Acknowledgement Specification

In Logicbroker the Acknowledgment's purpose is to accept, backorder and cancel items from an order received. Accepting items is typically required to indicate that you are ready to fulfill and ship an order. Backordering an item indicates that you will not ship the item until it is back in stock, this is usually beyond the standard 24 hours shipping window. Last cancelling items indicates that the item will not be fulfilled. All acknowledgements must match the PartnerPO from a previous order otherwise the document will not process.

When receiving an acknowledgement against and order, it will effect the status of that order. If all quantities on the order are cancelled, the status of the order will automatically update to Cancelled (1100). It is important to note that all acknowledgments must have the PartnerPO and SupplierSKU match the original order otherwise the document will be non-compliant and fail to process.

The structure shown below in Field Descriptions follows Logicbroker's standard schema across all document formats; this includes JSON, EDI, XML, CSV, and Portal. The EDI segments are listed next to each field to indicate what field maps to the standard 855 EDI from the Logicbroker schema.

Details and Sample Files

  "ShipToAddress": {
    "CompanyName": "Warehouse 123"
  }

    "ExtendedAttributes": [
    {
      "Name": "EXAMPLE",
      "Value": "Portal"
    },
    {
      "Name": "EXAMPLE2",
      "Value": "New Value"
    }
  ]

  <ShipToAddress>
    <CompanyName>Merchant Co</CompanyName>
  </ShipToAddress>

  <ExtendedAttributes>
    <ExtendedAttribute>
      <Name>Example</Name>
      <Value>Portal</Value>
    </ExtendedAttribute>
    <ExtendedAttribute>
      <Name>Example2</Name>
      <Value>NewValue</Value>
    </ExtendedAttribute>
  </ExtendedAttributes>

N1*ST*Merchant Co~

PO1*1*90*EA***VN*V-123123*IN*1234567*UP*0123456789012~
ACK*IA*88*EA~
ACK*IB*1*EA~
ACK*IR*1*EA~
DTM*068*20160728~

Id,ShipToAddress.CompanyName
221804,Merchant Co

Id,ExtendedAttribute[Name=EXAMPLE].Value
221804,Portal

Field Descriptions

Troubleshooting acknowledgements

These situations come up most often when suppliers send acknowledgements. Some rules apply to every acknowledgement. Others are set up per retailer, so check your retailer's document standards or ask Support if you are not sure which rules your retailer uses.

To fix a failed acknowledgement in the portal, you replace it rather than edit it.

1. Open the failed acknowledgement and select More Actions › Ignore. If your account shows Change Status instead, use it to set the document to Ignored. A document that has already been created opens read only, so you cannot edit it.
2. Open the order and select Accept/Reject.
3. Enter the corrected quantities and reasons, then select Submit.

If you send acknowledgements by EDI, API or file, correct the data in your system and send a new acknowledgement for the same PartnerPO.

Failed with "Total amount acknowledged is greater than Quantity Ordered" or "you cannot cancel a line for more quantity than what was ordered"

Who this applies to: suppliers sending acknowledgements by portal, EDI, API or file.

What it means: the quantities on a line add up to more than the ordered quantity. Logicbroker counts cancelled and backordered quantities from every acknowledgement on the order, not only the newest one. A line you already cancelled on an earlier acknowledgement still counts.

What to check:

1. Find the line number and quantities in the error, for example "Qty ordered: 1 vs. Qty acknowledged: 2".
2. Add the accepted, cancelled and backordered quantities you sent for that line.
3. Check the earlier acknowledgements on the order for quantities already cancelled on that line.

The fix: send each unit once, as either accepted, cancelled or backordered. For example, on a line ordered with quantity 1, send 1 accepted and 0 backordered, or 0 accepted and 1 backordered. Only include lines and quantities that have not been acknowledged yet. In the portal, Quantity Accepted updates itself when you enter Quantity Cancelled or Quantity Backordered, so check it before you submit.

How to check it worked: the new acknowledgement does not show as Failed. For the order to close, shipped and cancelled quantities on each line must add up to the ordered quantity.

When to contact Support: if the error names a line you did not change, or the order quantities look wrong. Include the PO number, the acknowledgement ID, the exact error and the quantities you sent.

