X12 856 Ship Notice/Manifest
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.
- ~ Segment
- * Element
- > Component
Interchange Control Header
To start and identify an interchange of zero or more functional groups and interchange-related control segments
Code to identify the type of information in the Authorization Information
- 00
- No Authorization Information Present (No Meaningful Information in I02)
Information used for additional identification or authorization of the interchange sender or the data in the interchange; the type of information is set by the Authorization Information Qualifier (I01)
Code to identify the type of information in the Security Information
- 00
- No Security Information Present (No Meaningful Information in I04)
This is used for identifying the security information about the interchange sender or the data in the interchange; the type of information is set by the Security Information Qualifier (I03)
Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified
Identification code published by the sender for other parties to use as the receiver ID to route data to them; the sender always codes this value in the sender ID element
Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified
Identification code published by the receiver of the data; When sending, it is used by the sender as their sending ID, thus other parties sending to them will use this as a receiving ID to route data to them
Code to identify the agency responsible for the control standard used by the message that is enclosed by the interchange header and trailer
- U
- U.S. EDI Community of ASC X12, TDCC, and UCS
This version number covers the interchange control segments
- 00401
- Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1997
A control number assigned by the interchange sender
Code sent by the sender to request an interchange acknowledgment (TA1)
- 0
- No Acknowledgment Requested
- 1
- Interchange Acknowledgment Requested
Code to indicate whether data enclosed by this interchange envelope is test, production or information
- I
- Information
- P
- Production Data
- T
- Test Data
Type is not applicable; the component element separator is a delimiter and not a data element; this field provides the delimiter used to separate component data elements within a composite data structure; this value must be different than the data element separator and the segment terminator
- >
- Component Element Separator
Functional Group Header
To indicate the beginning of a functional group and to provide control information
Code identifying a group of application related transaction sets
- SH
- Ship Notice/Manifest (856)
Code identifying party sending transmission; codes agreed to by trading partners
Code identifying party receiving transmission. Codes agreed to by trading partners
Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)
Assigned number originated and maintained by the sender
Code used in conjunction with Data Element 480 to identify the issuer of the standard
- T
- Transportation Data Coordinating Committee (TDCC)
- X
- Accredited Standards Committee X12
Code indicating the version, release, subrelease, and industry identifier of the EDI standard being used, including the GS and GE segments; if code in DE455 in GS segment is X, then in DE 480 positions 1-3 are the version number; positions 4-6 are the release and subrelease, level of the version; and positions 7-12 are the industry or trade association identifiers (optionally assigned by user); if code in DE455 in GS segment is T, then other formats are allowed
- 004010
- Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1997
Heading
Transaction Set Header
To indicate the start of a transaction set and to assign a control number
Code uniquely identifying a Transaction Set
- The transaction set identifier (ST01) used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).
- 856
- Ship Notice/Manifest
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set
Beginning Segment for Ship Notice
To transmit identifying numbers, dates, and other basic data relating to the transaction set
Code identifying purpose of transaction set
- 00
- Original
- 01
- Cancellation
- 05
- Replace
A unique control number assigned by the original shipper to identify a specific shipment
If sending a new original ASN (BSN01=00) then the ASN number in the BSN02 must be unique per ASN and cannot be repeated within a 12 month period.
If sending a replacement ASN (BSN01=05), then the BSN02 must reflect the same ASN # as sent in the original ASN. It should be should be sent in its entirety to include the information for the complete shipment.
If canceling an ASN (BSN01=01) then only the BSN segment is required and BSN02 should reflect the original ASN # being canceled.
Date expressed as CCYYMMDD
- BSN03 is the date the shipment transaction set is created.
Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)
- BSN04 is the time the shipment transaction set is created.
Date/Time Reference
To specify pertinent dates and times
Code specifying type of date or time, or both date and time
- 011
- Shipped
- 017
- Estimated Delivery
Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)
Code identifying the time. In accordance with International Standards Organization standard 8601, time can be specified by a + or - and an indication in hours in relation to Universal Time Coordinate (UTC) time; since + is a restricted character, + and - are substituted by P and M in the codes that follow
Detail
Hierarchical Level
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.
