X12 856 Ship Notice/Manifest (GSA ADV)
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
- CO
- Corrected
Use only after receiving an acknowledgment of receipt for a previously transmitted Shipment Notice. When used, the entire Shipment Notice will be transmitted.
A unique control number assigned by the original shipper to identify a specific shipment
Use, on other than Defense Logistics Management System Shipment Performance Notices, to cite the shipment number. If applicable, include the final shipment indicator (i.e., the letter Z) or if applicable, the replacement shipment indicator, e.g., A, B, etc., at the end of the shipment number.
When used by Defense Contract Management Command as a Shipment Performance Notice or destination acceptance alert, use ZZ for this data element. Defense Logistics Management System does not use this data element, but it is mandatory in the X12 standards. The ZZ entry satisfies the X12 usage requirements; the receiving application software shall not process it.
On Defense Logistics Management System Shipment Performance Notices, do not include the final shipment indicator (Z) on underrun deliveries when a final line item shipment is replaced. In that situation, use the 2/REF/150 segment.
Date expressed as CCYYMMDD
- BSN03 is the date the shipment transaction set is created.
Use to indicate the transaction set creation date.
Express the originating activity's date in Universal Time Coordinate (UTC).
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.
Express the originating activity's time in Universal Time Coordinate (UTC).
Express time in a four-position (Hour Hour Minute Minute) format
Date/Time Reference
To specify pertinent dates and times
Code specifying type of date or time, or both date and time
- 282
- Previous Report
Date expressed as CCYYMMDD
Use to indicate the transaction set creation date of the original Shipment Notice (e.g., the date carried in BSN03 of the original transmission).
Express the date in Universal Time Coordinate.
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)
Use to indicate the transaction set creation time of the original Shipment Notice (e.g., the time carried in BSN04 of the original transmission).
Express the time in a four-position (Hour Hour Minute Minute) format.
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.
- V
- Address Information
Name
To identify a party by type of organization, name, and code
Code identifying an organizational entity, a physical location, property or an individual
Code designating the system/method of code structure used for Identification Code (67)
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.
Additional Name Information
To specify additional names or those longer than 35 characters in length
Address Information
To specify the location of the named party
Geographic Location
To specify the geographic place of the named 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)
Administrative Communications Contact
To identify a person or office to whom administrative communications should be directed
Code identifying the major duty or responsibility of the person or group named
- IC
- Information Contact
Free-form name
When PER01 cites codes CE or AS, use to indicate the name of the party making the certification or authorization.
Code identifying the type of communication number
- EM
- Electronic Mail
- FX
- Facsimile
- IT
- International Telephone
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
- AU
- Defense Switched Network Department of Defense telecommunications system and successor of the Automatic Voice Network (AUTOVON)
- EM
- Electronic Mail
- EX
- Telephone Extension
When used, there must be a previous communication number citing either a national or international telephone number.
- FT
- Federal Telecommunications System (FTS)
- FX
- Facsimile
- IT
- International Telephone
- TE
- Telephone
Complete communications number including country or area code when applicable
Code identifying the type of communication number
- AU
- Defense Switched Network Department of Defense telecommunications system and successor of the Automatic Voice Network (AUTOVON)
- EM
- Electronic Mail
- EX
- Telephone Extension
When used, there must be a previous communication number citing either a national or international telephone number.
- FT
- Federal Telecommunications System (FTS)
- FX
- Facsimile
- IT
- International Telephone
- TE
- Telephone
Complete communications number including country or area code when applicable
Additional reference number or description to clarify a contact number
When PER01 cites code CE (Certifier), use to indicate the title of the party making the certification.
- 9
- Indicator Code
Use to indicate Fast Pay terms.
- 10
- Transaction Status Indicator Code
Use to identify the status of supply and service shipment notices.
- 14
- Contract Shipment Advice Code
Use as required to identify contract shipment advice information for supply and service shipment notices.
- 16
- Cash Discount Stipulation Code
Use to indicate that a shipment involves discount payment terms.
- 83
- Supply Condition Code
Use to identify the supply condition of bulk petroleum shipments.
