Williams Sonoma
/
Ship Notice/Manifest
  • Specification
  • EDI Inspector
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X12 856 Ship Notice/Manifest

X12 Release 5010

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.

Delimiters
  • ~ Segment
  • * Element
  • > Component
  • ^ Repetition
EDI samples
  • None included
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Overview
ISA
-
Interchange Control Header
Max use 1
Required
GS
-
Functional Group Header
Max use 1
Required
heading
detail
HL Loop
HL
0100
Hierarchical Level
Max use 1
Required
TD1
1100
Carrier Details (Quantity and Weight)
Max use 3
Required
TD5
1200
Carrier Details (Routing Sequence/Transit Time)
Max use 1
Required
TD3 Loop
REF
1500
Reference Information
Max use 2
Required
PER
1510
Administrative Communications Contact
Max use 1
Optional
DTM
2000
Date/Time Reference
Max use 2
Required
DTM
2000
Date/Time Reference
Max use 2
Required
FOB
2100
F.O.B. Related Instructions
Max use 1
Optional
GE
-
Functional Group Trailer
Max use 1
Required
IEA
-
Interchange Control Trailer
Max use 1
Required
ISA

Interchange Control Header

RequiredMax use 1

To start and identify an interchange of zero or more functional groups and interchange-related control segments

Example
ISA-01
I01
Authorization Information Qualifier
Required

Code identifying the type of information in the Authorization Information

00
No Authorization Information Present (No Meaningful Information in I02)
ISA-02
I02
Authorization Information
Required
String (AN)
Min 10Max 10

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)

ISA-03
I03
Security Information Qualifier
Required

Code identifying the type of information in the Security Information

00
No Security Information Present (No Meaningful Information in I04)
ISA-04
I04
Security Information
Required
String (AN)
Min 10Max 10

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)

ISA-05
I05
Interchange ID Qualifier
Required
Identifier (ID)
Min 2Max 2

Code indicating the system/method of code structure used to designate the sender or receiver ID element being qualified

Codes
ISA-06
I06
Interchange Sender ID
Required
String (AN)
Min 15Max 15

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

ISA-07
I05
Interchange ID Qualifier
Required
Identifier (ID)
Min 2Max 2

Code indicating the system/method of code structure used to designate the sender or receiver ID element being qualified

Codes
ISA-08
I07
Interchange Receiver ID
Required
String (AN)
Min 15Max 15

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

ISA-09
I08
Interchange Date
Required
YYMMDD format

Date of the interchange

ISA-10
I09
Interchange Time
Required
HHMM format

Time of the interchange

ISA-11
I65
Repetition Separator
Required
String (AN)
Min 1Max 1

Type is not applicable; the repetition separator is a delimiter and not a data element; this field provides the delimiter used to separate repeated occurrences of a simple data element or a composite data structure; this value must be different than the data element separator, component element separator, and the segment terminator

^
Repetition Separator
ISA-12
I11
Interchange Control Version Number
Required

Code specifying the version number of the interchange control segments

00501
Standards Approved for Publication by ASC X12 Procedures Review Board through October 2003
ISA-13
I12
Interchange Control Number
Required
Numeric (N0)
Min 9Max 9

A control number assigned by the interchange sender

ISA-14
I13
Acknowledgment Requested
Required
Identifier (ID)
Min 1Max 1

Code indicating sender's request for an interchange acknowledgment

0
No Interchange Acknowledgment Requested
1
Interchange Acknowledgment Requested (TA1)
ISA-15
I14
Interchange Usage Indicator
Required
Identifier (ID)
Min 1Max 1

Code indicating whether data enclosed by this interchange envelope is test, production or information

I
Information
P
Production Data
T
Test Data
ISA-16
I15
Component Element Separator
Required
String (AN)
Min 1Max 1

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

RequiredMax use 1

To indicate the beginning of a functional group and to provide control information

