What is an EDI 876?
EDI 876 is an EDI transaction set used specifically in the grocery industry. After submitting an EDI 875 Grocery Products Purchase Order, retailers and distributors can use EDI 876 to indicate changes to the order, such as the addition or removal of products, or a change in product quantities.
EDI 876 documents follow the x12 format set by the American National Standards Institute (ANSI), a not-for-profit organization that regulates EDI formats in the U.S.
What are the Essential Components of EDI 876?
EDI 876 is similar to the more general EDI 860 Purchase Order Change Request (Buyer Initiated) but is only used in communications with food and beverage suppliers. The information found on the document includes:
- The original PO number
- Buyer and seller identification and contact details
- Product identifiers, such as SKUs or UPCs, for changed products
- Addition or deletion of products
- Product quantity updates
- Price changes
In the EDI 876 transaction set, product quantity changes are commonly indicated by simply stating the new quantity requested (rather than the difference from the previously submitted order quantity). Similarly, deleted items are indicated by choosing a quantity of zero.
How do I Use EDI 876?
Buyers can use EDI 876 any time they need to adjust an existing purchase order. For example, a retailer may realize a certain product is selling more quickly than anticipated and want to increase their order quantity to account for the increase in demand. They may also wish to add products to an existing order rather than creating a new order, or delete products that are no longer needed. It’s recommended that grocers and retailers submit an EDI 876 as quickly as possible after an EDI 875 Grocery Products Purchase Order, so the supplier can make the appropriate changes prior to shipping.
EDI 876 is a buyer-initiated change document. If a supplier needs to make changes to an order, they can do so using the EDI 855 Purchase Order Acknowledgement for an original order, or the EDI 865 Purchase Order Change Acknowledgement/Request (Seller Initiated) later on. After receiving EDI 876, the supplier will respond with an EDI 997 Functional Acknowledgement to confirm receipt.
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What are the Benefits of EDI 876?
EDI 876 transactions make it easy for grocery stores and retailers to change orders without needing to cancel the original PO and submit a new EDI 875 document. Additionally, it helps to track any changes to a purchase order, which reduces the possibility of disagreements and discrepancies in the final EDI 880 Grocery Products Invoice, for easier reconciliation.
Because EDI 876 can be fully automated, there’s no need to waste time manually retyping product and order information. Not only does this save time; it also helps reduce errors, so that orders can be processed correctly. Plus, many EDI providers use SOC-compliant security measures to protect EDI documents in your environment and in-transit, thereby safeguarding sensitive business details from unauthorized users.