GSA (General Services Administration)
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Ship Notice/Manifest (GSA OMS)
  • Specification
  • EDI Inspector
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X12 856 Ship Notice/Manifest (GSA OMS)

X12 Release 4010

This Draft Standard for Trial Use contains the format and establishes the data contents of the Ship Notice/Manifest Transaction Set (856) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to list the contents of a shipment of goods as well as additional information relating to the shipment, such as order information, product description, physical characteristics, type of packaging, marking, carrier information, and configuration of goods within the transportation equipment. The transaction set enables the sender to describe the contents and configuration of a shipment in various levels of detail and provides an ordered flexibility to convey information.

The sender of this transaction is the organization responsible for detailing and communicating the contents of a shipment, or shipments, to one or more receivers of the transaction set. The receiver of this transaction set can be any organization having an interest in the contents of a shipment or information about the contents of a shipment.

Delimiters
  • ~ Segment
  • * Element
  • > Component
EDI samples
  • EDI_856_1.txt
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Overview
ISA
-
Interchange Control Header
Max use 1
Required
GS
-
Functional Group Header
Max use 1
Required
heading
detail
HL Loop Address Information
HL
010
Hierarchical Level
Max use 1
Required
N1 Loop
GE
-
Functional Group Trailer
Max use 1
Required
IEA
-
Interchange Control Trailer
Max use 1
Required
ISA

Interchange Control Header

RequiredMax use 1

To start and identify an interchange of zero or more functional groups and interchange-related control segments

Example
ISA-01
I01
Authorization Information Qualifier
Required
Identifier (ID)

Code to identify the type of information in the Authorization Information

00
No Authorization Information Present (No Meaningful Information in I02)
ISA-02
I02
Authorization Information
Required
String (AN)
Min 10Max 10

Information used for additional identification or authorization of the interchange sender or the data in the interchange; the type of information is set by the Authorization Information Qualifier (I01)

ISA-03
I03
Security Information Qualifier
Required
Identifier (ID)

Code to identify the type of information in the Security Information

00
No Security Information Present (No Meaningful Information in I04)
ISA-04
I04
Security Information
Required
String (AN)
Min 10Max 10

This is used for identifying the security information about the interchange sender or the data in the interchange; the type of information is set by the Security Information Qualifier (I03)

ISA-05
I05
Interchange ID Qualifier
Required
Identifier (ID)
Min 2Max 2

Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified

Codes
ISA-06
I06
Interchange Sender ID
Required
String (AN)
Min 15Max 15

Identification code published by the sender for other parties to use as the receiver ID to route data to them; the sender always codes this value in the sender ID element

ISA-07
I05
Interchange ID Qualifier
Required
Identifier (ID)
Min 2Max 2

Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified

Codes
ISA-08
I07
Interchange Receiver ID
Required
String (AN)
Min 15Max 15

Identification code published by the receiver of the data; When sending, it is used by the sender as their sending ID, thus other parties sending to them will use this as a receiving ID to route data to them

ISA-09
I08
Interchange Date
Required
Date (DT)
YYMMDD format

Date of the interchange

ISA-10
I09
Interchange Time
Required
Time (TM)
HHMM format

Time of the interchange

ISA-11
I10
Interchange Control Standards Identifier
Required
Identifier (ID)

Code to identify the agency responsible for the control standard used by the message that is enclosed by the interchange header and trailer

U
U.S. EDI Community of ASC X12, TDCC, and UCS
ISA-12
I11
Interchange Control Version Number
Required
Identifier (ID)

This version number covers the interchange control segments

00401
Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1997
ISA-13
I12
Interchange Control Number
Required
Numeric (N0)
Min 9Max 9

A control number assigned by the interchange sender

ISA-14
I13
Acknowledgment Requested
Required
Identifier (ID)
Min 1Max 1

Code sent by the sender to request an interchange acknowledgment (TA1)

0
No Acknowledgment Requested
1
Interchange Acknowledgment Requested
ISA-15
I14
Usage Indicator
Required
Identifier (ID)
Min 1Max 1

Code to indicate whether data enclosed by this interchange envelope is test, production or information

I
Information
P
Production Data
T
Test Data
ISA-16
I15
Component Element Separator
Required
String (AN)
Min 1Max 1

Type is not applicable; the component element separator is a delimiter and not a data element; this field provides the delimiter used to separate component data elements within a composite data structure; this value must be different than the data element separator and the segment terminator

