X12 861 Receiving Advice

X12 Release 3040

This Draft Standard for Trial Use contains the format and establishes the data contents of the Receiving Advice/Acceptance Certificate Transaction Set (861) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide for customary and established business and industry practice relative to the notification of receipt or formal acceptance of goods and services.

Delimiters

• ~ Segment
• * Element
• > Component

ISA Interchange Control Header

Required · Max use 1

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

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 10 Max 10

Information used for additional identification or authorization of the sender or the data in the interchange. The type of information is set by the Authorization Information Qualifier.

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 10 Max 10

This is used for identifying the security information about the sender or the data in the interchange. The type of information is set by the Security Information Qualifier.

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

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

Codes

• 01: Duns (Dun & Bradstreet)
• 02: SCAC (Standard Carrier Alpha Code)
• 03: FMC (Federal Maritime Commission)
• 04: IATA (International Air Transport Association)
• 08: UCC EDI Communications ID (Comm ID)
• 09: X.121 (CCITT)
• 11: DEA (Drug Enforcement Administration)
• 12: Phone (Telephone Companies)
• 13: UCS Code (The UCS Code is the Only Code Used for UCS Transmissions. It includes the Area Code and Telephone Number of a Modem. It Does Not Include Punctuation, Blanks or Access Code.)
• 14: Duns Plus Suffix
• 15: Petroleum Accountants Society of Canada Company Code
• 16: Duns Number With 4-Character Suffix
• 17: American Bankers Association (ABA) Transit Routing Number (Including Check Digit, 9 Digit)
• 18: Association of American Railroads (AAR) Standard Distribution Code
• 19: EDI Council of Australia (EDICA) Communications ID Number (COMM ID)
• 20: Health Industry Identification Number
• 21: Integrated Postsecondary Education Data System, or (IPEDS)
• 22: Federal Interagency Commission on Education, or FICE
• 23: National Center for Education Statistics Common Core of Data 12-Digit Number for Pre-K-Grade 12 Institutes, or NCES
• 24: The College Board's Admission Testing Program 4-Digit Code of Postsecondary Institutes, or ACT
• 25: American College Testing Program 4-Digit Code of Postsecondary Institutions, or ACT
• NR: National Retail Merchants Association (NRMA) - Assigned
• ZZ: Mutually Defined

ISA-06 · I06 · Interchange Sender ID · Required · String (AN) · Min 15 Max 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 number in the sender ID element.

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

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

Codes

• 01: Duns (Dun & Bradstreet)
• 02: SCAC (Standard Carrier Alpha Code)
• 03: FMC (Federal Maritime Commission)
• 04: IATA (International Air Transport Association)
• 08: UCC EDI Communications ID (Comm ID)
• 09: X.121 (CCITT)
• 11: DEA (Drug Enforcement Administration)
• 12: Phone (Telephone Companies)
• 13: UCS Code (The UCS Code is the Only Code Used for UCS Transmissions. It includes the Area Code and Telephone Number of a Modem. It Does Not Include Punctuation, Blanks or Access Code.)
• 14: Duns Plus Suffix
• 15: Petroleum Accountants Society of Canada Company Code
• 16: Duns Number With 4-Character Suffix
• 17: American Bankers Association (ABA) Transit Routing Number (Including Check Digit, 9 Digit)
• 18: Association of American Railroads (AAR) Standard Distribution Code
• 19: EDI Council of Australia (EDICA) Communications ID Number (COMM ID)
• 20: Health Industry Identification Number
• 21: Integrated Postsecondary Education Data System, or (IPEDS)
• 22: Federal Interagency Commission on Education, or FICE
• 23: National Center for Education Statistics Common Core of Data 12-Digit Number for Pre-K-Grade 12 Institutes, or NCES
• 24: The College Board's Admission Testing Program 4-Digit Code of Postsecondary Institutes, or ACT
• 25: American College Testing Program 4-Digit Code of Postsecondary Institutions, or ACT
• NR: National Retail Merchants Association (NRMA) - Assigned
• ZZ: Mutually Defined

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

• 00304: Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1993

ISA-13 · I12 · Interchange Control Number · Required · Numeric (N0) · Min 9 Max 9

This number uniquely identifies the interchange data to the sender. It is assigned by the sender. Together with the sender ID it uniquely identifies the interchange data to the receiver. It is suggested that the sender, receiver, and all third parties be able to maintain an audit trail of interchanges using this number.

