Tired of chasing quotes like it’s your second job? If getting a price seems to take longer than the project itself — and keeping track of it all feels like an endless game of email tag — Electronic Data Interchange (EDI) can help. Specifically, the EDI 840 transaction set.
The EDI 840, or Request for Quotation (RFQ), is a digital document buyers use to request pricing and delivery timelines from suppliers. In return, you get a clean, organized response — no messy threads, no “who said what” runaround.
In this guide, we’ll explain what the EDI 840 is, where it fits in your workflows, and how it can transform your quoting process.
Understanding the EDI 840 Document
Buyers use the EDI 840 to request detailed product information from suppliers before placing an order. It’s designed for B2B scenarios, where the buying process is often more complex. You’ve probably seen “Get a Quote” forms on supplier websites — an EDI 840 works similarly, but it integrates directly with supply chain and procurement systems.
The EDI 840 is especially useful when buyers need to compare options before deciding. Depending on what the buyer requests, it can include pricing, product availability, delivery schedules, minimum or bulk order quantities, and any relevant terms and conditions — everything needed to assess whether the offer meets the buyer’s needs.
The EDI 840 is commonly used in made-to-order manufacturing — for custom cars, specialized parts, or electronics — and in government contracts, where clear communication between agencies and suppliers is key.
The EDI 840 Specification, Format, and Elements
The EDI 840 is just one of many standardized EDI transaction sets that businesses use to streamline their communications.
All EDI transactions follow standardized formats like X12, ANSI, and EDIFACT, which are structured into several machine-readable segments and data elements with specific meanings. These standards ensure consistency across systems, improve accuracy, speed up response times, and reduce errors.
Here’s a simple example of an EDI 840 document showing its key segments, which we’ll also explain below:
Sample EDI 840 Document
ISA*00* *00* *ZZ*BUYERID *ZZ*SUPPLIERID *240403*1430*U*00401*000000002*0*T*>~
GS*RF*BUYERID*SUPPLIERID*20250403*1430*2*X*004010~
ST*840*0002~
BQT*00*RFQ789123**20250403~
REF*DP*TOYDIV~
PER*BD*Alex Quackman*TE*5559876543~
DTM*002*20250408~
N1*BY*PlayCo Toys Inc.*92*PLAYCO~
N3*789 Toy Lane~
N4*Funville*CA*90210~
N1*SU*Duckies Unlimited*92*DUCKUNLTD~
N3*101 Bath Time Blvd.~
N4*Bubbletown*NY*12345~
ITD*05*2*0**15**NET 15~
FOB*PP*DESTINATION~
IT1**500*EA*0.95**BP*DUCK001*VP*YELLOWDUCK~
PID*F****Classic Yellow Rubber Duck~
MEA*PD*G*WT*0.2*LB~
PKG*F*BOX50*Each box contains 50 duckies~
TAX*01*Sales Tax*7.00~
PWK*R1*PDF~
CTT*1~
SE*20*0002~
GE*1*2~
IEA*1*000000002~
Key Data Elements and Segments
Now, using the above sample, let’s go through the common components of an EDI 840 document:
BQT (Beginning Segment)
At the beginning of the document, the BQT segment labels the transaction as an RFQ and includes the RFQ number and issue date. This allows both the buyer and supplier to track and reference the request easily.
REF (Reference Identification)
Next, the REF segment adds internal codes or document numbers that link the RFQ to related records or departments. These references keep the quoting process connected and traceable across systems.
PER (Contact Information)
The PER segment identifies the buyer’s contact person and includes their phone number or email. This gives the supplier a direct line for any follow-up questions or clarifications.
DTM (Date/Time Reference)
In the DTM segment, you’ll find key dates like when the RFQ was sent, when a response is due, and when delivery should happen. These timeframes help both parties plan accordingly.
N1/N2/N3/N4 (Name and Address)
The N1 to N4 segments list the companies involved in the transaction. These segments specify the buyer and supplier names, addresses, and identification codes to ensure everyone is correctly identified.
ITD (Terms of Sale/Deferred Terms of Sale)
The ITD segment spells out the payment terms — when payment is due, whether any discounts apply, and what the full payment schedule looks like.
FOB (Free On Board Instructions)
The FOB segment defines who handles shipping costs and when responsibility for the goods transfers from the supplier to the buyer.
1T1 (Baseline Item Data)
The IT1 segment lists the items requested in the quote. It includes product IDs, quantities, pricing, and units of measure for each item.