>
Component Element Separator

Functional Group Header

RequiredMax use 1

To indicate the beginning of a functional group and to provide control information

Example
GS-01
479
Functional Identifier Code
Required
Identifier (ID)

Code identifying a group of application related transaction sets

SH
Ship Notice/Manifest (856)
GS-02
142
Application Sender's Code
Required
String (AN)
Min 2Max 15

Code identifying party sending transmission; codes agreed to by trading partners

GS-03
124
Application Receiver's Code
Required
String (AN)
Min 2Max 15

Code identifying party receiving transmission. Codes agreed to by trading partners

Required
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD

Required
Time (TM)
HHMM, HHMMSS, HHMMSSD, or HHMMSSDD format

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

GS-06
28
Group Control Number
Required
Numeric (N0)
Min 1Max 9

Assigned number originated and maintained by the sender

GS-07
455
Responsible Agency Code
Required
Identifier (ID)
Min 1Max 2

Code used in conjunction with Data Element 480 to identify the issuer of the standard

T
Transportation Data Coordinating Committee (TDCC)
X
Accredited Standards Committee X12
GS-08
480
Version / Release / Industry Identifier Code
Required
String (AN)

Code indicating the version, release, subrelease, and industry identifier of the EDI standard being used, including the GS and GE segments; if code in DE455 in GS segment is X, then in DE 480 positions 1-3 are the version number; positions 4-6 are the release and subrelease, level of the version; and positions 7-12 are the industry or trade association identifiers (optionally assigned by user); if code in DE455 in GS segment is T, then other formats are allowed

004010
Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1997

Heading

ST
010
Heading > ST

Transaction Set Header

RequiredMax use 1

To indicate the start of a transaction set and to assign a control number

Example
ST-01
143
Transaction Set Identifier Code
Required
Identifier (ID)

Code uniquely identifying a Transaction Set

  • The transaction set identifier (ST01) used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).
856
Ship Notice/Manifest
ST-02
329
Transaction Set Control Number
Required
Numeric (N)
Min 4Max 9

Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

BSN
020
Heading > BSN

Beginning Segment for Ship Notice

RequiredMax use 1

To transmit identifying numbers, dates, and other basic data relating to the transaction set

Example
BSN-01
353
Transaction Set Purpose Code
Required
Identifier (ID)

Code identifying purpose of transaction set

00
Original
BSN-02
396
Shipment Identification
Required
String (AN)
Min 2Max 30

A unique control number assigned by the original shipper to identify a specific shipment

Usage notes

Use, on other than Defense Logistics Management System Shipment Performance Notices, to cite the shipment number. If applicable, include the final shipment indicator (i.e., the letter Z) or if applicable, the replacement shipment indicator, e.g., A, B, etc., at the end of the shipment number.

  1. When used by Defense Contract Management Command as a Shipment Performance Notice or destination acceptance alert, use ZZ for this data element. Defense Logistics Management System does not use this data element, but it is mandatory in the X12 standards. The ZZ entry satisfies the X12 usage requirements; the receiving application software shall not process it.

  2. On Defense Logistics Management System Shipment Performance Notices, do not include the final shipment indicator (Z) on underrun deliveries when a final line item shipment is replaced. In that situation, use the 2/REF/150 segment.

Required
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD

  • BSN03 is the date the shipment transaction set is created.
Required
Time (TM)
HHMM, HHMMSS, HHMMSSD, or HHMMSSDD format

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

  • BSN04 is the time the shipment transaction set is created.
Usage notes
  1. Express the originating activity's time in Universal Time Coordinate (UTC).
  2. Express time in a four-position (Hour Hour Minute Minute) format
Heading end

Detail

HL Loop Address Information
RequiredMax >1
Usage notes

. Iterations of the 2/HL/010 loop provide data structured in a hierarchical logic consisting of address, shipment, line item and container information.

