EDI 867 Product Transfer and Resale Report Guide

The EDI 867 tells a manufacturer where its product went after it left the distributor's warehouse. A manufacturer that sells through distributors does not see the end customer on its own invoices. The 867 fills that gap: the distributor reports each sale or transfer of the manufacturer's products, with the customer, the quantity, the price and the invoice. Manufacturers use it for sales tracing, for checking chargeback claims, for paying fee-for-service and rebate programs, and for knowing what is actually selling.

This guide covers what the 867 reports, how it relates to the contract chargeback cycle, its segments, a live example, and the difference between the 867 and the 852.

What Is an EDI 867?

An EDI 867 is the Product Transfer and Resale Report transaction set defined by the ASC X12 standards body. X12 defines three uses: reporting product transferred from one location to another, reporting sales of product from one or more locations to an end customer, and reporting sales plus demand beyond actual sales (lost orders). The standard says the report may be issued by either buyer or seller.

References for 867 work:

• The X12 004010 867 structure on Stedi lists the BPT header, the PTD detail loop and its nested N1, SII, QTY and LX loops
• The Healthcare Distribution Alliance (HDA) publishes an 867 guideline for pharmaceutical distributor service agreements
• AmerisourceBergen's 867 specification is a public example of a wholesaler's sales report to manufacturers, detailed by customer

Who sends it? In distribution, the distributor or wholesaler, sending to each manufacturer whose products it sells.

Who receives it? The manufacturer, or a data service that processes sales tracing on its behalf.

When is it sent? On a schedule agreed between the parties, commonly daily, weekly or monthly. Each report covers a stated period.

Why does it matter? Manufacturers that pay for distribution services, run contract pricing or pay rebates need to know who bought their product. If the distributor's 867 is late, incomplete or does not match its 844 claims, payments are delayed or disputed.

The 867 is also used well outside distribution. US energy markets use it to report meter usage between utilities and retail suppliers, and the Department of Defense uses it for issue reporting. Those implementations share the transaction set number and nothing else, so make sure any guide you read is for your industry.

How the 867 Fits the Contract Chargeback Cycle

The 867 is not a claim and asks for nothing. It sits beside the chargeback documents:

1. The manufacturer publishes contract pricing on an 845.
2. The distributor sells to customers, some at contract prices and some at its own prices.
3. The distributor claims chargebacks on contract sales with an 844.
4. The manufacturer responds with an 849.
5. The distributor reports all sales on an 867, contract and non-contract alike.

The 867 gives the manufacturer an independent view of the same sales. A contract sale on the 844 should appear on the 867 with the same customer, item, quantity and invoice. A customer buying the product who is not on any contract shows up too, which tells the manufacturer's sales team where its product is going without a contract behind it.

Where the 867 Is Used

• Pharmaceutical and medical supply distribution. Wholesalers report sales by customer to manufacturers, supporting distributor service agreements, chargeback validation and tracing.
• Electronic components. Distributors send point-of-sale (POS) or resale reports so manufacturers can credit their sales teams and reconcile ship and debit claims.
• Technology distribution. Distributors and vendors exchange point-of-sale reports on the 867 so manufacturers can see which resellers bought their products.
• Industrial, electrical and foodservice. Manufacturers that pay rebates or run contract programs through distributors ask for resale data to validate them, by 867 where both sides support it.
• Inventory transfers. The standard also covers reporting product moved between locations, for example between a supplier's consigned stock and a customer's sites.

Interactive Example: Monthly Resale Report (867)

Lakeshore Medical Supply reports November 2026 sales of Cedar Ridge Medical products. Two customers bought product:

The Riverbend sales carry contract CRM-GPO-2026-118, the same contract as the 845, 844 and 849 examples. The 867 shows what the 844 got wrong: the catheter kit was sold to Riverbend at the distributor's own resale price, not a contract price, so the chargeback claimed on it was never valid. Maple Grove has no contract, so its sale appears here and nowhere in the chargeback documents.