Example
GS-01
479
Functional Identifier Code
Required

Code identifying a group of application related transaction sets

SH
Ship Notice/Manifest (856)
GS-02
142
Application Sender's Code
Required
String (AN)
Min 2Max 15

Code identifying party sending transmission; codes agreed to by trading partners

GS-03
124
Application Receiver's Code
Required
String (AN)
Min 2Max 15

Code identifying party receiving transmission; codes agreed to by trading partners

GS-04
373
Date
Required
CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

GS-05
337
Time
Required
HHMM, HHMMSS, HHMMSSD, or HHMMSSDD format

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)

GS-06
28
Group Control Number
Required
Numeric (N0)
Min 1Max 9

Assigned number originated and maintained by the sender

GS-07
455
Responsible Agency Code
Required
Identifier (ID)
Min 1Max 2

Code identifying the issuer of the standard; this code is used in conjunction with Data Element 480

T
Transportation Data Coordinating Committee (TDCC)
X
Accredited Standards Committee X12
GS-08
480
Version / Release / Industry Identifier Code
Required

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

005010
Standards Approved for Publication by ASC X12 Procedures Review Board through October 2003

Heading

ST
0100
Heading > ST

Transaction Set Header

RequiredMax use 1

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

Example
ST-01
143
Transaction Set Identifier Code
Required

Code uniquely identifying a Transaction Set

  • The transaction set identifier (ST01) is 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
ST-02
329
Transaction Set Control Number
Required
Numeric (N)
Min 4Max 9

Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

BSN
0200
Heading > BSN

Beginning Segment for Ship Notice

RequiredMax use 1

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

Example
BSN-01
353
Transaction Set Purpose Code
Required

Code identifying purpose of transaction set

00
Original
01
Cancellation
06
Confirmation
BSN-02
396
Shipment Identification
Required
String (AN)
Min 2Max 30

A unique control number assigned by the original shipper to identify a specific shipment

Usage notes

Unique Shipment ID Number

BSN-03
373
Date
Required
CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

  • BSN03 is the date the shipment transaction set is created.
Usage notes

ASN create date

BSN-04
337
Time
Required
HHMM, HHMMSS, HHMMSSD, or HHMMSSDD format

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.
Usage notes

ASN create time

Heading end

Detail

HL Loop
RequiredMax 1
HL
0100
Detail > HL Loop > HL

Hierarchical Level

RequiredMax use 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.
Example
HL-01
628
Hierarchical ID Number
Required
String (AN)
Min 1Max 12

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.
HL-03
735
Hierarchical Level Code
Required

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
TD1
1100
Detail > HL Loop > TD1

Carrier Details (Quantity and Weight)

RequiredMax use 3

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

Usage notes

If more than one packing medium is included, the TD1 group should be repeated with a lading quantity (TD102) for each packing medium.

  • At least one iteration of TD1, with TD101 and TD102 is required.
  • At least one iteration of TD1, with TD106, TD107 and TD108 is required
Example
If Packaging Code (TD1-01) is present, then Lading Quantity (TD1-02) is required
If Weight Qualifier (TD1-06) is present, then Weight (TD1-07) is required
If either Weight (TD1-07) or Unit or Basis for Measurement Code (TD1-08) is present, then the other is required
TD1-01
103
Packaging Code
Optional

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

Usage notes

Valid codes are:
CTN (Carton)
CTN25 (Corrugated Carton)
PLT (Pallet)
PLT94 (Wood Pallet)

Part 1/2
CTN
Carton
PLT
Pallet
Part 2/2
25
Corrugated or Solid
94
Wood
TD1-02
80
Lading Quantity
Optional
Numeric (N0)
Min 1Max 7

Number of units (pieces) of the lading commodity

TD1-06
187
Weight Qualifier
Optional

Code defining the type of weight

G
Gross Weight
N
Actual Net Weight
TD1-07
81
Weight
Optional
Decimal number (R)
Min 1Max 10

Numeric value of weight

TD1-08
355
Unit or Basis for Measurement Code
Optional

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

KG
Kilogram
LB
Pound
TD5
1200
Detail > HL Loop > TD5

Carrier Details (Routing Sequence/Transit Time)

RequiredMax use 1

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

Usage notes

One of either SCAC (TD503) or Carrier Routing (TD505) must be present.