  1. Must use the first iteration of the 2/HL/010 loop as the address loop. Use the second iteration as shipment loop to provide shipment information common to all line items. Use the third iteration and, if applicable, additional iterations as the line item loop. However, when there is a container applicable to a shipment, use the third iteration of the loop to associate the container with the shipment iteration of the loop. In that circumstance, the first and subsequent line item loops, if any, would begin at the next iteration of the loop following completion of all shipment level container information. Use iterations of the loop to specify container information and information related to consolidated shipments. Repeat the line item and container loops as necessary to identify all line items and containers relevant to the shipment or line items being reported.
HL
010
Detail > HL Loop Address Information > HL

Hierarchical Level

RequiredMax use 1

To identify dependencies among and the content of hierarchically related groups of data segments

  • The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no meaning.
Example
HL-01
628
Hierarchical ID Number
Required
String (AN)
Min 1Max 12

A unique number assigned by the sender to identify a particular data segment in a hierarchical structure

  • HL01 shall contain a unique alphanumeric number for each occurrence of the HL segment in the transaction set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent HL segment within the transaction.
HL-03
735
Hierarchical Level Code
Required
Identifier (ID)

Code defining the characteristic of a level in a hierarchical structure

  • HL03 indicates the context of the series of segments following the current HL segment up to the next occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information.
V
Address Information
HL-04
736
Hierarchical Child Code
Optional
Identifier (ID)

Code indicating if there are hierarchical child data segments subordinate to the level being described

  • HL04 indicates whether or not there are subordinate (or child) HL segments related to the current HL segment.
1
Additional Subordinate HL Data Segment in This Hierarchical Structure.
N1 Loop
OptionalMax >1
Usage notes
  1. Use the 2/N1/220 loop in 2/HL/010 address loops to identify: a) the party originating the transaction set; b) an Automated Data Processing Point as specified in the contract for a party receiving the transaction set; and c) the Ship-To, ultimate recipient, or service performance locations when the same address applies to all line items in the 2/HL/010 shipment loops.

  2. Use the 2/N1/220 loop in 2/HL/010 line item loops to identify addresses that vary by line item.

  3. Use the 2/N1/220 loop in 2/HL/010 address loop to identify the Ship-To, ultimate recipient, or services performance location when the same address applies to all lines cited in the 2/HL/010 line item loops (when used by Defense Contract Management Command in preparing a Shipment Performance Notice).

  4. Use other listed codes, as appropriate, in loops to which they are applicable.

N1
220
Detail > HL Loop Address Information > N1 Loop > N1

Name

RequiredMax use 1

To identify a party by type of organization, name, and code

Example
If either Identification Code Qualifier (N1-03) or Identification Code (N1-04) is present, then the other is required
At least one of Name (N1-02) or Identification Code Qualifier (N1-03) is required
N1-01
98
Entity Identifier Code
Required
Identifier (ID)

Code identifying an organizational entity, a physical location, property or an individual

SE
Selling Party
Optional
String (AN)
Min 1Max 60

Free-form name

Usage notes

Use as necessary, to indicate the name of the activity cited in N101. When that party can be identified by a code value in N104, it is not necessary to provide the name. If additional characters are required to cite the full name, truncate at a logical point and use the N2 segment for the additional name information. When the title of the party performing Quality Assurance at destination is provided, carry that information in an iteration of the N2 segment. When N101 cites code 7H and the Free on Board point is a vessel, use to indicate, as applicable, the name of the port city.

N1-03
66
Identification Code Qualifier
Optional
Identifier (ID)

Code designating the system/method of code structure used for Identification Code (67)

1
D-U-N-S Number, Dun & Bradstreet
9
D-U-N-S+4, D-U-N-S Number with Four Character Suffix
N1-04
67
Identification Code
Optional
String (AN)
Min 2Max 80

Code identifying a party or other code

  • This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
Usage notes

Use to cite the actual Dun and Bradstreet, Dun and Bradstreet + 4, Department of Defense Activity Address Code, Contractor and Government Entity Code or Military Assistance Program Address Code of the activity cited in N101, as signaled in N103.

N1-06
98
Entity Identifier Code
Optional
Identifier (ID)

Code identifying an organizational entity, a physical location, property or an individual

FR
Message From
SV
Service Performance Site
TO
Message To
PER
270
Detail > HL Loop Address Information > N1 Loop > PER

Administrative Communications Contact

OptionalMax use 3

To identify a person or office to whom administrative communications should be directed

Example
If either Communication Number Qualifier (PER-03) or Communication Number (PER-04) is present, then the other is required
If either Communication Number Qualifier (PER-05) or Communication Number (PER-06) is present, then the other is required
If either Communication Number Qualifier (PER-07) or Communication Number (PER-08) is present, then the other is required
PER-01
366
Contact Function Code
Required
Identifier (ID)

