EDI 856 Ship Notice/Manifest

Functional Group SH

X12M Supply Chain Subcommittee

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.

What is an EDI 856?

An EDI 856 Ship Notice/Manifest communicates Purchase Order shipment details from a supplier to a buyer. It contains information about packaging details (HL Segment), UCC/SSCC numbers (MAN Segment), and tracking numbers (REF Segment).

How is an EDI 856 used?

For example, after fulfilling the 850 Purchase Order, Vendor B will send Retailer A an 856 Ship Notice/Manifest to communicate that the order has been shipped. Once the order has shipped, an 810 Invoice will follow.

Heading

1. 2 · ST · Transaction Set Header · Max 1 · Mandatory

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

2. 3 · BSN · Beginning Segment for Ship Notice · Max 1 · Mandatory

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

3. 4 · NTE · Note/Special Instruction F · Max 100

   To transmit information in a free-form format, if necessary, for comment or special instruction

4. 5 · DTM · Date/Time Reference · Max 10 · Optional

   To specify pertinent dates and times

Detail

1. HL Loop Mandatory Repeat 200000

   1. 7 · HL · Hierarchical Level · Max 1 · Mandatory

      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.

   2. 8 · LIN · Item Identification Detail · Max 1 · Optional

      To specify basic item identification data.

   3. 10 · SN1 · Item Detail (Shipment) · Max 1 · Optional

      To specify line item detail relative to shipment

   4. 11 · SLN · Subline Item Detail · Max 100 · Optional

      To specify product subline detail item data

   5. 12 · PRF · Purchase Order Reference · Max 1 · Optional

      To provide reference to a specific purchase order

   6. 13 · PO4 · Item Physical Details · Max 1 · Optional

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

   7. 14 · PID · Product/Item Description · Max 200 · Optional

      To describe a product in coded or free-form format

   8. 15 · MEA · Measurements · Max 40 · Optional

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

   9. 16 · PWK · Paperwork · Max 25 · Optional

      To specify the type and transmission of paperwork relating to product or order.

   10. 17 · PKG · Marking, Packaging, Loading · Max 25 · Optional

       To describe marking, packaging, loading and unloading requirements.

   11. 18 · TD1 · Carrier Details (Quantity and Weight) · Max 20 · Optional

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

   12. 19 · TD5 · Carrier Details (Routing Sequence/Transit Time) · Max 12 · Optional

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

   13. 20 · TD3 · Carrier Details (Equipment) · Max 12 · Optional

       To specify transportation details relating to the equipment used by the carrier.

   14. 21 · TD4 · Carrier Details (Special Handling/Hazardous Materials) · Max 5 · Optional

       To specify transportation special handling requirements and hazardous materials information

   15. 22 · REF · Reference Numbers · Max 200 · Optional

       To transmit identifying numbers

   16. 23 · PER · Administrative Communications Contact · Max 1 · Optional

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

   17. CLD Loop Optional Repeat 200

       1. 24 · CLD · Load Detail · Max 1 · Mandatory

          To specify the number of material loads shipped.

          Loop CLD is optional, but, if used, segment CLD is mandatory.

       2. 25 · REF · Reference Numbers · Max 200 · Optional

          To transmit identifying numbers

   18. 26 · MAN · Marks and Numbers · Max 10 · Optional

       To indicate identifying marks and numbers for shipping containers

   19. 27 · DTM · Date/Time Reference · Max 10 · Optional

       To specify pertinent dates and times

   20. 28 · FOB · F.O.B. Related Instructions · Max 1 · Optional

       To specify transportation instructions relating to shipment

   21. N1 Loop Optional Repeat 200

       1. 29 · N1 · Name · Max 1 · Mandatory

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

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

       2. 30 · N2 · Additional Name Information · Max 2 · Optional

          To specify additional names or those longer than 35 characters in length

       3. 31 · N3 · Address Information · Max 2 · Optional

          To specify the location of the named party

       4. 32 · N4 · Geographic Location · Max 1 · Optional

          To specify the geographic place of the named party

       5. 33 · REF · Reference Numbers · Max 12 · Optional

          To transmit identifying numbers

       6. 34 · PER · Administrative Communications Contact · Max 3 · Optional

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

       7. 35 · FOB · F.O.B. Related Instructions · Max 1 · Optional

          To specify transportation instructions relating to shipment

   22. 36 · SDQ · Destination Quantity · Max 50 · Optional

       To specify destination and quantity detail.

   23. 37 · ETD · Excess Transportation Detail · Max 1 · Optional

       To specify information relating to premium transportation.

   24. 38 · CUR · Currency · Max 1 · Optional

       To specify the currency (dollars, pounds, francs, etc.) used in a transaction

   25. 39 · ITA · Allowance, Charge or Service · Max 10 · Optional

       To specify allowances, charges or services

Summary

1. 41 · CTT · Transaction Totals · Max 1 · Mandatory

   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.

2. 42 · SE · Transaction Set Trailer · Max 1 · Mandatory

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