- 84
- Management Code
- EP
- United States Environmental Protection Agency (EPA)
- FG
- Federal Government
- GS
- General Services Administration (GSA)
- ZZ
- Mutually Defined
Use to indicate an agency that is not otherwise listed.
Use to indicate the acceptance site.
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.
- S
- Shipment
Purchase Order Reference
To provide reference to a specific purchase order
Identifying number for Purchase Order assigned by the orderer/purchaser
Enter the purchase order number, contract number (including Federal Supply Schedules, General Services Administration Schedules and all other basic contracts), Blanket Purchase Agreement number, Grant, Lease or Agreement number. This is always the Procurement Instrument Identification Number for the Department of Defense or the equivalent expression for Civilian Agencies. This is never the number of a delivery order, call or release against a basic award instrument. That number is carried in PRF02. This number shall be transmitted without dashes. Contract number.
Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction
Enter the number of a release, call or delivery order against a basic award instrument. This is always the Supplemental Procurement Instrument Identification Number for the Department of Defense or the equivalent expression for Civilian Agencies. This number shall be transmitted without dashes. When preparing a Shipment Performance Notice or destination acceptance alert for Defense Contract Management Command do not include the contract modification number. Required Purchase order number.
Number assigned by the orderer identifying a specific change or revision to a previously transmitted transaction set
Use to indicate, as applicable, the modification number of the contract or purchase order. When a call or delivery order is cited, use to indicate the modification number of the call or order, as applicable. When both the contract and call or order have been modified, cite the modification number of the call or order and do not transmit the modification number of the contract.
Except when shipping instructions are furnished by telephone or message and the confirming contract modification (SF 30) has not been received, do not use PRF03 to enter supplementary numbers used in conjunction with basic Procurement Instrument Identification Numbers to identify -- Modifications to contracts and agreements; Modifications to calls/orders; or Document numbers representing contracts written between contractors.
Date expressed as CCYYMMDD
- PRF04 is the date assigned by the purchaser to purchase order.
Alphanumeric characters assigned for differentiation within a transaction set
This Reference Number should be what goes out on the Purchase Order (REF with FI qualifier). Required data.
Contract number
Use to identify the Small Business Administration (SBA) contract number for an 8a set-aside. The SBA office issuing this contract is cited in 2/N1/220 segment by use of code C9 in N101.
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
Alphanumeric characters assigned for differentiation within a transaction set
- LIN01 is the line item identification
Use to identify in accordance with the format prescribed in the Defense Federal Acquisition Regulation Supplement Uniform Line Item Numbering Policy, the Line Item, if applicable, e.g., Contract Line Item Number, Sub Line Item Number, Exhibit Line Item Number, etc., in accordance with the Uniform Contract Line Item Numbering System.
This data element is required when preparing a Shipment Performance Notice or destination acceptance alert for Defense Contract Management Command use.
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.
For Navy and Defense Logistics Agency contracts, LIN02 must be used at least once and cited either of codes FS, MG, or SW to identify material. Use code SV to identify a service performance notice.
Use code PD when the line item cannot be identified by using one of the other listed codes. When used, describe the item in the associated Product/Service ID, DE 234.
For other than Navy and Defense Logistics Agency contracts use any applicable code(s).
For bulk fuels, only use code FS.
- CN
- Commodity Name
- FS
- National Stock Number
Must use for Navy and Defense Logistics Agency contracts, when the National Stock Number is known. Transmit the number without the dashes. Submit only the basic 13 position National Stock Number.
Use to indicate the Government assigned management/material control code if provided. - MF
- Manufacturer
- MG
- Manufacturer's Part Number
Use as needed to identify the manufacturer's part number. When applicable use an additional occurrence of a 235/234 pair citing code ZB to identify the manufacturer's Contractor and Government Entity code. Required data.
- VP
- Vendor's (Seller's) Part Number
Use to indicate a part number assigned by a contractor other than a manufacturer.
Identifying number for a product or service
Use code "Z" to indicate "See Contract" when the item cannot be described by one of the other codes, or by using the 2/PID/070 segment.
