners require custom mapping.

Timing Limitations

Dependent on SLA requirements, delayed responses can disrupt fulfillment cycles.

Data Constraints

Limited flexibility for complex scenarios

Jurisdiction-Specific Requirements

Regional compliance rules may vary.

Are Implementation Guidelines and Sample Files Available for the ORDRSP?

Yes. PartnerLinQ provides sample transactions and implementation guides. ORDRSP implementation guides illustrate both inbound and outbound flows, segment layouts, and valid data examples and support testing and partner onboarding. 

Companion Guides

Trading partners frequently publish ORDRSP implementation guidelines defining segment usage and validation rules. Customized specification documents for use in on boarding and technical development are available through PartnerLinQ Support and Guideline Management.

What does an EDIFACT ORDRSP example look like?

An EDIFACT ORDRSP example includes segments for message identification (UNH), response details (BGM), dates (DTM), references (RFF), party information (NAD), line items (LIN/QTY), pricing (PRI/MOA), and summary control (UNT). Each segment communicates supplier acceptance, changes, or rejection of a purchase order.

Sample ORDRSP Message (D96A)

Segment-by-Segment Annotation

Business Interpretation (What this message says)

“Supplier accepts the order as-is and commits to delivery on the specified date.” 

1. Order Accepted (BGM+231+…+9) 

2. 1 Item Confirmed (QTY) 

3. Delivery Date Confirmed (DTM+79)

4. Price Confirmed ($41.99) 

5. Shipment Ready for Execution 

Side-by-Side ORDRSP/855 Message Example

Canonical Insight

Both ORDRSP and 855 represent the same business event—supplier acknowledgment of a purchase order—allowing normalization into a unified Order Response object within modern integration platforms.

EDIFACT ORDRSP (D96A)

X12 855 (Purchase Order Acknowledgment)

Segment-Level Mapping (Annotated)

What are common ORDRSP errors?

Common ORDRSP errors include missing references to the original purchase order, incorrect status codes, invalid quantities, and mismatched pricing. These issues can cause order rejection, delays, and discrepancies between trading partners if not properly validated.

What are the Basic Questions for EDI Integration with the ORDRSP?

1. Are there Samples and Specs available?
2. What Acknowledgment codes must be supported?

3. Are partial acknowledgments supported? 

4. How are acceptance codes managed?
5. How are rejection codes managed?
6. How will rejections and modifications be communicated?
7. Are line-item rejections supported?
8. Are partial acceptances allowed?
9. How should ERP systems handle amended orders
10. Is there any scenario related to price or carrier information change in ORDRSP?
11. What is the trigger for Order confirmation? 

12. How are changes reflected in downstream documents? 

13. How are cancellation scenarios managed?

14. How are pricing and delivery changes managed? 

15. What SLA governs response timing? 

16. Are we canceling the complete Order?
17. Are we canceling individual lines?
18. Which SAC allowance/charge codes must be included?
    How should ERP/OMS handle partial acknowledgments?
19. Is customization specific to the Customer?
20. Are there any rejection reason codes that require transformation?
21. Is there an SLA for the ORDRSP?
22. Is there any Scenario where the EDI Order is modified after the confirmation?

What is the Business Level Workflow for the EDIFACT ORDRSP Purchase Order Response?

1. Buyer issues ORDERS (Purchase Order).
2. Seller reviews and responds with ORDRSP.
3. ORDRSP communicates acceptance, rejection, or changes.
4. Buyer updates systems accordingly.
5. Fulfillment proceeds under agreed terms.

What are the Best Practices for using the ORDRSP?

What Transactions are associated with the ORDRSP?

People Also Ask

What is EDIFACT ORDRSP?

The EDIFACT ORDRSP is a purchase order response message sent by a supplier to confirm, reject, or modify a buyer’s purchase order (ORDERS). It ensures both parties agree on quantities, pricing, and delivery terms before fulfillment begins, reducing errors and improving supply chain coordination.

What does an ORDRSP message do in EDI?

An ORDRSP message communicates a supplier’s decision on a purchase order, including acceptance, rejection, or modification. It provides line-level confirmation of quantities, pricing, and delivery commitments, ensuring buyers have accurate visibility before shipment and invoicing processes begin.

Is ORDRSP the same as EDI 855?

Yes. ORDRSP is the EDIFACT equivalent of the ANSI X12 855 Purchase Order Acknowledgment. Both messages serve the same function—confirming or modifying purchase orders—but are used in different EDI standards (EDIFACT vs X12).

When is an ORDRSP message sent?

An ORDRSP is sent after a buyer issues a purchase order (ORDERS) and before shipment occurs. It is typically required within a defined SLA to confirm supplier acceptance or communicate changes before fulfillment begins.

Who sends the ORDRSP message?

The supplier or seller sends the ORDRSP message in response to a purchase order received from a buyer. It represents the supplier’s official acknowledgment and commitment to fulfill the order under agreed or modified terms.

What happens if an ORDRSP is not sent?

If an ORDRSP is not sent, buyers lack confirmation of supplier intent, increasing the risk of fulfillment errors, delays, and disputes. Many trading partners enforce compliance rules requiring ORDRSP to ensure operational alignment.

What is the difference between ORDRSP and ORDERS?

ORDERS is a purchase order sent by the buyer to request goods or services. ORDRSP is the supplier’s response to that order, confirming acceptance, rejection, or changes. Together, they establish agreement before execution.

What is the difference between ORDRSP and ORDCHG?

ORDRSP is sent by the seller/supplier to respond to an order, while ORDCHG is sent by the buyer to request changes to an existing order. ORDRSP confirms supplier intent; ORDCHG initiates modifications from the buyer side.

What segments are included in an ORDRSP message?

An ORDRSP message includes segments such as UNH (header), BGM (message type), DTM (dates), RFF (references), NAD (parties), LIN and QTY (line items), MOA and PRI (pricing), and UNT (trailer), forming a structured header-detail-summary format.

What status codes are used in ORDRSP?

Common ORDRSP status codes include 29 (accepted without amendment), 30 (accepted with amendment), and 31 (rejected). These codes indicate the supplier’s response to the purchase order at the header or line level.

Can an ORDRSP include partial acceptance?

Yes. ORDRSP supports partial acceptance at the line-item level. Suppliers can accept some items while rejecting or modifying others, providing detailed visibility into quantities, delivery dates, and constraints for each product.

Why is ORDRSP important in supply chain operations?

ORDRSP ensures alignment between buyers and suppliers before fulfillment. It reduces disputes, improves delivery accuracy, and enables proactive exception management. Without it, organizations risk shipment errors, invoice mismatches, and operational delays.

How does ORDRSP improve supply chain visibility?

ORDRSP provides structured confirmation of supplier commitments, including quantities, pricing, and delivery dates. This enables buyers to update planning systems, manage inventory expectations, and respond to exceptions before shipment occurs.

What are common ORDRSP errors?

Common ORDRSP errors include missing purchase order references, incorrect status codes, mismatched quantities or pricing, and invalid segment structures. These errors can result in rejection, delays, and misalignment between trading partners.

How is ORDRSP used in retail and manufacturing?

In retail and manufacturing, ORDRSP is used to confirm supplier commitments for high-volume orders. It supports line-level acknowledgment, delivery scheduling, and exception handling, enabling efficient replenishment, production planning, and fulfillment coordination.

Footnotes

1. PartnerLinQ EDIFACT ORDRSP Overview
2. PartnerLinQ ORDRSP EDIFACT D96A Specification Document