Example
If Identification Code Qualifier (TD5-02) is present, then Identification Code (TD5-03) is required
TD5-02
66
Identification Code Qualifier
Optional

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)
TD5-03
67
Identification Code
Optional
String (AN)
Min 2Max 80

Code identifying a party or other code

Usage notes

SCAC
Min/ Max = 2/4

TD5-04
91
Transportation Method/Type Code
Required

Code specifying the method or type of transportation for the shipment

A
Air
LT
Less Than Trailer Load (LTL)
M
Motor (Common Carrier)
O
Containerized Ocean
R
Rail
T
Best Way (Shippers Option)
U
Private Parcel Service
VE
Vessel, Ocean
TD5-05
387
Routing
Optional
String (AN)
Min 1Max 35

Free-form description of the routing or requested routing for shipment, or the originating carrier's identity

Usage notes

Carrier Routing / Name

TD5-12
284
Service Level Code
Optional

Code indicating the level of transportation service or the billing service offered by the transportation carrier

3D
Three Day Service
CG
Ground
CX
Express Service

Applicable for LTL shipment

DC
Delivery Confirmation
ET
Proof of Delivery (POD) with Signature
FC
First Class
G2
Standard Service

Applicable for LTL shipments

IE
Expedited Service - Worldwide
IX
Express Service - Worldwide
ND
Next Day Air
ON
Overnight
PB
Priority Mail
PI
Priority Mail Insured
SA
Same Day
SC
Second Day Air
SE
Second Day
SG
Standard Ground
TD3 Loop
OptionalMax 12
TD3
1300
Detail > HL Loop > TD3 Loop > TD3

Carrier Details (Equipment)

RequiredMax use 1

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

Example
If Equipment Initial (TD3-02) is present, then Equipment Number (TD3-03) is required
TD3-02
206
Equipment Initial
Optional
String (AN)
Min 1Max 4

Prefix or alphabetic part of an equipment unit's identifying number

TD3-03
207
Equipment Number
Optional
String (AN)
Min 1Max 15

Sequencing or serial part of an equipment unit's identifying number (pure numeric form for equipment number is preferred)

TD3-09
225
Seal Number
Optional
String (AN)
Min 2Max 15

Unique number on seal used to close a shipment

TD3 Loop end
REF
1500
Detail > HL Loop > REF

Reference Information

RequiredMax use 2

To specify identifying information

Usage notes
  • One of Bill of lading (BM) or Carrier Pro numbers (CN) are required for Truck Load and Less than Truck Load Shipments (Common Carrier moves) (not both). Import shipments require an Ocean Container Number (OC).
  • For Parcel carrier Shipments, the Pick up/Tracking number (21) or Carrier Assigned Package number (CN) is required. Do not send both. (If there is no pick up number use one of the carrier assigned carton numbers for this field).
  • When shipping via WSI the WSI assigned Bill Of Lading number must be sent in REF02 (REF01 = BM) and formatted as 'RT' + ten numeric characters.
  • If the order was shipped on a Williams Sonoma account number, that account number must be included inREF02, with REF01 of GK.
    If available the vessel name should be sent in REF03, with REF01 of WU.
    Note: If this is a flow through order, with the final mile designated as parcel, the master tracking number must be provided as well as the file mile parcel tracking number.
Example
REF-01
128
Reference Identification Qualifier
Required

Code qualifying the Reference Identification

2I
Tracking Number
87
Functional Category

Used to advise the Purchase Order Category ('INT' for international and 'DOM' for domestic). 850 value must be returned.

