EDI 856 is the Advance Ship Notice (ASN) transaction set—an electronic document that tells your trading partner exactly what’s being shipped, how it’s packed, and when to expect it. The ASN arrives before the physical shipment, enabling receivers to prepare for efficient unloading, reduce check-in time, and maintain accurate inventory.
This guide covers the EDI 856 definition, format, segment specifications, and real-world examples.
EDI 856 at a Glance
| Attribute | Details |
|---|---|
| Transaction Set | 856 |
| Name | Ship Notice/Manifest (Advance Ship Notice) |
| Abbreviation | ASN |
| Standard | ANSI X12 |
| Direction | Supplier → Buyer/Receiver |
| Purpose | Notify receiver of shipment contents before arrival |
| Timing | Sent when shipment leaves origin |
| Acknowledgment | 997 Functional Acknowledgment |
What is EDI 856 (Advance Ship Notice)?
The EDI 856, commonly called the Advance Ship Notice or ASN, is an electronic packing slip that provides detailed information about a shipment before it arrives. It answers the receiver’s key questions:
- What’s coming? – Items, quantities, lot numbers, serial numbers
- How is it packed? – Cartons, pallets, containers with hierarchy
- When will it arrive? – Carrier, tracking, estimated delivery
- What order does it fulfill? – Purchase order references
Unlike a simple shipping notification email, the EDI 856 is machine-readable—the receiver’s warehouse management system can automatically prepare receiving documents, allocate dock doors, and pre-stage inventory locations.
Why is the ASN Important?
Major retailers like Walmart, Target, and Amazon require EDI 856 compliance. Without an accurate ASN:
- Shipments may be rejected or delayed at the dock
- Chargebacks apply for missing or late ASNs
- Receiving takes longer (manual counting vs. scan-and-verify)
- Inventory accuracy suffers
EDI 856 Specification: Key Segments
The EDI 856 uses a hierarchical structure (HL loops) to represent the physical packing of a shipment. Here are the key segments:
| Segment | Name | Purpose | Required |
|---|---|---|---|
| ST | Transaction Set Header | Identifies the start of the 856 | Yes |
| BSN | Beginning Segment | ASN number, date, time, shipment type | Yes |
| HL | Hierarchical Level | Defines shipment/order/pack/item structure | Yes |
| TD1 | Carrier Details (Qty/Weight) | Package count, weight, packaging type | Situational |
| TD5 | Carrier Details (Routing) | Carrier name, SCAC code, routing | Situational |
| TD3 | Carrier Details (Equipment) | Trailer/container number | Situational |
| REF | Reference Identification | BOL, PRO number, tracking numbers | Situational |
| DTM | Date/Time Reference | Ship date, delivery date, pickup date | Situational |
| N1 | Party Identification | Ship from, ship to, carrier, bill to | Situational |
| LIN | Item Identification | Product codes (UPC, SKU, GTIN) | Situational |
| SN1 | Item Detail (Shipment) | Quantity shipped, unit of measure | Situational |
| PO4 | Item Physical Details | Pack size, inner pack, dimensions | Situational |
| MAN | Marks and Numbers | Carton labels, SSCC-18 barcodes | Situational |
| SE | Transaction Set Trailer | Marks the end of the transaction | Yes |
Understanding the HL (Hierarchical Level) Structure
The HL segment is what makes EDI 856 unique—it represents how items are physically packed. Common hierarchy:
