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EDI 856 Sample File: Advance Ship Notice

3 cartons with SSCC labels, one line short. Valid X12 004010, explained segment by segment, free to download.

A synthetic file: made-up companies, IDs and amounts, safe to load into a test system.

An EDI 856 is the advance ship notice a supplier sends before the goods arrive. This sample ships PO 4500123456 in three cartons. HL segments nest Shipment, Order, Pack and Item, each carton carries an SSCC-18 in MAN*GM, and SN1 shows line 2 shipping 45 of 50 ordered.

Standard
X12 856
Version
004010
Sent by
Supplier to buyer
Segments
37

sample-856-ship-notice.edi

From VENDOR123 to WALMART. Click a line to jump to its explanation.

Open in EDI Inspector
ISA*00*          *00*          *ZZ*VENDOR123      *ZZ*WALMART        *231122*0800*U*00401*000000103*0*P*>~GS*SH*VENDOR123*WALMART*20231122*0800*103*X*004010~ST*856*0001~BSN*00*ASN-4500123456*20231122*0800*0001~HL*1**S~TD1*CTN25*3****G*312*LB~TD5**2*FXFE*M~REF*BM*BOLWMT9988776~DTM*011*20231122~N1*SF*VENDOR COMPANY LLC*92*VENDOR123~N3*321 INDUSTRIAL WAY~N4*DALLAS*TX*75201~N1*ST*WALMART STORE 001*92*001~N3*123 MAIN STREET~N4*BENTONVILLE*AR*72712~HL*2*1*O~PRF*4500123456***20231120~REF*DP*001~HL*3*2*P~MAN*GM*000123456000000012~HL*4*3*I~LIN*001*VN*PROD-12345*UP*012345678905~SN1*001*100*EA**100*EA~HL*5*2*P~MAN*GM*000123456000000029~HL*6*5*I~LIN*002*VN*PROD-67890*UP*012345678912~SN1*002*45*EA**50*EA~HL*7*2*P~MAN*GM*000123456000000036~HL*8*7*I~LIN*003*VN*PROD-11111*UP*012345678929~SN1*003*200*EA**200*EA~CTT*8~SE*33*0001~GE*1*103~IEA*1*000000103~

856 Sample, Segment by Segment

Every segment and element, with what each code means. The 9 segments with a note are open; open any other to see its elements.

  1. 1ISAInterchange control header
    ISA01
    Authorization information qualifier
    00
    ISA03
    Security information qualifier
    00
    ISA05
    Sender ID qualifier
    ZZMutually defined
    ISA06
    Interchange sender ID
    VENDOR123
    ISA07
    Receiver ID qualifier
    ZZMutually defined
    ISA08
    Interchange receiver ID
    WALMART
    ISA09
    Interchange date
    231122Nov 22, 2023
    ISA10
    Interchange time
    080008:00
    ISA11
    Standards identifier (repetition separator in 005010)
    U
    ISA12
    Interchange control version number
    00401
    ISA13
    Interchange control number
    000000103
    ISA14
    Acknowledgment requested (TA1)
    0No acknowledgment requested
    ISA15
    Usage indicator
    PProduction
    ISA16
    Component element separator
    >
  2. 2GSFunctional group header
    GS01
    Functional identifier code
    SHShip notice (856)
    GS02
    Application sender's code
    VENDOR123
    GS03
    Application receiver's code
    WALMART
    GS04
    Date
    20231122Nov 22, 2023
    GS05
    Time
    080008:00
    GS06
    Group control number
    103
    GS07
    Responsible agency code
    XAccredited Standards Committee X12
    GS08
    Version / release / industry identifier
    004010
  3. 3STTransaction set header
    ST01
    Transaction set identifier code
    856Ship notice / manifest
    ST02
    Transaction set control number
    0001
  4. 4BSNBeginning segment for ship notice

    BSN02 is the ASN number. BSN05 0001: the hierarchy runs Shipment, Order, Packaging, Item.

    BSN01
    Transaction set purpose code
    00Original
    BSN02
    Shipment identification (ASN number)
    ASN-4500123456
    BSN03
    Shipment date
    20231122Nov 22, 2023
    BSN04
    Shipment time
    080008:00
    BSN05
    Hierarchical structure code
    0001Shipment, Order, Packaging, Item
  5. 5HLHierarchical level

    HL01 is this level's ID, HL02 its parent (blank for the shipment) and HL03 the level. Every later HL points back up the tree.

    HL01
    Hierarchical ID number
    1
    HL03
    Hierarchical level code
    SShipment
  6. 6TD1Carrier details (quantity and weight)

    3 cartons (CTN25: corrugated carton), 312 lb gross.

