Author: Helen Thomas

The 853 EDI document type is an electronic version of a paper Routing and Carrier Instruction.  The 853 EDI document type is used to wire detailed routing and carrier information relevant to a specific route. Now, EDI 853 doesn’t provide information about shipping events or any type of authorization.

An EDI 853 – Routing and Carrier Instruction document is organized into data and segment elements. For a segment, it can contain at least one data element. Each data element would contain a data field. Data elements can include a number of different things;

• List Of Shops
• Carrier
• Route
• Estimated Time Of Arrival (ETA)

There are an infinite number of possibilities available for a company to include data on an 853 – Routing and Carrier Instruction.

EDI 853 Specifications

This X12 Transaction Set contains the format and establishes the data contents of the Routing and Carrier Instruction Transaction Set (853) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set provides the sender with the capability to transmit detailed routing and carrier information pertinent to a route. This transaction set only provides routing information and does not convey information about a shipping event or provide shipping authorization.

The EDI 865 transaction set is referred to as a Purchase Order Change Request/Acknowledgement Request.

Sellers of goods and services transmit 865 documents for 2 general purposes. For one, the 865 can be used as an acknowledgment to communicate order changes previously submitted that were accepted or rejected. Secondly, changes made by sellers to previously submitted purchase orders are communicated to the buyers in an 865 transaction (used as a Request).

The 865 represents one in a sequence of transactions in a typical business process involving a buyer (example: retailer) and a seller (example: manufacturer). That process would include the following exchanges;

• A buyer would submit a 850 Purchase Order to a seller to order products.
• The seller would respond with a 855 Purchase Order Acknowledgment transaction.
• A buyer that needs to make changes to the original Purchase Order would use a 860 Purchase Order Change Request to communicate the changes.
• The seller would accept or reject the buyer’s changes using a EDI 865 Acknowledgement transaction.
• The seller could request changes to the original purchase order also, using the 865 Request transaction.

Do keep in mind, an acknowledgement of a buyer’s purchase order change request can be communicated to the seller in two ways, with a 855 Acknowledge or with a 865 Acknowledgment. This is the buyer’s choice, they would likely follow their own EDI Guidelines to determine which it would be. The EDI 865 transaction usually includes the same information that appears in a purchase order (850 transaction set), such as shipping details, product descriptions, item quantities, terms and costs. In the scenario where changes are made, it may also include references to what is changed from the original purchase order. It will also include a code to indicate whether the document is being used as a Request or as an Acknowledgement.

EDI 865 Specifications

This X12 Transaction Set contains the format and establishes the data contents of the Purchase Order Change Acknowledgment/Request Transaction Set (865) for use within the context of an Electronic Data Interchange (EDI) environment. EDI 865 can be used to communicate the acceptance or rejection of changes to earlier submitted purchase orders by the seller. It can also be used to notify the buyer of changes initiated by the seller to a previously submitted purchase order by the seller.

The EDI 860 transaction set represents the electronic Purchase Order Change Request. It is used by buyers to request a change to a purchase order (EDI 850) they previously submitted. The 860 can be used by buyers for confirmation on changes accepted to purchase orders by the sellers. EDI 860 is very important as it ensures the final order is accurate and complete. This specific document also provides information about the original purchase order, as well as purchase order changes. These may include but are not limited to:

• Adding Items
• Changing Items
• Changing Quantities
• Changing Dates
• Changing Prices
• Rescheduling Order

EDI 860 Specifications

Once an EDI 860 Purchase Order Change Request is sent from a customer, the seller would then send an EDI 865 Purchase Order Acknowledgment with Change in response.

This X12 Transaction Set contains the format and establishes the data contents of the Purchase Order Change Request – Buyer Initiated Transaction Set (860) for use within compliance of the Electronic Data Interchange (EDI) environment.

EDI 860 can be used to provide the insights required for customary and established business to follow best industry practices relative to purchase order changes. This transaction can be used:

• By a buyer to request changes to the purchase order they originally sent over
• By a buyer to confirm the accepted changes to a purchase order initiated by the seller or by mutual agreement

Retail EDI Transactions: 850, 852, 855, 856, 857

There’s a number of retail EDI transactions you want to become familiar with, these include but are not limited to;

• Purchase Order (EDI 850)
• Product Activity Data (EDI 852)
• Purchase Order Acknowledgment (EDI 855)
• Shipment Notice/Manifest (EDI 856)
• Shipment and Billing Notice (EDI 857)

These retail EDI transactions are widely used in the supply chain industry and warehousing.

