EDI 870 — Order Status Report

Purpose

Report the status of items on a purchase order. Originates with the Supplier, sent to Flxpoint.

⚠️ Flxpoint uses the 870 for item cancellations ONLY. Every status in the file must be ISR01 = IC (Item Cancelled). Any other status code rejects the file — statuses like "shipped" belong on the 856, and acknowledgements on the 855.

How It Works

When a supplier cannot fulfill one or more items on a PO, the 870 tells Flxpoint which items are cancelled. Flxpoint matches the file to the order using three references together — the PO number (PRF01), the customer order number (REFCO), and the vendor order number (REFVN) — and then cancels the listed items. A missing or blank reference means the order cannot be identified and the file is rejected.

Business Rules

• Cancellations only: every PO1 loop must carry an ISR segment with ISR01 = IC. Any other code rejects the file (Illegal ISR segment, ISR01 <code>)
• BSR + REF*IA open the file: BSR*2*PP*<reference>*<date>~ must be immediately followed by REF*IA*<your Flxpoint vendor number>~
• Two hierarchy levels only: HL03 = O (Order) and HL03 = I (Item). Any other level code (S, P, …) rejects the file
• Each order HL needs: exactly one PRF (PO number) plus REF*CO and REF*VN — both with values — right after the loop
• Each item HL points at its order via HL02 and carries PO1 + ISR pairs
• PO106 accepts only UP (UPC) or EA (EAN) — other qualifiers are not supported on the 870
• PO102 (quantity) must be a whole number
• Only the segments above are mapped — anything else rejects the file as unmapped

Segment Hierarchy

ISA  Interchange Header
 GS  Group Header (GS01 = "RS")
  ST   Transaction Set Header (ST01 = "870")
  BSR  Beginning Segment for Order Status Report (BSR01=2, BSR02=PP)
  REF  Reference — Internal Vendor Number (IA) — must follow BSR
  ┌─ HL Loop — Order level (HL03 = O)
  │  HL   Hierarchical Level
  │  PRF  Purchase Order Reference (PO number)
  │  REF  Customer Order Number (CO)
  │  REF  Vendor Order Number (VN)
  └─
  ┌─ HL Loop — Item level (HL03 = I, HL02 = parent order HL01)
  │  HL   Hierarchical Level
  │  PO1  Baseline Item Data (quantity + UP/EA identifier)
  │  ISR  Item Status Report (IC = Item Cancelled)
  └─
  SE   Transaction Set Trailer
 GE  Group Trailer
IEA  Interchange Trailer

Segment Specifications

BSR - Beginning Segment for Order Status Report

REF - Internal Vendor Number (immediately after BSR)

HL - Hierarchical Level

PRF - Purchase Order Reference (Order level)

REF - Order References (Order level, after PRF)

PO1 - Baseline Item Data (Item level)

ISR - Item Status Report (one per PO1)

Example

ISA*00*          *00*          *ZZ*VENDORID       *ZZ*FLXPOINT       *260708*0900*U*00401*000000001*0*P*>~
GS*RS*VENDORID*FLXPOINT*20260708*0900*1*X*004010~
ST*870*0001~
BSR*2*PP*STATUS001*20260708~
REF*IA*12345~
HL*1**O~
PRF*PO-98765~
REF*CO*CUST-11111~
REF*VN*VORD-22222~
HL*2*1*I~
PO1*1*2*EA***UP*012345678905~
ISR*IC*20260708~
SE*11*0001~
GE*1*1~
IEA*1*000000001~

This cancels 2 units of UPC 012345678905 on PO-98765.

Processing Pipeline

An inbound 870 moves through the standard EDI intake stages:

1. The file downloader pulls 870 files from the supplier's FTP/SFTP location.
2. The parser reads the file and breaks it into orders and items.
3. The writer matches the parsed data to your purchase orders and records the cancellations.
4. The processed file is marked complete so it is never processed twice.

What Happens After Parsing

Once the file parses cleanly:

1. Flxpoint matches PRF01 (the PO number) to an existing purchase order.
2. For each item, the corresponding PO line is acknowledged as cancelled.
3. The acknowledgement date is taken from the file's ISA envelope date. ISR02, when present, is an optional per-item cancellation date.
4. The file is marked processed so it will not be re-read.

Common Errors & What They Mean

If an 870 fails or has no effect, pull the raw EDI file and compare it against the segment specs above.

Vendor Variations

Most suppliers follow the standard structure above, where every listed item is treated as a cancellation. A few suppliers (for example, Jessica Simpson) send a slightly different 870 layout, but the outcome is the same — the listed items are cancelled.

Key Takeaways

1. 870 = cancellations. Every item in an 870 is treated as cancelled.
2. The PO number is key. Matching is on PRF01; a wrong or misformatted PO number matches nothing (and produces no acknowledgement, with no error).
3. Segment validation is strict. BSR01 = 2, BSR02 = PP, REF01 = IA, ISR01 = IC — any deviation rejects the file. (The envelope version number is not checked.)
4. Files are processed once. After a successful parse the file is marked processed and won't be picked up again.
5. Check the raw file. For a failed 870, pull the raw EDI and compare it against the segment specs above.