# EDI 867 Product Transfer and Resale Report Guide
> EDI 867 explained: how distributors report sales and transfers to manufacturers for tracing and chargeback validation, the BPT, PTD, QTY and CTT segments, 867 vs 852, and an example.
The EDI 867 Product Transfer and Resale Report is the X12 transaction a distributor or other reseller uses to report what it sold or transferred, to whom, and when. Manufacturers use it to trace product to end customers, validate contract chargebacks and pay distributor fees. Unlike the retail 852, it reports individual sales to named customers.
**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](https://x12.org/products/transaction-sets). 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](https://www.stedi.com/edi/x12-004010/867) lists the BPT header, the PTD detail loop and its nested N1, SII, QTY and LX loops
- The [Healthcare Distribution Alliance (HDA)](https://www.hda.org/publications/edi-guidelines-for-867-product-transfer-resale-report,-to-support-distributor-svce-agreemnts-%28elec/) publishes an 867 guideline for pharmaceutical distributor service agreements
- [AmerisourceBergen's 867 specification](https://amerisourcebergen.com/-/media/assets/amerisourcebergen/867-product-transfer-and-resale-report-v5.pdf) 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](/guides/edi/845-price-authorization-acknowledgment).
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](/guides/edi/844-product-transfer-account-adjustment).
4. The manufacturer responds with an [849](/guides/edi/849-response-to-product-transfer-account-adjustment).
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:
| Customer | Item | Qty | Price paid | Basis | Invoice |
|---|---|---|---|---|---|
| Riverbend Community Health | Nitrile exam gloves | 40 cases | $71.25 | Contract | LMS-INV-7781203 |
| Riverbend Community Health | Foley catheter kit | 12 cases | $165.00 | Resale | LMS-INV-7781203 |
| Riverbend Community Health | Foam dressing 4x4 | 25 boxes | $52.00 | Contract | LMS-INV-7781266 |
| Maple Grove Surgery Center | Nitrile exam gloves | 10 cases | $98.50 | Resale | LMS-INV-7781310 |
The Riverbend sales carry contract `CRM-GPO-2026-118`, the same contract as the [845](/guides/edi/845-price-authorization-acknowledgment), [844](/guides/edi/844-product-transfer-account-adjustment) and [849](/guides/edi/849-response-to-product-transfer-account-adjustment) 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
| Area | Segment | Name | Usage | Notes |
|---|---|---|---|---|
| Header | **ST** | Transaction Set Header | Mandatory | `ST01` = `867` |
| Header | **BPT** | Beginning Segment for Product Transfer and Resale | Mandatory | Purpose, report number, date, report type |
| Header | **CUR**, **DTM**, **REF**, **PER**, **MEA**, **PSA** | Currency, dates, references, contact, measurements | Optional | `DTM` carries the reporting period |
| Header N1 loop | **N1** to **PER** | Name | Optional, up to 5 | Distributor and manufacturer |
| Header LM loop | **LM**, **LQ** | Code source and industry codes | Optional | |
| Detail PTD loop | **PTD** | Product Transfer and Resale Detail | Mandatory, repeats | One per transfer type and customer grouping |
| PTD loop | **DTM**, **REF**, **PRF**, **PER**, **MAN** | Dates, references, PO, contact, marks | Optional | `REF` can carry the contract number |
| PTD N1 loop | **N1**, **N2**, **N3**, **N4**, **REF**, **PER** | The customer or location | Optional, up to 5 | |
| PTD N1 SII loop | **SII**, **N9** | Sales item and invoice reference | Optional | Compact one-segment sale lines, used by many pharma guides |
| PTD QTY loop | **QTY** | Quantity | Optional, repeats | Starts each item line in the standard form |
| QTY loop | **LIN**, **PO3**, **PO4**, **UIT**, **AMT**, **ITA**, **PID**, **MEA**, **PWK**, **PKG**, **REF**, **PER**, **DTM**, **CUR**, **DD**, **LDT** | Item, prices, amounts, references, dates | Optional | |
| QTY LX loop | **LX**, **REF**, **DTM**, **N1** | Assigned number | Optional | Per-transaction detail where needed |
| PTD FA1 loop | **FA1**, **FA2** | Accounting data | Optional | Mostly government use |
| Summary CTT loop | **CTT**, **AMT**, **ITA** | Totals | Optional | |
| Summary | **SE** | Transaction Set Trailer | Mandatory | Segment count and control number |
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~
```
| Element | Name | Example | What it means |
|---|---|---|---|
| **BPT01** | Transaction Set Purpose Code | `00` | `00` = original |
| **BPT02** | Reference Identification | `LMS-867-202611` | The report number |
| **BPT03** | Date | `20261203` | The report date |
| **BPT04** | Report Type Code | `SS` | `SS` = seller sales report. Other report types exist for other uses |
| **BPT05** to **BPT06** | Price Multiplier Qualifier, Multiplier | | Optional, used together |
| **BPT07** | Action Code | | Optional |
| **BPT08** | Time | | Optional |
| **BPT09** | Reference Identification | | A previous report number, for replacements |
### 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~
```
| Element | Name | Example | What it means |
|---|---|---|---|
| **PTD01** | Product Transfer Type Code | `SS` | `SS` = stock sale. Other X12 codes include `DS` (drop ship sale), `SD` (ship and debit sale), `CS` (contract sale), `BN` (return), `RV` (return to vendor) and `IB` (interbranch) |
| **PTD02** / **PTD03** | Price Multiplier Qualifier, Multiplier | | Optional pair |
| **PTD04** / **PTD05** | Reference Identification Qualifier, Reference | | Optional reference pair, such as an invoice number |
| **PTD06** | Product Transfer Movement Type Code | | Optional |
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~
```
| Segment | Key elements | Example | What it means |
|---|---|---|---|
| **QTY** | QTY01 qualifier, QTY02 quantity, QTY03 unit | `32`, `40`, `CA` | `32` = quantity sold. Returns use the return qualifier the guide names |
| **LIN** | LIN02 qualifier, LIN03 ID | `VP`, `CRM-GLV-N200` | The item, using the identifier the manufacturer recognizes |
| **UIT** | UIT01 unit, UIT02 price, UIT03 basis | `CA`, `71.25`, `CT` | The price the customer paid. `CT` = contract price, `RS` = resale price |
| **REF** | REF01 `DI`, REF02 invoice | `LMS-INV-7781203` | The distributor's invoice to the customer |
