How to Import Home Depot EDI Purchase Orders into QuickBooks
Complete guide to importing Home Depot 850 EDI files into QuickBooks Online and Desktop using CSV conversion and field mapping tools.
Quick Answer
QuickBooks has no native EDI support. To import Home Depot 850 purchase orders: (1) Convert EDI to CSV using PlainEDI, (2) Use third-party tools like SaasAnt Transactions ($10-$29/mo) or Dancing Numbers to import CSV into QuickBooks with field mapping. This avoids manual data entry and ensures you capture critical fields like OMS ID, ship-to store, and delivery date.
In This Guide:
Why QuickBooks Doesn't Support EDI Natively
QuickBooks Online and QuickBooks Desktop were designed for small businesses managing invoices, expenses, and basic inventory — not for high-volume retail supply chain transactions with major retailers like Home Depot.
The Core Problem
- QuickBooks Online: No native import for purchase orders via CSV. You must either manually enter POs one-by-one or use a third-party app.
- QuickBooks Desktop: Supports IIF file import for POs, but does not directly read EDI X12 format.
- No EDI parser built-in: QuickBooks cannot interpret X12 delimiters (*, ~) or segment codes (BEG, PO1, N1, etc.).
⚠️ What Happens If You Try to Open EDI Files Directly in QuickBooks
If you attempt to drag an EDI 850 file into QuickBooks or use the "Import" function, QuickBooks will either:
- Return an error: "File format not supported"
- Treat it as a text file and fail to parse any usable data
- Import gibberish characters because it doesn't recognize X12 delimiters
Bottom line: You must convert EDI to CSV before importing into QuickBooks.
Why This Is a Problem for Home Depot Vendors
Home Depot requires all direct suppliers to be EDI-compliant. Without EDI, vendors risk:
- Delayed orders: Home Depot expects POs to be acknowledged within 12 hours
- $1,000 missing ASN penalty: If you don't send an EDI 856 ASN before shipment arrival
- $250 late ASN penalty: If ASN arrives after drop but before KeyRec (receiving scan)
- $100 missing/incorrect TMS Ship ID penalty: Required on all ASNs
- Supplier removal: Repeated non-compliance can result in being delisted
If you're using QuickBooks to manage inventory and orders, you need a way to get Home Depot's EDI 850 purchase orders into QuickBooks so you can:
- Track open purchase orders
- Match POs to shipments (for ASN creation)
- Generate invoices that reference the correct PO number
- Maintain inventory levels based on orders received
Home Depot EDI Requirements & Penalties (2025)
Before importing Home Depot EDI files into QuickBooks, you need to understand what data Home Depot sends and what they expect in return.
Required EDI Transactions
| Transaction | Name | Purpose | Requirement |
|---|---|---|---|
| 850 | Purchase Order | Home Depot sends PO with items to ship | Pick up within 12 hours from VAN/AS2 |
| 855 | PO Acknowledgment | Vendor confirms order acceptance | Optional but recommended |
| 856 | Advance Ship Notice | Vendor sends shipment details | Mandatory before arrival, 100% accuracy |
| 810 | Invoice | Vendor sends invoice for payment | After shipment, must match PO/ASN |
2025 ASN Penalty Updates
Home Depot updated their penalty structure in 2025 to simplify enforcement:
Missing ASN: $1,000 penalty
If shipment arrives at Home Depot DC without a prior EDI 856 ASN (before KeyRec scan), Home Depot charges a flat $1,000 offset per ASN. Previously 3% COGS, now a fixed penalty regardless of shipment value.
Late ASN: $250 penalty
If ASN is received after shipment drop but before KeyRec (receiving scan), it's considered late. Penalty: $250 offset per ASN.
Missing/Incorrect TMS Ship ID: $100 penalty
ASN must include correct TMS (Transportation Management System) Ship ID. Missing or incorrect = $100 offset per ASN.
Late ASN + Incorrect TMS Ship ID: $350 penalty
If you commit both violations on the same ASN, the combined penalty is $350.
💡 Why This Matters for QuickBooks Users
You need to extract the PO number, item OMS IDs, store numbers, and delivery dates from Home Depot's 850 EDI file to:
- Track which orders need ASNs sent before shipment
- Reference correct PO numbers on your ASN (to avoid mismatch penalties)
- Ship to the correct store location (store number in N1*ST segment)
- Meet delivery dates (late delivery = poor OTIF performance)
Manual data entry from raw EDI files is error-prone — missing one digit in the OMS ID or PO number can trigger ASN rejections and chargebacks.
OTIF (On-Time In-Full) Requirements
- Prepaid shipments: On-time if PO received on or before expected delivery date
- Collect shipments: On-time if marked "ready to ship" in TMS by 11:00 AM local time 2 days before pickup date
- In-Full: Ship 100% of ordered quantity (shortages trigger chargeback deductions)
Step-by-Step: EDI → CSV → QuickBooks Workflow
Here's the complete workflow to get Home Depot EDI 850 purchase orders into QuickBooks:
Receive Home Depot EDI 850 File
Home Depot sends 850 POs via AS2 (direct push to your server) or VAN (value-added network like SPS Commerce, TrueCommerce). You must pick up the file within 12 hours.