HL*1**S (Shipment level)
└─ HL*2*1*O (Order level - PO reference)
└─ HL*3*2*P (Pack level - pallet/carton)
└─ HL*4*3*I (Item level - product detail)HL Codes:
- S = Shipment
- O = Order
- P = Pack (tare/pallet/carton)
- I = Item
EDI 856 Example
Here’s a simplified EDI 856 Advance Ship Notice example:
ISA*00* *00* *ZZ*SUPPLIER *ZZ*RETAILER *260128*1400*U*00401*000000001*0*P*>~
GS*SH*SUPPLIER*RETAILER*20260128*1400*1*X*004010~
ST*856*0001~
BSN*00*ASN123456*20260128*1400*0001~
DTM*011*20260128~
DTM*017*20260130~
HL*1**S~
TD1*CTN*10****G*250*LB~
TD5**2*UPSN*M*UPS Ground~
TD3**TL*TRAILER123~
REF*BM*BOL-2026-001~
REF*CN*1Z999AA10123456784~
N1*SF*Acme Distribution*92*ACME001~
N3*100 Warehouse Way~
N4*Chicago*IL*60601*US~
N1*ST*Retailer DC East*92*RET-DC-01~
N3*500 Receiving Blvd~
N4*Newark*NJ*07101*US~
HL*2*1*O~
PRF*PO-2026-5001~
HL*3*2*P~
MAN*GM*00100123456789012345~
TD1*CTN*5****G*125*LB~
HL*4*3*I~
LIN**UP*012345678901*VP*WIDGET-100~
SN1**100*EA~
HL*5*3*I~
LIN**UP*012345678902*VP*WIDGET-200~
SN1**50*EA~
HL*6*2*P~
MAN*GM*00100123456789012346~
TD1*CTN*5****G*125*LB~
HL*7*6*I~
LIN**UP*012345678901*VP*WIDGET-100~
SN1**100*EA~
SE*32*0001~
GE*1*1~
IEA*1*000000001~Example Breakdown
This EDI 856 example communicates:
- Shipment: 10 cartons, 250 lbs total, shipping UPS Ground
- Trailer: TRAILER123
- BOL: BOL-2026-001
- Tracking: 1Z999AA10123456784
- From: Acme Distribution, Chicago IL
- To: Retailer DC East, Newark NJ
- Order: PO-2026-5001
- Pallet 1 (SSCC: 00100123456789012345): 5 cartons containing 100x WIDGET-100 + 50x WIDGET-200
- Pallet 2 (SSCC: 00100123456789012346): 5 cartons containing 100x WIDGET-100
How EDI 856 Works: The ASN Process Flow
- Order Received – Supplier receives EDI 850 Purchase Order
- Order Picked & Packed – Warehouse picks items, creates packing structure
- Labels Generated – SSCC-18 labels applied to cartons/pallets
- ASN Created – WMS generates EDI 856 with pack hierarchy
- ASN Transmitted – Sent via AS2, SFTP, or VAN when shipment departs
- 997 Acknowledgment – Receiver confirms ASN receipt
- Shipment Arrives – Receiver scans SSCC labels to verify against ASN
- Receiving Complete – Inventory updated automatically
Benefits of EDI 856 (Advance Ship Notice)
For Suppliers
- Faster payment – Accurate ASNs speed up receiving and invoice matching
- Fewer chargebacks – Compliance with retailer requirements
- Reduced disputes – Electronic proof of what was shipped
- Better relationships – Trading partners value reliable ASNs
For Receivers
- Faster receiving – Scan-and-verify vs. manual counting
- Dock scheduling – Know what’s coming and when
- Inventory accuracy – Automatic updates from ASN data
- Cross-docking – Route items to outbound without put-away
- Labor planning – Staff appropriately for incoming volume
Common EDI 856 Challenges
ASN Accuracy Issues
The ASN must match exactly what’s on the truck. Common errors:
- Wrong quantities (shipped vs. ASN mismatch)
- Missing items not reflected in ASN
- Incorrect SSCC-18 labels
- Wrong PO references
Timing Problems
The ASN must arrive before the shipment. If it’s late:
- Receiver can’t pre-stage
- Chargebacks may apply
- Manual receiving required
Pack Hierarchy Complexity
The HL structure must accurately represent physical packing. Mixed pallets and partial cases increase complexity.
