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EDI 856 Ship Notice/Manifest

Functional Group SH

X12M Supply Chain Subcommittee

This standard provides the standardized format and establishes the data contents of a ship notice/manifest transaction set. A ship notice/manifest lists 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.

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What is an EDI 856?

An EDI 856 Ship Notice/Manifest communicates Purchase Order shipment details from a supplier to a buyer. It contains information about packaging details (HL Segment), UCC/SSCC numbers (MAN Segment), and tracking numbers (REF Segment).

How is an EDI 856 used?

For example, after fulfilling the 850 Purchase Order, Vendor B will send Retailer A an 856 Ship Notice/Manifest to communicate that the order has been shipped. Once the order has shipped, an 810 Invoice will follow.

Heading

Position
Segment
Name
Max use

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

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

  3. To transmit information in a free-form format, if necessary, for comment or special instruction

  4. To specify pertinent dates and times

Detail

Position
Segment
Name
Max use
  1. HL Loop Mandatory
    Repeat 200000

    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.

    2. To specify basic item identification data.

    3. To specify line item detail relative to shipment

    4. To specify product subline detail item data

    5. To provide reference to a specific purchase order

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

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

    8. To specify physical measurements, including dimensions, tolerances, weights and counts.

    9. To specify the type and transmission of paperwork relating to a product, order or report.

    10. To describe marking, packaging, loading and unloading requirements.

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

    12. To specify the carrier, sequence of routing and to provide transit time information

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

    14. To specify transportation special handling requirements and hazardous materials information

    15. To specify identifying numbers.

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

    17. CLD Loop Optional
      Repeat 200

      1. To specify the number of material loads shipped.

      2. To specify identifying numbers.

    18. To indicate identifying marks and numbers for shipping containers

    19. To specify pertinent dates and times

    20. To specify transportation instructions relating to shipment

    21. N1 Loop Optional
      Repeat 200

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

      2. To specify additional names or those longer than 35 characters in length

      3. To specify the location of the named party

      4. To specify the geographic place of the named party

      5. To specify identifying numbers.

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

      7. To specify transportation instructions relating to shipment

    22. To specify destination and quantity detail.

    23. To specify information relating to premium transportation.

    24. To specify the currency (dollars, pounds, francs, etc.) used in a transaction

    25. To specify allowances, charges or services

Summary

Position
Segment
Name
Max 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.

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

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