PID (Product/Item Description)
The PID segment adds short descriptions for each item listed in IT1 — such as the product name, model, or special features.
MEA (Measurements)
The MEA segment captures a product's physical characteristics, such as weight or size, which are useful for shipping and packaging.
PKG (Packaging Instructions)
The PKG segment provides directions on how to package or label the items before shipping. These instructions help prevent damage or confusion during delivery.
TAX (Tax Reference)
The TAX segment shows any taxes that apply to the items in the quote or notes if any items are tax-exempt.
PWK (Paperwork)
The PWK segment refers to any required documents like manuals or certifications that need to accompany the EDI quote.
CTT (Transaction Totals)
At the end of the document, the CTT segment wraps things up by summarizing the number of items and providing any relevant totals. This gives the buyer a quick, final snapshot of the request.
EDI 840 and Related EDI Transactions
EDI 840 documents follow the X12 standard, which many businesses in North America use for B2B transactions. This standardized format lets buyers request quotes electronically and allows suppliers to respond using an EDI 843 (Response to Request for Quotation), which includes the pricing, availability, and terms needed to make a purchasing decision.
Trading partners also send an EDI 997 (Functional Acknowledgment) to confirm receipt of the transaction. This acknowledgment may flag issues like missing data or unavailable items, helping both sides stay aligned.
By replacing emails with structured documents, the EDI 840 and 843 streamline the quote process, while the EDI 997 provides confirmation that the transaction was received and processed. Together, they eliminate the back-and-forth of manual communication and keep your quoting workflow organized.
6 Benefits of the EDI 840
Companies using the EDI 840 can expect several key benefits for companies, including:
Decreased Need for Manual Data Entry
The standardized EDI 840 format eliminates the need to enter data by hand, saving time and reducing the risk of mistakes.
Increased Efficiency and Accuracy
Automating the process of requesting and receiving quotes reduces errors from manual input and improve communication with suppliers.
Faster Response Times
With the EDI 840, suppliers get requests right away and can respond faster, helping keep their processes moving forward.
Better Informed Decisions
Complete EDI 840 requests and responses give buyers a full picture — specs, timelines, pricing, and quantities — so they can make confident purchase decisions.
Strengthened Relationships Between Trading Partners
When trading partners share clear, accurate info, it means fewer mix-ups and disputes. This builds trust and reliability and helps keep partnerships strong.
More Secure Communication
EDI communications use encryption secure networks to protect sensitive information. This helps reduce the risk of data breaches and unauthorized access that can damage a company’s reputation.
5 Common Issues Related to EDI 840 Documents
Data Error or Omission Issues
Incomplete data, such as missing part numbers or a mistake in quantities, can cause major disruptions. This may lead to delayed responses, inaccurate quotes, or incorrect payment details. To prevent this, use your EDI system’s validation tools to check these fields before sending RFQs, and regularly review templates to make sure they’re current.
Complex Integration with Business Systems
Connecting the EDI 840 workflow to your enterprise resource planning (ERP) or another internal system can create technical hurdles. Make sure you choose a knowledgeable EDI provider with API support or built-in connectors — a cloud-based EDI platform like Orderful can help simplify integration.
Potential Delays in Receiving EDI 843 Responses
Suppliers don’t always respond quickly to EDI 843 requests. If responses are delayed, include clear timelines in your EDI 840 instructions to set expectations. You can also follow up with automated reminders so nothing gets lost in the shuffle.
Supplier Readiness and Compliance
Not all suppliers are equipped to handle EDI 840 requests. If that’s the case, you can use an EDI platform with solid onboarding and testing tools or implement a hybrid solution that works well for everyone.
Standard Misalignment Between Partners
Miscommunication can happen if you and your training partners use different X12 versions or interpret standards inconsistently. Testing documents before going live and agreeing on the version and structure upfront helps avoid issues down the line.
Talk to an EDI Expert
The EDI 840 cuts through procurement chaos and gives you a direct line to faster, cleaner quotes and streamlined communication with suppliers. It’s just one of many ways EDI can modernize operations, reduce manual work, and keep your business moving at the speed of your supply chain.
Ready to learn more about what a cloud-based Electronic Data Interchange solution can do for your business? Connect with an EDI expert today.
Want to learn more about other EDI documents? Explore LearnEDI’s library of EDI transaction set guides, including the EDI 850 (Purchase Order), EDI 810 (Invoice), EDI 856 (Shipment Notification), EDI 870 (Order Status Report), and EDI 820 (Payment Order). Each guide explains what the document does in detail and how to use it in your EDI workflows.