File format: Plain text with X12 delimiters (*.edi, *.x12, *.txt, *.dat extensions)
Convert EDI to CSV
Use PlainEDI to convert the 850 file to CSV:
- Upload your Home Depot 850 EDI file
- Preview instantly (free, no account needed)
- Download CSV with labeled columns: PO Number, OMS ID, Quantity, Unit Price, Store Number, Delivery Date, Item Description
Time: 30 seconds vs 2-4 hours manual data entry
Prepare CSV for QuickBooks
Open the CSV in Excel/Google Sheets and map columns to QuickBooks fields:
- PO Number → QuickBooks "Ref No."
- OMS ID → QuickBooks "Item Name" (must match your QB inventory items)
- Quantity → QuickBooks "Qty"
- Unit Price → QuickBooks "Rate"
- Store Number → QuickBooks "Customer" or "Memo" field
- Delivery Date → QuickBooks "Expected Date"
Import CSV into QuickBooks
QuickBooks Online: Use third-party app (SaasAnt Transactions, Dancing Numbers, Autymate)
QuickBooks Desktop: Convert CSV to IIF format or use Dancing Numbers import tool
These tools provide field mapping wizards to match your CSV columns to QB fields automatically.
Verify Import & Create Fulfillment Records
After import, check QuickBooks for the new purchase order. Then:
- Create sales order or invoice in QuickBooks (referencing the PO number)
- Prepare shipment and send EDI 856 ASN to Home Depot (use web portal or EDI software)
- After delivery, create invoice and send EDI 810 to Home Depot
✅ Result
Home Depot PO data is now in QuickBooks. You can track orders, manage inventory, create invoices, and maintain an audit trail — all without manually typing data from raw EDI files.
CSV Field Mapping for QuickBooks
When converting Home Depot EDI 850 to CSV with PlainEDI, you'll receive these columns. Here's how to map them to QuickBooks fields:
| PlainEDI CSV Column | QuickBooks Field | Notes |
|---|---|---|
PO Number | Ref No. / PO # | 8-digit Home Depot PO number |
PO Date | Date | Date PO was created |
OMS ID | Item Name / Product | Home Depot's unique product ID — must match your QB items |
Quantity | Qty | Number of units ordered |
Unit | Unit / UOM | EA (Each), CA (Case), BX (Box) |
Unit Price | Rate / Unit Cost | Price per unit |
Item Description | Description | Human-readable product name |
Store Number | Customer / Ship To | Home Depot store # (e.g., Store 0855) |
Delivery Date | Expected Date / Due Date | When Home Depot expects delivery |
Ship To Address | Ship To Address | DC or store address from N1 segment |
⚠️ Critical: OMS ID Must Match QuickBooks Items
Home Depot's OMS ID is their internal product identifier. Before importing, you must either:
- Create items in QuickBooks with OMS IDs as "Item Name" or "SKU"
- Manually map OMS IDs to your existing QuickBooks item names (using Excel find/replace before import)
Example: Home Depot OMS ID = "HD123456" → Your QB item name = "HD123456" or use custom field mapping to translate OMS ID to your internal SKU.
Import Tools: SaasAnt, Dancing Numbers, Autymate
Since QuickBooks doesn't natively import purchase orders from CSV, you need a third-party tool. Here are the top options for 2025:
SaasAnt Transactions
Best for: QuickBooks Online users who need automated CSV import with field mapping
Features:
- Supports XLS, XLSX, CSV, IIF file formats
- Automatic field mapping (save mapping templates for future imports)
- Bulk import: upload 100+ purchase orders at once
- Error validation before import (catches missing fields, duplicate PO numbers)
- Works with QuickBooks Online and Desktop
Pricing:
- Starter: $10/month (up to 50 transactions)
- Standard: $19/month (up to 200 transactions)
- Premium: $29/month (up to 500 transactions)
Dancing Numbers
Best for: QuickBooks Desktop users or those needing advanced mapping
Features:
- Import from Excel, CSV, TXT formats
- Custom field mapping wizard (map any CSV column to any QB field)
- Supports QuickBooks Desktop and QuickBooks Online
- Can import purchase orders, sales orders, invoices, bills
- Error log shows which rows failed and why
Pricing:
- Monthly: $20-$199/month depending on transaction volume
- Yearly: Discounted rates available
Autymate Transactions
Best for: QuickBooks Online users with high volume
Features:
- Column mapping from CSV to QuickBooks Online
- Automated import scheduling (import daily EDI files automatically)
- Supports purchase orders, sales receipts, bills, invoices
- Integration with Dropbox, Google Drive for file pickup
Pricing:
Contact Autymate for quote (pricing based on transaction volume and features needed)
💡 Recommended Setup
For most Home Depot vendors: PlainEDI ($3.90/file with 10-pack) + SaasAnt Transactions ($10-$29/mo) = $50-$70/month total
Alternative: Full EDI software like SPS Commerce ($750+/mo) or TrueCommerce ($500-$5,000/mo) with native QuickBooks integration — but costs 10-100x more.
