EDI 856 Definition
An EDI 856 transaction, also 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.
Sent by: Supplier / Vendor
Received by: Retailer / Buyer / Distributor
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
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?
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.
Elevate translates 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.
How to Start Sending EDI 856 to Your Trading Partners
- Get your trading partner’s EDI 856 implementation guide:
Every retailer publishes their specific ASN requirements with required segments, HL hierarchy, GS1-128 labeling specs, and timing windows. Walmart’s guide is available through Retail Link. Target’s through Partners Online. This is your starting point for every new trading partner. - Determine your communication method:
Most major retailers require AS2 for EDI 856 transmission. Some accept SFTP or VAN. Your trading partner’s guide specifies which is required. AS2 is the most common for Walmart, Target, Amazon, and Home Depot. - Set up GS1-128 label printing:
Before you can send an accurate 856, your warehouse needs to print GS1-128 compliant barcode labels for every carton and pallet based on your trading partner requirements. The SSCC-18 number on the label must match the MAN segment in your ASN exactly. This is a physical warehouse process not just a software one. Elevate helps with GS-128 label creation. - Build or configure your EDI 856 map:
Your EDI system needs a map that translates your shipment data into the exact 856 format your trading partner requires. Requirements vary significantly by retailer. For example, a Walmart 856 map is different from a Target 856 map. - Connect to your WMS or shipping system:
The most error-prone 856s are built manually. The most accurate ones are generated automatically from your warehouse management system (WMS) or shipping software when a shipment is confirmed. This connection is what eliminates SSCC mismatches and quantity errors. - Complete trading partner testing and go live
Every retailer requires a testing cycle before accepting live ASNs. You will submit test transactions, receive feedback, make corrections, and get written sign-off before your first production shipment.
Don’t Want to Manage Any of This Yourself?
Elevate handles your entire EDI 856 setup along with other EDI documents from trading partner connectivity, label printing coordination, map building, testing to go-live.
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.
How EDI 856 Works Across Fulfillment Models
- Direct-to-warehouse/DC: Standard ASN with full pallet/carton hierarchy. Most common use case.
- Drop shipping: ASN sent directly to consumer address. Simplified hierarchy, tracking info is critical.
- Cross-docking: ASN must arrive before the shipment. Speed is the priority — any delay breaks the flow.
- 3PL managed: 3PL generates the ASN on the supplier’s behalf. Coordination on GS1-128 labels is essential.
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.
Last updated: March 2026
FAQs
Q1: What happens if I don't send an EDI 856?
A missing EDI 856 typically results in a chargeback from the retailer. The receiving warehouse cannot prepare for the shipment, has to manually count every item on arrival, and flags the supplier for non-compliance. Chargeback amounts vary by retailer but commonly range from $50 per ASN to 1-3% of the invoice value. Repeated non-compliance can damage the trading partner relationship and in some cases result in being put on a compliance watch list.
Q2: What are the most common reasons an EDI 856 gets rejected?
The most common rejection reasons are: incorrect or missing SSCC-18 barcode numbers in the MAN segment, item quantities in the ASN not matching what was physically shipped, wrong purchase order reference number, late transmission (ASN arrived after the shipment), incorrect HL hierarchy structure, and UPC or GTIN codes that do not match the buyer’s item master. Each retailer has their own validation rules. For example: what passes at Walmart may still fail at Target.
Q3: What is an EDI 856 chargeback and how do I avoid it?
An EDI 856 chargeback is a financial penalty applied by a retailer when your ASN is missing, late, inaccurate, or non-compliant with their specific requirements. To avoid chargebacks: send the ASN during shipment (not before, not after), ensure SSCC-18 labels on cartons exactly match what is in the ASN, validate quantities against the physical pack before transmitting, and review each trading partner’s implementation guide regularly since requirements change. Automated ASN generation directly from your WMS or EDI platform eliminates most manual errors.
Q4: Which retailers require EDI 856?
Most major retailers require EDI 856 as a mandatory compliance document. These include Walmart, Target, Amazon, Home Depot, Lowe’s, Costco, Chewy, Kroger, Wayfair, Tractor Supply, Albertsons, and C&S Wholesale Grocers. Requirements vary significantly by every retailer. For example, Walmart requires SSCC-18 on every carton and pallet, Amazon requires the ASN within 30 minutes of ship confirmation, and Target enforces strict item attribute matching including case pack and barcode accuracy.
Q5: Does Walmart require an EDI 856?
Yes. Walmart requires an EDI 856 ASN for all shipments to their distribution centers. Walmart’s ASN requirements include SSCC-18 barcodes on all cartons and pallets, a specific HL hierarchy structure, GS1-128 compliant labels, and PRO numbers for LTL shipments. Walmart validates ASNs through their Retail Link portal and applies chargebacks for missing, late, or inaccurate ASNs. Their specific requirements are detailed in the Walmart Supplier EDI Implementation Guide.
Q6: Does Amazon require an EDI 856?
ASNs must be sent within 30 minutes of departure from the vendor warehouse/distribution center or at least 6 hours prior to the carrier appointment time at the Amazon destination warehouse, whichever is soonerASNs must be sent within 30 minutes of departure from the vendor warehouse/distribution center or at least 6 hours prior to the carrier appointment time at the Amazon destination warehouse, whichever is sooner.
Source: https://images-na.ssl-images-amazon.com/images/I/A1CGEzPx85L.pdf
Q7: When should EDI 856 be sent?
The EDI 856 should be sent at the time of physical shipment — typically when the carrier scans the pickup or when the shipment leaves the warehouse dock. Some retailers have stricter windows: Amazon requires ASN within 30 minutes of departure from the vendor warehouse/distribution center or at least 6 hours prior to the carrier appointment time at the Amazon destination warehouse, whichever is sooner. Sending too early (before the shipment is actually packed) or too late (after the goods have already arrived) both cause problems and can trigger chargebacks.
Source: https://images-na.ssl-images-amazon.com/images/I/A1CGEzPx85L.pdf
Q8: What triggers an EDI 856?
An EDI 856 is triggered by the physical act of shipping specifically when a purchase order (EDI 850) has been received, goods have been picked and packed, GS1-128 labels have been applied to cartons and pallets, and the carrier has confirmed pickup. In automated systems, the ASN is generated and transmitted automatically when the warehouse management system (WMS) records a confirmed shipment.
Q9: What happens after an EDI 856 is sent?
After the buyer receives the EDI 856, they send back an EDI 997 Functional Acknowledgement confirming receipt. The buyer’s warehouse management system then uses the ASN data to pre-stage inventory, schedule dock labor, and prepare receiving workflows. When the shipment physically arrives, warehouse staff scan SSCC-18 barcodes on cartons to verify against the ASN instead of manually counting items. Inventory is updated automatically.
Q10: Can I send an EDI 856 for a partial shipment?
Yes. If you are unable to fulfill a complete purchase order in one shipment, you send a separate EDI 856 for each physical shipment. Each ASN covers only what is on that specific truck. Make sure each ASN references the correct purchase order line items and quantities for that partial fulfillment mismatches between the ASN and the physical shipment are one of the most common chargeback triggers.