EDI 856s are complex documents. In the retail industry, it can be helpful to think of ASNs as working in these four ways:
Single-Order ASNs
Multi-Order ASNs
Partial-Order ASNs
Mixed-SKU ASNs
Single-Order ASNs are manifests that are used to indicate shipment contents in the case of a one-to-one order to shipment ratio. Some retailers, like KeHE, require a one-to-one order to shipment ratio, but others have greater flexibility.
Multi-Order ASNs are manifests that are used to indicate shipment contents for more than one order. These are much more common for bulk and wholesale shipments.
Partial-Order ASNs are manifests that are used to indicate shipment contents for less than a complete order. Most retailers and buyers generally try to avoid these as they contribute to a lot of miscommunication and potential deductions.
Mixed-SKU ASNs are manifests that are used to indicate shipment contents for shipments that contain more than one item type/SKU.
EDI 856 ASN Use Cases
It is also helpful to break down EDI 856 ASNs by their use cases in the retail industry. ASNs are very versatile documents that can be tweaked depending on their actual function in a variety of shipping scenarios.
Below is a list of some common ASN use cases that suppliers are likely to encounter:
1. Standard Shipment ASN
This is the most common use of EDI 856, where details about the shipment are provided for a single order. It includes:
Shipment contents (items, quantities, etc.)
Packaging details (cartons, pallets, etc.)
Carrier information and tracking numbers
Use Case: A supplier sends a shipment of multiple cartons containing products to a retailer’s warehouse.
2. Multi-Order Shipment ASN
In cases where a single shipment contains items for multiple purchase orders, the EDI 856 can detail all the orders in one document. It breaks down:
Each purchase order within the shipment
Specific packaging and item details for each order
Use Case: A shipment includes items for several purchase orders from the same retailer, and the ASN ensures the retailer can reconcile each order separately.
3. Pick and Pack ASN
This ASN format is used when items in a shipment are not packed uniformly. It details:
How items are organized within containers (e.g., cartons, pallets)
A breakdown of each container’s contents
Use Case: A warehouse sends items packed by SKU into cartons or pallets, and the recipient needs to know exactly which items are in each container.
4. Shipment-Level ASN
This type of ASN focuses on the shipment as a whole and provides general details without breaking down individual line items or packaging specifics. It includes:
Total shipment quantities
Carrier information
Estimated delivery date
Use Case: A retailer needs high-level information to track a shipment but doesn’t require detailed packaging or item breakdowns.
5. Pallet ASN
When shipments are packed on pallets, this ASN format provides details about:
Pallet-level packaging
The contents of each pallet, including carton counts and item quantities
Use Case: Bulk shipments for large retailers where items are organized on pallets to streamline unloading and stocking.
6. Cross-Dock ASN
This ASN is used for shipments that will bypass the recipient’s warehouse and go directly to stores or customers. It includes:
Store-specific item details
Packing and shipping details for each store
Use Case: A retailer receives a shipment intended for distribution directly to its stores, and the ASN helps coordinate store-level receiving.
7. Drop-Ship ASN
For shipments sent directly to the end customer instead of the retailer or distributor, the ASN provides:
Customer-specific details
Delivery information (e.g., address, tracking number)
Use Case: A supplier ships products directly to a customer’s home as part of an e-commerce transaction.
8. Serialized ASN
This format includes serial numbers for items in the shipment, which is critical for tracking inventory or handling warranty claims. It details:
Item-level serial numbers
Packaging details
Use Case: A tech company ships serialized electronics to a retailer, enabling the retailer to track each device individually.
9. Mixed ASN
This is a flexible format used for shipments that contain a mix of packaging types (e.g., cartons, pallets, and loose items). It provides:
A detailed breakdown of each type of packaging
Item-level details within those packages
Use Case: A supplier ships products organized in cartons on pallets, with some items packed loosely, and the recipient needs visibility into all packaging types.
Benefits of Tailored EDI 856 Usage
Being proactive and detailed at the ASN-level is crucial for suppliers who are looking to ship efficiently and avoid needless fines or errors. The benefits of tailoring ASNs based on POs, shipping types, and customer needs are:
Efficiency: Customizing ASNs for specific shipment types ensures smoother receiving processes.
Visibility: Recipients can track and organize inventory more effectively.
Compliance: Many retailers require specific ASN formats to meet their operational needs.
