EDI 856 Ship Notice/Manifest

Functional Group SH

X12M Supply Chain Subcommittee

This X12 Transaction Set 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.

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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

Position
Segment
Name
Max use

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

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

  3. To specify pertinent dates and times

Detail

Position
Segment
Name
Max use
  1. HL Loop Mandatory
    Repeat 200000

    1. 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. To specify basic item identification data

    3. To specify line-item detail relative to shipment

    4. To specify product subline detail item data

    5. To provide reference to a specific purchase order

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

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

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

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

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

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

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

    13. TD3 Loop Optional
      Repeat 12

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

      2. To specify trailer or container dimensions

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

    15. To specify details of shipments on a trailer

    16. To specify identifying information

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

    18. LH1 Loop Optional
      Repeat 100

      1. To specify the hazardous commodity identification reference number and quantity

      2. To specify the hazardous notation and endorsement information

      3. To specify the hazardous material shipping name and additional descriptive requirements

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

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

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

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

      8. To transmit specific hazardous material reference numbers

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

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

    19. CLD Loop Optional
      Repeat 200

      1. To specify the number of material loads shipped

      2. To specify identifying information

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

    20. To indicate identifying marks and numbers for shipping containers

    21. To specify pertinent dates and times

    22. To specify transportation instructions relating to shipment

    23. 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. 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

      5. To specify identifying information

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

      7. To specify transportation instructions relating to shipment

    25. To specify destination and quantity detail

    26. To specify information relating to premium transportation

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

    28. SAC Loop Optional
      Repeat >1

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

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

    30. 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. To transmit standard code list identification information

      2. To identify standard industry codes

    32. V1 Loop Optional
      Repeat >1

      1. To provide vessel details and voyage number

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

      3. To specify pertinent dates and times

    33. AMT Loop Optional
      Repeat 5

      1. To indicate the total monetary amount

        The AMT loop is used with the Shipment or Order levels, as identified by BSN05. The AMT loop does not replace the use of an Invoice document between the trade parties..
        The AMT loop is used to convey monetary amount information pertaining to a shipment or order. The only AMT01 codes that may be used are SM1-Insurance Value, SM2-Declared Value, SM3-Shipment Value, SM4-Pay on Delivery, and SM5-Landed Cost Value.

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

Summary

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

  2. 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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