A unique number assigned by the sender to identify a particular data segment in a hierarchical structure
- HL01 shall contain a unique alphanumeric number for each occurrence of the HL segment in the transaction set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent HL segment within the transaction.
Code defining the characteristic of a level in a hierarchical structure
- HL03 indicates the context of the series of segments following the current HL segment up to the next occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information.
- S
- Shipment
Carrier Details (Quantity and Weight)
To specify the transportation details relative to commodity, weight, and quantity
CDW requires partner to make every effort to send full packaging (including counts) and weight at the shipment level in the TD1 segment
Code identifying the type of packaging; Part 1: Packaging Form, Part 2: Packaging Material; if the Data Element is used, then Part 1 is always required
- BOX
- Box (Supplier Outer Box)
- CAS
- Case (Manufacturer Master Pack)
- PLT
- Pallet
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- LB
- Pound
Carrier Details (Routing Sequence/Transit Time)
To specify the carrier and sequence of routing and provide transit time information
Code describing the relationship of a carrier to a specific shipment movement
- B
- Original Carrier
Code designating the system/method of code structure used for Identification Code (67)
- When specifying a routing sequence to be used for the shipment movement in lieu of specifying each carrier within the movement, use TD502 to identify the party responsible for defining the routing sequence, and use TD503 to identify the actual routing sequence, specified by the party identified in TD502.
- 2
- Standard Carrier Alpha Code (SCAC)
Code identifying a party or other code
SCAC of Carrier
Code specifying the method or type of transportation for the shipment
- AE
- Air Express (e.g., UPS FedEx)
- DT
- Electronic (Delivery Notification Only)
- E
- Expedited Truck
- LT
- Less Than Trailer Load (LTL)
- M
- Motor (Common Carrier)
- O
- Containerized Ocean
- PB
- Priority Mail (e.g., Federal APO Locations)
- R
- Rail
- SR
- Dedicated Truck
- U
- Private Parcel Service (e.g., UPS, FedEx, Std / Ground)
Free-form description of the routing or requested routing for shipment, or the originating carrier's identity
Code indicating the level of transportation service or the billing service offered by the transportation carrier
CDW will use this information to attempt to determine the expected delivery date. Regardless of whether or not an accurate delivery date can be provided, this information is still requested.
- 3D
- Three Day Service
- AE
- All Other “Air” (International)
- CG
- Ground
- DT
- Electronic (Del. Notification Only)
- ES
- Expedited Service
- ND
- Next Day Air
- PB
- Priority Mail (e.g., Federal APO Locations)
- PN
- Next Day Air by Noon
- SE
- Second Day
Code qualifying the Reference Identification
Where supplier has sourced shipment from a manufacturer, which is direct shipping to EU or to CDW, CDW requires “VN” and / or “SO”
- 2I
- Tracking Number
- BM
- Bill of Lading Number
If available, BM is mandatory.
- CN
- Carrier's Reference Number (PRO/Invoice)
- FR
- Freight Bill Number
- IV
- Seller's Invoice Number
- SO
- Manufacturer Order Number (Direct-Ship)
- VN
- Vendor PO Number (Direct / Drop Ship)
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
F.O.B. Related Instructions
To specify transportation instructions relating to shipment
Code identifying payment terms for transportation charges
- FOB01 indicates which party will pay the carrier.
- BP
- Paid by Buyer
- CA
- Advance Collect
- CC
- Collect
- MX
- Mixed
- PA
- Advance Prepaid
- PC
- Prepaid but Charged to Customer
- PP
- Prepaid (by Seller)
- PS
- Paid by Seller
- TP
- Third Party Pay
Code identifying type of location
- FOB02 is the code specifying transportation responsibility location.
- DE
- Destination (Shipping)
A free-form description to clarify the related data elements and their content
Code identifying type of location
- FOB06 is the code specifying the title passage location.