850 Purchase Order – This is one of the most common used transactions in EDI. The 850 EDI transaction is sent by a customer to the seller as a placement of purchase orders for goods and services. This transaction cannot be used for sending purchase order changes or purchase order acknowledgment information.

852 Product Activity Data – This transaction can be sent from one trading partner to another for providing information about product activity. This way another business partner can plan his warehouse inventory and shipping to distribution centers etc. 852 Product Activity Data helps to process inventory planning and calculations more exact and successfully.

855 Purchase Order Acknowledment – This transaction is sent by a customer to a seller to acknowledge the purchase order sent earlier. If it is preaaranged in business partnership regulations, 855 Purchase Order Acknowledment can be used as notification of a vendor generated order and the merchandised will be shipped as agreed.

856 Shipment Notice/Manifest – This electronic data interchange transaction is generated by the party responsible for goods shipment. The transaction set provides information as for the list of goods shipped, their description, quantity as well as packaging details, marking, carrier and transaportation information. There may be several receivers of the 856 Shipment Notice/Manifest – parties having interest in the information regarding the contents of the shipment.

857 Shipment and Billing Notice – This EDI transaction gives the information about receipt planning and payment generation as EDI supposes effective data processing. Let’s look at the example. The sender of the shipment can send to the recipient two transactions – Ship Notice/Manifest (856) and an Invoice (810) though these EDI documents are quite different. In some processing systems the the consolidation of these two documents into one Shipment and Billing Notice is possible. 857 Shipment and Billing Notice cannot to be used to replace the Ship Notice/Manifest (856) or Invoice (810) individually, but only to replace both, together.

EDI is nothing new, its been around for many years. For multiple industries, EDI plays a key role in their company. Many business owners choose EDI because it saves them money and while that’s normally the case, EDI has many more benefits you should know about.

In this article, we’re going to be discussing the benefits of EDI, some are well known, others not so much.

(1) Workflow Efficiency

• One of the biggest EDI benefits is how efficient it can be to your workflow.
• With EDI automation, you can avoid overstocking and under stocking.
• Productivity can increase because your team can focus on more important tasks.
• Since you won’t have staff focused on data and errors, you’ll be able to allow them to focus on workflow that adds to your bottom line.

(2) More Speed And Accuracy

• Manual tasks takes time and when you’re entering data manually, mistakes are going to be made. With EDI, you can reduce your mistakes and errors by 40 percent or more.
• If you’re not using EDI, transactions can take days, even weeks to be completed. If you have EDI, those transactions are going to be completed a lot faster.
• It’s also a big benefit to your business cycles, allowing you to speed them up by over 60 percent.
• EDI can shorten your order processing and delivery times as well, allowing you to reduce your inventory levels or replenish them as needed.

(3) Cost-Effective

• Yes, this is one you likely know but it’s one of the top benefits of EDI.
• When you go digital, you reduce and eliminate your need for paper, printing, filing, storage, postages.
• Lost orders and faxes can also lead to higher costs, EDI can lower these too.
• A large electronics manufacturer calculated the cost of processing an order manually at $38 compared to just $1.35 for an order processed using EDI, which is a huge savings.

(4) Strategies Using EDI

• For those of you that are thinking about growing your business, EDI gives you the opportunity to enter global markets.
• EDI can give you real-time data on the spot, exactly what you need to make strategic decisions for your company. You can see your EDI transactions as they’re made, giving you the opportunity to react immediately.
• Another benefit you don’t hear as much is that it shortens your lead times for new products.
• It’s also good for the environment as you’ll be reducing and eliminating your need for paper.

There’s no question about it, EDI can improve your business in many ways. Another way to improve your business with EDI is EDI 852. If you’re a retailer, you know what EDI 852 is. It’s referred to as a Product Activity Report. It gives you data on your products and inventory.

