Overview
The ORDRSP (Order Response) message is sent by a supplier to a buyer in response to a received purchase order (ORDERS). It communicates the supplier's ability to fulfil the order — confirming which items can be delivered, in what quantities, at what prices, and by when. The ORDRSP closes the order confirmation loop, giving the buyer certainty about what to expect and enabling them to plan accordingly.
The ORDRSP supports three primary response scenarios: full acceptance (the entire order will be fulfilled as requested), full rejection (the order cannot be fulfilled at all), and partial acceptance with changes (some items are confirmed while others are modified or rejected). Each line item can have its own response status, allowing fine-grained communication of the supplier's capabilities.
In supply chains where order confirmation is mandatory, the ORDRSP is a critical document. Without it, the buyer does not know whether their order will be fulfilled, which creates uncertainty in production planning, inventory management, and customer commitments. Many buyers set deadlines for receiving ORDRSP — if no response arrives within the agreed timeframe, the order may be automatically escalated or redirected to an alternative supplier.
Message Structure
The ORDRSP mirrors the structure of the ORDERS message it responds to. The header section identifies the response and references the original order. The detail section repeats for each line item, carrying the response code (accepted, changed, rejected) along with confirmed quantities, prices, and delivery dates. Items not mentioned in the ORDRSP are typically assumed to be accepted as ordered.
Key Segments
| Segment | Name | Purpose |
|---|---|---|
BGM | Beginning of Message | Order response number and function (accepted, accepted with change, not accepted) |
DTM | Date/Time/Period | Response date, confirmed delivery date |
RFF | Reference | Original purchase order number being responded to |
NAD | Name and Address | Buyer, supplier, delivery party (may differ from order if ship-from changes) |
LIN | Line Item | Product identification matching the original order line |
PIA | Additional Product ID | Substitute product identification when offering an alternative item |
QTY | Quantity | Confirmed quantity (may differ from ordered quantity) |
PRI | Price Details | Confirmed price (especially relevant when it differs from the ordered price) |
DTM | Date/Time (line level) | Confirmed delivery date per line item |
FTX | Free Text | Explanation for rejections or changes (e.g., "Item discontinued", "Temporary stock-out") |
Response Codes
The BGM segment carries a response function code that indicates the overall order status, while individual line items have their own acceptance indicators:
- 29 — Accepted without amendment: The order is fully confirmed as requested. All items, quantities, prices, and dates match.
- 4 — Changed: The order is accepted with modifications. The ORDRSP details what changed (quantity, price, date, or substitute product).
- 27 — Not accepted: The entire order or specific line items are rejected. Reasons should be provided in FTX segments.
- 5 — Item accepted: At line level, indicates this specific line is confirmed.
- 7 — Item not accepted: At line level, indicates this specific line is rejected.
- 3 — Item changed: At line level, the item is accepted but with modifications to quantity, date, or price.
Common Use Cases
- Order confirmation in manufacturing: Automotive suppliers confirm orders from OEMs, locking in delivery schedules for JIT production. Any schedule deviations are immediately visible.
- Backorder notification: When a supplier cannot fulfil the full quantity immediately, the ORDRSP confirms a partial quantity now and proposes a later date for the remainder.
- Product substitution: If the ordered product is unavailable, the supplier proposes an equivalent substitute in the ORDRSP, using PIA to identify the alternative item.
- Price correction: If the buyer's order contains an outdated price, the ORDRSP returns the current price, giving the buyer the opportunity to accept or cancel before shipment.
- Lead time confirmation: Suppliers confirm realistic delivery dates based on their current production schedule and inventory, replacing the buyer's requested date.
Example Snippet
UNH+1+ORDRSP:D:96A:UN:EAN008'
BGM+231+RSP-2024-00567+4'
DTM+137:20240312:102'
RFF+ON:PO-2024-00456'
NAD+BY+5412345000013::9'
NAD+SU+4012345000010::9'
LIN+1++4012345000027:SRV'
QTY+21:500:PCE'
DTM+2:20240322:102'
PRI+AAA:25.50'
LIN+2++4012345000034:SRV'
QTY+21:150:PCE'
DTM+2:20240325:102'
FTX+AAA+++Partial quantity:only 150 available:remainder by 2024-04-05'
UNS+S'
UNT+14+1'Implementation Considerations
Match ORDRSP line items back to the original ORDERS using the order line number in LIN. When the supplier omits items from the ORDRSP, clarify with your trading partner whether omission means acceptance or requires explicit confirmation — conventions vary across industries.
Automate the processing of incoming ORDRSP in your procurement system. When an ORDRSP confirms quantities and dates, update the purchase order status accordingly. When changes are proposed, route the ORDRSP to a buyer for review and approval. Implement tolerance thresholds — minor delivery date adjustments (e.g., within 2 days) might be auto-accepted, while significant changes require manual approval.
In environments where ORDRSP is mandatory, implement monitoring for missing responses. If no ORDRSP is received within the agreed timeframe (e.g., 24-48 hours), generate an alert for the procurement team to follow up with the supplier.