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.

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Heading

Position
Segment
Name
Max use

  1. 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. 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.
    BHT03 and BHT04 are mandatory.
  3. HL Loop Mandatory
    Repeat >1

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

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

      4. To specify transportation special handling requirements, or hazardous materials information, or both

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

      6. To specify transportation instructions relating to shipment

      7. To specify pertinent dates and times

      8. To transmit identifying information as specified by the Reference Identification Qualifier

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

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

      11. N1 Loop Optional
        Repeat 10

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

        2. To specify additional names

        3. To specify the location of the named party

        4. To specify the geographic place of the named party

      12. LM Loop Optional
        Repeat >1

        1. To transmit standard code list identification information

        2. Code to transmit standard industry codes

    3. BS2 Loop Optional
      Repeat 1

      1. 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. To provide reference to a specific purchase order

      3. To transmit identifying information as specified by the Reference Identification Qualifier

      4. To specify pertinent dates and times

      5. To specify terms of sale

      6. To specify tax information

      7. To specify line-item detail relative to shipment

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

      9. SAC Loop Optional
        Repeat 25

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

        2. To specify tax information

      10. N1 Loop Optional
        Repeat 10

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

        2. To specify additional names

        3. To specify the location of the named party

        4. To specify the geographic place of the named party

      11. FA1 Loop Optional
        Repeat >1

        1. To specify the organization controlling the content of the accounting citation, and the purpose associated with the accounting citation

        2. To specify the detailed accounting data

    4. BS3 Loop Optional
      Repeat 1

      1. 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. To specify line-item detail relative to shipment

      3. To indicate identifying marks and numbers for shipping containers

    5. BS4 Loop Optional
      Repeat 1

      1. 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. To transmit identifying information as specified by the Reference Identification Qualifier

      3. To specify line-item detail relative to shipment

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

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

      6. To describe marking, packaging, loading, and unloading requirements

      7. To indicate identifying marks and numbers for shipping containers

    6. BS5 Loop Optional
      Repeat 1

      1. 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 occurrence of the BS5 loop, Item Level within each Order Level.

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

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

      4. To specify transportation special handling requirements, or hazardous materials information, or both

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

      6. To specify tax information

      7. To specify pricing information

      8. To transmit identifying information as specified by the Reference Identification Qualifier

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

      10. To specify pertinent dates and times

      11. To specify terms of sale

      12. PID Loop Optional
        Repeat 25

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

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

      13. SLN Loop Optional
        Repeat 1000

        1. To specify product subline detail item data

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

      14. SAC Loop Optional
        Repeat 25

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

        2. To specify tax information

      15. LM Loop Optional
        Repeat >1

        1. To transmit standard code list identification information

        2. Code to transmit standard industry codes

      16. FA1 Loop Optional
        Repeat >1

        1. To specify the organization controlling the content of the accounting citation, and the purpose associated with the accounting citation

        2. To specify the detailed accounting data

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

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