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

Code sent by the sender to request an interchange acknowledgment.

• 0: No Acknowledgment Requested
• 1: Interchange Acknowledgment Requested

ISA-15 · I14 · Test Indicator · Required · Identifier (ID) · Min 1 Max 1

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

• P: Production Data
• T: Test Data

ISA-16 · I15 · Subelement Separator · Required · String (AN) · Min 1 Max 1

This is a field reserved for future expansion in separating data element subgroups. (In the interest of a migration to international standards, this must be different from the data element separator).

• >: Component Element Separator

GS Functional Group Header

Required · Max use 1

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

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

Code identifying a group of application related Transaction Sets.

• RC: Receiving Advice/Acceptance Certificate (861)

GS-02 · 142 · Application Sender's Code · Required · String (AN) · Min 2 Max 15

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

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

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

GS-04 · 373 · Date · Required · Date (DT) · YYMMDD format

Date (YYMMDD).

GS-05 · 337 · Time · 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 1 Max 9

Assigned number originated and maintained by the sender.

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

• 003040: Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1993

Heading

010 Heading > ST

ST Transaction Set Header

Required · Max use 1

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

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).

• 861: X12.12 Receiving Advice

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

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

020 Heading > BRA

BRA Beginning Segment for Receiving Advice or Acceptance Certificate

Required · Max use 1

To indicate the beginning of a receiving advice or acceptance certificate transaction set and to transmit an identifying number, date and time

• This transaction set is a receiving advice unless BRA04 contains a value of "8". When BRA04 contains a value of "8", the transaction set is an Acceptance Certificate and the units received is the units accepted.

BRA-01 · 127 · Reference Number · Required · String (AN) · Min 1 Max 30

Reference number or identification number as defined for a particular Transaction Set, or as specified by the Reference Number Qualifier.

Usage notes

Shipment identification

BRA-02 · 373 · Date · Required · Date (DT) · YYMMDD format

Date (YYMMDD).

• BRA02 is the date that the receiving advice transaction set is created.

BRA-03 · 353 · Transaction Set Purpose Code · Required · Identifier (ID)

Code identifying purpose of transaction set.

• 00: Original

BRA-04 · 962 · Receiving Advice or Acceptance Certificate Type Code · Required · Identifier (ID)

Code specifying type of receiving advice

• 2: Post Receipt Advice

070 Heading > DTM

DTM Date/Time Reference

Required · Max use 10

To specify pertinent dates and times

DTM-01 · 374 · Date/Time Qualifier · Required · Identifier (ID)

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

• 011: Shipped

DTM-02 · 373 · Date · Required · Date (DT) · YYMMDD format

Date (YYMMDD).

N1 Loop Required Max >1

130 Heading > N1 Loop > N1

N1 Name

Required · Max use 1

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

N1-01 · 98 · Entity Identifier Code · Required · Identifier (ID)

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

• VN: Vendor Code

N1-03 · 66 · Identification Code Qualifier · Required · Identifier (ID)

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

• 92: Assigned by Buyer or Buyer's Agent

N1-04 · 67 · Identification Code · Required · String (AN) · Min 2 Max 17

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

TMS assigned vendor code.

Detail

RCD Loop Required Max >1

010 Detail > RCD Loop > RCD

RCD Receiving Conditions

Required · Max use 1

To report receiving conditions and specify contested quantities

RCD-02 · 663 · Quantity Units Received or Accepted · Required · Decimal number (R) · Min 1 Max 9

Number of Units Received or Accepted
Quantity received by the warehouse.

RCD-03 · 355 · Unit or Basis for Measurement Code · Required · Identifier (ID)

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

• PC: Piece

RCD-06 · 667 · Quantity in Question · Required · Decimal number (R) · Min 1 Max 9

Number of units contested because of physical condition or status of units.

• RCD06 through RCD20 provide for five (5) different quantities whose condition upon receipt is under question.

Usage notes

Damaged quantity.

RCD-07 · 355 · Unit or Basis for Measurement Code · Required · Identifier (ID)

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

• PC: Piece

RCD-08 · 412 · Receiving Condition Code · Required · Identifier (ID) · Min 2 Max 2

Code designating physical condition or status of units received in a specific shipment.

