What is EDI 856?

EDI 856, also known as the Ship Notice/Manifest, is a standard electronic format used to communicate shipment details between a supplier and a buyer. This document provides essential information about the contents of a shipment, including order details, packaging, carrier information, and item descriptions. EDI 856 is crucial for streamlining the receiving process, as it allows the buyer to know what is being shipped, when it will arrive, and in what quantities.

In this article, we will break down the components of an EDI 856 transaction using the provided example.

Example of EDI 856:

ISA*00*          *00*          *ZZ*7709487600A    *ZZ*FRANPOS        *240802*1633*U*00401*000022975*1*P*>~
GS*SH*7709487600A*FRANPOS*20240802*1633*101711*X*004010~
ST*856*101811~
BSN*00*F5736567-1*20240802*163348*0001~
HL*1**S~
DTM*011*20240802*163348~
DTM*017*20240804*163348~
N1*SF*Southeast Pet*92*495~
REF*CN*F5736567-1~
HL*2*1*O~
PRF*10728~
HL*3*2*P~
MAN*GM*001F5736567~
HL*4*3*I~
LIN*0040*UP*888641133581~
SN1**3*CA~
PID*F*08***FussieCat Can Fine Dining Pate Tuna Vege 24/2.82oz~
HL*5*3*I~
LIN*0050*UP*888641133604~
SN1**1*CA~
PID*F*08***FussieCat Can Fine Dining Pate Tuna Shrimp 24/2.82oz~
HL*6*3*I~
LIN*0030*UP*095225852879~
SN1**1*EA~
PID*F*08***OC RAW FD FOOD CHICKEN AND PRODUCE SLIDERS 14OZ~
HL*7*3*I~
LIN*0020*UP*095225852763~
SN1**1*EA~
PID*F*08***OC RAW FRZN DOG TURKEY AND PRODUCE MEATY ROX 7#~
HL*8*3*I~
LIN*0010*UP*095225852626~
SN1**2*EA~
PID*F*08***OC RAW FRZN DOG BEEF AND PRODUCE SLIDERS 4#~
CTT*1~
SE*33*101811~
GE*1*101711~
IEA*1*000022975~

Breakdown of the EDI 856 Example:

1. ISA Segment (Interchange Control Header):

   • Purpose: Marks the beginning of the interchange and contains control information.
   • Example: ISA*00* *00* *ZZ*7709487600A *ZZ*FRANPOS *240802*1633*U*00401*000022975*1*P*>~
   • Key Elements:
     • 7709487600A: Sender ID.
     • FRANPOS: Receiver ID.
     • 240802: Date (August 2, 2024).
     • 1633: Time (16:33).
     • 00401: Version number of the EDI standard.

2. GS Segment (Functional Group Header):

   • Purpose: Defines the start of a group of related transaction sets.
   • Example: GS*SH*7709487600A*FRANPOS*20240802*1633*101711*X*004010~
   • Key Elements:
     • SH: Indicates a Ship Notice/Manifest.
     • 7709487600A: Application sender's code.
     • FRANPOS: Application receiver's code.
     • 101711: Group control number.

3. ST Segment (Transaction Set Header):

   • Purpose: Identifies the start of the transaction set.
   • Example: ST*856*101811~
   • Key Elements:
     • 856: Transaction set identifier for a Ship Notice/Manifest.
     • 101811: Transaction set control number.

4. BSN Segment (Beginning Segment for Ship Notice):

   • Purpose: Provides shipment identification, date, and time.
   • Example: BSN*00*F5736567-1*20240802*163348*0001~
   • Key Elements:
     • F5736567-1: Shipment identification number.
     • 20240802: Shipment date (August 2, 2024).
     • 163348: Shipment time (16:33:48).

5. HL Segment (Hierarchical Level):

   • Purpose: Indicates the hierarchical structure of the shipment, such as shipment, order, packaging, and item levels.
   • Example: HL*1**S~
     • S: Indicates the shipment level.
   • Example: HL*2*1*O~
     • O: Indicates the order level.
   • Example: HL*3*2*P~
     • P: Indicates the packaging level.
   • Example: HL*4*3*I~
     • I: Indicates the item level.

6. DTM Segment (Date/Time Reference):

   • Purpose: Provides dates and times related to the shipment.
   • Example: DTM*011*20240802*163348~
     • 011: Date shipped.
   • Example: DTM*017*20240804*163348~
     • 017: Estimated delivery date.

7. N1 Segment (Name):

   • Purpose: Identifies the name and address of the parties involved, such as the ship-from party.
   • Example: N1*SF*Southeast Pet*92*495~
     • SF: Ship-from entity.
     • Southeast Pet: Name of the shipper.

8. REF Segment (Reference Identification):

   • Purpose: Provides reference numbers associated with the shipment.
   • Example: REF*CN*F5736567-1~
     • CN: Carrier’s reference number.

9. PRF Segment (Purchase Order Reference):

   • Purpose: Provides the purchase order number related to the shipment.
   • Example: PRF*10728~
     • 10728: Purchase order number.

10. MAN Segment (Marks and Numbers):

    • Purpose: Provides package identification, such as barcodes or tracking numbers.
    • Example: MAN*GM*001F5736567~
    • Key Elements:
      • GM: Indicates a package tracking number.
      • 001F5736567: Tracking number.

11. LIN Segment (Item Identification):

    • Purpose: Contains item details such as product identifiers.
    • Example: LIN*0040*UP*888641133581~
    • Key Elements:
      • 0040: Line item number.
      • UP: UPC code (Universal Product Code).
      • 888641133581: Product identifier.

12. SN1 Segment (Item Detail - Shipment):

    • Purpose: Provides item quantity and unit of measure.
    • Example: SN1**3*CA~
    • Key Elements:
      • 3: Quantity shipped.
      • CA: Unit of measure (Cases).

13. PID Segment (Product/Item Description):

    • Purpose: Provides a description of the item.
    • Example: PID*F*08***FussieCat Can Fine Dining Pate Tuna Vege 24/2.82oz~

14. CTT Segment (Transaction Totals):

    • Purpose: Contains the number of line items in the transaction.
    • Example: CTT*1~
    • Key Elements:
      • 1: Total number of hierarchical levels in the transaction set.

15. SE Segment (Transaction Set Trailer):

    • Purpose: Marks the end of the transaction set.
    • Example: SE*33*101811~
    • Key Elements:
      • 33: Total number of segments in the transaction set.
      • 101811: Transaction set control number.

16. GE Segment (Functional Group Trailer):

    • Purpose: Indicates the end of a functional group.
    • Example: GE*1*101711~

17. IEA Segment (Interchange Control Trailer):

    • Purpose: Marks the end of the interchange.
    • Example: IEA*1*000022975~