EDI 856 – Advanced Ship Notice (ASN) (ANSI ASC X12 EDI 856 Transaction Set)

What is EDI 856?

The EDI 856 document, also known as the Advanced Ship Notice (ASN), is an important transaction in the Electronic Data Interchange (EDI) used by suppliers to inform their trading partners about the details of a shipment.

This document is typically generated and sent by the supplier or third-party logistics provider once the goods have been packed and are ready for shipment. The EDI 856 is sent before the physical arrival of the shipment, allowing the recipient (usually the buyer or retailer) to prepare for the receipt, manage inventory, and streamline the receiving process.

It contains critical information about the shipment, such as package details, item descriptions, and transportation data, ensuring accurate and efficient handling of goods upon arrival.

Components of an EDI 856

The EDI 856 (Advanced Ship Notice) contains several critical components or segments, each providing specific details about the shipment. These components help ensure that trading partners receive accurate and complete information, enabling efficient handling of the shipment upon arrival. However, some of the details may vary slightly depending on specific implementations and trading partner requirements. Below are the key components of an EDI 856:

1. Shipment Identification

This section provides a unique identification for the entire shipment. It typically includes:

• Shipment ID: A unique identifier, often assigned by the shipper, to distinguish the shipment.
• Bill of Lading Number: A reference number that ties the shipment to the carrier’s records.
• Shipment Date and Time: The date and time when the shipment was sent from the supplier.

2. Carrier Information

Carrier details help track the shipment and understand how it’s being transported. This includes:

• Carrier SCAC Code: A unique identifier for the carrier, often based on the Standard Carrier Alpha Code (SCAC).
• Carrier Name: The name of the shipping company.
• Mode of Transport: Indicates whether the shipment is sent by truck, air, rail, or ocean.
• Tracking Numbers: Any tracking details provided by the carrier to trace the shipment in real time.

3. Order Information

The order information links the shipment to the purchase orders that initiated it. This section includes:

• Purchase Order Numbers (PO Numbers): The specific purchase orders associated with the shipment. There may be multiple POs in a single shipment.
• Order Date: The date the purchase orders were issued.

4. Item Information

One of the most critical components of the EDI 856, this section lists all the items included in the shipment. Key details include:

• Item Identification: This could be a Global Trade Item Number (GTIN), UPC (Universal Product Code), or a proprietary product code used by the shipper.
• Item Descriptions: A detailed description of the product.
• Quantity: The quantity of each item being shipped.
• Unit of Measure: Information on whether the items are being measured in units, kilograms, liters, etc.

5. Packaging Information

Packaging details describe how the items are packed, whether in cartons, pallets, or individual units. It includes:

• Package ID Numbers: Each carton, pallet, or package may have its own unique identifier.
• Package Type: Information about the type of packaging (e.g., box, crate, pallet).
• Number of Units per Package: The number of items contained within each package.

6. Hierarchy Levels (HL)

The hierarchical structure of the EDI 856 allows for multiple levels of detail, typically organized as:

• Shipment Level: Overall shipment information.
• Order Level: Information related to each purchase order.
• Item Level: Data related to individual products within the shipment.
• Pack Level: Details about how items are packed.

These hierarchy levels make it possible to send complex shipment details in a clear and organized manner, which is especially important for large shipments that include many different items, orders, or packages.

7. Dates and Times

This section of the EDI 856 contains critical scheduling information, such as:

• Expected Delivery Date: The date and time the shipment is expected to arrive at its destination.
• Ship Date: The actual date when the goods left the supplier’s warehouse.

8. Special Handling Instructions

Any special handling or shipping instructions are included here. For example:

• Fragile Item Handling: Instructions on how to handle fragile goods.
• Temperature Requirements: For products requiring specific temperature controls, like pharmaceuticals or food.

9. Shipment Weights and Dimensions

Accurate weight and dimension details are crucial for logistics planning. This section includes:

• Total Weight of the Shipment: Information on the gross and net weight of the shipment.
• Dimensions: The overall size of the shipment, which could include the height, width, and length of pallets or crates.

10. Billing and Payment Details

Sometimes included in the EDI 856, this section provides payment terms related to the shipment, such as:

• Terms of Payment: The agreed-upon payment terms between the buyer and seller.
• Freight Charges: Details of who is responsible for paying the shipping costs (e.g., FOB terms).