Code identifying the major duty or responsibility of the person or group named

IC
Information Contact
Optional
String (AN)
Min 1Max 60

Free-form name

PER-03
365
Communication Number Qualifier
Optional
Identifier (ID)

Code identifying the type of communication number

EM
Electronic Mail
FX
Facsimile
IT
International Telephone
TE
Telephone
PER-04
364
Communication Number
Optional
String (AN)
Min 1Max 80

Complete communications number including country or area code when applicable

PER-05
365
Communication Number Qualifier
Optional
Identifier (ID)

Code identifying the type of communication number

AU
Defense Switched Network
EM
Electronic Mail
EX
Telephone Extension
FT
Federal Telecommunications System (FTS)
FX
Facsimile
IT
International Telephone
TE
Telephone
PER-06
364
Communication Number
Optional
String (AN)
Min 1Max 80

Complete communications number including country or area code when applicable

PER-07
365
Communication Number Qualifier
Optional
Identifier (ID)

Code identifying the type of communication number

AU
Defense Switched Network
EM
Electronic Mail
EX
Telephone Extension
FT
Federal Telecommunications System (FTS)
FX
Facsimile
IT
International Telephone
TE
Telephone
PER-08
364
Communication Number
Optional
String (AN)
Min 1Max 80

Complete communications number including country or area code when applicable

PER-09
443
Contact Inquiry Reference
Optional
String (AN)
Min 1Max 20

Additional reference number or description to clarify a contact number

N1 Loop end
HL Loop Shipment
RequiredMax >1
HL
010
Detail > HL Loop Address Information > HL Loop Shipment > HL

Hierarchical Level

RequiredMax use 1

To identify dependencies among and the content of hierarchically related groups of data segments

  • The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no meaning.
Example
HL-01
628
Hierarchical ID Number
Required
String (AN)
Min 1Max 12

A unique number assigned by the sender to identify a particular data segment in a hierarchical structure

  • HL01 shall contain a unique alphanumeric number for each occurrence of the HL segment in the transaction set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent HL segment within the transaction.
HL-02
734
Hierarchical Parent ID Number
Required
String (AN)
Min 1Max 12

Identification number of the next higher hierarchical data segment that the data segment being described is subordinate to

  • HL02 identifies the hierarchical ID number of the HL segment to which the current HL segment is subordinate.
HL-03
735
Hierarchical Level Code
Required
Identifier (ID)

Code defining the characteristic of a level in a hierarchical structure

  • HL03 indicates the context of the series of segments following the current HL segment up to the next occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information.
S
Shipment
HL-04
736
Hierarchical Child Code
Optional
Identifier (ID)

Code indicating if there are hierarchical child data segments subordinate to the level being described

  • HL04 indicates whether or not there are subordinate (or child) HL segments related to the current HL segment.
1
Additional Subordinate HL Data Segment in This Hierarchical Structure.
PRF
050
Detail > HL Loop Address Information > HL Loop Shipment > PRF

Purchase Order Reference

OptionalMax use 1

To provide reference to a specific purchase order

Usage notes
  1. Use in 2/HL/010 shipment loops to identify contract information.

  2. Use to identify the Purchase Order Number.

  3. Use to identify a contract or order modifications, as applicable, except for Defense Contract Management Command use in generating a Shipment Performance Notice.

Example
PRF-01
324
Purchase Order Number
Optional
String (AN)
Min 1Max 22

Identifying number for Purchase Order assigned by the orderer/purchaser

PRF-02
328
Release Number
Optional
String (AN)
Min 1Max 30

Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction

Usage notes

Enter the number of a release, call or delivery order against a basic award instrument. This is always the Supplemental Procurement Instrument Identification Number for the Department of Defense or the equivalent expression for Civilian Agencies. This number shall be transmitted without dashes. When preparing a Shipment Performance Notice or destination acceptance alert for Defense Contract Management Command do not include the contract modification number.

