X12 856 Advance Shipment Notice

X12 Release 2003

This standard provides the standardized format and establishes the data contents of a ship notice/manifest transaction set within the context of an electronic data interchange (EDI) environment. A ship notice/manifest lists 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

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.

• SH: Ship Notice/Manifest (856)

GS-02 · 142 · Application Sender's Code · Required · Identifier (ID) · Min 2 Max 12

Code identifying party sending transmission.

GS-03 · 124 · Application Receiver's Code · Required · Identifier (ID) · Min 2 Max 12

Code identifying party receiving transmission.

GS-04 · 29 · Data Interchange Date · Required · Date (DT) · YYMMDD format

Date sender generated a functional group of transaction sets.

GS-05 · 30 · Data Interchange Time · Required · Time (TM) · HHMM format

Time (HHMM) expressed in 24-hour clock time when the sender generated a functional group of transaction sets (local time at sender's location).
(Time range: 0000 through 2359.)

GS-06 · 28 · Data Interchange 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 the version data element to identify the issuer of the standard.

• T: Transportation Data Coordinating Committee (TDCC)
• X: Accredited Standards Committee X12

GS-08 · 480 · Version/Release/ Industry ID Code · Required · Identifier (ID)

Code indicating the version, release, and industry ID of the EDI standard being used. Positions 1 - 3, Major Version Number; Positions 4 - 6, Release Level of Version; Positions 7 - 12, Industry or Trade Association ID (optionally assigned by user)

• 002003: Draft Standard Approved by ASC X12 through August 1988.

Heading

2 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) is intended for use by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the invoice transaction set).

• 856: X12.10 Ship Notice/Manifest

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

Identifying control number assigned by the originator for a Transaction Set.
Also see: Data Interchange Control Number (28.)

3 Heading > BSN

BSN Beginning Segment for Ship Notice

Required · Max use 1

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

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 2 Max 30

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

Usage notes

Shipment identification. Unique supplier assigned number that should not be repeated within 1 year. BOL number may be used. This Shipment ID number must match the REF02 Segment on the 810 (Invoice) if doing direct invoicing to TMS.

BSN-03 · 373 · Date · Required · Date (DT) · YYMMDD format

Date (YYMMDD).

• BSN03 is the date the shipment transaction set is created.

BSN-04 · 337 · Time · Required · Time (TM) · HHMM format

Time expressed in 24-hour clock time (HHMM) (Time range: 0000 though 2359).

• BSN04 is the time the shipment transaction set is created.

5 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.

• At least one of DTM02 or DTM03 must be present.

• 011: Shipped

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

Date (YYMMDD).

DTM-03 · 337 · Time · Required · Time (TM) · HHMM format

Time expressed in 24-hour clock time (HHMM) (Time range: 0000 though 2359).

Detail

HL Loop Shipment Required Max >1

7 Detail > HL Loop Shipment > HL

HL Hierarchical Level

Required · Max use 1

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

• At least one occurrence of loop HL is required. The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no meaning.

HL-01 · 628 · Hierarchical ID Number · Required · String (AN) · Min 1 Max 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.

• S: Shipment

HL-04 · 736 · Hierarchical Child Code · Optional · Identifier (ID)

Code indicating if there are subordinate hierarchical child data segments 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.

15 Detail > HL Loop Shipment > MEA

MEA Measurements

Required · Max use 40

To specify physical measurements, including dimensions, tolerances, weights and counts.

MEA-01 · 737 · Measurement Reference ID Code · Required · Identifier (ID)

Code specifying the application of physical measurement cited.

• If MEA07 is used MEA03 is required.

• PD: Physical Dimensions (Product Ordered)

MEA-02 · 738 · Measurement Qualifier · Required · Identifier (ID)

Code identifying the type of measurement.

• Either MEA08 or MEA03 may be used, but not both.

• G: Gross Weight
• N: Net Weight

MEA-03 · 739 · Measurement Value · Required · Decimal number (R) · Min 1 Max 10

The value of the measurement.

• Either MEA03 or MEA05 or MEA06 or MEA08 is required.

MEA-04 · 355 · Unit of Measurement Code · Required · Identifier (ID) · Min 2 Max 2

Code identifying the basic unit measurement.

• If either MEA03, MEA05 or MEA06 is used, MEA04 is required.

18 Detail > HL Loop Shipment > TD1

TD1 Carrier Details (Quantity and Weight)

Required · Max use 20

To specify the transportation details relative to commodity, weight and quantity.

TD1-01 · 103 · Packaging Code · Required · Identifier (ID) · Min 5 Max 5

Code identifying the type of packaging. Part 1. Packaging form. Part 2.
Packaging Material.