    TD101
    Packaging code
    CTN25
    TD102
    Lading quantity (packages)
    3
    TD106
    Weight qualifier
    GGross weight
    TD107
    Weight
    312
    TD108
    Unit of measure
    LBPound
  7. 7TD5Carrier details (routing sequence)

    The carrier by SCAC: FXFE.

    TD502
    Identification code qualifier
    2Standard Carrier Alpha Code (SCAC)
    TD503
    Carrier SCAC
    FXFE
    TD504
    Transportation method/type code
    MMotor (common carrier)
  8. 8REFReference identification

    REF*BM is the bill of lading number. It must match the paper BOL the driver carries.

    REF01
    Reference identification qualifier
    BMBill of lading
    REF02
    Reference identification
    BOLWMT9988776
  9. 9DTMDate/time reference
    DTM01
    Date/time qualifier
    011Shipped
    DTM02
    Date
    20231122Nov 22, 2023
  10. 10N1Party identification
    N101
    Entity identifier code
    SFShip from
    N102
    Name
    VENDOR COMPANY LLC
    N103
    Identification code qualifier
    92Assigned by buyer
    N104
    Identification code
    VENDOR123
  11. 11N3Party address
    N301
    Address line 1
    321 INDUSTRIAL WAY
  12. 12N4Geographic location
    N401
    City
    DALLAS
    N402
    State or province code
    TX
    N403
    Postal code
    75201
  13. 13N1Party identification
    N101
    Entity identifier code
    STShip to
    N102
    Name
    WALMART STORE 001
    N103
    Identification code qualifier
    92Assigned by buyer
    N104
    Identification code
    001
  14. 14N3Party address
    N301
    Address line 1
    123 MAIN STREET
  15. 15N4Geographic location
    N401
    City
    BENTONVILLE
    N402
    State or province code
    AR
    N403
    Postal code
    72712
  16. 16HLHierarchical level
    HL01
    Hierarchical ID number
    2
    HL02
    Parent hierarchical ID number
    1
    HL03
    Hierarchical level code
    OOrder
  17. 17PRFPurchase order reference

    PRF01 ties the order level to PO 4500123456.

    PRF01
    Purchase order number
    4500123456
    PRF04
    Purchase order date
    20231120Nov 20, 2023
  18. 18REFReference identification
    REF01
    Reference identification qualifier
    DPDepartment
    REF02
    Reference identification
    001
  19. 19HLHierarchical level
    HL01
    Hierarchical ID number
    3
    HL02
    Parent hierarchical ID number
    2
    HL03
    Hierarchical level code
    PCarton (pack)
  20. 20MANMarks and numbers (SSCC)

    MAN*GM: the SSCC-18 printed on this carton's GS1-128 label. Each carton gets its own, with a valid check digit.

    MAN01
    Marks and numbers qualifier
    GMSSCC-18 with application identifier
    MAN02
    Marks and numbers
    000123456000000012
  21. 21HLHierarchical level
    HL01
    Hierarchical ID number
    4
    HL02
    Parent hierarchical ID number
    3
    HL03
    Hierarchical level code
    IItem
  22. 22LINItem identification
    LIN01
    Line number (assigned identification)
    001
    LIN02
    Product/service ID qualifier
    VNVendor item
    LIN03
    Product/service ID
    PROD-12345
    LIN04
    Product/service ID qualifier
    UPUPC
    LIN05
    Product/service ID
    012345678905
  23. 23SN1Item detail (shipment)
    SN101
    Line number (assigned identification)
    001
    SN102
    Number of units shipped
    100
    SN103
    Unit of measure
    EAEach
    SN105
    Quantity ordered
    100
    SN106
    Unit of measure
    EAEach
  24. 24HLHierarchical level
    HL01
    Hierarchical ID number
    5
    HL02
    Parent hierarchical ID number
    2
    HL03
    Hierarchical level code
    PCarton (pack)
  25. 25MANMarks and numbers (SSCC)
    MAN01
    Marks and numbers qualifier
    GMSSCC-18 with application identifier
    MAN02
    Marks and numbers
    000123456000000029
  26. 26HLHierarchical level
    HL01
    Hierarchical ID number
    6
    HL02
    Parent hierarchical ID number
    5
    HL03
    Hierarchical level code
    IItem
  27. 27LINItem identification
    LIN01
    Line number (assigned identification)
    002
    LIN02
    Product/service ID qualifier
    VNVendor item
    LIN03
    Product/service ID
    PROD-67890
    LIN04
    Product/service ID qualifier
    UPUPC
    LIN05
    Product/service ID
    012345678912
  28. 28SN1Item detail (shipment)

    Ships 45 of the 50 ordered (SN105). The 810 should invoice 45.

