Confirming orders via EDI with ORDRSP

With an ORDRSP you let bol know which part of a received order you will deliver and which part you cancel. Send the first ORDRSP no later than two working days after receiving the ORDERS. Backorder is optional. If your system supports it, you may use it without coordinating this with bol in advance.

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Confirming orders via EDI with ORDRSP

In short

  • Confirm every order line with a LIN action: 5 (accepted), 6 (amended) or 2 (cancelled).
  • On every accepted line, include the confirmed quantity (QTY+12), the delivery date (DTM+67) and the price from the order (PRI+AAA).
  • QTY+12, QTY+83 and QTY+182 together add up to the ordered quantity.

When is ORDRSP required

ORDRSP is part of the complete message flow consisting of ORDERS, ORDRSP, DESADV and INVOIC.
The response must always be traceable to the original order and clearly indicate what bol can expect.

Required scenarios

Outcome
Status
What you need to provide
Fully accept order
Required
Confirm all ordered lines and quantities, including the expected delivery date.
Partially accept order
Required
Confirm the part you can deliver and cancel the part you will not deliver.
Fully cancel order
Required
Cancel all ordered lines and quantities.
Backorder
Optional
Provide the backordered quantity and expected delivery date for the part that will be delivered later.
Functional requirements
  • Send the ORDRSP within two business days after receiving the ORDERS.
  • Use the original bol order number and the received order lines and GTINs.
  • Do not add new order lines or replacement GTINs to an ORDRSP.
  • For each order line, clearly indicate which quantity is confirmed, cancelled, or optionally placed on backorder.
  • The confirmed, cancelled, and any backordered quantities combined must match the originally ordered quantity.
  • Use the expected delivery date for the confirmed quantity. For a backorder, also include the expected backorder delivery date.
  • If your system cannot process backorders, cancel the part that cannot be fulfilled within the confirmed delivery.

Key technical details

The table below describes the fields that bol validates functionally.
Use the full ORDRSP specification for segment order, formats and any other mandatory segments.

Data
EDIFACT
Requirement

Message type and unique response number
BGM+231
Use function 29 for a full acceptance without changes, function 4 for a modified order response and function 27 when the full order is not accepted.

Response date
DTM+137
The date on which you create the ORDRSP.

Original bol order number
RFF+ON
Must exactly match the received order.

Parties and location
NAD+BY, NAD+SU and NAD+DP
Use the GLNs from the order and the agreed supplier GLN.

Order line and GTIN
LIN with EN
Use the original order line and GTIN. Every order line appears once and has an action code in LIN: 5, 6 or 2 (for example LIN+1+5+8712345678906:EN).

Confirmed quantity
QTY+12
The quantity you will deliver on the confirmed date.

Confirmed delivery date
DTM+67
Delivery date for the confirmed quantity.

Net price
PRI+AAA
Mandatory on every accepted line (action 5 and 6), equal to the price in the order. Without a price, the error “Unit price is unknown” is returned.

Cancelled quantity
QTY+182 and LIN action 2
QTY+182 contains the cancelled quantity. Use LIN action 2 when a full line or the entire order is cancelled.

Backorder quantity
QTY+83
Optional. Use this only with LIN action 6 and with a value greater than 0.

Backorder date
DTM+506
Required when a backorder is provided.

ORDRSP action codes and mandatory segments

Use the combination of BGM status and LIN action that matches the outcome of the order or order line.

BGM message status
LIN action
Meaning
Mandatory segments
Not allowed
29 – Accepted without amendment
5 – Accepted without amendment
Order line fully confirmed without changes
QTY+12 confirmed quantity
DTM+67 confirmed delivery date
PRI+AAA
Not needed: QTY+83, QTY+182, DTM+506 (leave out or send 0)
4 – Change
5 – Accepted without amendment
Order line accepted as ordered
QTY+12
DTM+67
PRI+AAA
Not needed: QTY+83, QTY+182, DTM+506 (leave out or send 0)
4 – Change
6 – Accepted with amendment (backorder)
Order line partially accepted and placed in backorder
QTY+12
QTY+83 backorder quantity
DTM+506 new backorder date
DTM+67 (if QTY+12 is greater than 0)
PRI+AAA
QTY+182
4 – Change
6 – Accepted with amendment (partially cancelled)
Order line partially accepted, the rest cancelled, without backorder
QTY+12 confirmed quantity
QTY+182 cancelled quantity
DTM+67
PRI+AAA
QTY+83
DTM+506
4 – Change
6 – Accepted with amendment (EDD(Estimated Delivery Date) change)
Order line fully confirmed, but with a different delivery date than in the original order
QTY+12 equal to the ordered quantity
DTM+67 new delivery date
PRI+AAA
QTY+182
4 – Change
2 – Not accepted
Order line cancelled
QTY+182 cancelled quantity
QTY+12
QTY+83
DTM+67
DTM+506
27 – Not accepted
2 – Not accepted
Entire order not accepted
QTY+182 cancelled quantity
QTY+12
QTY+83
DTM+67
DTM+506

Validation rules

  • Acceptance and cancellation are mandatory options. Backorder is optional.
  • QTY+12, QTY+83 and QTY+182 combined must equal the originally ordered quantity.
  • BGM+29 may only contain LIN action 5.
  • BGM+4 may contain LIN actions 5, 6 and 2.
  • BGM+27 may only contain LIN action 2.
  • Every line has a LIN action code (5, 6 or 2).
  • Each DTM qualifier may appear only once per order line.
  • For a changed delivery date, use BGM+4 with action 6. If you send action 6 with only a new delivery date under BGM+29, Transus converts that line to action 5.

