EDI 856 Ship Notice/Manifest

Functional Group SH

X12M Supply Chain Subcommittee

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.

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

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

2. 020 · BSN · Beginning Segment for Ship Notice · Max 1 · Mandatory

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

3. 040 · DTM · Date/Time Reference · Max 10 · Optional

   To specify pertinent dates and times

Detail

1. HL Loop Mandatory Repeat 200000

   1. 010 · HL · Hierarchical Level · Max 1 · Mandatory

      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.

   2. 020 · LIN · Item Identification · Max 1 · Optional

      To specify basic item identification data

   3. 030 · SN1 · Item Detail (Shipment) · Max 1 · Optional

      To specify line-item detail relative to shipment

   4. 040 · SLN · Subline Item Detail · Max 1000 · Optional

      To specify product subline detail item data

   5. 050 · PRF · Purchase Order Reference · Max 1 · Optional

      To provide reference to a specific purchase order

   6. 060 · PO4 · Item Physical Details · Max 1 · Optional

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

   7. 070 · PID · Product/Item Description · Max 200 · Optional

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

   8. 080 · MEA · Measurements · Max 40 · Optional

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

   9. 090 · PWK · Paperwork · Max 25 · Optional

      To identify the type or transmission or both of paperwork or supporting information

   10. 100 · PKG · Marking, Packaging, Loading · Max 25 · Optional

       To describe marking, packaging, loading, and unloading requirements

   11. 110 · TD1 · Carrier Details (Quantity and Weight) · Max 20 · Optional

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

   12. 120 · TD5 · Carrier Details (Routing Sequence/Transit Time) · Max 12 · Optional

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

   13. 130 · TD3 · Carrier Details (Equipment) · Max 12 · Optional

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

   14. 140 · 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

   15. 145 · TSD · Trailer Shipment Details · Max 1 · Optional

       To specify details of shipments on a trailer

   16. 150 · REF · Reference Identification · Max >1 · Optional

       To specify identifying information

   17. 151 · PER · Administrative Communications Contact · Max 3 · Optional

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

   18. LH1 Loop Optional Repeat 100

       1. 152 · LH1 · Hazardous Identification Information · Max 1 · Mandatory

          To specify the hazardous commodity identification reference number and quantity

       2. 153 · LH2 · Hazardous Classification Information · Max 4 · Optional

          To specify the hazardous classification, placard notation, and endorsement information

       3. 154 · LH3 · Hazardous Material Shipping Name · Max 12 · Optional

          To specify the hazardous material shipping name and additional descriptive requirements

       4. 155 · LFH · Freeform Hazardous Material Information · Max 20 · Optional

          To uniquely identify the variable information required by government regulation covering the transportation of hazardous material shipments

       5. 156 · LEP · EPA Required Data · Max 3 · Optional

          To specify the Environmental Protection Agency (EPA) information relating to shipments of hazardous material

       6. 157 · LH4 · Canadian Dangerous Requirements · Max 1 · Optional

          To specify additional Transport Canada requirements covering transportation of dangerous goods in Canada

       7. 158 · LHT · Transborder Hazardous Requirements · Max 3 · Optional

          To specify the placard information required by the second government agency when shipment is to cross into another country

       8. 159 · LHR · Hazardous Material Identifying Reference Numbers · Max 10 · Optional

          To transmit specific hazardous material reference numbers

       9. 160 · PER · Administrative Communications Contact · Max 5 · Optional

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

       10. 161 · LHE · Empty Equipment Hazardous Material Information · Max 1 · Optional

           To specify the "last contained" hazardous shipping name, placard notation, and reference numbers for empty equipment

   19. CLD Loop Optional Repeat 200

       1. 170 · CLD · Load Detail · Max 1 · Mandatory

          To specify the number of material loads shipped

       2. 180 · REF · Reference Identification · Max 200 · Optional

          To specify identifying information

       3. 185 · DTP · Date or Time or Period · Max 1 · Optional

          To specify any or all of a date, a time, or a time period

   20. 190 · MAN · Marks and Numbers · Max >1 · Optional

       To indicate identifying marks and numbers for shipping containers

   21. 200 · DTM · Date/Time Reference · Max 10 · Optional

       To specify pertinent dates and times

   22. 210 · FOB · F.O.B. Related Instructions · Max 1 · Optional

       To specify transportation instructions relating to shipment

   23. 215 · PAL · Pallet Information · Max 1 · Optional

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

   24. N1 Loop Optional Repeat 200

       1. 220 · N1 · Name · Max 1 · Mandatory

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

       2. 230 · N2 · Additional Name Information · Max 2 · Optional

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

       3. 240 · N3 · Address Information · Max 2 · Optional

          To specify the location of the named party

       4. 250 · N4 · Geographic Location · Max 1 · Optional

          To specify the geographic place of the named party

       5. 260 · REF · Reference Identification · Max 12 · Optional

          To specify identifying information

       6. 270 · PER · Administrative Communications Contact · Max 3 · Optional

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

       7. 280 · FOB · F.O.B. Related Instructions · Max 1 · Optional

          To specify transportation instructions relating to shipment

   25. 290 · SDQ · Destination Quantity · Max 50 · Optional

       To specify destination and quantity detail

   26. 300 · ETD · Excess Transportation Detail · Max 1 · Optional

       To specify information relating to premium transportation

   27. 310 · CUR · Currency · Max 1 · Optional

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

   28. SAC Loop Optional Repeat >1

       1. 320 · 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. 325 · CUR · Currency · Max 1 · Optional

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

   29. 330 · GF · Furnished Goods and Services · Max 1 · Optional

       To specify information related to furnished material, equipment, property, information, and services

   30. 335 · YNQ · Yes/No Question · Max 10 · Optional

       To identify and answer yes and no questions, including the date, time, and comments further qualifying the condition

   31. LM Loop Optional Repeat 10

       1. 340 · LM · Code Source Information · Max 1 · Mandatory

          To transmit standard code list identification information

       2. 350 · LQ · Industry Code · Max 100 · Mandatory

          Code to transmit standard industry codes

   32. V1 Loop Optional Repeat >1

       1. 360 · V1 · Vessel Identification · Max 1 · Mandatory

          To provide vessel details and voyage number

       2. 370 · R4 · Port or Terminal · Max >1 · Optional

          Contractual or operational port or point relevant to the movement of the cargo

       3. 380 · DTM · Date/Time Reference · Max >1 · Optional

          To specify pertinent dates and times

Summary

1. 010 · CTT · Transaction Totals · Max 1 · Optional

   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. If used, hash total (CTT02) is the sum of the value of units shipped (SN102) for each SN1 segment.

2. 020 · 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)