BM
Bill of Lading Number
CN
Carrier's Reference Number (PRO/Invoice)
GK
Third Party Reference Number
OC
Ocean Container Number
WU
Vessel
REF-02
127
Reference Identification
Required
String (AN)
Min 1Max 50

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

PER
1510
Detail > HL Loop > PER

Administrative Communications Contact

OptionalMax use 1

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

Example
If either Communication Number Qualifier (PER-03) or Communication Number (PER-04) is present, then the other is required
If either Communication Number Qualifier (PER-05) or Communication Number (PER-06) is present, then the other is required
PER-01
366
Contact Function Code
Required

Code identifying the major duty or responsibility of the person or group named

IC
Information Contact
PER-02
93
Name
Optional
String (AN)
Min 1Max 60

Free-form name

PER-03
365
Communication Number Qualifier
Optional

Code identifying the type of communication number

EM
Electronic Mail
TE
Telephone
PER-04
364
Communication Number
Optional
String (AN)
Min 1Max 256

Complete communications number including country or area code when applicable

PER-05
365
Communication Number Qualifier
Optional

Code identifying the type of communication number

EM
Electronic Mail
TE
Telephone
PER-06
364
Communication Number
Optional
String (AN)
Min 1Max 256

Complete communications number including country or area code when applicable

DTM
2000
Detail > HL Loop > DTM

Date/Time Reference

RequiredMax use 2

To specify pertinent dates and times

Example
Variants (all may be used)
DTMDate/Time Reference
DTM-01
374
Date/Time Qualifier
Required

Code specifying type of date or time, or both date and time

017
Estimated Delivery
DTM-02
373
Date
Required
CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

FOB
2100
Detail > HL Loop > FOB

F.O.B. Related Instructions

OptionalMax use 1

To specify transportation instructions relating to shipment

Example
If Description (FOB-03) is present, then Location Qualifier (FOB-02) is required
If Description (FOB-07) is present, then Location Qualifier (FOB-06) is required
FOB-01
146
Shipment Method of Payment
Required

Code identifying payment terms for transportation charges

  • FOB01 indicates which party will pay the carrier.
CC
Collect
DF
Defined by Buyer and Seller
PP
Prepaid (by Seller)
FOB-02
309
Location Qualifier
Optional

Code identifying type of location

  • FOB02 is the code specifying transportation responsibility location.
DE
Destination (Shipping)
OR
Origin (Shipping Point)
FOB-03
352
Description
Optional
String (AN)
Min 1Max 80

A free-form description to clarify the related data elements and their content

FOB-06
309
Location Qualifier
Optional

Code identifying type of location

  • FOB06 is the code specifying the title passage location.
DE
Destination (Shipping)
OR
Origin (Shipping Point)
FOB-07
352
Description
Optional
String (AN)
Min 1Max 80

A free-form description to clarify the related data elements and their content

N1 Loop
RequiredMax 2
Variants (all may be used)
N1 Loop
N1
2200
Detail > HL Loop > N1 Loop > N1

Party Identification

RequiredMax use 1

To identify a party by type of organization, name, and code

Example
At least one of Name (N1-02) or Identification Code Qualifier (N1-03) is required
If either Identification Code Qualifier (N1-03) or Identification Code (N1-04) is present, then the other is required
N1-01
98
Entity Identifier Code
Required

Code identifying an organizational entity, a physical location, property or an individual

SF
Ship From
N1-02
93
Name
Optional
String (AN)
Min 1Max 60

Free-form name

N1-03
66
Identification Code Qualifier
Optional

Code designating the system/method of code structure used for Identification Code (67)

92
Assigned by Buyer or Buyer's Agent
N1-04
67
Identification Code
Optional
String (AN)
Min 2Max 80

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.
N3
2400
Detail > HL Loop > N1 Loop > N3

Party Location

OptionalMax use 2

To specify the location of the named party

Usage notes

Required on direct to consumer shipments when BSN01 = 06.