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- CN
- Commodity Name
- FS
- National Stock Number
- MG
- Manufacturer's Part Number
- VP
- Vendor's (Seller's) Part Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
- CN
- Commodity Name
- FS
- National Stock Number
- MF
- Manufacturer
- MG
- Manufacturer's Part Number
- VP
- Vendor's (Seller's) Part Number
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Code identifying the type/source of the descriptive number used in Product/Service ID (234)
Identifying number for a product or service
Item Detail (Shipment)
To specify line-item detail relative to shipment
Alphanumeric characters assigned for differentiation within a transaction set
- SN101 is the ship notice line-item identification.
Use only to indicate that the quantity of units shipped, as cited in SN102 is an estimated quantity. When used, cite the letter E to specify when the quantity is an estimate.
Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set
When BSN05 is not present and HL03 is code S (shipment loop), use to identify the quantity shipped.
Use as necessary in the 2/HL/010 container loop to indicate the quantity of returnable containers or the total quantity of containers shipped. Use 2/REF/150 code RS to indicate serial numbers of returnable containers.
When BSN05 is code 0001 and HL03 is code O (Order loop), use to identify the number of items shipped in an order.
When BSN05 is code 0001 and HL03 is code P (Pack loop), use to identify the number of items shipped in a pack.
Use the number "0" (zero) to indicate no quantity was either shipped or reported, such as in an interim Shipment Performance Notice.
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.
Use any code, other than code ZZ, to identify as necessary, the purchase unit for the quantity shipped or service performed. DLMS users see the Unit of Issue and Purchase Unit Conversion Table for available codes. Use code UL when no purchase unit applies.
Use as necessary to indicate the applicable unit when in the shipment or container level loops.
Quantity ordered
Use to indicate another quantity against an alternate unit of issue. When used, include that other unit of issue in the SN106 data element.
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
Use any code, other than code ZZ, to indicate the alternate unit of measure. DLMS users see the Unit of Issue and Purchase Unit Conversion Table for available codes.
Reference Identification
To specify identifying information
Code qualifying the Reference Identification
- 2I
- Tracking Number
- FI
- File Identifier
- IL
- Internal Order Number
- RQ
- Purchase Requisition Number
- TG
- Transportation Control Number
- TN
- Transaction Number
- VR
- Vendor ID Number
Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier
A free-form description to clarify the related data elements and their content
Date/Time Reference
To specify pertinent dates and times
Code specifying type of date or time, or both date and time
Use only one code except for bulk petroleum shipments which may cite codes 011 and 375 together, if applicable.
- 009
- Process
Use to indicate the item is currently being processed.
- 011
- Shipped
Use to indicate that a supply activity has shipped (i.e., the date a shipment was released to a carrier). Also use to indicate the date of a prior shipment when the current shipment consists of items which were short shipped on the prior shipment.
- 139
- Estimated
Use to indicate the estimated date when a supply will be shipped, (i.e., the estimated date a shipment will be released to a carrier).
- 177
- Cancelled
Use to indicate the cancellation of an item.
- 514
- Transferred
Use to indicate the item has been shipped to GSA Depot, Burlington
- 727
- On-hold
Use to indicate the item is backordered.
- 928
- Reissue
Use to indicate the item has been reshipped.
- EXP
- Export
Use to indicate the item has been shipped to Tracy, CA
- RTO
- Referred To
Use to indicate the item has been shipped to GSA Depot, Sharpe
- STN
- Transition
Use to indicate the item has been shipped to New Cumberland, PA
Summary
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
Sample
GS*SH*000111119*GSAADV*20130605*0715*14640192*X*004010
ST*856*0001
BSN*00*13371098Z*20130604*233305
HL*1**V
N1*SE*ABC TECHNOLOGIES*1*000111119
PER*IC**EM*SC0133@ABCTECH.COM
HL*2*1*S
PRF*GS00F0000Z*MGAKXS9999M**20230812*19048888-78000999
HL*3*2*I
LIN*1*MG*20-114-X-XXXX*CN*RAGS & WIPING CLOTHS*VP*XXXXXX000002*MF*ANCHOR INC
SN1**5*CA
REF*IL*0071098
REF*VR*007900129
REF*2I*13371098*PC
DTM*011*20130531
SE*15*0001
GE*1*14640192
IEA*1*000021606
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