EDI (Electronic Data Interchange) replaces paper documents with standardized electronic messages. Instead of emailing purchase orders or faxing invoices, your system and your retailer's system exchange structured data files automatically. Each document type has a three-digit number that identifies what kind of business transaction it represents.
Here is a quick reference of the document types you will encounter in RetailReady:
| Document # | Name | Direction | Purpose |
|---|---|---|---|
| 850 | Purchase Order | Inbound | Retailer sends you an order for products |
| 855 | PO Acknowledgment | Outbound | You confirm you received and can fulfill the order |
| 856 | ASN / Ship Notice | Outbound | You notify the retailer that a shipment is on the way |
| 810 | Invoice | Outbound | You bill the retailer for shipped goods |
| 820 | Payment Advice | Inbound | Retailer notifies you of a payment |
| 846 | Inventory Inquiry | Outbound | You report current inventory levels to the retailer |
| 997 | Functional Acknowledgment | Both | Automatic receipt confirming a document was received and parsed |
| 812 | Credit/Debit Adjustment | Inbound | Retailer sends a chargeback, allowance, or adjustment |
The Typical Order-to-Payment Flow
Understanding how these documents flow between you and your retail partner helps you see the big picture. Here is the standard sequence for a typical order:
- 850 Purchase Order — The retailer places an order. This arrives in your RetailReady dashboard automatically.
- 997 Functional Acknowledgment — Your system sends back an automatic receipt to let the retailer know the PO was received and readable.
- 855 PO Acknowledgment — You review the order and send a formal acknowledgment confirming you can fulfill it (or flag any issues like out-of-stock items).
- 856 ASN (Advance Ship Notice) — Once you ship the goods, you send an ASN with tracking details, carton contents, and shipping labels. This is one of the most compliance-critical documents.
- 810 Invoice — After shipment, you send an invoice to bill for the goods delivered.
- 820 Payment Advice — The retailer sends payment information, often including any deductions or adjustments.
Tip: Not every retailer uses every document type. Some smaller retailers may skip the 855 acknowledgment, while others require it within 24 hours. Check your trading partner's specific requirements in the Trading Partners section.
Inbound vs. Outbound
Inbound documents are sent to you by the retailer. You receive these automatically — they show up in your RetailReady dashboard ready for you to review and act on. The 850 (Purchase Order), 820 (Payment Advice), and 812 (Credit/Debit Adjustment) are the main inbound documents.
Outbound documents are sent by you to the retailer. RetailReady helps you create and transmit these. The 855 (PO Acknowledgment), 856 (ASN), 810 (Invoice), and 846 (Inventory Inquiry) are the main outbound documents.
The 997 Functional Acknowledgment goes both ways — you send one when you receive a document, and you receive one when the retailer gets yours.
Why These Documents Matter
Every one of these documents plays a role in your retailer scorecard. Sending an 855 late can hurt your acknowledgment rate. Missing an ASN can lead to chargebacks. Sending an inaccurate invoice can delay payment. RetailReady tracks all of these documents and their statuses so you can stay on top of your compliance.