EDI 856: Advance Ship Notice/Manifest
By Bekah Tatem, Content Coordinator
Last Updated February 21, 2025
In this article, learn about:
What an EDI 856 is and why it's important
The key details included in an EDI 856 document
How the EDI 856 exchange process works
Common EDI 856 segments and related documents
——————————————————————————————————————————
What is an EDI 856?
An EDI 856, also known as an Advance Shipping Notice (ASN), is an electronic document that provides trading partners with detailed shipment information before delivery. It is one of the most commonly used Electronic Data Interchange (EDI) transaction codes, helping retailers manage their inventory and plan for incoming shipments.
Related Reading: What Is EDI (Electronic Data Interchange)?
The Importance of EDI 856
Big-box retailers and supply chains rely on ASN documents to efficiently plan deliveries and manage inventory. The EDI 856 plays a critical role in ensuring shipments arrive as expected with the necessary details for seamless receiving and stocking. However, since each retailer has unique requirements, complying with various formats and specifications can make the EDI 856 one of the most complex transaction codes to manage.
Many businesses turn to EDI integration specialists to simplify this process. These providers have the expertise and infrastructure to handle multiple formats, ensuring compliance while reducing the burden on internal teams. Outsourcing EDI management allows suppliers to focus on their core operations while maintaining seamless communication with retail partners.
Related Reading: What is an ASN? Understanding Walmart's Updated Validation Process
What is included in EDI 856?
A typical ASN document will provide information on four main levels:
Order level: Purchase order numbers, buyer information
Shipment level: Carrier details, tracking numbers, shipment identification
Item level: Product descriptions, SKUs, quantities
Pack level: Barcodes, packaging types, container details
Common Data Included in EDI 856
Carrier information – Who is shipping the order
Tracking numbers – Helps retailers track shipments
Purchase order numbers – Links ASN to the original order
Product descriptions & quantities – Specifies what's in the shipment
Barcodes for each container/carton – Aids in scanning upon arrival
Types of packaging used – Identifies how products are packed
Container configuration – Details how items are arranged in transit
How Does the EDI 856 Exchange Work?
Let’s say a household cleaner manufacturer is preparing a shipment for a big-box retailer. Here’s how the EDI 856 process unfolds:
Scenario 1: Using a Warehouse
A warehouse order is generated.
The warehouse sends:
EDI 945 (Warehouse Shipping Advice) to the manufacturer with shipment details.
EDI 856 (ASN) to the retailer with product, order, and shipping information.
Scenario 2: No Warehouse
The manufacturer ships the product.
They generate an EDI 856 (ASN) directly to the retailer with the shipment details.
In both scenarios, once the EDI 856 has been received, the retailer typically sends an EDI 997 as an acknowledgment of receipt of the document.
Common EDI 856 Segments
It’s important to remember that the actual segments used in an ASN will vary based on the transaction details. Some key segments include:
BSN02 – Shipment Identification: A unique number assigned by the shipper.
TD503 – Identification Code: Specifies the carrier handling the shipment.
PRF – Purchase Order Reference: Links to the original purchase order.
PO4 – Item Physical Details: Specifies weight, packaging, and dimensions.
MAN – Marks and Numbers: Identifying marks on the shipment.
SN1 – Item Detail (Shipment): Provides item-level details for the shipment.
Related EDI Documents
Several EDI transaction codes work alongside EDI 856 to complete the shipping and order process:
EDI Code | Purpose |
EDI 810: Invoice | Used to replace a paper invoice |
EDI 850: Purchase Order | Used to communicate the specific items a buyer wishes to order |
EDI 855: Purchase Order Acknowledgment | Used to confirm you can meet the requirements in the purchase order |
EDI 860: Purchase Order Change Request (Buyer Initiated) | Used to request an update on the details of the original purchase order |
EDI 875: Grocery Products Purchase Order | Used to communicate the specific items a grocery retailer or wholesaler wishes to order |
EDI 880: Grocery Products Invoice | Used to replace a paper invoice for grocery retailers or wholesalers |
EDI 940: Warehouse Shipping Order | Used to authorize a shipment of items from a warehouse |
EDI 945: Warehouse Shipping Advice | Used to notify the trading partner of a shipment |
EDI 997: Functional Acknowledgment | Used to confirm receipt of the 856 |
Level Up with SPS Commerce
Managing EDI can be complex, but it doesn't have to be. SPS Commerce is here to streamline your daily operations by handling EDI compliance for you. With SPS Commerce Fulfillment, you can centralize your workflows, scale your business with ease, and reclaim valuable time.
Book a free demo to see how SPS Commerce can take your business to the next level!
Get Connected with SupplierWiki
Did you find this resource helpful? SupplierWiki exists to provide CPG suppliers with the insights and tools they need to succeed. Stay informed with the latest industry trends, best practices, and expert guidance—