EDI 860 Purchase Order Change: Complete Guide

The EDI 860 Purchase Order Change Request is the X12 transaction set buyers use to modify a purchase order that has already been transmitted, without canceling and reissuing the entire document. It targets specific lines for quantity increases, decreases, cancellations, or price corrections, and ties directly back to the original 850 PO number.

What is an EDI 860?

An EDI 860 is an X12 transaction set defined by the ASC X12 standards body that communicates amendments to an existing purchase order, line by line, after the original 850 has been sent and acknowledged.

Authoritative sources for 860 implementation:

• The X12.org Transaction Sets reference defines the base 860 structure including BCH and POC segments
• Retailer implementation guides specify which change codes are accepted: Walmart SupplierOne, Home Depot EDI guidelines, and Target Partners Online each define their own approved code sets

It can be initiated by either the buyer or the seller, depending on the trading partner agreement in place.

Common scenarios that trigger an 860:

• Buyer needs to increase or decrease quantity on one or more line items
• Buyer cancels specific line items (but not the entire order)
• Price correction after the original PO was issued
• Ship date or delivery date needs to change
• Ship-to location changes
• Adding new line items to an existing order

The 860 carries a reference to the original PO number so both parties can tie the change back to the correct order.

Key Segments

The 860 shares many segments with the 850 Purchase Order, but adds change-specific fields. Here are the segments you need to know:

BCH - Beginning Segment for PO Change

The BCH segment replaces the BEG segment from the 850. It tells you what kind of change is being made:

BCH*04*SA*4500123456**20260310****4500123456*20260301

• BCH01: Transaction Set Purpose Code (04 = Change)
• BCH02: Purchase Order Type Code (SA = Stand-alone)
• BCH03: Purchase Order Number
• BCH05: Date of the change request
• BCH10: Original PO number (reference back to 850)
• BCH11: Original PO date

POC - Line Item Change

Some trading partners use the POC segment instead of PO1 to specify what changed on each line:

POC*001*QI*120*EA*15.99*PE*VN*PROD-12345*UP*012345678901

• POC01: Line item number
• POC02: Change or response code (QI = Quantity Increase)
• POC03: New quantity
• POC04: Unit of measure
• POC05: New unit price

Change Type Codes

The 860 uses specific codes to indicate what type of change is being requested. These codes appear in BCH01 or POC02 depending on the segment:

In practice, the most common changes are quantity adjustments (QI, QD) and cancellations (CA). Price changes (PC) happen less often but are critical to get right, since they affect invoicing downstream.

EDI 860 Example

Here is a sample 860 that increases the quantity on line item 1 and cancels line item 3 from the original purchase order:

ISA*00*          *00*          *ZZ*BUYER123       *ZZ*VENDOR456      *260310*0900*U*00401*000000010*0*P*:~
GS*PC*BUYER123*VENDOR456*20260310*0900*10*X*004010~
ST*860*0010~
BCH*04*SA*4500123456**20260310****4500123456*20260301~
REF*DP*001~
DTM*002*20260315~
N1*ST*WAREHOUSE EAST*92*WH001~
N3*500 INDUSTRIAL PARK DR~
N4*ATLANTA*GA*30301~
N1*BY*BUYER COMPANY INC*92*BUYER123~
POC*001*QI*150*EA*15.99*PE*VN*PROD-12345*UP*012345678901~
PID*F****Blue T-Shirt - Size L~
POC*002*NC*50*EA*29.99*PE*VN*PROD-67890*UP*012345678902~
PID*F****Denim Jeans - Size 32~
POC*003*CA*0*EA*9.99*PE*VN*PROD-11111*UP*012345678903~
PID*F****White Socks - 3 Pack~
CTT*3~
SE*16*0010~
GE*1*10~
IEA*1*000000010~

In this example:

• Line 001: Quantity increased from 100 to 150 (QI)
• Line 002: No change (NC) - included for completeness
• Line 003: Canceled entirely (CA) - quantity set to 0

The functional group code for an 860 is PC (Purchase Order Change), which you can see in the GS segment.

How the 860 Fits in the Order Workflow

The 860 sits between the original purchase order and the final shipment. Here is the typical flow:

1. Buyer sends 850 (Purchase Order)
2. Seller returns 997 (Functional Acknowledgment)
3. Seller sends 855 (PO Acknowledgment)
4. Buyer sends 860 (PO Change Request)     <-- change happens here
5. Seller returns 997 (acknowledging the 860)
6. Seller sends 865 (PO Change Acknowledgment)
7. Seller ships and sends 856 (ASN)
8. Seller sends 810 (Invoice)

The 865 Purchase Order Change Acknowledgment is the seller's response to an 860. It confirms whether the seller accepts, rejects, or partially accepts the requested changes. Not all trading partners require the 865. Some treat the 860 as final once the 997 is returned.

