EDI 856 Definition
An EDI 856 transaction known as an Advance Shipping Notice or ASN is used to communicate the contents of a fulfilment of an order between trading partners. A supplier sends an ASN in advance to inform the trading partner that shipment is on the way so that the trading partner can receive the merchandise, track inbound inventory and plan resources ahead in time. Suppliers requiring ASNs may also require GS1-128 barcode labels that contain the supplier’s vendor, carton and ASN number.
What EDI 856 Represents in Real Life
EDI 856 is not just a shipping notification. It is the bridge between physical goods and system-level visibility.
When an ASN is sent correctly:
-
- Retailers know exactly what is arriving before the truck does
- Warehouses can scan cartons instead of counting cases
- Inventory is staged accurately
- Receiving delays and chargebacks are avoided
This document is where supply chains either run smoothly or fall apart.
EDI 856 Specification
This X12 Transaction Set contains the format and establishes the data contents of the Ship Notice/Manifest Transaction Set (856) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to list the contents of a shipment of goods as well as additional information relating to the shipment, such as order information, product description, physical characteristics, type of packaging, marking, carrier information, and configuration of goods within the transportation equipment. The transaction set enables the sender to describe the contents and configuration of a shipment in various levels of detail and provides an ordered flexibility to convey information.
The sender of this transaction is the organization responsible for detailing and communicating the contents of a shipment, or shipments, to one or more receivers of the transaction set. The receiver of this transaction set can be any organization having an interest in the contents of a shipment or information about the contents of a shipment.
Source: Accredited Standards Committee X12. ASC X12 Standard [Table Data]. Data Interchange Standards Association, Inc., Falls Church, VA. https://x12.org/node/4398
Components of an EDI 856 Advance Ship Notice include:
- Purchase Order (EDI 850) information
- Shipping Package information such as carton barcodes printed
- Ship notice number
- Pallets Information
- Shipment Moving Information (ship to, ship from)
- Shipment Tracking Information
EDI 856 can also include:
- Product Description
- Product Quantity Information
- Packaging Types Information
- Ship Delivery Date
- Carrier Reference Information
What is the response to EDI 856?
After the trading partner receives an EDI 856 from their supplier, they send out an EDI 997 (Functional Acknowledgement) as a response to EDI 856 which specifies that they have received the EDI 856 document.
Related EDI Transactions
- EDI 810 – Invoice
- EDI 812 – Credit / Debit Adjustment
- EDI 820 – Payment or Order Remittance
- EDI 832 – Price/Sales Catalog
- EDI 830 – Planning Schedule with Release Capability
- EDI 846 – Inventory Inquiry
- EDI 850 – Purchase Order
- EDI 855 – Purchase Order Acknowledgement
- EDI 860 – Purchase Order Change Request
- EDI 867 – Product Transfer and Resale Report File Format
- EDI 870 – Order Status Report
- EDI 875 – Grocery Products Purchase Order
- EDI 990 – Response to a Load Tender
- EDI 997 – Functional Acknowledgement
EDI 856 Sample File Format
ISA*00*0000000000*00*0000000000*12*111111111 *12*222222222 *230316*1654*U*00401*000005313*0*P*>~GS*SH*111111111*222222222*20230316*1654*5313*X*004010~ST*856*9383~BSN*00*9383*20230316*1653*0001~HL*1**S~TD5*B*2*UPSN*U*NS~REF*CN*19029027~N1*ST**92*0593~HL*2*1*O~PRF*0084-4015362-0593~PID*S**VI*ZZ~TD1*CTN25*8~N1*BY**92*0593~HL*3*2*P~PO4*8~MAN*GM*00085000410202611381~HL*4*3*I~LIN*1*IN*12345678*SK*123~SN1**8*EA~HL*5*2*P~PO4*8~MAN*GM*00085000410202611398~HL*6*3*I~LIN*1*IN*12345678*SK*123~SN1**8*EA~SE*24*9383~GE*1*5313~IEA*1*000005313~
What an EDI 856 Looks Like Inside Elevate
Raw ASNs are complex and hierarchical.
Platforms like Elevate translate them into a visual structure that mirrors how shipments are packed.
Inside Elevate, teams can see:
- Shipment number and ship date
- Carrier and tracking information
- Pallet and carton hierarchy
- Items packed into each carton
- Quantities shipped vs ordered
Ship-to and ship-from locations
EDI 856 Advance Ship Notice in Elevate
This clarity is critical when troubleshooting receiving issues.
Real-World Example: Manufacturer Sending an ASN
A manufacturer ships 12 pallets to a retailer.
- The warehouse builds pallets and cartons
- GS1-128 labels are printed
- The EDI 856 is generated from the packing data
- ASN is sent before the truck departs
- Retail DC schedules receiving
- Cartons are scanned on arrival
- Inventory updates automatically
No manual counting. No surprises.
Why EDI 856 Accuracy Is Critical
The ASN is often the most sensitive EDI document.
Common issues include:
-
- Incorrect carton counts
- Missing pallet hierarchy
- Item quantities not matching shipment
- Labels not matching ASN data
- Wrong ship-to location
These errors lead to:
-
- Receiving delays
- Manual recounts
- Chargebacks
- Payment delays
A clean ASN prevents all of this.
Common Challenges with EDI 856 ASNs
- Different retailers require different ASN structures
- Multi-location shipments complicate hierarchy
- Partial shipments require multiple ASNs
- 3PLs must coordinate ASN creation
- ERP migrations disrupt shipment data
Flexible EDI systems are essential here.
What Happens After an EDI 856 Is Sent
Once the receiver gets the ASN:
-
- They send an EDI 997 Functional Acknowledgment
- Receiving systems prepare for arrival
- Accounting matches ASN to invoice
- Inventory planning updates inbound stock
The ASN is the last operational checkpoint before billing.
Table of Content
Read next
The EDI 860 transaction set is called the Purchase Order Change Request that is used by buyers to request changes in the Purchase Order (EDI 850) they previously submitted, or by a buyer to confirm acceptance of changes made by the seller to a purchase order, or by mutual agreement of the two parties.
Was this article helpful?
YesNo