Example
N3-01
166
Address Information
Required
String (AN)
Min 1Max 55

Address information

N3-02
166
Address Information
Optional
String (AN)
Min 1Max 55

Address information

N4
2500
Detail > HL Loop > N1 Loop > N4

Geographic Location

OptionalMax use 1

To specify the geographic place of the named party

Usage notes

Required on Direct to Consumer shipments, when BSN01 = 06

Example
N4-01
19
City Name
Required
String (AN)
Min 2Max 30

Free-form text for city name

  • A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
N4-02
156
State or Province Code
Optional
Identifier (ID)
Min 2Max 2

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.
N4-03
116
Postal Code
Required
Identifier (ID)
Min 3Max 15

Code defining international postal zone code excluding punctuation and blanks (zip code for United States)

N4-04
26
Country Code
Required
Identifier (ID)
Min 2Max 3

Code identifying the country

N1 Loop end
N1 Loop
RequiredMax 2
Variants (all may be used)
N1 Loop
N1
2200
Detail > HL Loop > N1 Loop > N1

Party Identification

RequiredMax use 1

To identify a party by type of organization, name, and code

Example
At least one of Name (N1-02) or Identification Code Qualifier (N1-03) is required
If either Identification Code Qualifier (N1-03) or Identification Code (N1-04) is present, then the other is required
N1-01
98
Entity Identifier Code
Required

Code identifying an organizational entity, a physical location, property or an individual

ST
Ship To
N1-02
93
Name
Optional
String (AN)
Min 1Max 60

Free-form name

N1-03
66
Identification Code Qualifier
Optional

Code designating the system/method of code structure used for Identification Code (67)

92
Assigned by Buyer or Buyer's Agent
N1-04
67
Identification Code
Optional
String (AN)
Min 2Max 80

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.
Usage notes

The Williams Sonoma Ship To (N101 = ST) location number must be included in the N104 field for all Stand Alone, Flow and Direct Ship orders (BSN01 = 00) as well as all Flow Through orders (BSN01 = 06, but with an end consumer buying party)

N3
2400
Detail > HL Loop > N1 Loop > N3

Party Location

OptionalMax use 2

To specify the location of the named party

Usage notes

Required on direct to consumer shipments when BSN01 = 06.

Example
N3-01
166
Address Information
Required
String (AN)
Min 1Max 55

Address information

N3-02
166
Address Information
Optional
String (AN)
Min 1Max 55

Address information

N4
2500
Detail > HL Loop > N1 Loop > N4

Geographic Location

OptionalMax use 1

To specify the geographic place of the named party

Usage notes

Required on Direct to Consumer shipments, when BSN01 = 06

Example
N4-01
19
City Name
Required
String (AN)
Min 2Max 30

Free-form text for city name

  • A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
N4-02
156
State or Province Code
Optional
Identifier (ID)
Min 2Max 2

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.
N4-03
116
Postal Code
Required
Identifier (ID)
Min 3Max 15

Code defining international postal zone code excluding punctuation and blanks (zip code for United States)

N4-04
26
Country Code
Optional
Identifier (ID)
Min 2Max 3

Code identifying the country

N1 Loop end
V1 Loop
OptionalMax >1
V1
3600
Detail > HL Loop > V1 Loop > V1

Vessel Identification

RequiredMax use 1

To provide vessel details and voyage number

Example
V1-02
182
Vessel Name
Required
String (AN)
Min 2Max 28

Name of ship as documented in "Lloyd's Register of Ships"

V1 Loop end
HL Loop
RequiredMax 200000
HL
0100
Detail > HL Loop > HL Loop > HL

Hierarchical Level

RequiredMax use 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.
Example
HL-01
628
Hierarchical ID Number
Required
String (AN)
Min 1Max 12

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.
HL-02
734
Hierarchical Parent ID Number
Required
String (AN)
Min 1Max 12