• If TD101 is present, then TD102 is required.

TD1-02 · 80 · Lading Quantity · Required · Numeric (N0) · Min 1 Max 7

Number of units (pieces) of the lading commodity. Also see: Unit of Measurement Code (355.)

• If TD103 is present, then TD104 is required.

19 Detail > HL Loop Shipment > TD5

TD5 Carrier Details (Routing Sequence/Transit Time)

Required · Max use 12

To specify the carrier, sequence of routing and to provide transit time information

TD5-01 · 133 · Routing Sequence Code · Required · Identifier (ID)

Code describing the relationship of a carrier to a specific shipment movement.

• At least one of TD502, TD504, or TD505 must be present.

• B: Origin/Delivery Carrier (Any Mode)

TD5-02 · 66 · Identification Code Qualifier · Required · Identifier (ID)

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

• If TD502 is present, then TD503 is required.
• When specifying a routing sequence to be used for the shipment movement in lieu of specifying each carrier within the movement: use TD502 to identify the party responsible for defining the routing sequence; use TD503 to identify the actual routing sequence, specified by the party identified in TD502.

• 2: Standard Carrier Alpha Code (Motor) (SCAC)

TD5-03 · 67 · Identification Code · Required · Identifier (ID) · Min 2 Max 17

Code identifying a party.

• If TD507 is present, then TD508 is required.

Usage notes

SCAC

TD5-04 · 91 · Transportation Method Code · Optional · Identifier (ID) · Min 1 Max 2

Code specifying the method of transportation for the shipment.

• If TD510 is present, then TD511 is required.

22 Detail > HL Loop Shipment > REF

REF Reference Numbers

Required · Max use 200

To transmit identifying numbers

REF-01 · 128 · Reference Number Qualifier · Required · Identifier (ID)

Code qualifying the Reference Number.

• At least one of REF02 or REF03 must be present.

• BM: Bill of Lading Number

REF-02 · 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. Also see Reference Number Qualifier, (128).

N1 Loop Required Max >1

29 Detail > HL Loop Shipment > N1 Loop > N1

N1 Name

Required · Max use 1

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

• Loop N1 is optional, but, if used, segment N1 is mandatory.

Usage notes

This segment identifies the location where the supplier will deliver the shipment.

The ship-to destination comes from the N1 segment (N101) in the 862 Shipping Schedule.

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

Code identifying an organizational entity or a physical location.

• At least one of N102 or N103 must be present.

• ST: Ship To

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

N1-04 · 67 · Identification Code · Required · Identifier (ID)

Code identifying a party.

• 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.

• 51: Ontario
• KY: Kentucky
• NNNNN: Dealer Code

HL Loop Order Required Max >1

7 Detail > HL Loop Shipment > HL Loop Order > HL

HL Hierarchical Level

Required · Max use 1

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

• At least one occurrence of loop HL is required. The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no meaning.

HL-01 · 628 · Hierarchical ID Number · Required · String (AN) · Min 1 Max 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 1 Max 12

Identification number of the next higher hierarchical data segment that the data segment being described is subordinated 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.

• O: Order

HL-04 · 736 · Hierarchical Child Code · Optional · Identifier (ID)

Code indicating if there are subordinate hierarchical child data segments 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.

12 Detail > HL Loop Shipment > HL Loop Order > PRF

PRF Purchase Order Reference

Required · Max use 1

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

Toyota’s Purchase order number.

22 Detail > HL Loop Shipment > HL Loop Order > REF

REF Reference Numbers

Required · Max use 200

To transmit identifying numbers

REF-01 · 128 · Reference Number Qualifier · Required · Identifier (ID)

Code qualifying the Reference Number.

• At least one of REF02 or REF03 must be present.

• MH: Manufacturing Order Number

REF-02 · 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. Also see Reference Number Qualifier, (128).

Usage notes

Reference number. Work order number. This number must be unique per purchase order number.

N1 Loop Required Max >1

29 Detail > HL Loop Shipment > HL Loop Order > N1 Loop > N1

N1 Name

Required · Max use 1

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

• Loop N1 is optional, but, if used, segment N1 is mandatory.

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

Code identifying an organizational entity or a physical location.

• At least one of N102 or N103 must be present.

• SU: Supplier/Manufacturer

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

N1-04 · 67 · Identification Code · Required · Identifier (ID) · Min 2 Max 17

Code identifying a party.

• 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

Identification code. TMS assigned vendor code.
The TMS assigned vendor code comes from the N1 segment (N104) in the 862 Shipping Schedule.

HL Loop Item Required Max >1

7 Detail > HL Loop Shipment > HL Loop Order > HL Loop Item > HL

HL Hierarchical Level

Required · Max use 1

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

• At least one occurrence of loop HL is required. The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no meaning.

