856 Ship Notice /Manifest PICK and PACK Structure: Shipment/Order/Pack/Item
856 Ship Notice /Manifest mapping notes outline of what is required when receiving VICS 856 Ship Notice from a Macy’s vendor. Many Macy’s / Bloomingdale’s divisions use more than one distribution facility; therefore you must generate and transmit a separate EDI 856 Ship Notice /Manifest for each facility/shipment. ‘Ship To’ information may be obtained from the Macy’s Transportation Routing Guide.
Vendor 856 Ship Notice /Manifest must be in Macy’s system before your shipment arrives at Macy’s distribution facility. An expense offset will be assessed if this requirement is not met.
Macy’s requires a consolidated VICS 856 Ship Notice /Manifest with carton level information for every shipment to a Macy’s distribution facility. However, the industry standard for merchandise shipped by small package carriers (for example, RPS or UPS) requires one 856 per carton.
The tracking number should be the number used in the REF BM segment of the ship notice. A separate ship notice must be provided for each Master Bill of Lading. In the case of multiple truck loads, each truck load requires a unique BOL and a separate ship notice.
Deviation from the standard VICS 856 format may negate Macy’s ability to receive data from trading partners.
The segments listed in a common 856 Ship Notice /Manifest EDI document are based on VICS 5010 are the minimum requirements for the 856 system. Other segments and information can be defined and sent; however, system modifications may be required to accommodate them. For definitions of the segments, please see the VICS retail industry conventions and guidelines for EDI.
- Do not send lowercase characters.
- Do not send spaces in the REF BM segment.
- Macy’s now requires vendors to send the order level PID segment to indicate compliance with the Fair Labor Standards Act.
- Functional Acknowledgments will be sent for all documents transmitted to Macy’s by vendors.
The following diagrams detail the structure required in 856 Ship Notice/Manifest EDI document. Failure to adhere to this structure will cause the 856 data to be incompatible with receiving applications; therefore, this structure is considered mandatory.
All freight shipping from one vendor origin to one Macy’s destination, must be combined into one master BOL. The qualifier ‘mb’ should be sent in the REF01. The master bol value should be sent in the REF02. A unique ASN must be sent for each Macy’s division.
- When using master BOLboth the REF MB and the REF BM are required.
- Bill of lading number must be unique in the Macy’s Division for each shipment. Receipt of duplicate bill of lading numbers within the same Macy’s Division will be rejected from the system, unless the BSN01 is flagged ‘07’ (retransmission).
- Failure to transmit the correct Ship To DC code in N104 will cause the 856 data to be incompatible with receiving applications.
- A new order level must be provided for each PO/store occurrence within the Bill of Lading/shipment.
- Order level N1 segment is used to access store number; segment must be present to get store number. Segment only used when entity code is BY in the order hierarchy level to retrieve the store number. Order level N1 segment is required for the 856 application.
- MAN segment is used to identify carton number when it follows pack level HL segment. MAN segment is required if data is to be viewed at carton number level. (Only use 20 digit UCC-128 serial container marking numbers.).
- LIN segment used to access all UPC numbers associated with the order. Other information such as vendor style, color, or size will be ignored. LIN02 qualifiers cannot repeat within the same LIN segment. LIN segment is required for the 856 application.
- SN1 segment only used to retrieve quantity information about the item information contained on the preceding LIN segment. The SN1 segment must follow the related LIN segment in the transmission for the 856 application to work correctly.