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.
HL-03
735
Hierarchical Level Code
Required

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
PRF
0500
Detail > HL Loop > HL Loop > PRF

Purchase Order Reference

RequiredMax use 1

To provide reference to a specific purchase order

Example
PRF-01
324
Purchase Order Number
Required
String (AN)
Min 1Max 22

Identifying number for Purchase Order assigned by the orderer/purchaser

PRF-04
373
Date
Optional
CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

  • PRF04 is the date assigned by the purchaser to purchase order.
REF
1500
Detail > HL Loop > HL Loop > REF

Reference Information

RequiredMax use 2

To specify identifying information

Example
REF-01
128
Reference Identification Qualifier
Required

Code qualifying the Reference Identification

CO
Customer Order Number

Required if present on the Purchase Order

IA
Internal Vendor Number

Williams Sonoma assigned Vendor ID - Mandatory

REF-02
127
Reference Identification
Required
String (AN)
Min 1Max 50

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

N1 Loop
OptionalMax 200
N1
2200
Detail > HL Loop > HL Loop > N1 Loop > N1

Party Identification

RequiredMax use 1

To identify a party by type of organization, name, and code

Usage notes

This is the end consumers address to be included on the GS1-128 label when present on the order..

Example
N1-01
98
Entity Identifier Code
Required

Code identifying an organizational entity, a physical location, property or an individual

BY
Buying Party (Purchaser)
N1-02
93
Name
Optional
String (AN)
Min 1Max 60

Free-form name

N3
2400
Detail > HL Loop > HL Loop > N1 Loop > N3

Party Location

RequiredMax use 2

To specify the location of the named party

Example
N3-01
166
Address Information
Required
String (AN)
Min 1Max 55

Address information

N3-02
166
Address Information
Optional
String (AN)
Min 1Max 55

Address information

N4
2500
Detail > HL Loop > HL Loop > N1 Loop > N4

Geographic Location

RequiredMax use 1

To specify the geographic place of the named party

Example
N4-01
19
City Name
Required
String (AN)
Min 2Max 30

Free-form text for city name

  • A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
N4-02
156
State or Province Code
Optional
Identifier (ID)
Min 2Max 2

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.
N4-03
116
Postal Code
Required
Identifier (ID)
Min 3Max 15

Code defining international postal zone code excluding punctuation and blanks (zip code for United States)

N4-04
26
Country Code
Optional
Identifier (ID)
Min 2Max 3

Code identifying the country

N1 Loop end
HL Loop
RequiredMax 200000
HL
0100
Detail > HL Loop > HL Loop > HL Loop > HL

Hierarchical Level

RequiredMax use 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.
Example
HL-01
628
Hierarchical ID Number
Required
String (AN)
Min 1Max 12

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.
HL-02
734
Hierarchical Parent ID Number
Required
String (AN)
Min 1Max 12

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.
HL-03
735
Hierarchical Level Code
Required

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.
P
Pack
PO4
0600
Detail > HL Loop > HL Loop > HL Loop > PO4

Item Physical Details

OptionalMax use 1

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

Example
PO4-05
187
Weight Qualifier
Required

Code defining the type of weight

N
Actual Net Weight
PO4-06
384
Gross Weight per Pack
Required
Decimal number (R)
Min 1Max 9

Numeric value of gross weight per pack

PO4-07
355
Unit or Basis for Measurement Code
Required

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

KG
Kilogram
LB
Pound
MAN
1900
Detail > HL Loop > HL Loop > HL Loop > MAN

Marks and Numbers Information

RequiredMax use >1

To indicate identifying marks and numbers for shipping containers

Usage notes
  • If shipping to a Williams Sonoma facility the barcode sequence number from the shipping label must be included in the MAN02, with MAN01 = GM.
  • Parcel tracking numbers must be included in MAN02 with MAN01 = CP
Example
MAN-01
88
Marks and Numbers Qualifier
Required

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.
CP
Carrier-Assigned Package ID Number
GM
EAN.UCC Serial Shipping Container Code (SSCC) and Application Identifier
MAN-02
87
Marks and Numbers
Required
String (AN)
Min 1Max 48

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.
Usage notes

When MAN01 = GM, MAN02 must be a 20 character GS1 shipping barcode label sequence
See the barcode label designs for additional information on label formats.

