How the system processes an 855 depends on which of the following relationships you have with your vendors:
Vendor Managed Inventory - The 855 informs you of a purchase order the vendor created for you. For more information, see How the System Processes EDI 855s for VMI.
Standard - The 855 acknowledges a purchase order that you sent to the vendor.
An 855 acknowledges and updates a purchase order that your system generated and sent to the vendor. This type of 855 requires the vendor to send back the same purchase order number they received, and you may receive multiple 855s for a particular purchase order. The 855 can update the expected receipt date of the ordered items and flag pricing discrepancies.
If you set the Process Multiple Stock PO Ack 855s field when defining additional document information for the 855 to Yes, the system merges and splits purchase order generations based on the quantity and ship date information received.
Use the 855 to reconcile pricing discrepancies prior to receipt of the invoice.
The system processes an incoming 855 as follows:
If the acknowledgment (ACK) code on the 855 contains an R for rejection, the system:
Halts further processing.
Sends the 855 to the review queue without a match level code.
Sends the following message to the Grp/User to be Notified: Received PO Rejection From Vendor. PO# [purchase order number].
Otherwise, the system adds the 855 document to the EDI 855 P/O Acknowledgment Review Queue with an active status.
The system tries to match the items on the 855 to the purchase order by looking at all open generations for the purchase order. The system compares the 855 to the purchase order, looking at the total number of line items and quantities for matching line items.
The system compares any price variance to the values set in the Allowed Pricing Variance field in Vendor Maintenance. This field defines the percentage or dollar amount by which a price on the 855 can vary from the corresponding price on the purchase order to which it is being matched without the system flagging the transaction for review due to a pricing discrepancy. If all pricing discrepancies fall within the pricing variance, and the total number of line items and quantities match, the system treats the 855 as a perfect match.
Depending on the results of the matching, the system sets the 855 match levels.
Using information from the 855, the system sets the purchase order generation ship date. If the 855 specifies multiple ship dates, the system creates separate generations for each ship date.
Note: If there is an entry in the Freight Days field in the Additional Vendor Information window, that number of days is added to the ship date on the 855 to determine the expected arrival date of the shipment. For example, if the projected ship date is 09/03/2005 and the number of freight days is 3, the revised ship date is 09/06/2005.
If the match level is Perfect, Good, or Some, the system posts the following message to the purchase order change log: EDI Created PO Acknowledgment Gen.
If the match level is Perfect, the system clears the entry from the queue and moves it the Cleared view of the queue.
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