Working efficiently with EDI 852 data requires a good analysis tool like Accelerated Analytics^®. Otherwise, the merchandise planner is left to sort through line after line of data to find problems and opportunities. By using Accelerated Analytics^®, the routine tasks of formatting and consolidating data are eliminated, and exception logic can be used to save time.

The Accelerated Analytics^® team understands how to work with EDI 852 data. If you’re ready to see how EDI 852 can help your company thrive, reach out and let us show you. Click here and we’ll be in touch soon. If you want to see our demo, that’s fine also, just click here.

This X12 Transaction Set includes the format and data contents of the Shipment and Billing Notice Transaction Set (857) for use within the context of an Electronic Data Interchange (EDI) environment.

This EDI transaction code gives the recipient of the shipment data for generating payments and receipt planning. There’s no question about it, with EDI, processing data is faster and more efficient.

It’s not unheard of for companies to send an EDI 857 and EDI 810 together. The sender of a shipment may send the recipient’s receiving function a Ship Notice/Manifest (856), and the payables function an Invoice (810). Don’t these two docs include the same information? Yes and no. The two docs share a lot of information.

In some scenarios, the Shipment and Billing Notice allows the consolidation of EDI 857 and EDI 810. There’s a few different scenarios where this transaction set is appropriate with the shipment data;

• When it includes terms and item prices
• Used both to plan receipts and to generate payment

You can’t use this transaction set to replace the Ship Notice/Manifest (856) or Invoice (EDI 810) individually, but only to replace both of them together.

You wouldn’t want to use this transaction set in place of a Ship Notice/Manifest while continuing to send paper or electronic invoices. In this case, both parties may not know the exact prices for the items shipped. This transaction set is not appropriate in so-called Evaluated Receipts Settlement (ERS) environments, in which the exact prices for the items shipped have been agreed upon with both parties knowing that in advance.

The EDI 830 Planning Schedule transaction set is known as an electronic sales forecast. This transaction code can only be used in 1 of 3 ways.

• Used as a Sales Forecast
• Used as a Forecast and Authorization for recipient to Commit To Resources
• Used as a Forecast that will also includes Order Release Levels

The senders of 830 Planning Schedules are usually manufacturers communicating with their suppliers. Due to this action, the trading partners would represent a buyer (manufacturer) and a seller (supplier). The Planning Schedule would allow the seller to plan resources such as labor and material, and to fulfill orders automatically based on the customer’s inventory levels.

830 transactions that include a Material Release are likely to include;

• Shipping and Delivery Patterns (Weekly, Monthly, Quarterly)
• Cumulative Quantities (Period-To-Date)
• Resource Authorizations

This can eliminate the need for the customer to generate separate Purchase Orders. This information in a single 830 transaction can relate to all production items sourced from a given supplier site. While the 830 transaction may include shipping information, it is based on forecasts.

EDI 830 Format

ISA*01*0000000000*01*0000000000*ZZ*ABCDEFGHIJKLMNO*ZZ*123456789012345*101127*1719*U*00400*000003438*0*P*>
GS*PS*1234567890 *999999999 *20120126*1211*1*T*004010
ST*830*0001
BFR*00**001*DL*A*19990607*19991029*19990611
N1*SU*STURGIS MOLDED PRODUCTS*92*C84A
N2*STURGIS MOLDED PRODUCTS *70343 CLARK STREET
N3*PO OX 246 *STURGIS, MI 49091
LIN**PC*AA017830-1441*PD*TERMINAL (AN PC )*PO*C01000*RN*001
UIT*EA
PO4*1*96*X4
REF*DK*A22
PER*EX*JOHN DOE*TE*4239827000*****12345
FST*1728*C*D*19990614
FST*1440*C*D*19990615
FST*1440*C*D*19990616
FST*1440*C*D*19990617
FST*1440*C*D*19990618
FST*7392*D*W*19990621
FST*7392*D*W*19990628
LIN**PC*AA017380-2030*PO*C50000*RN*001
UIT*PC
PO4*1*108*X4
REF*DK*A22
PER*EX*JOHN DOE*TE*4239827000*****12345
FST*108*C*D*19990614
FST*108*C*D*19990615
FST*108*C*D*19990616
FST*216*C*D*19990617
FST*108*C*D*19990618
FST*756*D*W*19990621
FST*756*D*W*19990628
CTT*2
SE*31*0001
GE*1*1
IEA*1*000000018

EDI 830 Specifications

This X12 Transaction Set contains the format and establishes the data contents of the Planning Schedule with Release Capability Transaction Set (830) for use within the context of an Electronic Data Interchange (EDI) environment.

