Managed EDI for Costco suppliers
Costco wholesale EDI. Every order change accounted for.
Roundhouse handles the EDI work behind your Costco wholesale orders. We translate purchase orders, review incoming changes, enter your approved fulfillment information and prepare invoices using our own systems. Your team keeps control of the business decisions while we manage the document processing.
Let’s talk about your EDI
What is Costco EDI?
Costco EDI is the electronic exchange of standardized business documents between Costco and its suppliers. For wholesale accounts, it connects purchase orders and order changes with invoicing and document feedback. Roundhouse performs that processing for suppliers fulfilling bulk merchandise orders.
Your Costco orders need ongoing attention. We provide it.
Receiving a file is only the beginning. A quantity can change, a delivery reference can be updated or an order can be cancelled before your warehouse finishes preparing the goods. We review incoming document information with your team and use the approved order details when preparing subsequent documents. You do not need to buy or learn an EDI system.
- Receive readable purchase orders for your operations team.
- Review changes affecting quantities, dates or destinations.
- Provide fulfillment details and approve the documents we prepare.
- View purchase orders and download PDF files in our customer portal.
Costco EDI document processing.
The table separates published order and billing messages from shipment documents that depend on your supplier program. During setup, we confirm the transactions, maps and label requirements assigned to your Costco account.
| Code / format | Document | What we handle |
|---|---|---|
| 850 | Purchase Order | Translate incoming orders and identify whether the message represents an original order, change or cancellation under the applicable map. |
| 860 | Purchase Order Change | Review changes and cancellations with your team so document preparation follows the applicable order details. |
| 810 | Invoice | Prepare and transmit approved billing information, checking order references, item quantities, units and commercial details. |
| 824 | Application Advice | Review application feedback when used by your account and help resolve reported document-processing issues. |
| 997 | Functional Acknowledgment | Handle technical acknowledgment feedback. This does not establish physical receipt of goods or approval for payment. |
| 820 | Payment Order / Remittance Advice | Make received remittance information available for your accounting team to reconcile with its invoices, where included in your account workflow. |
| 856 | Advance Ship Notice — program-dependent | Prepare shipment notices from actual packing and shipping details when required for your Costco program. |
| GS1-128 | Shipping label — program-dependent | Prepare the applicable barcode labels and align identifiers with shipment data where specified. GS1-128 is a label format, not an X12 transaction number. |
Distinguish a new order from a change or cancellation.
Costco’s published communication information includes original, change and cancellation purposes for the 850 as well as changes and cancellations through the 860. That makes the meaning of an incoming message as important as its document number. We review what changed and coordinate with your team before preparing billing or shipment documents against an outdated order.
Keep item references and pack quantities clear.
A bulk shipment can be described in units, cases or other agreed pack quantities. We preserve the order’s item references and units of measure rather than treating every quantity as an individual piece. Your team confirms the product and pack information; we use those details consistently in the documents we prepare.
- Confirm which product each order line identifies.
- Keep ordered and shipped quantities in the correct units.
- Review approved price and quantity changes before invoicing.
- Carry the correct purchase order and destination references forward.
An invoice sent is not the same as an invoice accepted.
Roundhouse prepares your approved invoice and follows up on the EDI feedback in your account workflow. A 997 describes technical acknowledgment, while an 824 can report application-processing information. We help identify document errors that need correction, and your accounting team remains responsible for commercial disputes and payment reconciliation.
Shipment documents matched to your wholesale program.
We establish ASN and shipping-label work from the requirements for your specific Costco account. When those documents are required, we use actual packing details and coordinate the shipment identifiers with the labels. Wholesale warehouse orders and consumer direct-ship programs are reviewed separately, so one channel’s document list is not applied automatically to another.
Setup and support for the orders ahead.
We review your vendor requirements, configure the applicable document maps and coordinate testing before beginning regular processing. Then we handle the data entry, document preparation and reported EDI issues as orders arrive. Roundhouse has been helping companies stay EDI compliant for over 20 years.
Moving Costco processing to Roundhouse.
We review open orders, outstanding changes and invoices already submitted before planning a handover. Your team and the current provider can then agree which documents remain with them and which move to Roundhouse. The aim is a clear transition without duplicate invoices or order changes being overlooked.
Frequently asked questions
Costco EDI support
Do you handle Costco EDI for wholesale suppliers?
Yes. We handle the document work for suppliers fulfilling Costco wholesale orders, including purchase order processing, order changes, approved invoices and EDI feedback.
Do we need to buy EDI software?
No. Roundhouse uses its own systems to perform the EDI data entry, document preparation and transmission. Your team supplies the business information and approvals.
Which EDI documents does Costco use?
Published Costco communication information lists 850 purchase orders, 860 order changes, 810 invoices, 820 remittance advice, 824 application advice and 997 functional acknowledgments. The documents and maps needed for your account are confirmed during setup.
Can a Costco purchase order change after we receive it?
Yes. Changes or cancellations can be communicated in the applicable order workflow. We review incoming changes with your team before preparing documents from the approved order information.
Do all Costco suppliers need an ASN?
ASN requirements depend on the supplier program. We confirm whether your account requires an 856 and prepare the shipment notice from your actual packing details when it does.
Do you prepare Costco shipping labels?
Yes. We prepare shipping labels according to the requirements assigned to your account, including GS1-128 labels where specified. Your warehouse applies the correct labels to the corresponding shipments.
Does an EDI acknowledgment mean Costco approved our invoice?
No. A functional acknowledgment confirms technical processing of an EDI transaction. Application feedback and payment status are separate matters.
Can you help reduce EDI-related chargebacks?
Yes. We help reduce EDI-related chargebacks by checking document references, quantities and billing information, reviewing order changes and addressing reported EDI errors.
Can we view Costco purchase orders online?
Yes. You can view your purchase orders and download them as PDF files in our customer portal.
How do we get started with Costco EDI?
Contact Roundhouse. We guide you through account review, document setup and testing, then handle the ongoing processing.
Use the current instructions for your vendor account when setting up or changing an EDI connection. Retailer names identify the accounts we support; these pages are published by Roundhouse, Inc.
Let’s talk EDI