The EDI 856 Advanced Ship Notice is a specific transaction set, containing many segments with their own elements.
EDI 856 stands for Advanced Ship Notice (ASN 856), which is a critical Electronic Data Interchange (EDI) transaction used in the logistics industry. It informs trading partners about the details of pending shipments before the goods arrive.
Ultimate Glossary of EDI Terms - SupplierWiki
Whether you submit via EDI or Vendor Central comes down to a matter of scale, automation, and risk management.
EDI vs. Vendor Central
Comparisons of these two methods for ASN Submission.
Feature | EDI (Electronic Data Interchange) | Vendor Central (Manual Portal) |
Submission Method | Automated transmission via EDI 856/DESADV | Manual entry through Amazon’s web portal |
Use Case | High-volume vendors with integrated systems | Smaller vendors or backup method for EDI failures |
Speed & Efficiency | Real-time, scalable, minimizes human error | Slower, labor-intensive, prone to manual mistakes |
Compliance Risk | Lower if properly configured; auto-validates | Higher risk of data entry errors and late submissions |
Chargeback Exposure | Reduced with automation and validation | Increased if ASNs are late, incomplete, or mismatched |
Carton-Level Detail | Required via SSCC labels and ASN mapping | Must be manually entered per carton/SKU |
Audit Trail | Logged via EDI acknowledgments (997/CONTRL) | Limited visibility; no automated confirmation |
Integration | Syncs with ERP/WMS for seamless data flow | No integration; standalone process |
Strategies
EDI is essential for vendors managing multiple POs and FCs daily. It supports proactive deduction prevention through automation and validation.
Vendor Central is useful as a fallback or for low-volume shipments, but it lacks the safeguards and scalability needed for margin protection.
Hybrid Strategy: Some vendors use EDI for standard shipments and Vendor Central for exceptions or urgent corrections. Doing so requires clear SOPs to avoid duplication or missed ASNs.
Submitting via EDI 856/DESADV Transmission
Key steps to submit ASNs via EDI 856/DESADV (DESADV stands for "despatch advice", a standardized electronic delivery notification that provides important information about the shipment):
Establish EDI Connectivity. Amazon supports both Value Added Networks (VANs) and AS2 direct connections. You must complete Amazon’s EDI onboarding and testing process via Vendor Central or through your EDI provider.
Build the ASN Structure. Follow the guidelines of the specific format (X12 or EDIFACT).
Transmit the ASN. Send the ASN immediately after the shipment leaves your dock, but before it arrives at Amazon. Submit via your EDI provider or directly through AS2.
Monitor Acknowledgements. Amazon sends back a 997 Functional Acknowledgment (X12) or CONTRL (EDIFACT) to confirm receipt. Promptly correct and retransmit errors or rejections.
Editing and Resubmitting Exclusively Through EDI
Editing and resubmitting ASNs via EDI requires timing and coordination with both your EDI provider and Amazon’s systems.
Common errors that could trigger a need for change:
Incorrect carton IDs or SSCC labels
Mismatched PO numbers or item quantities
Wrong ship/delivery dates
Carrier or tracking info errors
Your first step is to initiate the correction.
1) Initiate the Correction
Protocol: You cannot simply overwrite an ASN. To make a correction, a vendor must send a replacement EDI 856 file.
How:
Send a transaction cancellation (EDI 824 or custom protocol, depending on your EDI setup)
Alternatively, contact Amazon EDI support via Vendor Central to request ASN deletion manually
2) Correct the ASN Data
Update the ASN file in your ERP or EDI translator:
Ensure all carton-level and item-level details are accurate
Revalidate against the PO and shipment manifest
Confirm SSCC labels match the physical cartons
3) Resubmit the ASN
Transmit the corrected EDI 856/DESADV file via your EDI provider or AS2 connection
Monitor for a 997 Functional Acknowledgment or CONTRL to confirm receipt
4) Audit and Monitor
Use your deduction dashboard to track:
ASN submission timestamps
Acknowledgment status
FC receipt confirmation
Flag any shipments received without a valid ASN to preempt chargebacks.
Instructions for Sending a Replacement EDI 856
If you need to send a replacement, and the ASN hasn't yet been processed, cancel it (via EDI or support), then send a corrected version marked as original.
If the ASN has been processed, contact Amazon support to flag the error and request a manual override or a deduction reversal. Do not send a replacement unless instructed.
Supported EDI Formats
Supported formats include the EDI 856 (X12) and EDIFACT (DESADV).
EDI 856 (X12) – Advanced Ship Notice (ASN)
Used primarily in North America, especially by Amazon, Walmart, and other major retailers.
Standard: ANSI X12
Transaction Set: 856
Purpose: Communicates shipment details before physical goods arrive
Strengths:
Highly structured and hierarchical
Supports complex packaging logic (e.g., pallets, cartons, inner packs)
Widely adopted in U.S. retail logistics
EDIFACT DESADV – Dispatch Advice
Used internationally, especially in Europe and global trade networks.
Standard: UN/EDIFACT
Message Type: DESADV
Purpose: Similar to ASN—details of goods dispatched
Strengths:
Flexible and multilingual
Better suited for cross-border compliance
Can include customs and regulatory data
Protecting Your Margins
Preventing errors, reducing chargebacks, streamlining your operations to minimize loss — ASN accuracy is key for protecting your profit margins.
Deduction Prevention
ASN errors are a top cause of chargebacks. Use automated validation tools to cross-check PO, carton, SSCC integrity, and item data before transmission.
Label Compliance
Ensure SSCC labels match ASN carton IDs exactly. Amazon scans these upon receipt.
Audit Frameworks
Build dashboards that flag missing ASNs, mismatched quantities, or late transmissions.
Exception Handling SOPs
Build workflows for ASN correction, including escalation paths and communication templates.
Training & Templates
Equip your team with editable ASN mapping guides and error resolution checklists.