The transaction set can be used to provide for customary and established business practice relative to the transfer of forecasting/material release information between organizations.

The planning schedule transaction may be used in various ways or in a combination of ways, such as:

1. Just as a simple forecast
2. A forecast with the buyer’s authorization for a seller to commit to resources
3. A forecast used as an order release, including elements like period-to-date cumulative quantities, resource authorizations or shipping/delivery pattern requirements

The order release forecast may also contain all data related to purchase orders, as required, because the order release capability eliminates the need for discrete generation of purchase orders.

The EDI 856 transaction is more commonly called an EDI Advance Ship Notice, also referred to by EDI ASN. This EDI transaction code is used to electronically communicate shipment contents to another trading partner. This code would be sent in advance of a shipment arriving at the a trading partner’s facility.

The 856 ship manifest transaction is mainly used in the retail industry, manufacturing and automotive industries, usually in response to transactions that include EDI 850, EDI 830, or EDI 862. While contents of a shipment are outlined, the EDI 856 transaction also includes order information, product descriptions, packaging types, carrier details and others.

An EDI ASN can include information on a few different things, which would include;

• Shipment Level Details – Like Tracking Numbers and Carrier Details
• Order Level Details – Like Purchase Order Numbers
• Item Level Details – Such as Items and Quantities
• Pack Level Details – Such as Printed Barcodes

The EDI 856 may be the most complicated document to implement for suppliers. Each trading partner can have very different requirements, which puts the burden on the supplier to support many different formats. The EDI ASN also becomes a data collection issue because of the volume of data points that must be captured and transmitted back to the trading partner. For example, each carton in a shipment may be assigned a unique barcode identifier that must be transmitted back to the trading partner.

EDI 856 Format

ISA*01*0000000000*01*0000000000*ZZ*ABCDEFGHIJKLMNO*ZZ*123456789012345*101127*1719*U*00400*000003438*0*P*>
GS*SH*4405197800*999999999*20111206*1045*49*X*004060
ST*856*0008
BSN*14*829716*20111206*142428*0002
HL*1**S
TD1*PCS*2****A3*60.310*LB
TD5**2*XXXX**XXXX
REF*BM*999999-001
REF*CN*5787970539
DTM*011*20111206
N1*SH*1 EDI SOURCE
N3*31875 SOLON RD
N4*SOLON*OH*44139
N1*OB*XYZ RETAIL
N3*P O BOX 9999999
N4*ATLANTA*GA*31139-0020**SN*9999
N1*SF*1 EDI SOURCE

EDI 856 Specification

This is a X12 transaction set, which contains the format and establishes the data contents of the Ship Manifest/Notice Transaction Set (856) for use within the context of an Electronic Data Interchange (EDI) environment.

EDI 856 can be used to list a number of different things, which may include;

• Contents of the Shipment
• Details relating to the Shipment
• Product Descriptions
• Order Details
• Packaging Types
• Carrier Information
• Specific Physical Characteristics

The transaction set allows the sender to define contents and the configuration of a shipment in a number of different levels of detail and gives you ordered flexibility to convey information. The sender of this transaction would be responsible for detailing and communicating the contents of a single shipment, or multiple shipments, to one or more receivers of the transaction set. The receiver can be any organization with an interest in the contents of a shipment or information about the contents of a shipment.

The EDI 864 Transaction Set is the electronic equivalent of a text message. This transaction is designed for the transmission of various communications in a human-readable form versus using computer processing. Information transmitted via the 864 could include;

• Read Messages
• Explanations
• Contracts

An 864 document includes:

• Message Date And Time
• Recipient Identifying Information
• Free-Form Message Text

With the free-form text format, the 864 is known to be a flexible transaction. It allows companies to use EDI 864 for many different purposes, which includes vendor, supplier, or trading partner notifications. The 864 transaction was specifically implemented to be a one-time communication. Despite that, there’s a handful of businesses that have adopted it for regular use, especially for communication when other EDI transaction codes don’t exist.