PRF-03
327
Change Order Sequence Number
Optional
String (AN)
Min 1Max 8

Number assigned by the orderer identifying a specific change or revision to a previously transmitted transaction set

Optional
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD

  • PRF04 is the date assigned by the purchaser to purchase order.
REF
150
Detail > HL Loop Address Information > HL Loop Shipment > REF

Reference Identification

OptionalMax use >1

To specify identifying information

Example
At least one of Reference Identification (REF-02) or Description (REF-03) is required
REF-01
128
Reference Identification Qualifier
Required
Identifier (ID)
Min 2Max 3

Code qualifying the Reference Identification

REF-02
127
Reference Identification
Optional
String (AN)
Min 1Max 30

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

REF-03
352
Description
Optional
String (AN)
Min 1Max 80

A free-form description to clarify the related data elements and their content

HL Loop Item
RequiredMax >1
HL
010
Detail > HL Loop Address Information > HL Loop Shipment > HL Loop Item > HL

Hierarchical Level

RequiredMax use 1

To identify dependencies among and the content of hierarchically related groups of data segments

  • The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no meaning.
Example
HL-01
628
Hierarchical ID Number
Required
String (AN)
Min 1Max 12

A unique number assigned by the sender to identify a particular data segment in a hierarchical structure

  • HL01 shall contain a unique alphanumeric number for each occurrence of the HL segment in the transaction set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent HL segment within the transaction.
HL-02
734
Hierarchical Parent ID Number
Required
String (AN)
Min 1Max 12

Identification number of the next higher hierarchical data segment that the data segment being described is subordinate to

  • HL02 identifies the hierarchical ID number of the HL segment to which the current HL segment is subordinate.
HL-03
735
Hierarchical Level Code
Required
Identifier (ID)

Code defining the characteristic of a level in a hierarchical structure

  • HL03 indicates the context of the series of segments following the current HL segment up to the next occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information.
I
Item
HL-04
736
Hierarchical Child Code
Optional
Identifier (ID)

Code indicating if there are hierarchical child data segments subordinate to the level being described

  • HL04 indicates whether or not there are subordinate (or child) HL segments related to the current HL segment.
1
Additional Subordinate HL Data Segment in This Hierarchical Structure.
LIN
020
Detail > HL Loop Address Information > HL Loop Shipment > HL Loop Item > LIN

Item Identification

OptionalMax use 1

To specify basic item identification data

Usage notes
  1. Use the 2/LIN/020 segment in 2/HL/010 line item loops to cite a line item and to identify the National Stock Number, or other description of the item cited.

  2. If the line item cannot be described using one of the listed codes, there must be at least one use of LIN02/03 citing any applicable code, to satisfy syntax requirements of X12.

  3. Must use at least one iteration of this segment to identify the line item.

Example
If either Product/Service ID Qualifier (LIN-04) or Product/Service ID (LIN-05) is present, then the other is required
If either Product/Service ID Qualifier (LIN-06) or Product/Service ID (LIN-07) is present, then the other is required
If either Product/Service ID Qualifier (LIN-08) or Product/Service ID (LIN-09) is present, then the other is required
If either Product/Service ID Qualifier (LIN-10) or Product/Service ID (LIN-11) is present, then the other is required
If either Product/Service ID Qualifier (LIN-12) or Product/Service ID (LIN-13) is present, then the other is required
If either Product/Service ID Qualifier (LIN-14) or Product/Service ID (LIN-15) is present, then the other is required
If either Product/Service ID Qualifier (LIN-16) or Product/Service ID (LIN-17) is present, then the other is required
LIN-01
350
Assigned Identification
Required
String (AN)
Min 1Max 20

Alphanumeric characters assigned for differentiation within a transaction set

  • LIN01 is the line item identification
Usage notes
  1. Use to identify in accordance with the format prescribed in the Defense Federal Acquisition Regulation Supplement Uniform Line Item Numbering Policy, the Line Item, if applicable, e.g., Contract Line Item Number, Sub Line Item Number, Exhibit Line Item Number, etc., in accordance with the Uniform Contract Line Item Numbering System.

  2. This data element is required when preparing a Shipment Performance Notice or destination acceptance alert for Defense Contract Management Command use.

LIN-02
235
Product/Service ID Qualifier
Required
Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

  • LIN02 through LIN31 provide for fifteen different product/service IDs for each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.
CN
Commodity Name
FS
National Stock Number
MG
Manufacturer's Part Number
VP
Vendor's (Seller's) Part Number
LIN-03
234
Product/Service ID
Required
String (AN)
Min 1Max 48

Identifying number for a product or service

Usage notes

Use code "Z" to indicate "See Contract" when the item cannot be described by one of the other codes, or by using the 2/PID/070 segment.