867 Structure at a Glance

The 867 sits in functional group PT (GS01).

Two Ways to Send a Sale

Like the 844, the 867 offers a compact and a detailed line format. The compact form puts each sale in one SII segment (item, quantity, unit, price and extended amount) with an N9 for the invoice, nested under the customer's N1. The detailed form starts each line with QTY, followed by LIN, UIT, REF and DTM. The example uses the detailed form. Your partner's guide chooses, and some pharma guides that use the SII form report a line count of zero in CTT01 because they send no LIN segments.

Key Segments Explained

BPT: Beginning Segment

BPT*00*LMS-867-202611*20261203*SS~

DTM: Reporting Period

DTM*090*20261101~
DTM*091*20261130~

090 (report start) and 091 (report end) bound the period the report covers. Every sale in the report should have an invoice date inside it.

PTD: Product Transfer and Resale Detail

PTD*SS~
REF*CT*CRM-GPO-2026-118~

Each PTD starts a new group. A common pattern is one PTD per customer, with the customer's N1 loop and its item lines inside. The REF in the PTD loop can carry the contract number that applies to the group, as the example does with REF01 = CT.

N1, N3, N4: The Customer

N1*ST*RIVERBEND COMMUNITY HEALTH*ZZ*RCH-0001~
N3*400 HOSPITAL DRIVE~
N4*SPRINGFIELD*OH*45501~

N1*ST (ship-to) identifies the customer that bought the product. Use the same identifier the 844 uses for the same customer. If the manufacturer cannot match the customer on the 867 to the customer on the chargeback, the 867 cannot do its job as a cross-check.

QTY, LIN, UIT, REF and DTM: The Sale

QTY*32*40*CA~
LIN**VP*CRM-GLV-N200~
UIT*CA*71.25*CT~
REF*DI*LMS-INV-7781203~
DTM*003*20261103~

CTT and AMT: Totals

CTT*4*87~
AMT*TT*7115.00~

CTT01 is the number of LIN segments (4 item lines), and CTT02 the hash total of the QTY02 quantities (40 + 12 + 25 + 10 = 87). AMT01 = TT (total transaction amount) carries the value of all reported sales: $2,850.00 + $1,980.00 + $1,300.00 + $985.00 = $7,115.00. The receiver recomputes these, so build them from the lines.

EDI 867 vs 852

The 852 and the 867 are both "what sold" reports, which is why they are often confused. They come from different parts of the supply chain and answer different questions.

A short way to remember it: the 852 tells a supplier how much sold and what is left on the shelf, so it can replenish. The 867 tells a manufacturer who bought, at what price, on which invoice, so it can pay and audit. A manufacturer selling both through retail and through distribution may receive both, and they do not substitute for each other.

Common 867 Errors and How to Prevent Them

867 Implementation Checklist

• Get the manufacturer's 867 guide and confirm the industry guideline it follows
• Confirm the format: compact SII lines or detailed QTY loops
• Agree the reporting frequency, the period and the cut-off
• Agree the customer and item identifiers, and keep them consistent with your 844s
• Confirm how returns, credits and rebills are reported
• Confirm what price the manufacturer wants: invoice price, contract price, cost or all of them
• Build from invoiced sales and calculate all totals from the lines
• Test with contract sales, non-contract sales, returns and a zero-sales period
• Monitor 997s and any manufacturer feedback on unmatched customers or items

Handling the Orders Behind the 867 With OrderSync

Every line on an 867 started as a customer order. When those orders arrive by email, PDF or spreadsheet and are keyed by hand, a wrong ship-to or item shows up later as an 867 line that does not match the chargeback or the contract.

OrderSync reads customer orders in any format, from EDI 850s and 875s to emails, PDFs and spreadsheets, matches customers, items and units to your catalog, and sends clean orders to your ERP or outputs valid X12. Paste any 867 into the free EDI inspector to see it parsed with a plain-English summary, read about EDI for distributors and EDI for consumer electronics, or book a 15-minute walkthrough to see your own orders processed.

Frequently Asked Questions