EDI 856 Compliance Requirements
Major retailers have specific ASN requirements:
| Retailer | Key Requirements |
|---|---|
| Walmart | SSCC-18 required, specific HL structure, GS1-128 labels |
| Amazon | ASN within 30 min of ship, carton-level detail |
| Target | SSCC-18, floor-ready merchandise labeling |
| Home Depot | Full pack hierarchy, carrier SCAC codes |
Non-compliance typically results in chargebacks ranging from $5-$50 per ASN or percentage-based penalties.
Related EDI Transactions
| Transaction | Name | Relationship to 856 |
|---|---|---|
| EDI 850 | Purchase Order | The order that triggers the shipment |
| EDI 855 | PO Acknowledgment | Confirms order before shipping |
| EDI 810 | Invoice | Sent after shipment, references ASN |
| EDI 846 | Inventory Inquiry/Advice | Available inventory before ordering |
| EDI 940 | Warehouse Shipping Order | Instruction to 3PL to ship (generates 856) |
| EDI 945 | Warehouse Shipping Advice | 3PL confirmation of shipment |
Implementing EDI 856
Requirements
- EDI-capable system or integration platform
- WMS that generates pack hierarchy data
- SSCC-18 labeling capability
- Trading partner implementation guides
Best Practices
- Send on ship – Trigger ASN when carrier scans pickup
- Automate from WMS – Don’t manually create ASNs
- Validate before sending – Check quantities match pick/pack
- Test thoroughly – Each retailer has unique requirements
How Comparatio Simplifies EDI 856
Comparatio’s integration platform handles EDI 856 complexity:
- Pre-built retailer maps – Walmart, Amazon, Target requirements built-in
- WMS integration – Automatic ASN generation from your warehouse system
- SSCC-18 generation – Create compliant carton labels
- Validation – Catch errors before transmission
- Real-time tracking – Monitor ASN status and acknowledgments
See how Comparatio streamlines EDI 856 compliance →
Frequently Asked Questions
What is EDI 856?
EDI 856 is the Advance Ship Notice (ASN) transaction set in the ANSI X12 standard. It electronically communicates shipment details—what’s being shipped, how it’s packed, and when it will arrive—before the physical delivery.
What is an Advance Ship Notice (ASN)?
An Advance Ship Notice is an electronic packing slip sent before a shipment arrives. It tells the receiver exactly what to expect: items, quantities, packaging, carrier, tracking, and estimated delivery. EDI 856 is the standard format for ASNs.
When should EDI 856 be sent?
The ASN should be transmitted when the shipment leaves the origin—typically when the carrier scans the pickup. Some retailers require ASNs within 30 minutes of ship confirmation. Sending early (before ship) or late (after delivery) can result in chargebacks.
What is SSCC-18?
SSCC-18 (Serial Shipping Container Code) is an 18-digit identifier for logistics units (cartons, pallets). It’s encoded in GS1-128 barcodes on shipping labels and referenced in the EDI 856 MAN segment. SSCC-18 enables scan-based receiving.
What’s the difference between EDI 856 and EDI 810?
EDI 856 (ASN) describes what’s being shipped. EDI 810 (Invoice) requests payment for what was shipped. The 856 is sent at ship time; the 810 is sent after delivery or per payment terms. Many receivers match the 810 against the 856 for three-way matching.
Do all retailers require EDI 856?
Most major retailers require EDI 856 for direct shipments to distribution centers. Requirements vary—some need carton-level detail, others accept pallet-level. Always check your trading partner’s implementation guide for specific requirements.
Summary
EDI 856 (Advance Ship Notice) is essential for modern supply chain efficiency. It enables receivers to prepare for incoming shipments, speeds up dock-to-stock time, and maintains inventory accuracy through scan-based verification.
Key points:
- EDI 856 is the electronic packing slip sent before shipment arrives
- The HL segment creates a hierarchy matching physical pack structure
- SSCC-18 labels enable scan-and-verify receiving
- Major retailers require ASN compliance with specific timing and format rules
- Accurate ASNs reduce chargebacks and speed up payment