HL Loop
RequiredMax 200000
HL
0100
Detail > HL Loop > HL Loop > HL Loop > HL Loop > HL

Hierarchical Level

RequiredMax use 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.
Example
HL-01
628
Hierarchical ID Number
Required
String (AN)
Min 1Max 12

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.
HL-02
734
Hierarchical Parent ID Number
Required
String (AN)
Min 1Max 12

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.
HL-03
735
Hierarchical Level Code
Required

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
LIN
0200
Detail > HL Loop > HL Loop > HL Loop > HL Loop > LIN

Item Identification

RequiredMax use 1

To specify basic item identification data

Usage notes

If Bundle and Component items are included on the Purchase Order, only the component items should be returned on the ASN

Example
If either Product/Service ID Qualifier (LIN-04) or Product/Service ID (LIN-05) is present, then the other is required
If either Product/Service ID Qualifier (LIN-06) or Product/Service ID (LIN-07) is present, then the other is required
If either Product/Service ID Qualifier (LIN-08) or Product/Service ID (LIN-09) is present, then the other is required
LIN-01
350
Assigned Identification
Required
String (AN)
Min 1Max 20

Alphanumeric characters assigned for differentiation within a transaction set

  • LIN01 is the line item identification
Usage notes

The line sequence number from the Purchase Order must be returned on the ASN.

LIN-02
235
Product/Service ID Qualifier
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.
SK
Stock Keeping Unit (SKU)

Williams Sonoma assigned SKU

LIN-03
234
Product/Service ID
Required
String (AN)
Min 1Max 48

Identifying number for a product or service

LIN-04
235
Product/Service ID Qualifier
Optional

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

UK
GTIN 14-digit Data Structure
UP
UCC - 12
VN
Vendor's (Seller's) Item Number
LIN-05
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

LIN-06
235
Product/Service ID Qualifier
Optional

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

UK
GTIN 14-digit Data Structure
UP
UCC - 12
VN
Vendor's (Seller's) Item Number
LIN-07
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

LIN-08
235
Product/Service ID Qualifier
Optional

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

UK
GTIN 14-digit Data Structure
UP
UCC - 12
VN
Vendor's (Seller's) Item Number
LIN-09
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

SN1
0300
Detail > HL Loop > HL Loop > HL Loop > HL Loop > SN1

Item Detail (Shipment)

RequiredMax use 1

To specify line-item detail relative to shipment

Example
SN1-02
382
Number of Units Shipped
Required
Decimal number (R)
Min 1Max 10

Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set

SN1-03
355
Unit or Basis for Measurement Code
Required

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.
EA
Each
PO4
0600
Detail > HL Loop > HL Loop > HL Loop > HL Loop > PO4

Item Physical Details

RequiredMax use 1

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

Example
PO4-14
810
Inner Pack
Required
Numeric (N0)
Min 1Max 6

The number of eaches per inner container

Usage notes

Inner Pack Value

PID
0700
Detail > HL Loop > HL Loop > HL Loop > HL Loop > PID

Product/Item Description

RequiredMax use 5

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

Example
PID-01
349
Item Description Type
Required

Code indicating the format of a description

  • If PID01 equals "F", then PID05 is used. If PID01 equals "S", then PID04 is used. If PID01 equals "X", then both PID04 and PID05 are used.
F
Free-form
PID-02
750
Product/Process Characteristic Code
Required

Code identifying the general class of a product or process characteristic

08
Product
PID-05
352
Description
Required
String (AN)
Min 1Max 80

A free-form description to clarify the related data elements and their content

REF
1500
Detail > HL Loop > HL Loop > HL Loop > HL Loop > REF

Lot Number

OptionalMax use 1

To specify identifying information

Usage notes

This segment is required for products produced that have Lot/batch Numbers associated to them.

