POCA

In Amazon’s EDI (Electronic Data Interchange) workflow, POCA plays a key role in maintaining synchronisation between Amazon’s purchasing system and a vendor’s order management system. When Amazon issues a PO Change Request (POC) - for example, to adjust quantities, prices, or delivery dates - the vendor must respond with a POCA message to confirm whether those changes are accepted or declined.

How It Works:

1. POC Issuance: Amazon sends a Purchase Order Change Request (POC) to modify an existing PO.
   • Common reasons: Quantity updates, shipment window adjustments, or cancellations.
2. Vendor Response: The vendor’s EDI system automatically sends back a POCA message.
   • Acceptance: Confirms all requested changes are approved.
   • Partial Acceptance: Approves some but not all changes.
   • Rejection: Declines the requested modifications.
3. System Update: Both parties’ systems are updated to reflect the confirmed PO details, maintaining data consistency for fulfilment and invoicing.

Typical EDI Transaction Reference:

• Message type: EDI 865 (Purchase Order Change Acknowledgment)
• Paired with: EDI 860 (Purchase Order Change Request)

Key Data Elements in a POCA Message:

• Original PO number
• Change request reference (POC)
• Acceptance or rejection codes
• Revised quantities, prices, or delivery windows
• Timestamp and vendor ID

Benefits for Vendors:

• Accuracy: Ensures PO changes are properly reflected in their internal systems.
• Automation: Reduces manual reconciliation of PO adjustments.
• Compliance: Meets Amazon’s EDI communication standards.

Benefits for Amazon:

• Real-time visibility: Confirms whether vendors accepted requested PO updates.
• Operational efficiency: Prevents fulfilment errors due to outdated PO data.
• Reduced disputes: Aligns both parties on order details before shipment.

Challenges:

• EDI configuration complexity: Requires technical setup and mapping accuracy.
• Timing sensitivity: Delayed POCA responses may cause PO mismatches or chargebacks.
• Partial acceptance handling: Must be managed carefully to avoid shipment confusion.

Why It Matters:
POCA messages are essential for supply chain accuracy and payment alignment. They ensure Amazon and the vendor operate on a single, synchronised version of each Purchase Order after changes are made.

Example:
Amazon sends a POC reducing the quantity of a 1,000-unit PO to 800 units due to updated demand.
The vendor reviews and replies via POCA (EDI 865) confirming acceptance of the change.
Both systems automatically update to reflect the new 800-unit PO, avoiding any shipment or invoicing discrepancies.

In short:
POCA (Purchase Order Change Acknowledgment) is an EDI message sent by vendors to confirm receipt and acceptance (or rejection) of Amazon’s Purchase Order Change Request (POC), ensuring synchronised, accurate order data between both systems.