    SN101
    Line number (assigned identification)
    002
    SN102
    Number of units shipped
    45
    SN103
    Unit of measure
    EAEach
    SN105
    Quantity ordered
    50
    SN106
    Unit of measure
    EAEach
  29. 29HLHierarchical level
    HL01
    Hierarchical ID number
    7
    HL02
    Parent hierarchical ID number
    2
    HL03
    Hierarchical level code
    PCarton (pack)
  30. 30MANMarks and numbers (SSCC)
    MAN01
    Marks and numbers qualifier
    GMSSCC-18 with application identifier
    MAN02
    Marks and numbers
    000123456000000036
  31. 31HLHierarchical level
    HL01
    Hierarchical ID number
    8
    HL02
    Parent hierarchical ID number
    7
    HL03
    Hierarchical level code
    IItem
  32. 32LINItem identification
    LIN01
    Line number (assigned identification)
    003
    LIN02
    Product/service ID qualifier
    VNVendor item
    LIN03
    Product/service ID
    PROD-11111
    LIN04
    Product/service ID qualifier
    UPUPC
    LIN05
    Product/service ID
    012345678929
  33. 33SN1Item detail (shipment)
    SN101
    Line number (assigned identification)
    003
    SN102
    Number of units shipped
    200
    SN103
    Unit of measure
    EAEach
    SN105
    Quantity ordered
    200
    SN106
    Unit of measure
    EAEach
  34. 34CTTTransaction totals

    CTT01 here is the number of HL segments (8), which is what most retailer 856 guides ask for.

    CTT01
    Number of line items
    8
  35. 35SETransaction set trailer
    SE01
    Number of included segments (ST to SE)
    33
    SE02
    Transaction set control number (matches ST02)
    0001
  36. 36GEFunctional group trailer
    GE01
    Number of transaction sets included
    1
    GE02
    Group control number (matches GS06)
    103
  37. 37IEAInterchange control trailer
    IEA01
    Number of included functional groups
    1
    IEA02
    Interchange control number (matches ISA13)
    000000103

The Same File as a Document

What a person reads once the codes are translated. Download it as a PDF from the menu above.

Ship Notice

ASN-4500123456

Nov 22, 2023 08:00

PO number
4500123456
PO date
Nov 20, 2023
Shipped
Nov 22, 2023
Bill of lading
BOLWMT9988776
Carrier
FXFE, Motor (common carrier)
Packages
3 cartons
Gross weight
312 lb
Packing structure
Shipment, Order, Packaging, Item

Ship from

VENDOR COMPANY LLC

321 INDUSTRIAL WAY

DALLAS, TX 75201

Assigned by buyer: VENDOR123

Ship to

WALMART STORE 001

123 MAIN STREET

BENTONVILLE, AR 72712

Assigned by buyer: 001

Carton SSCCLineItem / UPCOrderedShippedUnit
000123456000000012001PROD-12345012345678905100100Each
000123456000000029002PROD-678900123456789125045Each
000123456000000036003PROD-11111012345678929200200Each
Cartons
3
PO lines
3
Total quantity
345

Print the SSCC labels for these cartons

The SSCC label generator makes GS1-128 carton labels and numbers, and maps them to the 856.

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About This 856 Sample

The 856 is the document retailers fine most often. The receiving dock scans each carton's SSCC label and looks it up in the ASN, so the ASN has to arrive before the truck and match what is on it, carton by carton.

The HL loop is the hard part. HL01 is each level's ID, HL02 points to its parent and HL03 says what the level is. This file uses the pick and pack structure (BSN05 0001): one shipment, one order, a pack level per carton and an item level inside each.

For every segment the standard allows and how retailers use them, read the EDI 856 guide. To check a file of your own, paste it into the EDI Inspector, or browse all 22 EDI sample files.

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Frequently Asked Questions

What is an EDI 856?

An EDI 856 is the advance ship notice a supplier sends before the goods arrive. This sample ships PO 4500123456 in three cartons. HL segments nest Shipment, Order, Pack and Item, each carton carries an SSCC-18 in MAN*GM, and SN1 shows line 2 shipping 45 of 50 ordered.

Can I use this EDI 856 sample to test my system?

Yes. It is a complete, valid X12 file of 37 segments with made-up companies, IDs and amounts. Download it as .edi or .txt, load it into your translator or ERP test environment, and change the sender and receiver IDs to your test IDs if your system routes by them.

How do I check my own EDI 856 file?

Paste it into the free OrderSync EDI Inspector. It names every segment and element, checks the envelope counts and control numbers, tests GS1 check digits, and points at the exact segment a trading partner would reject. Nothing is uploaded: the file is read in your browser.

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