EDI 857 Shipment and Billing Notice

Functional Group BS

X12M Supply Chain Subcommittee

This Draft Standard for Trial Use contains the format and establishes the data contents of the Shipment and Billing Notice Transaction Set (857) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set provides the recipient of a shipment with data for both receipt planning and payment generation. EDI and telecommunications technologies suggest efficiencies in the way business data is processed. For example, the sender of a shipment may send the recipient's receiving function a Ship Notice/Manifest (856), and the payables function an Invoice (810), even though the contents of these two documents may be largely redundant. In certain business environments, the Shipment and Billing Notice permits the consolidation of these two documents into one. Specifically, this transaction set is appropriate where the shipment data, when it includes terms and item prices, can be used both to plan receipts and to generate payment. In this environment, the exact prices for the items shipped may not be known in advance by both parties. This transaction set is not appropriate in so-called Evaluated Receipts Settlement (ERS) environments, in which the exact prices for the items shipped have been agreed upon by, and are known to, both parties in advance. This transaction set is not to be used to replace the Ship Notice/Manifest (856) or Invoice (810) individually, but only to replace both, together. For example, do not use this transaction set in place of a Ship Notice/Manifest while continuing to send either paper or electronic invoice.

Heading

1. 010 · ST · Transaction Set Header · Max 1 · Mandatory

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

   The structure of this transaction set is one shipment of one or more orders.
   This transaction set is used to convey information that is normally found on a shipping/receiving document and a invoice, in a paper environment. In most cases prices are excluded from the receiving documents. Care should be exercised to keep this information from the receiving area if it is the current practice to exclude such information. It may be prudent to consult an auditor or legal representative if there is any question.

2. 020 · BHT · Beginning of Hierarchical Transaction · Max 1 · Mandatory

   To define the business hierarchical structure of the transaction set and identify the business application purpose and reference data; i.e., number, date, and time

   BHT01, Hierarchical Structure Code, may only contain the code values 0001, 0002, and 0003.
   When BHT01, the Hierarchical Structure Code, contains a value of 0001, the levels of the transaction set are Shipment, Order, Tare (pallet), Pack (carton), Subpack, and Item. The levels, when used, must always appear (in the transmission) in the above order, e.g., the tare level cannot be subordinate to the item level; however, the pack level may be omitted.
   When BHT01, the Hierarchical Structure Code, contains a value of 0002, the levels of the transaction set are Shipment, Order, Item, Tare (pallet), Pack (carton), and Subpack. The levels, when used, must always appear (in the transmission) in the above order, e.g., the tare level cannot be subordinate to the pack level; however, the tare level may be omitted.
   When BHT01, Hierarchical Structure Code, contains a value of 0003, the levels of the transaction set are Shipment, Tare (pallet), Pack (carton), Subpack, Order and Item. The levels, when used, must always appear ( in the transaction set) in the above order, e.g., the pack level can not be subordinate to the order level, however the pack level may be omitted.

3. HL Loop Mandatory Repeat >1

   1. 030 · HL · Hierarchical Level · Max 1 · Mandatory

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

      HL01 (Hierarchical ID Number) will be assigned sequentially within the hierarchy starting with one and incremented by one for each HL segment.
      HL02 (Hierarchical Parent ID) will have the value of 0 when used at the Shipment Level.
      HL03 (Hierarchical Level Code) may only contain the codes: S (Shipment Level), O (Order Level), T (Tare Level), P (Pack Level), Q (Subpack Level), and I (Item Level).

   2. BS1 Loop Optional Repeat 1

      1. 040 · G05 · Total Shipment Information · Max 1 · Mandatory

         To provide totals relating to the shipment

         The BS1 loop may only be used at the Shipment Level.
         The transaction set shall contain one and only one occurrence of the BS1 loop, Shipment level.

      2. 050 · TD1 · Carrier Details (Quantity and Weight) · Max 5 · Optional

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

      3. 060 · TD3 · Carrier Details (Equipment) · Max 5 · Optional

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

      4. 070 · TD4 · Carrier Details (Special Handling or Hazardous Materials or Both) · Max 5 · Optional

         To specify transportation special handling requirements or hazardous materials information or both

      5. 080 · TD5 · Carrier Details (Routing Sequence/Transit Time) · Max 10 · Optional

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

      6. 090 · FOB · F.O.B. Related Instructions · Max 1 · Optional

         To specify transportation instructions relating to shipment

      7. 100 · DTM · Date/Time Reference · Max 5 · Optional

         To specify pertinent dates and times

      8. 110 · N9 · Reference Number · Max 20 · Optional

         To transmit identifying numbers and descriptive information as specified by the reference number qualifier

      9. 120 · PER · Administrative Communications Contact · Max 5 · Optional

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

      10. 130 · CUR · Currency · Max 1 · Optional

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

      11. N1 Loop Optional Repeat 10

          1. 140 · N1 · Name · Max 1 · Mandatory

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

          2. 150 · N2 · Additional Name Information · Max 2 · Optional

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

          3. 160 · N3 · Address Information · Max 2 · Optional

             To specify the location of the named party

          4. 170 · N4 · Geographic Location · Max 1 · Optional

             To specify the geographic place of the named party

   3. BS2 Loop Optional Repeat 1

      1. 180 · TDS · Total Monetary Value Summary · Max 1 · Mandatory

         To specify the total invoice discounts and amounts

         The BS2 loop may only be used at the Order Level.
         The Transaction Set shall contain at least one occurrence of the BS2 loop, Order Level.