Critical Fields: OMS ID, Store Number, TMS Ship ID
When importing Home Depot EDI into QuickBooks, pay special attention to these fields to avoid penalties:
1. OMS ID (Product Identifier)
The OMS ID is Home Depot's unique product identifier used in Home Depot Link (their vendor portal) and all EDI transactions. It appears in the PO1 segment of the 850 file.
Example PO1 Segment:
PO1*1*100*EA*15.99*WE*VN*HD123456*UP*012345678901~VN*HD123456 = OMS ID: HD123456 (VN qualifier = Vendor's item number, but Home Depot uses it for OMS ID)
Why it matters: When you send an EDI 856 ASN or EDI 810 invoice back to Home Depot, you must reference the OMS ID exactly. If you use the UPC instead, Home Depot's systems may reject the transaction or fail to match it to the PO.
2. Store Number (Ship-To Location)
Home Depot's 850 PO includes the destination store or DC in the N1*ST segment. This is critical for:
- Shipping to the correct location (wrong location = delivery failure + chargeback)
- Duplicate PO check (Home Depot requires checking PO # + store number to avoid processing duplicate orders)
- ASN accuracy (store number must match on ASN and PO)
Example N1 Segment:
N1*ST*HOME DEPOT STORE 0855*92*0078742084855~Translation: Ship to Home Depot Store #0855, GLN 0078742084855
3. TMS Ship ID (Transportation Management System)
For shipments managed through Home Depot's TMS, you must include the TMS Ship ID on your EDI 856 ASN. This ID is typically communicated via Home Depot Link when you schedule a pickup.
🚨 Missing/Incorrect TMS Ship ID = $100 Penalty
If your ASN is missing the TMS Ship ID or has an incorrect format, Home Depot charges a $100 offset. If the ASN is also late, the combined penalty is $350.
Solution: After importing the PO into QuickBooks, log into Home Depot Link to retrieve the TMS Ship ID for that shipment. Store it in a QuickBooks custom field or memo so you can reference it when creating your ASN.
Cost Comparison: EDI Software vs CSV Method
If you're using QuickBooks, you have two main options for handling Home Depot EDI:
Option 1: Full EDI Software with QuickBooks Integration
Examples: SPS Commerce, TrueCommerce, Data Interchange
What you get:
- Automatic EDI transmission (receive 850, send 856/810 automatically)
- Native QuickBooks integration (POs import directly into QB)
- VAN or AS2 connection management
- Compliance monitoring and alerts
- Support for multiple retailers (not just Home Depot)
Pricing:
- SPS Commerce: $750+/month ongoing
- TrueCommerce: $500-$5,000/month entry-level
- Implementation: $5,000-$50,000 one-time setup
Year 1 Total: $15,000-$110,000
Option 2: CSV Conversion Method (PlainEDI + QuickBooks Import Tool)
PlainEDI + SaasAnt Transactions
What you get:
- Convert Home Depot 850 EDI to CSV instantly
- Import CSV into QuickBooks Online/Desktop
- Manual ASN/invoice submission via Home Depot Link web portal
- Works for vendors processing 10-100 POs per month
Pricing:
- PlainEDI 10-pack: $39 (10 files = $3.90 each)
- SaasAnt Transactions: $10-$29/month
- Total ongoing: $50-$70/month for 10 POs
Year 1 Total: $600-$840
💰 Cost Savings: 95% Reduction
CSV Method Year 1: $600-$840
Full EDI Software Year 1: $15,000-$110,000
Savings: $14,160-$109,160 (94-99% reduction)
Which Option Is Right for You?
| Scenario | Recommended Solution |
|---|---|
| Process 10-50 Home Depot POs per month | CSV Method (PlainEDI + SaasAnt) |
| Single retailer (Home Depot only) | CSV Method + Home Depot Link for ASN |
| Multiple retailers (Walmart, Target, Lowe's, etc.) | Full EDI Software (handles multi-retailer complexity) |
| Process 100+ POs per month | Full EDI Software (automation justifies cost) |
| Need automated ASN/invoice transmission | Full EDI Software (CSV method requires manual portal submission) |
| Budget-conscious startup vendor | CSV Method (start cheap, upgrade later if needed) |
Related Guides
Understanding Home Depot EDI Requirements
Complete guide to Home Depot EDI compliance including $1,000 missing ASN penalty and OTIF requirements.
Converting EDI Files for Accounting Software
Import Walmart, Target, Amazon EDI into QuickBooks, Xero, FreshBooks via CSV conversion.
EDI to CSV for Small Business Vendors
Meet retailer EDI requirements without $500/mo software. Affordable compliance for small vendors.
EDI Software vs Simple CSV Converter
Compare full EDI software vs CSV conversion: 5-year TCO, when you need each solution.
Ready to Import Home Depot EDI into QuickBooks?
Convert Home Depot 850 purchase orders to CSV in 30 seconds. Automatic extraction of OMS ID, store number, delivery date, and all line items. Avoid $1,000 missing ASN penalties.
Try Free Home Depot EDI Converter →Works with all Home Depot EDI files: 850 PO, 856 ASN, 810 Invoice, 820 Payment, 997 FA