X12 856 Ship Notice/Manifest (GSA OMS)
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.
- ~ Segment
- * Element
- > Component
Interchange Control Header
To start and identify an interchange of zero or more functional groups and interchange-related control segments
Code to identify the type of information in the Authorization Information
- 00
- No Authorization Information Present (No Meaningful Information in I02)
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)
Code to identify the type of information in the Security Information
- 00
- No Security Information Present (No Meaningful Information in I04)
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)
Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified
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
Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified
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
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
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
A control number assigned by the interchange sender
Code sent by the sender to request an interchange acknowledgment (TA1)
- 0
- No Acknowledgment Requested
- 1
- Interchange Acknowledgment Requested
Code to indicate whether data enclosed by this interchange envelope is test, production or information
- I
- Information
- P
- Production Data
- T
- Test Data
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
To indicate the beginning of a functional group and to provide control information
Code identifying a group of application related transaction sets
- SH
- Ship Notice/Manifest (856)
Code identifying party sending transmission; codes agreed to by trading partners
Code identifying party receiving transmission. Codes agreed to by trading partners
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)
Assigned number originated and maintained by the sender
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
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
Transaction Set Header
To indicate the start of a transaction set and to assign a control number
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
Beginning Segment for Ship Notice
To transmit identifying numbers, dates, and other basic data relating to the transaction set
Code identifying purpose of transaction set
- 00
- Original
A unique control number assigned by the original shipper to identify a specific shipment
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.
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.
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.
Date expressed as CCYYMMDD
- BSN03 is the date the shipment transaction set is created.
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.
- Express the originating activity's time in Universal Time Coordinate (UTC).
- Express time in a four-position (Hour Hour Minute Minute) format
Detail
. Iterations of the 2/HL/010 loop provide data structured in a hierarchical logic consisting of address, shipment, line item and container information.
- 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.
Hierarchical Level
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.
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.
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
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.
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.
Use the 2/N1/220 loop in 2/HL/010 line item loops to identify addresses that vary by line item.
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).
Use other listed codes, as appropriate, in loops to which they are applicable.
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- SE
- Selling Party
Free-form name
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.
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
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.
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.
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Code identifying the major duty or responsibility of the person or group named
- IC
- Information Contact
Code identifying the type of communication number
- EM
- Electronic Mail
- FX
- Facsimile
- IT
- International Telephone
- TE
- Telephone
Complete communications number including country or area code when applicable
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
Complete communications number including country or area code when applicable
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
Complete communications number including country or area code when applicable
Hierarchical Level
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.
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.
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.
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
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.
Purchase Order Reference
To provide reference to a specific purchase order
Use in 2/HL/010 shipment loops to identify contract information.
Use to identify the Purchase Order Number.
Use to identify a contract or order modifications, as applicable, except for Defense Contract Management Command use in generating a Shipment Performance Notice.
Identifying number for Purchase Order assigned by the orderer/purchaser
Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction
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.
Number assigned by the orderer identifying a specific change or revision to a previously transmitted transaction set
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Hierarchical Level
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.
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.
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.
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
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.
Item Identification
To specify basic item identification data
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.
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.
Must use at least one iteration of this segment to identify the line item.
Alphanumeric characters assigned for differentiation within a transaction set
- LIN01 is the line item identification
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.
This data element is required when preparing a Shipment Performance Notice or destination acceptance alert for Defense Contract Management Command use.
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
Identifying number for a product or service
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.
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Item Detail (Shipment)
To specify line-item detail relative to shipment
. 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.
Use only as needed when reporting services.
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.
Alphanumeric characters assigned for differentiation within a transaction set
- SN101 is the ship notice line-item identification.
Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set
When BSN05 is not present and HL03 is code S (shipment loop), use to identify the quantity shipped.
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.
When BSN05 is code 0001 and HL03 is code O (Order loop), use to identify the number of items shipped in an order.
When BSN05 is code 0001 and HL03 is code P (Pack loop), use to identify the number of items shipped in a pack.
Use the number "0" (zero) to indicate no quantity was either shipped or reported, such as in an interim Shipment Performance Notice.
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.
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.
Use as necessary to indicate the applicable unit when in the shipment or container level loops.
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Date/Time Reference
To specify pertinent dates and times
Code specifying type of date or time, or both date and time
- 011
- Shipped
- 139
- Estimated
- 727
- On Hold
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)
Code indicating the date format, time format, or date and time format
Hierarchical Level
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.
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.
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.
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
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.
Item Physical Details
To specify the physical qualities, packaging, weights, and dimensions relating to the item
Reference Identification
To specify identifying information
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
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
Summary
Transaction Set Trailer
To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)
Total number of segments included in a transaction set including ST and SE segments
Functional Group Trailer
To indicate the end of a functional group and to provide control information
Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element
Interchange Control Trailer
To define the end of an interchange of zero or more functional groups and interchange-related control segments
EDI_856_1.txt
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
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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