How to Decipher an EDI Functional Acknowledgement

How to Decipher an EDI Functional Acknowledgement

Reading a Functional Acknowledgement

When sending an EDI document such as an 810 – a sales invoice –the Trade Partner will generally send back a 997 Functional Acknowledgment (FA) in acknowledgement of receipt.  The Trade Partner will tell you whether the document was Accepted, Accepted with Errors, or Rejected.  Some Trade Partners will also give information about why a document was rejected.   At the most basic level, the acknowledgement will only contain an acceptance or rejection notification.

Note:  Some Trade Partners will also send an 864 with details of the error.

All Functional Acknowledgements have an AK1, AK2, AK5, and AK9 segments. The AK1 and AK2 provide information to link the Functional Acknowledgment to the document being acknowledged.  If there are errors an AK3 and AK4 may also be included.

  • AK1 – Functional Group Response Header
    • AK102 Group Control Number is the control number assigned to the group being acknowledged. It is the value in the GS06 and GE02 of the document sent which comes from the Group Control No. on the EDI Send Document.  
  • AK2 – Transaction Set Header
    • This Segment is optional and may not be included if the send document being acknowledged contained only one record (i.e., there was only one invoice in the 810).
    • AK201 is the Document No. (functional group) being acknowledged.
    • AK202 Transaction Set Control Number is the control number assigned to the transaction being acknowledged. It is the value sent in the ST02 and SE02 on the document sent and comes from the Transaction Set Control No. on the EDI Send Document.
  • AK5 – Transaction Set Response Trailer
    • AK501 – Transaction Set Acknowledgment Code
      • A – Accepted
      • E – Accepted but Errors Were Noted
      • R – Rejected
  • AK9 – Functional Group Response Trailer
    • AK901 Functional Group Acknowledge Code
      • A – Accepted
      • E – Accepted but errors noted
      • P – Partially Accepted; at least one Transaction Set was Rejected
      • R – Rejected

When a Document has been Rejected

The Functional Acknowledgment may also contain AK3, AK4 and AK5 segments.  These segments will provide details about why a document has been rejected.

  • AK3 –  Data Segment Note
    • AK301 Segment ID Code – this defines the segment with the error, for example CTT
    • AK302 Segment Position in Transaction Set – this is numerical count position of the data segment (starting from the ST – which is number 1)
    • AK304 Loop Identifier Code
    • AK304 Segment Syntax Error Code
      • 1 – Unrecognized segment ID
      • 2 – Unexpected segment
      • 3 – Mandatory segment missing
      • 4 –  Loop occurs over maximum times
      • 5 – Segment exceeds maximum use
      • 6 – Segment not in defined transaction set
      • 7 – Segment not in proper sequence
      • 8 – Segment has data element errors
  • AK4 – Data Element Note
    • AK401 – Element position in segment.  If AK401 is 3 then the third element in the segment has an error.
    • AK402 – Data Element Reference Number.  This element is optional
    • AK403 – Data Element Syntax Error Code
      • 1 – Mandatory data element missing
      • 2 – Conditional required data element missing
      • 3 – Too many data elements
      • 4 – Data element too short
      • 5 – Data element tool long
      • 6 – Invalid character in data element
      • 7 – Invalid code value
    • AK404 – Copy of Bad Data Element.  This is a copy of the data element in error.

Importance of Reconciliation

Reconciling Functional Acknowledgements, “FAs” or “997s” is important and often overlooked. Just because the FA is automatically generated, doesn’t mean that it should be ignored. The FA provides information on problems found with the structure or content of EDI transactions, such as a mandatory segment or element missing, or invalid code. It isn’t just a data receipt. So, FA reconciliation should not just ask the question, “Did I get an FA?” It should also ask whether the document has been validated.

Any questions about Functional Acknowledgements, please contact one of our consultants today. And be sure to visit our resource center for more information on FAs, EDI solutions, and Dynamics NAV in general. 


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