EDI 869 Order Status Inquiry

EDI 869 is a valuable transaction set for maintaining visibility and control over the order fulfillment process. In this guide, you'll learn about EDI 869 transaction sets.

What is an EDI 869?

The EDI 889 document type is an electronic version of a paper Promotion Announcement that complies with the ANSI X12 EDI specification. It is used by a buyer to request relevant details about an entire purchase order they have already sent to the supplier or selected line items on a purchase order. The original purchase order was transmitted using an EDI 850 Purchase Order, an electronic version of a paper purchase order.

After the 869 Order Status Inquiry is received, a 997 Functional Acknowledgement is sent back from the supplier to confirm receipt of the EDI 869. An inquiry can be made for entire or selected part of the items related to the following:

• Customer’s Ordered Items,
• Customer’s Unshipped Items
• Customer’s Shipped Items

What are the Key Elements of EDI 869?

An EDI 869 typically includes:

• Purchase Order Number: Clearly identifies the order being inquired about.
• Order Date: Specifies the original order placement date.
• Buyer Information: Details about the requesting party.
• Seller Information: Identifies the recipient of the inquiry.

How is EDI 869 Order Status Inquiry used?

EDI 869 is an electronic document used to track the progress of an order. When a buyer wants to know the status of a previously placed order, they send an EDI 869 to the seller. This digital inquiry requests specific information such as shipping date, tracking number, or overall order status.

How it Works

• Order Placement: A buyer places an order using an EDI 850 Purchase Order.
• Order Status Inquiry: The buyer sends an EDI 869 to inquire about the order status.
• Order Status Response: The seller responds with an EDI 870 Order Status Report, providing the requested information.

Benefits of EDI 869

EDI 869 offers significant benefits by streamlining the process of inquiring about order statuses. It eliminates the need for manual follow-ups through phone calls or emails, enabling faster and more efficient communication between buyers and suppliers.

By automating these inquiries, EDI 869 reduces the risk of miscommunication and errors, ensuring that both parties have accurate and up-to-date information about order progress.

EDI 869 Format

This structure provides a clear format for an EDI 869 document, detailing the buyer and supplier information, the specific purchase order being inquired about, the items of interest, and any relevant dates.

Key Segments:

ISA: Interchange Header

GS: Group Header

ST: Transaction Set Header

BSN: Shipment Identification

W06: Warehouse Information

N1: Name

W04: Item Detail

SE: Transaction Set Trailer

GE: Group Trailer

IEA: Interchange Trailer

Example EDI 869 Structure

This is a simplified example to illustrate the basic structure of an EDI 869. Actual EDI messages are more complex and contain additional segments and data elements.

ISA*00* *00* *ZZ*BUYERID*ZZ*SELLERID*170823*1230*U*00401*000000001*0*P*>

GS*AR*BUYERID*SELLERID*170823*1230*123456*X*004010*000000001

ST*869*123456*170823*1230*123457*0

PO1*PO12345*20230801

DTM*003*20230813

REF*PO*PO12345

N1*ST*SELLERNAME*SELLERID*SELLERCODE

LIN*1*ITEM1*QTY1*UOM1

LIN*2*ITEM2*QTY2*UOM2

SE*11*00001

GE*1*123456

IEA*1*00001

Key Segments and Data Elements:

ISA: Interchange Header (identifies sender and receiver)

GS: Group Header (begins a group of transaction sets)

ST: Transaction Set Header (indicates start of EDI 869)

PO1: Purchase Order/Acknowledgment Number (identifies the order)

DTM: Date/Time Reference (includes order date)

REF: Reference Identification (additional order references)

N1: Name (identifies parties involved)

LIN: Item Identification (lists items being inquired about)

SE: Transaction Set Trailer (ends the EDI 869)

GE: Group Trailer (ends the group of transaction sets)

IEA: Interchange Trailer (ends the entire EDI message)

BIA: Beginning Segment for Inventory Inquiry/Advice

PER: Administrative Communications Contact

QTY: Quantity Information

UIT: Unit Detail

The specific structure and data elements will depend on the EDI standards and agreed-upon formats between trading partners.

Automate EDI 869 Order Status Inquiry from the Inofocn Systems Experts

No need to enter your orders manually anymore- use Infocon Systems’ web-portal to automatically trade purchase orders, invoices, shipping information etc. between you and your trading partners.

With 30+ years of experience in designing custom software solutions for its customers in any industry, Infocon Systems is a leading EDI Service Provider offering cloud-based EDI solutions with the right tools, remote training and continuous 24/7 support to trade documents with your trading partners.