LIN-04
235
Product/Service ID Qualifier
Optional
Identifier (ID)
Min 2Max 2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

LIN-05
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

LIN-06
235
Product/Service ID Qualifier
Optional
Identifier (ID)
Min 2Max 2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

LIN-07
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

LIN-08
235
Product/Service ID Qualifier
Optional
Identifier (ID)
Min 2Max 2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

LIN-09
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

LIN-10
235
Product/Service ID Qualifier
Optional
Identifier (ID)
Min 2Max 2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

LIN-11
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

LIN-12
235
Product/Service ID Qualifier
Optional
Identifier (ID)
Min 2Max 2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

LIN-13
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

LIN-14
235
Product/Service ID Qualifier
Optional
Identifier (ID)
Min 2Max 2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

LIN-15
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

LIN-16
235
Product/Service ID Qualifier
Optional
Identifier (ID)
Min 2Max 2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

LIN-17
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

SN1
030
Detail > HL Loop Address Information > HL Loop Shipment > HL Loop Item > SN1

Item Detail (Shipment)

OptionalMax use 1

To specify line-item detail relative to shipment

Usage notes

. Use as needed in the 2/HL/010 line item loops to identify shipment quantities in the various levels. Use as necessary in the 2/HL/010 line item loops to indicate the number of returnable shipping containers. Use 2/REF/150, code RS to indicate the serial numbers of returnable containers or shipping containers.

  1. Use only as needed when reporting services.

  2. When used to indicate items shipped to multiple consignees, there must be an iteration of the 2/SLN/040 segment to indicate the total quantity shipped.

Example
If either Quantity Ordered (SN1-05) or Unit or Basis for Measurement Code (SN1-06) is present, then the other is required
SN1-01
350
Assigned Identification
Optional
String (AN)
Min 1Max 20

Alphanumeric characters assigned for differentiation within a transaction set

  • SN101 is the ship notice line-item identification.
SN1-02
382
Number of Units Shipped
Required
Decimal number (R)
Min 1Max 10

Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set

Usage notes
  1. When BSN05 is not present and HL03 is code S (shipment loop), use to identify the quantity shipped.

  2. Use as necessary in the 2/HL/010 container loop to indicate the quantity of returnable containers or the total quantity of containers shipped. Use 2/REF/150 code RS to indicate serial numbers of returnable containers.

  3. When BSN05 is code 0001 and HL03 is code O (Order loop), use to identify the number of items shipped in an order.

  4. When BSN05 is code 0001 and HL03 is code P (Pack loop), use to identify the number of items shipped in a pack.

  5. Use the number "0" (zero) to indicate no quantity was either shipped or reported, such as in an interim Shipment Performance Notice.

SN1-03
355
Unit or Basis for Measurement Code
Required
Identifier (ID)
Min 2Max 2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

  • SN103 defines the unit of measurement for both SN102 and SN104.
Usage notes
  1. Use any code, other than code ZZ, to identify as necessary, the purchase unit for the quantity shipped or service performed. DLMS users see the Unit of Issue and Purchase Unit Conversion Table for available codes. Use code UL when no purchase unit applies.

  2. Use as necessary to indicate the applicable unit when in the shipment or container level loops.

SN1-05
330
Quantity Ordered
Optional
Decimal number (R)
Min 1Max 15

Quantity ordered

SN1-06
355
Unit or Basis for Measurement Code
Optional
Identifier (ID)
Min 2Max 2

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

REF
150
Detail > HL Loop Address Information > HL Loop Shipment > HL Loop Item > REF

Reference Identification

OptionalMax use >1

To specify identifying information

Example
At least one of Reference Identification (REF-02) or Description (REF-03) is required
REF-01
128
Reference Identification Qualifier
Required
Identifier (ID)
Min 2Max 3

Code qualifying the Reference Identification

REF-02
127
Reference Identification
Optional
String (AN)
Min 1Max 30

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

REF-03
352
Description
Optional
String (AN)
Min 1Max 80

A free-form description to clarify the related data elements and their content

DTM
200
Detail > HL Loop Address Information > HL Loop Shipment > HL Loop Item > DTM

Date/Time Reference

OptionalMax use 10

To specify pertinent dates and times

Example
If either Date Time Period Format Qualifier (DTM-05) or Date Time Period (DTM-06) is present, then the other is required
At least one of Date (DTM-02), Time (DTM-03) or Date Time Period Format Qualifier (DTM-05) is required
DTM-01
374
Date/Time Qualifier
Required
Identifier (ID)