Examples

Fully accepted

This example only shows the key segments and is not a complete EDIFACT message.

BGM+231+RESP0001+29'
DTM+137:20260916:102'
RFF+ON:8123456'
LIN+1+5+8712345678906:EN'
QTY+12:10'
DTM+67:20260918:102'
PRI+AAA:12.50:CT:NTP'

Partly cancelled and different delivery date

Line 1: 8 of 12 confirmed, 4 cancelled. Line 2: fully confirmed, on a later date than ordered. Both lines use action 6, so the header uses BGM+4.

BGM+231+RESP0003+4'
DTM+137:20261029:102'
RFF+ON:8123456'
LIN+1+6+8712345678906:EN'
QTY+12:8'
QTY+182:4'
DTM+67:20261105:102'
PRI+AAA:18.50:CT:NTP'
LIN+2+6+8712345678913:EN'
QTY+12:6'
DTM+67:20261112:102'
PRI+AAA:24.00:CT:NTP'

Fully cancelled

BGM+231+RESP0002+27'
DTM+137:20260916:102'
RFF+ON:8123456'
LIN+1+2+8712345678906:EN'
QTY+182:10'

Testing and approval

Task per EAN in the test order

EAN
Task
Expected result
EAN A
Accept in full
All quantities of EAN A are confirmed.
EAN B
Cancel in full
All quantities of EAN B are cancelled.
EAN C
Accept 1 and cancel 1
The accepted and cancelled quantities combined match the order.
EAN C, with backorder
Only if you use backorders: accept 1 and backorder 1, instead of the cancellation
The confirmed and deferred quantities and the backorder date are processed correctly.

Approval criteria

✓
Transus receives and routes the message without any technical blocking issues.
✓
Bol can link the ORDRSP to the correct order, order lines, GTINs and GLNs.
✓
The quantities result in a complete and logical outcome for each order line.
✓
The mandatory acceptance and cancellation scenarios have been tested successfully.
✓
The supplier can send the ORDRSP within two business days.

Common mistakes

RFF+ON does not contain the original bol order number.
A GTIN or order line does not exist in the ORDERS message.
QTY+12, QTY+83 and QTY+182 combined do not match the ordered quantity.
DTM+67 is missing for a confirmed quantity, or DTM+506 is missing when QTY+83 is used.
QTY+83 is used with a LIN action other than 6.
PRI+AAA is missing on an accepted line, resulting in “Unit price is unknown”.
A line has no LIN action code.
The same order line appears twice in the message, for example an extra line where all quantities are 0.
The same DTM qualifier appears twice on one line, for example DTM+67 twice.
RFF+ON contains more than the bol order number, for example your own reference next to it. Bol rejects this with “Cannot parse purchase order number … is not numeric”.
The price per unit differs from the price in the order. Bol does not accept a different price: cancel the line if you cannot deliver at the ordered price.
The currency differs from the currency in the order.
A quantity is negative.

Error messages

If you receive one of these messages, you will find the cause and the solution here.

Message
Cause
Solution
Unit price is unknown
PRI+AAA is missing on an accepted line (action 5 or 6), or the same DTM code appears twice on the line.
Add PRI+AAA with the price from the order to every accepted line, and use each DTM code only once per line.
Cannot parse purchase order number … is not numeric
RFF+ON contains more than the bol order number, for example your own reference next to it.
Send only the bol order number in RFF+ON, digits only, exactly as in the order.
Document number … has been used before
The order response number in BGM+231 was already used in an earlier order response.
Use a new, unique number for every order response.
PO does not match supplier
The order number in RFF+ON belongs to another supplier.
Check the order number, and send the message under your own supplier GLN.
Supplier GLN … unknown
The supplier GLN in NAD+SU is not known at bol.
Use the GLN you are registered with at bol.
Bol GLN … unknown
The buyer GLN in NAD+BY is not bol’s GLN.
Use 8712423020597 in NAD+BY.
Message type … unknown
The document code in BGM is not 231.
Use BGM+231 for an order response.

Documentation and support

Use the ORDRSP EDIFACT specification for the complete technical structure and segment order.


View the full ORDRSP EDIFACT specification →

Onboarding, message scope, functional setup or activating ORDCHGedi@bol.com

Order content, GTINs, quantities, GLNs, SSCCs, order matching or a rejected messagesupplierorder@bol.com

Technical connection (AS2, certificates, sending or receiving messages, technical validation)support@transus.nl

Further reading

Back to EDI onboarding | View DESADV | SSCC for EDI suppliers