- OR
- Origin (Shipping Point)
A free-form description to clarify the related data elements and their content
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- SF
- Ship From
Code designating the system/method of code structure used for Identification Code (67)
- 1
- D-U-N-S Number, Dun & Bradstreet
- 91
- Assigned by Seller or Seller's Agent
Code identifying a party or other code
- This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
Free-form text for city name
- A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
Code (Standard State/Province) as defined by appropriate government agency
- N402 is required only if city name (N401) is in the U.S. or Canada.
Code defining international postal zone code excluding punctuation and blanks (zip code for United States)
Code which identifies a specific location
For any Destination other than a CDW location, CDW requires partner to send ZZ in N405, and “3rd Party” or End-User Location Identifier, if available, in N406.
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
- ST
- Ship To
Code designating the system/method of code structure used for Identification Code (67)
- 1
- D-U-N-S Number, Dun & Bradstreet
- 91
- Assigned by Seller or Seller's Agent
Code identifying a party or other code
- This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
Free-form text for city name
- A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
Code (Standard State/Province) as defined by appropriate government agency
- N402 is required only if city name (N401) is in the U.S. or Canada.
Code defining international postal zone code excluding punctuation and blanks (zip code for United States)
Code identifying type of location
- DE
- Destination (Shipping)
Destination (Shipping) - To be sent when N101 = “ST” and shipping to CDW
- ZZ
- Mutually Defined
Drop Ship - To be sent when N101 = “ST” and shipping to End User (drop-ship)
Code which identifies a specific location
For any Destination other than a CDW location, CDW requires partner to send ZZ in N405, and “3rd Party” or End-User Location Identifier, if available, in N406.
Hierarchical Level
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.
A unique number assigned by the sender to identify a particular data segment in a hierarchical structure
- HL01 shall contain a unique alphanumeric number for each occurrence of the HL segment in the transaction set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent HL segment within the transaction.
Identification number of the next higher hierarchical data segment that the data segment being described is subordinate to
- HL02 identifies the hierarchical ID number of the HL segment to which the current HL segment is subordinate.
Code defining the characteristic of a level in a hierarchical structure
- HL03 indicates the context of the series of segments following the current HL segment up to the next occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information.
- O
- Order
Purchase Order Reference
To provide reference to a specific purchase order
Hierarchical Level
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.
A unique number assigned by the sender to identify a particular data segment in a hierarchical structure
- HL01 shall contain a unique alphanumeric number for each occurrence of the HL segment in the transaction set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent HL segment within the transaction.
Identification number of the next higher hierarchical data segment that the data segment being described is subordinate to
- HL02 identifies the hierarchical ID number of the HL segment to which the current HL segment is subordinate.
Code defining the characteristic of a level in a hierarchical structure
- HL03 indicates the context of the series of segments following the current HL segment up to the next occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information.
- I
- Item
Item Identification
To specify basic item identification data
CDW Part Number and Manufacturer Part Number are required. Vendor’s part number is recommended but not required.
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- LIN02 through LIN31 provide for fifteen different product/service IDs for each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.
- BP
- CDW’s Part Number
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- MG
- Manufacturer's Part Number
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- VP
- Vendor's (Seller's) Part Number
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- OE
- OEM Part Number
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- UP
- U.P.C. Consumer Package Code (1-5-5-1)
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- UR
- UCC/EAN-128 Coupon Extended Code
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- AC
- Aggregation Code (Used to Consolidate Part Families)
Item Detail (Shipment)
To specify line-item detail relative to shipment
Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
- SN103 defines the unit of measurement for both SN102 and SN104.
Refer to the item unit of measure provided in the original CDW Purchase Order.