      2. 190 · PRF · Purchase Order Reference · Max 1 · Optional

         To provide reference to a specific purchase order

      3. 200 · N9 · Reference Number · Max >1 · Optional

         To transmit identifying numbers and descriptive information as specified by the reference number qualifier

      4. 210 · DTM · Date/Time Reference · Max 10 · Optional

         To specify pertinent dates and times

      5. 220 · ITD · Terms of Sale/Deferred Terms of Sale · Max 5 · Optional

         To specify terms of sale.

      6. 230 · TXI · Tax Information · Max 10 · Optional

         To specify tax information.

      7. 235 · SN1 · Item Detail (Shipment) · Max 1 · Optional

         To specify line item detail relative to shipment

      8. 237 · ISS · Invoice Shipment Summary · Max 1 · Optional

         To specify summary details of total items shipped in terms of quantity, weight, and volume.

      9. SAC Loop Optional Repeat 25

         1. 240 · SAC · Service, Promotion, Allowance, or Charge Information · Max 1 · Mandatory

            To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge

         2. 250 · TXI · Tax Information · Max 10 · Optional

            To specify tax information.

      10. N1 Loop Optional Repeat 10

          1. 260 · N1 · Name · Max 1 · Mandatory

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

          2. 270 · N2 · Additional Name Information · Max 2 · Optional

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

          3. 280 · N3 · Address Information · Max 2 · Optional

             To specify the location of the named party

          4. 290 · N4 · Geographic Location · Max 1 · Optional

             To specify the geographic place of the named party

   4. BS3 Loop Optional Repeat 1

      1. 300 · PAL · Pallet Information · Max 1 · Mandatory

         To identify the type and physical attributes of the pallet, and, gross weight, gross volume, and height of the load and the pallet

         The BS3 loop may only be used at the Tare (pallet) Level.

      2. 310 · MAN · Marks and Numbers · Max 10 · Optional

         To indicate identifying marks and numbers for shipping containers

   5. BS4 Loop Optional Repeat 1

      1. 320 · LX · Assigned Number · Max 1 · Mandatory

         To reference a line number in a transaction set.

         The BS4 loop may only be used at the Pack (carton) and Subpack Levels. The Subpack Level may only be used in conjunction with the Pack Level.
         LX01 (Assigned Number) will be sequentially assigned starting with one and incremented by one for each LX segment.
         The LX segment is used to bound the segments for the Pack and Subpack Levels to allow all segments within the loop to be optional. It has no relevance to the application data being sent.

      2. 325 · N9 · Reference Number · Max 15 · Optional

         To transmit identifying numbers and descriptive information as specified by the reference number qualifier

      3. 330 · PO4 · Item Physical Details · Max 1 · Optional

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

      4. 340 · MEA · Measurements · Max 10 · Optional

         To specify physical measurements or counts, including dimensions, tolerances, variances, and weights (See Figures Appendix for example of use of C001.)

      5. 350 · PKG · Marking, Packaging, Loading · Max 10 · Optional

         To describe marking, packaging, loading and unloading requirements.

      6. 360 · MAN · Marks and Numbers · Max 10 · Optional

         To indicate identifying marks and numbers for shipping containers

   6. BS5 Loop Optional Repeat 1

      1. 370 · IT1 · Baseline Item Data (Invoice) · Max 1 · Mandatory

         To specify the basic and most frequently used line item data for the invoice and related transactions.

         The BS5 loop may only be used at the Item Level.
         There shall be at least one occurence of the BS5 loop, Item Level within each Order Level.

      2. 380 · IT3 · Additional Item Data · Max 1 · Optional

         To specify additional item details relating to variations between ordered and shipped quantities, or to specify alternate units of measures and quantities.

      3. 390 · PO4 · Item Physical Details · Max 1 · Optional

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

      4. 400 · TC2 · Commodity · Max 5 · Optional

         To identify a commodity or a group of commodities or a tariff page commodity

      5. 410 · TXI · Tax Information · Max 10 · Optional

         To specify tax information.

      6. 420 · CTP · Pricing Information · Max 10 · Optional

         To specify pricing information

      7. 430 · N9 · Reference Number · Max 10 · Optional

         To transmit identifying numbers and descriptive information as specified by the reference number qualifier

      8. 440 · MEA · Measurements · Max 10 · Optional

         To specify physical measurements or counts, including dimensions, tolerances, variances, and weights (See Figures Appendix for example of use of C001.)

      9. PID Loop Optional Repeat 25

         1. 450 · PID · Product/Item Description · Max 1 · Mandatory

            To describe a product or process in coded or free-form format

         2. 460 · MEA · Measurements · Max 10 · Optional

            To specify physical measurements or counts, including dimensions, tolerances, variances, and weights (See Figures Appendix for example of use of C001.)

      10. SLN Loop Optional Repeat 1000

          1. 470 · SLN · Subline Item Detail · Max 1 · Mandatory

             To specify product subline detail item data

          2. 480 · PID · Product/Item Description · Max 25 · Optional

             To describe a product or process in coded or free-form format

      11. SAC Loop Optional Repeat 25

          1. 490 · SAC · Service, Promotion, Allowance, or Charge Information · Max 1 · Mandatory

             To request or identify a service, promotion, allowance, or charge; to specify the amount or percentage for the service, promotion, allowance, or charge

          2. 500 · TXI · Tax Information · Max 10 · Optional

             To specify tax information.

4. 510 · 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).