Example
Variants (all may be used)
REFRoute Number
REF-01
128
Reference Identification Qualifier
Required

Code qualifying the Reference Identification

LT
Lot Number
REF-02
127
Reference Identification
Optional
String (AN)
Min 1Max 50

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

REF
1500
Detail > HL Loop > HL Loop > HL Loop > HL Loop > REF

Route Number

OptionalMax use 1

To specify identifying information

Usage notes

For import orders the REF01 of RU is required. REF02 should be the Ship Via code and REF03 is the WSI assigned UPS Hub Code (both will be on the 850).

Example
Variants (all may be used)
REFLot Number
REF-01
128
Reference Identification Qualifier
Required

Code qualifying the Reference Identification

RU
Route Number
REF-02
127
Reference Identification
Optional
String (AN)
Min 1Max 50

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

DTM
2000
Detail > HL Loop > HL Loop > HL Loop > HL Loop > DTM

Date/Time Reference

OptionalMax use 10

To specify pertinent dates and times

Usage notes

This segment is required for products produced that have Expiration dates, Production Dates or Shelf Life Dates associated to them

Example
DTM-01
374
Date/Time Qualifier
Required

Code specifying type of date or time, or both date and time

036
Expiration
405
Production
511
Shelf Life Expiration
DTM-02
373
Date
Required
CCYYMMDD format

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

N1 Loop
OptionalMax 200
N1
2200
Detail > HL Loop > HL Loop > HL Loop > HL Loop > N1 Loop > N1

Party Identification

RequiredMax use 1

To identify a party by type of organization, name, and code

Example
N1-01
98
Entity Identifier Code
Required

Code identifying an organizational entity, a physical location, property or an individual

CT
Country of Origin
N1-02
93
Name
Optional
String (AN)
Min 1Max 60

Free-form name

N4
2500
Detail > HL Loop > HL Loop > HL Loop > HL Loop > N1 Loop > N4

Geographic Location

RequiredMax use 1

To specify the geographic place of the named party

Example
N4-04
26
Country Code
Required
Identifier (ID)
Min 2Max 3

Code identifying the country

N1 Loop end
HL Loop end
HL Loop end
HL Loop end
HL Loop end
Detail end

Summary

CTT
0100
Summary > CTT

Transaction Totals

OptionalMax 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.
Example
CTT-01
354
Number of Line Items
Required
Numeric (N0)
Min 1Max 6

Total number of line items in the transaction set

SE
0200
Summary > SE

Transaction Set Trailer

RequiredMax use 1

To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)

Example
SE-01
96
Number of Included Segments
Required
Numeric (N0)
Min 1Max 10

Total number of segments included in a transaction set including ST and SE segments

SE-02
329
Transaction Set Control Number
Required
Numeric (N)
Min 4Max 9

Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

Summary end

Functional Group Trailer

RequiredMax use 1

To indicate the end of a functional group and to provide control information

Example
GE-01
97
Number of Transaction Sets Included
Required
Numeric (N0)
Min 1Max 6

Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element

GE-02
28
Group Control Number
Required
Numeric (N0)
Min 1Max 9

Assigned number originated and maintained by the sender

Interchange Control Trailer

RequiredMax use 1

To define the end of an interchange of zero or more functional groups and interchange-related control segments

Example
IEA-01
I16
Number of Included Functional Groups
Required
Numeric (N0)
Min 1Max 5

A count of the number of functional groups included in an interchange

IEA-02
I12
Interchange Control Number
Required
Numeric (N0)
Min 9Max 9

A control number assigned by the interchange sender

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