Failed because the retailer does not allow backorders or partial line cancellations

Who this applies to: suppliers whose retailer has turned on one of these rules. Not every retailer uses them.

What it means: some retailers do not accept backordered quantities. Others do not allow you to cancel part of a line. When a partial cancellation is blocked, the error starts with "The following lines cannot be cancelled because partial line cancellation is not allowed" and lists each line, for example "Tried to cancel 1 of 2 ordered".

What to check:

1. Read the retailer's document standards or test cases to see whether they accept backorders and partial cancellations.
2. Compare the quantities on the failed acknowledgement with what the retailer allows.

The fix:

• Backorders not allowed: if you will ship the item, accept it. If you cannot ship it in time, cancel it.
• Partial line cancellations not allowed: cancel the full quantity on the line, or accept the full quantity.

How to check it worked: the new acknowledgement does not show as Failed, and the order moves on. Accepting all items typically moves the order to Ready to Ship (500). Cancelling all items moves it to Cancelled (1100).

When to contact Support: if shipments or invoices for the order also failed because the order was not acknowledged. Include the PO number, the failed document IDs and the exact errors.

Cancellation failed because a cancellation reason is missing

Who this applies to: suppliers whose retailer requires a reason on each cancelled line. Not every retailer requires one.

What it means: the acknowledgement cancels quantity on a line but does not include a reason for that line.

What to check:

1. Confirm that you meant to cancel the items. If you plan to ship them, do not resend the cancellation. Set the failed acknowledgement to Ignored and send the shipment.
2. If the cancellation is correct, check that each cancelled line has a reason in AckLines.ChangeReason.

The fix: set the failed acknowledgement to Ignored and create a new one. In the portal, choose a reason in the Change Reason column for every line with a cancelled quantity, then select Submit.

How to check it worked: the new acknowledgement does not show as Failed, and the cancelled quantities appear on the order.

When to contact Support: if you did not send the cancellation and do not know where it came from. Include the PO number, the acknowledgement ID and how you connect to Logicbroker.

A line fails to match, or the wrong line was cancelled

Who this applies to: suppliers sending acknowledgements by any method.

What it means: each acknowledgement line must match a line on the original order. SKUs are case sensitive, so "ABC-6oz" and "ABC-6OZ" are different SKUs. A line that does not match can fail with an error that seems unrelated, such as a price mismatch.

What to check:

1. Compare the SupplierSKU, PartnerSKU and LineNumber on the acknowledgement with the order, character by character, including upper and lower case.
2. Check that you returned the line number from the order and did not renumber the lines.

The fix: send the SKU and line number exactly as they appear on the order. If your system changes the case of SKUs, correct that before you resend.

If you cancelled the wrong line: once a cancellation has been accepted, you cannot accept that line again yourself, and a shipment for it can fail. Contact Support before you send anything else for the order.

How to check it worked: the acknowledgement does not show as Failed, and each line shows the quantities you sent.

When to contact Support: include the PO number, the acknowledgement ID, the line numbers and SKUs involved, and the exact error.

The ship date shows as 01/01/0001 or the retailer rejects the ship date

Who this applies to: suppliers sending a scheduled ship date, mainly by EDI. Some retailers have their own ship date rules.

What it means: 01/01/0001 in the Estimated Ship Date field means no ship date was saved on the acknowledgement. Some retailers also reject a scheduled ship date that is in the past.

What to check:

1. In EDI, check that the date is in the format CCYYMMDD and follows the 068 qualifier, either in the line ACK segment (for example ACK*IA*3*EA*068*20261016~) or in a DTM segment (for example DTM*068*20261016~).
2. If your retailer rejects past dates, check that the date is today or later.
3. In the portal, check the Estimated Ship Date field before you submit. It may be filled in for you from a default number of ship days.

The fix: send a new acknowledgement with a valid date that meets the retailer's rules. When testing, use orders whose dates are still in the future.

How to check it worked: the acknowledgement shows the date you sent in Estimated Ship Date.

When to contact Support: if the date still shows as 01/01/0001 or the acknowledgement fails before the retailer's test case runs. Include the PO number, the acknowledgement ID and the raw EDI file you sent.