The EDI 856 document type varies drastically depending on the shipment situation. But there are a number of document headings that suppliers, especially people working more in the details of their own EDI are likely to come across.
These sections are called segments or headers, and, most of the time, they are used in other EDI documents or transaction sets as well.
Common Segments in the 856 Document Type
Among EDI document types/transaction sets in EDI, there are usually several segments broken down between “headings” and “details.” Some of these are mandatory and some are optional, the latter being variable depending on the business need and/or the complexity of the shipment.
Each of these segments maximum uses depending on their function. Segments that are only required once in an 856, for example, have a maximum use of 1 per ASN. The maximum use for the Subline Item Detail on an ASN is 1,000 because these are expected to be used many times in a single ASN or shipment.
The Heading Segments in 856 ASNs
ST: Transaction Header
This is a mandatory segment for 856 document types that indicates the beginning of a transaction set and assigns a control number. This segment usually includes these elements:
Transaction Set Identifier Code
Transaction Set Control Number
The maximum use of a Transaction Header is 1.
BSN: Beginning Segment for Ship Notice
This is also a mandatory segment for 856 ASNs, and it is unique to the 856 transaction code. Among others, it includes these elements:
Transaction Set Purpose Code
Shipment Identification
Date
Time
These are not necessarily the date and time in which the shipment is sent, but the time of the transaction set’s creation. The maximum use of a Beginning Segment for Ship Notice is 1.
DTM: Date/Time Reference
This segment is not mandatory for 856 document types, but it is very common. It’s only required elements are a date/time qualifier. DTM is very commonly used on other transaction sets as well.
The maximum use for Date/Time References on an 856 document is 10.
Common Detail Segments in 856 ASNs
Detail segments in EDI are comprised of “loops” that can be repeated a number of times depending on the shipment.
HL: Hierarchical Level
The Hierarchical Level detail segment is the only required detail segment in 856 ASNs.
These are helpful for establishing the content hierarchy and identifying dependencies among groups of data segments. The Hierarchical Level segment has a maximum use of 1 per loop. Many ASNs will have multiple Hierarchical Level loops.
All of the other important, though optional, detail segments in 856 ASNs exist within the HL Loop. The HL Loop can be repeated 200,000 times on a single ASN, but the HL detail segment itself has a max use of 1 per ASN.
There are many other important segments that can exist within an HL Loop:
LIN: Item Identification
SN1: Item Detail (Shipment)
SLN: Subline Item Detail
PRF: Purchase Order Reference
PO4 Item Physical Details
PID: Product/Item Description
MEA: Measurements
PWK: Paperwork
PKG: Marking, Packaging, Loading
TD1: Carrier Details (Quantity and Weight)
TD5: Carrier Details (Routing Sequence/Transit Time)
Other Sub-Loops and Segments in the HL Loop
The segments in the HL Loop listed above are sometimes adequate for including all of the necessary shipment details for the customer, but some shipments and/or business partners create the need for greater detail in the form of sub-loops.
The sub-loops that are available within the HL Loop are:
TD3 Loop: Carrier Details (Equipment) — these are used to specify transportation details related to special equipment that may be used by the carrier. This sub-loop might include these segments:
AT9: Trailer or Container Dimension and Weight
TD4: Carrier Details
TSD: Trailer Shipment Details
REF: Reference Information
PER: Administrative Communications Contact
LH1 Loop: Hazardous Identification Information — these are used only in the case of items being transported that are hazardous and therefore require special treatment. This sub-loop might include these segments:
LH2: Hazardous Classification Information
LH3: Hazardous Material Shipping Name Information
LFH: Free-form Hazardous Material Information
LEP: EPA Required Data
LH4: Canadian Dangerous Requirements
LHT: Transborder Hazardous Requirements
LHR: Hazardous Material Identifying Reference Numbers
PER: Administrative Communications Contact
LHE: Empty Equipment Hazardous Material Information
CLD Loop: Load Detail — these sub-loops are used to clarify load quantity details. It may include:
REF: Reference Information
DTP: Date or Time or Period
MAN: Marks and Numbers Information
DTM: Date/Time Reference
FOB: FOB Related Instructions
PAL: Pallet Type and Load Characteristics
N1 Loop: Party Identification — these are used to identify a party by type of organization, name, and code. They may include:
N2: Additional Name Information
N3: Party Location
N4: Geographic Location
REF: Reference Information
PER: Administrative Communications Contact
FOB: FOB Related Instructions
SDQ: Destination Quantity
ETD: Excess Transportation Detail
CUR: Currency
SAC Loop: Service, Promotion, Allowance, or Charge Information — these are used to clarify if special service, promotional, and/or allowance charges are being applied or are relevant for a given shipment. These may include:
CUR: Currency
GF: Furnished Goods and Services
YNQ: Yes/No Question
LM Loop: Code Source Information — these are used to transmit standard code list identification information. They have only one other segment used in tandem with them, and it is mandatory.
LQ: Industry Code Identification
V1 Loop: Vessel Identification — these are used to provide information about the shipment vessel. They may include:
R4: Port or Terminal
DTM: Date/Time Reference
AMT Loop: Monetary Amount Information — these are used to indicate the total dollar amount of the shipment. They may be used with:
CUR: Currency
It’s important to note that these sub-loops are not mandatory for all ASNs. But if these sub-loops are included in an ASN, then there are some mandatory segments that must be included in the loop itself.
For example, an AMT Loop is not mandatory for all ASNs, but if an AMT Loop is added to an ASN, the AMT: Monetary Amount Information segment is mandatory.
Document Summary
Most EDI transaction sets/document types will have a Summary section at the end meant to convey some easier to read information. In the case of ASN 856, the Summary will have to include an SE: Transaction Set Trailer. Including a CTT: Transaction Totals segment is optional, but very common.
The SE: Transaction Set Trailer is used not just at the end of an ASN, but at the end of any transaction set. It provides the count of the transmitted segments.