EDI 864 Format

ISA*01*0000000000*01*0000000000*ZZ*ABCDEFGHIJKLMNO*ZZ*123456789012345*101127*1719*U*00400*000003438*0*P*>
GS*TX*4405197800*999999999*20111219*1731*503*X*004060
ST*864*000000974
BMG*18*999994627
MIT*999994627**80*55
MSG* ABC CORP EDI INVOICE ERRORS EDIT DATE:2011-12-18*NP
MSG* TXT NBR: 999994627 REPORTED TO: EDIT TIME:18:44:52*SS
MSG* 1 EDI SOURCE*SS
MSG* SENDER ID: 4405197800*SS
MSG* THE FOLLOWING INVOICES HAVE BEEN REJECTED DUE TO*DS
MSG* VIOLATION(S) OF THE ABC CORP MAPPING SPECIFICATIONS.*SS
MSG* YOU MUST CORRECT AND RETRANSMIT UTILIZING THE SAME INVOICE*SS
MSG* NUMBER WITHIN 5 BUSINESS DAYS. OTHERWISE, THESE REJECTED*SS
MSG* INVOICES WILL BE DELETED FROM OUR SYSTEM AND WILL NOT BE*SS
MSG* PAID.*SS
MSG* INVOICE NUMBER E R R O R M E S S A G E*DS
MSG* 999999 ED05 INVALID STORE NUMBER RECEIVED*SS
SE*19*000000974
GE*1*503
IEA*1*000143287

EDI 864 Speficiations

The X12 820 transaction set provides the EDI format for transmitting information relating to payments. It is typically used in conjunction with an electronic transfer of funds for payment of goods, insurance premiums or other transactions. The actual funds transfer is often coordinated through the Automated Clearinghouse (ACH) system, and an 820 may be effectively wrapped in an ACH banking transaction. The 820 transaction is used in a number of situations:

• Used by companies to transmit instructions to banks for making a payment. (Example: Funds Transfer)
• Used by companies to communicate the details of a pending payment, adjustments as well.
• Used by companies to provide premium payment information to health insurance plans.

The details included in a 820 document would be;

• Bank Account Number
• Account ID
• Payer Identification
• Payee Identification
• Billed Totals
• Payment Totals

This information will give suppliers and health plans an opportunity to reconcile payments they receive against invoices if an issue comes forth. In healthcare, the 820 is similar to the EDI 835 transaction set. The 820 is specifically for plan sponsors, which would be companies that provide healthcare benefits to their employees. It also allows them to transmit information on premium payments to health plans. The 835 is used by health plans, used for transmitting information on payments to healthcare providers.

EDI 820 Format

ISA*01*0000000000*01*0000000000*ZZ*ABCDEFGHIJKLMNO*ZZ*123456789012345*101127*1719*U*00400*000003438*0*P*>
GS*RA*4405197800*999999999*20111219*1726*299*X*004060
ST*820*0289
BPR*I*4858.77*C*ACH*PBC
TRN*1*8888856834
CUR*BY*USD
REF*ZZ*8888856834
DTM*020*20111213
N1*PE*1 EDI SOURCE
REF*VR*999999
N1*PR*ABC CORP
ENT*1
RMR*IV*999742**631.55*644.44*12.89*PT*0
REF*PO*9995987985
DTM*999*20111206
RMR*IV*999734**489.81*499.81*10*PT*0
REF*PO*0007986970
DTM*999*20111206
RMR*IV*999740**882.51*900.52*18.01*PT*0
REF*PO*0007987985
DTM*999*20111206
RMR*IV*999735**1559.45*1591.28*31.83*PT*0
REF*PO*0008987657
DTM*999*20111206
RMR*IV*999736**7.78*7.94*0.16*PT*0
REF*PO*0005987886
DTM*999*20111206
RMR*IV*999744**342.17*349.15*6.98*PT*0
REF*PO*0009988315
DTM*999*20111206
RMR*IV*999741**946.68*966*19.32*PT*0
REF*PO*0008987985
DTM*999*20111206
RMR*OS*64024003**-1.18*-1.18*0*CM*0
REF*PO*990209
DTM*999*20111202
SE*35*0289
GE*1*299
IEA*1*000000299

EDI 820 Specification