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EDIFACT message guide · Ordering

ORDERS Purchase order

The UN/EDIFACT message a buyer sends to order goods or services from a seller under agreed conditions.

Sent by
Buyer
Received by
Seller or supplier
Standard
UN/EDIFACT · Batch message
X12 equivalent
850 Purchase Order

What is the EDIFACT ORDERS message?

ORDERS is the UN/EDIFACT purchase order message. The directory defines it as a message specifying details for goods or services ordered under conditions agreed between the seller and the buyer. It carries the order number and date, the parties (buyer, supplier, delivery and invoice locations), terms of delivery and payment, and a line for each product with quantities, prices and requested dates.

ORDERS is one of the most widely used EDIFACT messages and often starts the order-to-cash cycle in European and international trade. A supplier typically answers with ORDRSP, ships with a DESADV and bills with an INVOIC. Retail and automotive sectors use subsets defined by GS1 EANCOM and by industry bodies such as Odette and VDA.

How the EDIFACT ORDERS message worksDiagram of the UN/EDIFACT ORDERS Purchase order message. Buyer sends it to seller or supplier. It usually starts the exchange. It is usually followed by ORDRSP, ORDCHG and DESADV. Inside the UNB and UNH envelopes, the directory D.21A requires, in the start of message: BGM (Beginning of message) and DTM (Date/time/period) and body and segment groups: UNS (Section control). 17 conditional segment groups are listed by their trigger segment.How the EDIFACT ORDERS message worksPurchase order: who sends it, where it fits and what the directory marks mandatory1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeORDERSSENDERBuyerRECEIVERSeller or supplierCONTRL syntax report back, if agreedUSUALLY FOLLOWED BYORDRSPPurchase orderresponseORDCHGPurchase order changerequestDESADVDespatch advice2 WHAT DIRECTORY D.21A REQUIRESInterchange: sender and recipient IDsUNB … UNZMessage ORDERSUNH … UNTSTART OF MESSAGEBGMBeginning of messageDTMDate/time/periodBODY AND SEGMENT GROUPSUNSSection control+ 17 conditional groups, starting with:RFFNADTAXCUXPYTTDTTODPACEQDSCCAPRALCRCSDGSEFILINBlue box: mandatory segment group. Conditional groups are listed by the trigger segment that starts them; a group is sent only when its data applies.Conditional segments outside groups are not drawn.Structure: mandatory segments and groups in the UN/EDIFACT directory D.21A listing for ORDERS. Your trading partner's implementation guide adds itsown requirements.
How the EDIFACT ORDERS message worksDiagram of the UN/EDIFACT ORDERS Purchase order message. Buyer sends it to seller or supplier. It usually starts the exchange. It is usually followed by ORDRSP, ORDCHG and DESADV. Inside the UNB and UNH envelopes, the directory D.21A requires, in the start of message: BGM (Beginning of message) and DTM (Date/time/period) and body and segment groups: UNS (Section control). 17 conditional segment groups are listed by their trigger segment.How the EDIFACT ORDERSmessage worksPurchase order: who sends it, where it fits andwhat the directory marks mandatory1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeORDERSSENDERBuyerRECEIVERSeller orsupplierCONTRL syntax report back, if agreedUSUALLY FOLLOWED BYORDRSPPurchase order responseORDCHGPurchase order change requestDESADVDespatch advice2 WHAT DIRECTORY D.21A REQUIRESInterchange: sender and recipient IDs(UNB … UNZ)Message ORDERS (UNH … UNT)START OF MESSAGEBGMBeginning of messageDTMDate/time/periodBODY AND SEGMENT GROUPSUNSSection control+ 17 conditional groups, starting with:RFFNADTAXCUXPYTTDTTODPACEQDSCCAPRALC…Blue box: mandatory segment group. Conditionalgroups are listed by the trigger segment thatstarts them; a group is sent only when its dataapplies. Conditional segments outside groups arenot drawn.Structure: mandatory segments and groups in theUN/EDIFACT directory D.21A listing for ORDERS.Your trading partner's implementation guide adds itsown requirements.

How to read this diagram: the top row shows who sends ORDERS, to whom, and which messages usually come before and after it. The lower part shows what the directory D.21A itself requires: the envelopes around ORDERS and the segments and segment groups it marks mandatory. Conditional groups are listed by their trigger segment rather than drawn in full. This is the directory's minimum, not a trading partner's requirement: a message implementation guide, such as an industry subset or a partner’s own guide, usually makes some conditional groups mandatory, restricts the codes and may use an older directory.

Expand diagram Download SVG

When it is used

  • Placing orders for stock replenishment
  • Ordering made-to-order or project goods
  • Placing call-off orders against a contract
  • Ordering services as well as goods

Where it fits in the message flow

This message ORDERS Purchase order
Usually followed by ORDRSP Purchase order responseORDCHG Purchase order change requestDESADV Despatch advice

Structure

Mandatory segments in ORDERS (directory D.21A)

In UN/EDIFACT directory D.21A, the ORDERS message has 193 segment positions arranged in 63 segment groups. These are the segments and segment groups marked mandatory at message level, in order; a mandatory group is shown with the segment that starts it. Segments inside conditional groups are needed only when the group is used. This is the directory’s requirement, not your trading partner’s: each partner’s message implementation guide names the directory it uses, often an older one such as D.96A or D.01B where the structure can differ, makes some conditional segments mandatory and restricts the codes.

  • UNH
  • BGM
  • DTM
  • UNS
  • UNT

Practical example

ORDERS in practice

A Dutch supermarket chain replenishes its distribution center from a beverage producer in Belgium. Its replenishment system sends an ORDERS message with the order number, requested delivery date, the delivery point's GLN and each item's GTIN and quantity in cases. The producer's ERP creates a sales order automatically and returns an ORDRSP confirming quantities and the delivery date.

Implementation

Implementation considerations for ORDERS

  • Agree on the directory version and subset, such as EANCOM D96A, before mapping.
  • Use the party and product identifiers the partner expects, for example GLNs and GTINs in retail.
  • Decide how order changes and cancellations are sent, either as ORDCHG or as a new ORDERS with a function code.
  • Map units of measure and price bases carefully, since EDIFACT qualifiers differ from internal codes.

How ECOM helps

Automate ORDERS with ECOM

Solution

Order-to-Cash Automation

Automate the flow from purchase order to payment across every customer channel.

Solution

EDI Integration

Exchange X12 and EDIFACT documents with partners and integrate them directly with your ERP.

Industry

Retail

Retail and eCommerce EDI for suppliers and retailers, from purchase order to payment, with compliance built in.

Compare X12 and EDIFACT, or see answers to general questions in the EDI FAQ.

Related messages

Related ordering messages

All 7 ordering messages

Need help with ORDERS?

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