The EDI 204 is how a shipper hands a load to a carrier, electronically and in a standard format. Instead of phoning or emailing each load, the shipper, broker, or 3PL sends a 204 that spells out exactly what needs to move, from where, to where, and by when. The carrier reads it and answers with a 990 Response to a Load Tender. Get the 204 right and the load is booked in minutes; get it wrong and the carrier declines or the wrong truck shows up.
This guide covers what the 204 carries, the segments you will work with, where it sits in the freight flow, and how a shipper or 3PL handles tenders cleanly.
What Is an EDI 204?
An EDI 204 is the Motor Carrier Load Tender transaction defined by the ASC X12 standards body, used by a shipper, broker, or 3PL to offer a specific shipment to a motor carrier for transport. It is the opening document of the freight transaction, the way a load is formally tendered.
Authoritative references for 204 implementation:
- The X12.org Transaction Sets reference defines the B2, S5, N7, and L5 segment structure used across 204 implementations
- The NMFTA assigns the SCAC carrier codes that identify the carrier the load is tendered to
Who sends it? The shipper, broker, or 3PL that controls the freight.
When is it sent? When a shipment is ready to be moved and a carrier is needed, ahead of pickup.
Why does it matter? The 204 is the demand signal of the freight world. A clear, accurate tender gets accepted fast; a vague or wrong one is declined, which delays the load and forces a re-tender to another carrier.
What the 204 Carries
A load tender describes the whole move:
- The stops: every pickup and delivery, in sequence, with addresses and appointment windows.
- The equipment: trailer type, temperature requirements for reefer loads, and any special equipment.
- The freight: commodity description, weight, piece count, and handling requirements.
- The references: the shipper's load number and any PO or BOL numbers that tie the freight back to the order.
Key Segments Explained
Here are the segments you will work with in a 204 transaction set:
| Segment | Name | Purpose |
|---|---|---|
| ST | Transaction Set Header | Identifies the start of the 204 and assigns a control number |
| B2 | Beginning Segment for Shipment Information | The carrier SCAC, the shipment identification number, and the payment method |
| B2A | Set Purpose | Whether this tender is an original (00) or a cancellation (01) |
| L11 | Business Instructions and Reference Number | Load number, PO references, and other identifiers |
| N1 | Name | Identifies the shipper, consignee, and bill-to parties at each stop |
| N7 | Equipment Details | Trailer type, length, and temperature or special-equipment requirements |
| S5 | Stop-Off Details | Each stop in sequence, with its reason code (load or unload) |
| L5 | Description, Marks and Numbers | The commodity being shipped, with NMFC and weight |
The S5 loop is the heart of the tender: it lays out every stop in order, so a multi-stop load is fully described in one document.
Where the 204 Sits in the Freight Flow
The 204 opens a freight transaction that runs in parallel with the order it serves:
- 204 Motor Carrier Load Tender - Shipper offers the load to the carrier
- 990 Response to a Load Tender - Carrier accepts or declines
- 214 Shipment Status Message - Carrier reports status as the load moves
- 210 Motor Carrier Freight Invoice - Carrier bills the shipper for the completed move
For a 3PL, this freight flow attaches to the order it is fulfilling: the 940 Warehouse Shipping Order tells the warehouse what to ship, and the 204 tenders the carrier to move it.
How Shippers and 3PLs Handle Tenders Without Manual Routing
Tendering loads by hand, keying each one into a carrier portal or emailing a rate confirmation, does not scale once volume grows. The data already exists in the order; it just has to reach the carrier in the right format.
OrderSync structures freight documents like the 204 from your order and shipment data and reads inbound tenders and responses in any format (EDI, PDF rate confirmations, email, spreadsheet), surfacing them as clean, reviewable loads. It is the document-processing layer between your orders and your carriers, not a TMS that executes freight. Upload a tender to the free EDI inspector to see it parsed, or book a 15-minute walkthrough to see a load tender flow through.
Frequently Asked Questions
What is an EDI 204 used for?
The 204 is used by a shipper, broker, or 3PL to tender a load to a motor carrier, describing the stops, equipment, freight, and timing. It is the document that offers a specific shipment to a carrier for transport.
What is the difference between an EDI 204 and an EDI 990?
The 204 is the load tender the shipper sends to offer a load. The 990 is the carrier's response, accepting or declining that tender. The 204 asks; the 990 answers.
Is an EDI 204 the same as a purchase order?
Not exactly, but it plays a similar opening role for freight. A purchase order (850) orders goods; a 204 tenders the transportation to move them. Both start their respective transactions and carry the references the downstream documents depend on.
How does a carrier respond to an EDI 204?
The carrier returns an EDI 990 Response to a Load Tender with an action code that accepts or declines the load. If declined, the shipper re-tenders to another carrier.