Usage notes

TMS uses “01” to indicate damaged quantity.

RCD-09 · 667 · Quantity in Question · Required · Decimal number (R) · Min 1 Max 9

Number of units contested because of physical condition or status of units.

Usage notes

Shortage quantity.

RCD-10 · 355 · Unit or Basis for Measurement Code · Required · Identifier (ID)

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

• PC: Piece

RCD-11 · 412 · Receiving Condition Code · Required · Identifier (ID) · Min 2 Max 2

Code designating physical condition or status of units received in a specific shipment.

Usage notes

TMS uses “02” to indicate shortage quantity.

RCD-12 · 667 · Quantity in Question · Required · Decimal number (R) · Min 1 Max 9

Number of units contested because of physical condition or status of units.

Usage notes

Overage quantity.

RCD-13 · 355 · Unit or Basis for Measurement Code · Required · Identifier (ID)

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

• PC: Piece

RCD-14 · 412 · Receiving Condition Code · Required · Identifier (ID) · Min 2 Max 2

Code designating physical condition or status of units received in a specific shipment.

Usage notes

TMS uses “03” to indicate overage quantity.

RCD-15 · 667 · Quantity in Question · Required · Decimal number (R) · Min 1 Max 9

Number of units contested because of physical condition or status of units.

Usage notes

Rejected quantity.

RCD-16 · 355 · Unit or Basis for Measurement Code · Required · Identifier (ID)

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

• PC: Piece

RCD-17 · 412 · Receiving Condition Code · Required · Identifier (ID) · Min 2 Max 2

Code designating physical condition or status of units received in a specific shipment.

Usage notes

TMS uses “08” to indicate rejected quantity.

020 Detail > RCD Loop > SN1

SN1 Item Detail (Shipment)

Required · Max use 1

To specify line item detail relative to shipment

SN1-02 · 382 · Number of Units Shipped · Required · Decimal number (R) · Min 1 Max 10

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

SN1-03 · 355 · Unit or Basis for Measurement Code · Required · Identifier (ID)

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.

• PC: Piece

040 Detail > RCD Loop > LIN

LIN Item Identification

Required · Max use 100

To specify basic item identification data.

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 (15) different product/service ID's for each item. For Example: Case, Color, Drawing No., UPC No., ISBN No., Model No., SKU.

• BP: Part Number

LIN-03 · 234 · Product/Service ID · Required · String (AN) · Min 1 Max 30

Identifying number for a product or service.

Usage notes

Part number.

100 Detail > RCD Loop > PRF

PRF Purchase Order Reference

Required · Max use 25

To provide reference to a specific purchase order

PRF-01 · 324 · Purchase Order Number · Required · String (AN) · Min 1 Max 22

Identifying number for Purchase Order assigned by the orderer/purchaser.

Usage notes

Customer purchase order number.

PRF-04 · 323 · Purchase Order Date · Required · Date (DT) · YYMMDD format

Date assigned by the purchaser to Purchase Order.

Usage notes

YYMMDD.

Summary

010 Summary > CTT

CTT Transaction Totals

Required · Max use 1

To transmit a hash total for a specific element in the transaction set

• The number of line items (CTT01) is the accumulation of the number of RCD segments. If used, hash total (CTT02) is the sum of the value of quantities received (RCD02) for each RCD segment.

CTT-01 · 354 · Number of Line Items · Required · Numeric (N0) · Min 1 Max 6

Total number of line items in the transaction set.

Usage notes

Number of LIN segments.

020 Summary > SE

SE Transaction Set Trailer

Required · Max 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).

SE-01 · 96 · Number of Included Segments · Required · Numeric (N0) · Min 1 Max 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 4 Max 9

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

GE Functional Group Trailer

Required · Max use 1

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

GE-01 · 97 · Number of Transaction Sets Included · Required · Numeric (N0) · Min 1 Max 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 1 Max 9

Assigned number originated and maintained by the sender.

IEA Interchange Control Trailer

Required · Max use 1

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

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

A count of the number of functional groups included in a transmission.

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

This number uniquely identifies the interchange data to the sender. It is assigned by the sender. Together with the sender ID it uniquely identifies the interchange data to the receiver. It is suggested that the sender, receiver, and all third parties be able to maintain an audit trail of interchanges using this number.