If you need to validate your 860 transactions before sending, use our EDI Inspector to check segment structure and required fields.

Retailer-Specific Requirements

Different retailers handle PO changes in different ways. Some use the 860 heavily, while others prefer to cancel and reissue a new 850.

Walmart

Walmart uses the 860 for quantity changes and cancellations on open POs. Key requirements:

• Must reference original PO number in BCH10
• Department number required in REF*DP
• Changes must be submitted before the ship window opens
• Walmart expects a 997 acknowledgment within 24 hours

For the full list of Walmart EDI requirements, see our guide on Walmart EDI requirements.

Target

Target typically cancels and reissues a new 850 rather than sending an 860 for most changes. However, they do use the 860 for:

• Price corrections
• Delivery date changes
• Routing changes for DC shipments

Amazon Vendor Central

Amazon rarely uses the 860. Most changes come through as a canceled PO followed by a new 850. When they do send an 860, it is usually for:

• Quantity reductions before ship window
• Delivery appointment changes
• FC routing updates

Home Depot

Home Depot uses the 860 for quantity adjustments and date changes. Their 860 always includes:

• Store or DC identifier in N1*ST
• Updated delivery window in DTM segments
• All unchanged line items with NC (No Change) code

Common Pitfalls

1. Not matching the original PO number

The BCH10 field must exactly match the BEG03 field from the original 850. A single character mismatch will cause the 860 to be rejected. Double-check for leading zeros and special characters.

2. Ignoring unchanged line items

Some trading partners expect every line item from the original PO to appear in the 860, even lines that did not change. These unchanged lines should carry an NC (No Change) code. Check your partner's implementation guide to confirm.

3. Sending changes after the ship window

Once a PO enters the shipping window, most retailers will reject 860 changes. At that point, you need to handle discrepancies through the 856 (ASN) and 810 (Invoice) process. If you are building an EDI compliance checklist, add ship-window cutoff dates as a validation rule.

4. Forgetting the 997 response

Just like with the 850, you must send a 997 Functional Acknowledgment when you receive an 860. Many chargebacks come from missing or late 997 responses, not from the actual order processing. See our 997 Functional Acknowledgment guide for details.

5. Price changes without agreement

Sending a PC (Price Change) code without prior agreement between buyer and seller will usually result in a rejection. Price changes should be negotiated offline and then formalized through the 860. If you are building out your EDI integration for the first time, our EDI implementation guide covers the setup process end to end.

6. Duplicate change requests

Sending the same 860 twice can result in double-applied changes. Track the change request number in your system and check for duplicates before transmitting.

Testing and Validation

Before going live with 860 transactions:

• Validate structure: Use the EDI Inspector to check that all required segments are present and correctly formatted
• Test with trading partner: Most retailers have a test/certification environment where you can submit sample 860s
• Verify round-trip: Send a test 860, confirm the 997 comes back, and check that the PO is updated in the retailer's system
• Check downstream: Make sure your 856 (ASN) and 810 (Invoice) reflect the changed quantities and prices after an 860 is processed

Frequently Asked Questions

Can a seller send an 860 to change a buyer's PO?

Yes. The 860 can be initiated by either party, depending on the trading agreement. In practice, buyers send 860s more often. When a seller needs to propose changes (like a quantity reduction due to stock issues), they typically send an 855 PO Acknowledgment with exception codes rather than an 860. Some trading partners do allow seller-initiated 860s for price corrections.

What is the difference between an 860 and an 865?

The 860 is the change request. The 865 is the acknowledgment of that change. Think of it like the relationship between the 850 (order) and 855 (order acknowledgment). The 860 says "here is what I want to change," and the 865 says "accepted" or "rejected." Not all trading partners require the 865.

Should I use an 860 or cancel and reissue a new 850?

It depends on your trading partner. Walmart and Home Depot prefer 860s for most changes. Target and Amazon often cancel and reissue instead. Always check your partner's implementation guide. As a general rule, use the 860 for small changes (quantity adjustments, date changes) and reissue the 850 for major changes (new ship-to, completely different items).

How quickly do I need to respond to an incoming 860?

Most trading partners expect a 997 Functional Acknowledgment within 24 hours of receiving the 860. The 865 PO Change Acknowledgment (if required) is typically expected within 48 hours. Check your specific trading partner agreement for exact deadlines to avoid chargebacks.

Related Transaction Sets

• 850 Purchase Order - The original order that the 860 modifies
• 856 Ship Notice (ASN) - Advance shipping notification after changes are applied
• 810 Invoice - Invoice reflecting the updated quantities and prices
• 997 Functional Acknowledgment - Receipt confirmation for the 860

Need Help?

Use the EDI Inspector to validate your 860 documents or contact our team for help setting up PO change workflows with OrderSync.