| **DTM** | DTM01 `003`, DTM02 date | `20261103` | The invoice date |
### 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.
| | 867 Product Transfer and Resale Report | [852 Product Activity Data](/guides/edi/852-product-activity-data) |
|---|---|---|
| **Typical sender** | Distributor or reseller | Retailer |
| **Typical receiver** | Manufacturer | Supplier |
| **What it reports** | Individual sales and transfers, with the customer, invoice and price | Activity by item and location: units sold, on hand, on order |
| **Who the buyer is** | Named end customers (hospitals, contractors, resellers) | Anonymous shoppers, summarized by store |
| **Main uses** | Sales tracing, chargeback validation, distributor fees, rebates, sales credit | Replenishment, vendor-managed inventory, forecasting |
| **Inventory data** | Not its job | Core content |
| **Granularity** | Invoice line | Item, location and period |
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
| Error | What happens | Prevention |
|---|---|---|
| **Customer IDs differ from the 844** | Manufacturer cannot match sales to chargebacks; claims are questioned | Use one customer identifier source for both documents |
| **Missing sales** | Chargebacks with no matching 867 line are disputed; fee or rebate payments are short | Build the 867 from invoiced sales, not from shipments or orders |
| **Invoice dates outside the reporting period** | Lines rejected or double counted across periods | Select by invoice date and stamp the period in `DTM*090` and `DTM*091` |
| **Returns sent as positive sales** | Sales overstated | Use the return transfer type or quantity qualifier the guide specifies |
| **Wrong item identifier** | Product not recognized by the manufacturer | Send the identifier the manufacturer's guide asks for (NDC, GTIN, manufacturer part number) |
| **Totals do not compute** | Report rejected | Calculate `CTT` and `AMT` from the lines |
| **Report sent to the wrong manufacturer** | Data disclosure problem and a missing report for the right one | Filter by manufacturer at the item level, not the vendor of record alone |
## 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](/edi-inspector) to see it parsed with a plain-English summary, read about [EDI for distributors](/edi-distributors) and [EDI for consumer electronics](/edi-for/consumer-electronics), or [book a 15-minute walkthrough](/book-call) to see your own orders processed.
## Frequently Asked Questions
### What is an EDI 867 used for?
The EDI 867 is used to report sales and transfers of product. In distribution, a distributor sends it to a manufacturer to show which customers bought the manufacturer's products, in what quantity, at what price and on which invoice, for tracing, chargeback validation, fees and rebates.
### What is the difference between EDI 852 and 867?
The 852 is sent by a retailer to a supplier and reports units sold, on hand and on order by item and location, for replenishment. The 867 is usually sent by a distributor to a manufacturer and reports individual sales to named customers, for tracing and contract validation.
### Who sends the EDI 867?
In distribution, the distributor or wholesaler sends it to each manufacturer whose products it sells. The X12 standard allows either buyer or seller to issue it, and other industries, such as energy, use it between different parties for different purposes.
### How does the 867 relate to chargebacks?
The 867 reports all of a distributor's sales of a manufacturer's products, including contract sales. The manufacturer compares those sales with the distributor's 844 chargeback claims, so a claimed sale should appear on the 867 with the same customer, item, quantity and invoice.
### What are the main segments in an EDI 867?
BPT starts the report, DTM gives the reporting period, and N1 names the parties. Each PTD loop groups sales by transfer type, with N1 for the customer and either SII lines or QTY loops holding LIN, UIT, REF and DTM for each sale. CTT and AMT carry the totals.
### What does PTD*SS mean in an 867?
PTD01 is the product transfer type code, and SS means stock sale: product sold from the distributor's own inventory. Other codes include DS for drop ship sale, SD for ship and debit sale and BN for return. Your partner's guide lists the codes it accepts.
### Is the EDI 867 the same as a point-of-sale report?
In electronics and technology distribution, the 867 is often called a POS or point-of-sale report, because it reports the distributor's sales to its customers. It is different from retail point-of-sale data, which is usually sent on the 852 and summarizes store register sales.