HL-01 · 628 · Hierarchical ID Number · Required · String (AN) · Min 1 Max 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 1 Max 12

Identification number of the next higher hierarchical data segment that the data segment being described is subordinated 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 subordinate hierarchical child data segments 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.

8 Detail > HL Loop Shipment > HL Loop Order > HL Loop Item > LIN

LIN Item Identification Detail

Required · Max use 1

To specify basic item identification data.

Usage notes

The LIN item information comes from the LIN segment in the 862 Shipping Schedule.

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).

• If LIN06 is present, then LIN07 is required.
• 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: Buyer's Part Number

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

Identifying number for a product or service.

• If LIN08 is present, then LIN09 is required.

Usage notes

Part number. No dashes (“-“) allowed.

LIN-04 · 235 · Product/Service ID Qualifier · Required · Identifier (ID)

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

• If LIN10 is present, then LIN11 is required.

• VN: Line Item Number

LIN-05 · 234 · Product/Service ID · Required · String (AN) · Min 1 Max 30

Identifying number for a product or service.

• If LIN12 is present, then LIN13 is required.

Usage notes

Line item number. Line item number comes from the 862 LIN07 segment.

LIN-06 · 235 · Product/Service ID Qualifier · Required · Identifier (ID)

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

• If LIN14 is present, then LIN15 is required.

• CA: Case Number

LIN-07 · 234 · Product/Service ID · Required · String (AN) · Min 1 Max 30

Identifying number for a product or service.

• If LIN16 is present, then LIN17 is required.

Usage notes

Case number. First 3 characters (Trading Partner ID code) assigned to each supplier by NAPO used to uniquely identify the case to the NAPO System. Last 5 characters assigned by supplier MUST be numeric.

LIN-08 · 235 · Product/Service ID Qualifier · Optional · Identifier (ID)

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

• If LIN18 is present, then LIN19 is required.

• CH: Country of Origin

LIN-09 · 234 · Product/Service ID · Optional · String (AN) · Min 1 Max 30

Identifying number for a product or service.

• If LIN20 is present, then LIN21 is required.

Usage notes

Identification code to identify the country of origin.

10 Detail > HL Loop Shipment > HL Loop Order > HL Loop Item > 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. Also see: Unit of Measurement Code (355).

SN1-03 · 355 · Unit of Measurement Code · Required · Identifier (ID)

Code identifying the basic unit measurement.

• SN103 defines the unit of measurement for both SN102 and SN104.

• PC: Piece

Summary

41 Summary > CTT

CTT Transaction Totals

Required · Max use 1

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

• Number of line items (CTT01) is the accumulation of the number of HL segments. Hash total (CTT02) is the accumulation of the value of units shipped (SN102) for each SN1 segment.

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

Total number of line items in the transaction set.

• If CTT03 is present, then CTT04 is required.

Usage notes

Number of HL segments

42 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 6

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 assigned by the originator for a Transaction Set.
Also see: Data Interchange Control Number (28.)

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 · Data Interchange Control Number · Required · Numeric (N0) · Min 1 Max 9

Assigned number originated and maintained by the sender.

EDI Samples

Sample 1

ST*856*000086572~
BSN*00*000000000000014*020430*1239~
DTM*011*020430*1025~
HL*1**S*1~
MEA*PD*G*14500*LB~
MEA*PD*N*2000*LB~
TD1*BOX90*80~
TD5*B*2*RDWY*LT~
REF*BM*0000000029~
N1*ST**92*KY~
HL*2*1*O*1~
PRF*TS200001~
REF*MH*00130034~
N1*SU**92*0219X~
HL*3*2*I*0~
LIN**BP*861500W020*VN*0002*CA*21900001~
SN1**10*PC~
HL*4*2*I*0~
LIN**BP*861000W030*VN*0003*CA*21900002~
SN1**10*PC~
HL*5*2*I*0~
LIN**BP*861600W090*VN*0004*CA*21900003~
SN1**10*PC~
HL*6*2*I*0~
LIN**BP*86280AC043*VN*0005*CA*21900004~
SN1**10*PC~
HL*7*2*I*0~
LIN**BP*861600W240*VN*0006*CA*21900005~
SN1**10*PC~
HL*8*2*I*0~
LIN**BP*862800W070*VN*0001*CA*21900006~
SN1**10*PC~
HL*9*1*O*1~
PRF*TS200004~
REF*MH*00130034~
N1*SU**92*0219X~
HL*10*9*I*0~
LIN**BP*861500W020*VN*0002*CA*21900007~
SN1**10*PC~
CTT*10~
SE*41*000086572~