The 856 EDI Transaction Set: A Usage Guide
One of the tools that facilitates efficient communication between trading partners is the Electronic Data Interchange (EDI) system. Among the numerous EDI transaction sets, the 856 transaction (Advance Ship Notice (ASN)) set plays a critical role. It ensures the smooth exchange of shipment details from suppliers to buyers, enhancing transparency, accuracy, and efficiency.
What is the 856 EDI Transaction Set?
The 856 EDI transaction, or Advance Ship Notice, is a communication sent by a supplier to inform the buyer about the details pertaining to a shipment. This document outlines key information such as shipping dates, packing details, item descriptions, and carrier information. It helps both parties track shipments in real-time and ensures the receiving party is well-prepared for the arrival of goods.
Usage Examples of the 856 EDI Transaction
To understand the practical application of the 856 transaction set, consider the following scenarios:
Retail Industry: A large retail chain receives an 856 ASN from a supplier detailing the contents of a shipment of electronics and their expected delivery date. This allows the retailer to prepare warehouse space and allocate resources for unloading and stocking.
Manufacturing: A manufacturer receives an 856 from a parts supplier. With detailed information on the components being shipped, the manufacturer can schedule production runs more effectively and reduce downtime.
Healthcare: Hospitals use 856 documents to get precise details about shipments of medical supplies. This ensures that critical items are available when needed, without overstocking.
Mapping Example of the 856 EDI Transaction
Mapping the 856 EDI transaction set is crucial to ensure that all parties involved understand and correctly interpret the data. Here’s a simplified mapping example:
ISA*00* *00* *ZZ*SENDERID *ZZ*RECEIVERID *231015*1600*U*00401*000000001*0*P*>
GS*SH*SENDERID*RECEIVERID*20231015*1600*1*X*004010
ST*856*0001
BSN*00*123456789*20231015*1600
HL*1**S
TD1*CTN25*10****G*2400*LB
TD5*B*2*EXLA*M
REF*BM*1234567
DTM*011*20231015
N1*ST*Buyer Company*92*0001
N3*123 Buyer Street
N4*Anytown*NY*12345*US
HL*2*1*O
PRF*4500001234***20231010
HL*3*2*I
LIN**VP*12345
SN1**100*EA
CTT*3
SE*15*0001
GE*1*1
IEA*1*000000001
Explanation of the Code
- ISA/GS: Interchange and Functional Group headers containing sender and receiver IDs, date, time, control numbers, and version information.
- ST: Transaction Set Header, indicates the start of the 856 transaction.
- BSN: Beginning Segment for Ship Notice, includes shipment ID, date, and time.
- HL: Hierarchical Levels defining the structure. Each HL marks a different level (e.g., Shipment, Order, Item).
- TD1/TD5: Transportation details including packaging, carrier info, and transportation method.
- REF: Reference Identification for the Bill of Lading.
- DTM: Date/Time for shipment-related events.
- N1, N3, N4: Name and address segments for the ship-to party.
- PRF: Purchase Order Reference which ties this shipment back to a purchase order.
- LIN/SN1: Item details, including vendor part number and the quantity shipped.
- CTT/SE: Transaction totals and trailer segments, summarizing the transaction set.
This coded format provides a structured, machine-readable way to convey shipment information between trading partners, allowing for automation and improved accuracy in logistics operations.
The 856 EDI transaction set is a pivotal component in modern supply chain operations. By adopting the ASN standard, businesses can improve their logistics efficiency, enhance communication reliability, and build stronger relationships with trading partners. For enterprises considering EDI solutions, incorporating the 856 transaction set should be a priority to maintain competitiveness in a global market.
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