Code specifying type of date or time, or both date and time

011
Shipped
139
Estimated
727
On Hold
Optional
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD

Optional
Time (TM)
HHMM, HHMMSS, HHMMSSD, or HHMMSSDD format

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

DTM-05
1250
Date Time Period Format Qualifier
Optional
Identifier (ID)
Min 2Max 3

Code indicating the date format, time format, or date and time format

DTM-06
1251
Date Time Period
Optional
String (AN)
Min 1Max 35

Expression of a date, a time, or range of dates, times or dates and times

HL Loop Pack
RequiredMax >1
HL
010
Detail > HL Loop Address Information > HL Loop Shipment > HL Loop Item > HL Loop Pack > HL

Hierarchical Level

RequiredMax use 1

To identify dependencies among and the content of hierarchically related groups of data segments

  • The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no meaning.
Example
HL-01
628
Hierarchical ID Number
Required
String (AN)
Min 1Max 12

A unique number assigned by the sender to identify a particular data segment in a hierarchical structure

  • HL01 shall contain a unique alphanumeric number for each occurrence of the HL segment in the transaction set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent HL segment within the transaction.
HL-02
734
Hierarchical Parent ID Number
Required
String (AN)
Min 1Max 12

Identification number of the next higher hierarchical data segment that the data segment being described is subordinate to

  • HL02 identifies the hierarchical ID number of the HL segment to which the current HL segment is subordinate.
HL-03
735
Hierarchical Level Code
Required
Identifier (ID)

Code defining the characteristic of a level in a hierarchical structure

  • HL03 indicates the context of the series of segments following the current HL segment up to the next occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information.
P
Pack
HL-04
736
Hierarchical Child Code
Optional
Identifier (ID)

Code indicating if there are hierarchical child data segments subordinate to the level being described

  • HL04 indicates whether or not there are subordinate (or child) HL segments related to the current HL segment.
0
No Subordinate HL Segment in This Hierarchical Structure.
PO4
060
Detail > HL Loop Address Information > HL Loop Shipment > HL Loop Item > HL Loop Pack > PO4

Item Physical Details

OptionalMax use 1

To specify the physical qualities, packaging, weights, and dimensions relating to the item

Example
Required
Numeric (N0)
Min 1Max 6

The number of inner containers, or number of eaches if there are no inner containers, per outer container

REF
150
Detail > HL Loop Address Information > HL Loop Shipment > HL Loop Item > HL Loop Pack > REF

Reference Identification

OptionalMax use >1

To specify identifying information

Example
At least one of Reference Identification (REF-02) or Description (REF-03) is required
REF-01
128
Reference Identification Qualifier
Required
Identifier (ID)

Code qualifying the Reference Identification

2D
Aeronautical Equipment Reference Number (AERNO)
2E
Foreign Military Sales Case Number
2I
Tracking Number
2S
Catalog
2Y
Wage Determination
3H
Case Number
5N
Citation of Statute
5S
Processing Area
9G
Department of Defense Form 250 Requirement Code
16
Military Interdepartmental Purchase Request (MIPR) Number
39
Proposal Number
55
Sequence Number
72
Schedule Reference Number
73
Statement of Work (SOW)
82
Data Item Description (DID) Reference
83
Extended (or Exhibit) Line Item Number (ELIN)
97
Package Number
AH
Agreement Number
AT
Appropriation Number
AU
Authorization to Meet Competition Number
BL
Government Bill of Lading
BM
Bill of Lading Number
C4
Change Number
CR
Customer Reference Number
DG
Drawing Number
DS
Defense Priorities Allocation System (DPAS) Priority Rating
E4
Charge Card Number
EH
Financial Classification Code
EV
Receiver Identification Number
FJ
Line Item Control Number
FS
Final Sequence Number
IJ
Standard Industry Classification (SIC) Code
IL
Internal Order Number
IQ
End Item
IX
Item Number
K0
Approval Code
K4
Criticality Designator
K6
Purchase Description
KL
Contract Reference
KS
Solicitation
KV
Distribution Statement Code
KW
Certification
LT
Lot Number
NI
Military Standard (MIL-STD) Number
NJ
Technical Document Number
NL
Technical Order Number
P3
Previous customer reference number
P4
Project Code
PH
Priority Rating
PR
Price Quote Number
QC
Product Specification Document Number
QI
Quality Inspection Area Identifier
RE
Release Number
RQ
Purchase Requisition Number
RS
Returnable Container Serial Number
S2
Data Source
S3
Specification Number
SI
Shipper's Identifying Number for Shipment (SID)
T4
Signal Code
TG
Transportation Control Number (TCN)
TN
Transaction Reference Number
TP
Test Specification Number
VQ
Related Contract Line Item Number
VV
Voucher
VW
Standard
W2
Weapon System Number
W8
Suffix
WF
Locally Assigned Control Number
WY
Waybill Number
XC
Cargo Control Number
XE
Transportation Priority Number
YB
Revision Number
ZE
Coal Authority Number
REF-02
127
Reference Identification
Optional
String (AN)
Min 1Max 30