- EA
- Each
Measurements
To specify physical measurements or counts, including dimensions, tolerances, variances, and weights
(See Figures Appendix for example of use of C001)
Code identifying the broad category to which a measurement applies
- PD
- Physical Dimensions
- WT
- Weights
Code identifying a specific product or process characteristic to which a measurement applies
- G
- Gross Weight
- HT
- Height
- LN
- Length
- N
- Actual Net Weight
- WD
- Width
Code qualifying the Reference Identification
- 2I
- Tracking Number
- SE
- Serial Number
- ZZ1
- Pallet Count per Item
- ZZ2
- Box Count per Item (Supplier Over-box)
- ZZ3
- Case Count per Item (Manufacturer Master Pack)
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
CDW requires that Serial Numbers communicated via ASN, exactly match outer package labels on goods received. ASN versus scan-on-receipt serialization discrepancies will be monitored and reported back to the partner. Tracking number per package is required by CDW.
Marks and Numbers
To indicate identifying marks and numbers for shipping containers
Code specifying the application or source of Marks and Numbers (87)
- MAN01/MAN02 and MAN04/MAN05 may be used to identify two different marks and numbers assigned to the same physical container.
- When MAN01 contains code "UC" (U.P.C. Shipping Container Code) and MAN05/MAN06 contain a range of ID numbers, MAN03 is not used. The reason for this is that the U.P.C. Shipping Container code is the same on every carton that is represented in the range in MAN05/MAN06.
- W
- Pallet Number
Marks and numbers used to identify a shipment or parts of a shipment
- When both MAN02 and MAN03 are used, MAN02 is the starting number of a sequential range and MAN03 is the ending number of that range.
Yes/No Question
To identify and answer yes and no questions, including the date, time, and comments further qualifying the condition
Code indicating a Yes or No condition or response
- YNQ02 confirms or denies the statement made in YNQ01, YNQ09 or YNQ10. A "Y" indicates the statement is confirmed; an "N" indicates the statement is denied.
- N
- No
- Y
- Yes
Summary
Transaction Totals
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.
Total number of line items in the transaction set
Number of line items (CTT01) is the accumulation of the number of HL segments.
Transaction Set Trailer
To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)
Total number of segments included in a transaction set including ST and SE segments
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set
Functional Group Trailer
To indicate the end of a functional group and to provide control information
Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element
Assigned number originated and maintained by the sender
Interchange Control Trailer
To define the end of an interchange of zero or more functional groups and interchange-related control segments
CDW Ship Notice
BSN*00*1234567890*20050901*0833~
DTM*011*20080901*0835*CS~
HL*1**S~
TD1*BOX*5****G*610.15*LB~
TD1*PLT*1****G*625*LB~
TD5*B*2*SCAC*M*Carrier Name*******CG~
REF*BM*01234567891011121~
REF*CN*01234567891~
REF*2I* TRACKING NUMBER001~
FOB*PP~
N1*ST*CDW Computer Center, Inc.*1*107627952~
N3*200 N. Milwaukee Avenue*One CDW Way~
N4*Vernon Hills*IL*60061*US*DE*01~
N1*SF*XYZ Corp*91*126456789~
N3*Any Place 1~
N4*Schaumburg*IL*60173*US*OR*01~
HL*2*1*O~
PRF*1234567***20000924~
HL*3*2*I~
LIN*1*BP*217220*MG*1234567*VP*C7834A#ABA*OE*OEM1234*UP*88698919064*UR*8869891906412*AC*XYZ123~
SN1**10*EA~
MEA*WT*G*1.05*LB~
MEA*WT*N*0.99*LB~
MEA*PD*LN*24*IN~
MEA*PD*HT*4*IN~
MEA*PD*WD*12*IN~
REF*SE*SERIAL NUMBER0001~
REF*SE*SERIAL NUMBER0002~
REF*SE*SERIAL NUMBER0003~
REF*SE*SERIAL NUMBER0004~
REF*SE*SERIAL NUMBER0005~
REF*SE*SERIAL NUMBER0006~
REF*SE*SERIAL NUMBER0007~
REF*SE*SERIAL NUMBER0008~
REF*SE*SERIAL NUMBER0009~
REF*SE*SERIAL NUMBER0010~
REF*2I*TRACKING NUMBER001~
REF*ZZ1*1~
REF*ZZ2*5~
MAN*W*PLT1234~
YNQ*EF*Y***HAS EXTENDED COVERAGE~
CTT*3~
SE*44*0001~
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