Definition of EDIFACT Order Response (ORDRSP)

The term ORDRSP refers to the message type Purchase Order Response according to the UN/EDIFACT definitions - the acronym is composed from the phrase ORDer ReSPonse. Thus, an EDIFACT ORDRSP is a response to a purchase order file/data format (ORDERS) for electronic data interchange. The scope, structure and layout are defined in the respective directories of the UNECE. Further important definitions can be found in various subsets, in particular EANCOM. In addition to the three most common message types ORDERS, DESADV and INVOIC, ORDRSP belongs to other frequently used message types such as INVRPT or SLSRPT. All in all, the ORDRSP message is part of the Electronic Data Interchange (EDI) with regard to the exchange of business information between buyer and seller and thus supplements the EDIFACT canon of EDI standards.

Often, in daily EDI parlance, the term ORDRSP is used as a synonym for the designation of a structured file containing responses to order (purchase) information. This then does not necessarily have to be an EDIFACT file, but can mean any data format (e.g. XML, CSV, TXT). In case of doubt, the terminology should be clarified with the respective trading partner in advance.

What is the purpose of an EDIFACT ORDRSP message?

The ORDRSP message is a message type that is used in the business-to-business/B2B area. It is a response to a purchase order (ORDERS) or a purchase order change (ORDCHG) and thus a message from the seller to the buyer. The ORDRSP can be used nationally as well as internationally, regardless of the industry. Nevertheless, retail, for example, is an industry that uses such more frequently. As a rule, information on order responses is exchanged using the commonly understood EDIFACT standard so that it can be processed automatically by various ERP systems such as SAP, Dynamics or products from the Infor Group (on the buyer and seller side respectively).

ORDRSP follows these principles:

• The seller's response may be to one or more goods or services:
• The response may be a reply to an order or an order change:
1. Acknowledging receipt and understanding of the purchase order
2. Confirmation of acceptance
3. Proposed change
4. As notification of rejection for part or all of the message
• The purchase order response can refer to goods, items or services from multiple schedules, call-offs, etc.
• The purchase order response may contain further information for e.g. customs or statistics in case of cross-border actions.
• The purchase order response may contain details on the transport and destination as well as the delivery sample.
• An ORDERS from a buyer can be responded to with one or more purchase order responses, depending on individual business practices.

Benefits of an EDIFACT ORDRSP message:

1. General
• Time-loss-free exchange of information on orders and changes
• Less error-prone than analog/manual processes due to digitization and automation
• Saving human resources
• Saving costs by eliminating manual, paper-based processes
2. From the customer's perspective
• Instant feedback on the status of sent orders
• Increase reliability of deliveries by reducing errors
• Instant feedback on delivery dates and deadlines
3. From the seller's perspective
• Possibility of the proposal to optimize the order
• Feedback on partial or full delivery of the order
• Increase customer satisfaction by reducing the susceptibility to failures
• Reduce costs through more efficient delivery

Example of EDIFACT ORDRSP workflow:

Typically a vendor orders from a supplier, e.g. a trading company orders from a producer. A purchase order message type, e.g. ORDERS, is used for this purpose. This order is answered with an order response, e.g. EDIFACT ORDRSP. Before delivery of the goods, one uses then e.g. DESADV for the delivery pre-announcement. Finally the invoice is transmitted e.g. as EDIFACT INVOIC. As already described above, the ORDRSP follows thus on a ORDERS.

1. A retailer orders 100 pants from the producer via ORDERS.
2. Since the producer currently has only 50 pants in stock, he confirms via ORDRSP also only these 50 pieces.
3. So the retailer now knows that he must order the difference of 50 pants from another producer.
4. Since another order by the dealer (see 3.) has already occurred or can be, the producer can not now subsequently, for example, increase its production capacity and subsequently deliver the originally ordered pants.
5. Other way around, however, the producer could notify a shortfall in quantity, which may result, for example, from a loss of production: He can now deliver only 40 pieces of the originally confirmed 50 pieces. A renewed ORDRSP can be used for a corresponding message, so that the distributor can react again.