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

REF-03
352
Description
Optional
String (AN)
Min 1Max 80

A free-form description to clarify the related data elements and their content

HL Loop Pack end
HL Loop Item end
HL Loop Shipment end
HL Loop Address Information end
Detail end

Summary

SE
020
Summary > SE

Transaction Set Trailer

RequiredMax use 1

To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)

Example
SE-01
96
Number of Included Segments
Required
Numeric (N0)
Min 1Max 10

Total number of segments included in a transaction set including ST and SE segments

SE-02
329
Transaction Set Control Number
Required
Numeric (N)
Min 4Max 9

Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

Summary end

Functional Group Trailer

RequiredMax use 1

To indicate the end of a functional group and to provide control information

Example
GE-01
97
Number of Transaction Sets Included
Required
Numeric (N0)
Min 1Max 6

Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element

GE-02
28
Group Control Number
Required
Numeric (N0)
Min 1Max 9

Assigned number originated and maintained by the sender

Interchange Control Trailer

RequiredMax use 1

To define the end of an interchange of zero or more functional groups and interchange-related control segments

Example
IEA-01
I16
Number of Included Functional Groups
Required
Numeric (N0)
Min 1Max 5

A count of the number of functional groups included in an interchange

IEA-02
I12
Interchange Control Number
Required
Numeric (N0)
Min 9Max 9

A control number assigned by the interchange sender

EDI Samples

EDI_856_1.txt

ISA*00* *00* *12*TESTISA *ZZ*GSAOMST *160328*2120*U*00401*459214454*0*T*>~
GS*SH*TESTISA*GSAOMST*20160328*2121*459214493*X*004010~
ST*856*459214507~
BSN*00*ABCD1231234*20160328*2022~
HL*1**V~
N1*SE*TEST VENDOR*1*024041234~
PER*IC*TEST VENDOR*EM*TESTVENDOR@TESTVENDOR.TEST*TE*5551231234~
HL*2*1*S~
PRF*BPA NUMBER*PO NUMBER**20160328~
REF*TG*FB230060883DRGXXX~
HL*3*2*I~
LIN*1*FS*7510000861234~
SN1*1*2*EA**2*EA~
REF*IL*FB230060883DRG~
DTM*011*20160401~
HL*4*3*P~
PO4*2~
REF*2I*TRACKINGNUM0123*FEDEX~
SE*17*459214507~
GE*1*459214493~
IEA*1*459214454~

EDI_856_2.txt

ISA*00* *00* *ZZ*TESTISA *ZZ*GSAOMST *160304*1213*U*00401*457111639*0*T*>~
GS*SH*TESTISA*GSAOMST*20160304*1214*457111659*X*004010~
ST*856*457111671~
BSN*00*ABCD1234XXX1234*20160304*1215~
HL*1**V~
N1*SE*TEST VENDOR*1*802021234~
PER*IC*TEST VENDOR*EM*TESTVENDOR@TESTVENDOR.TEST*TE*5551111234~
HL*2*1*S~
PRF*BPA NUMBER*PO NUMBER**20160304~
REF*TG*0022FG6013A001XXX~
HL*3*2*I~
LIN*1*FS*751001571234~
SN1*1*15*PK**15*PK~
REF*IL*0022FG6013A001~
DTM*727*20160425~
HL*4*3*P~
PO4*15~
REF*2I*TRACKINGNUM1122*FEDEX~
HL*5*2*I~
LIN*2*FS*7510015794567~
SN1*2*15*PK**15*PK~
REF*IL*0022FG6013A002~
DTM*727*20160425~
HL*6*5*P~
PO4*15~
REF*2I*TRACKINGNUM123123*UPS~
SE*25*457111671~
GE*1*457111659~
IEA*1*457111639~


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