EDI 861: Receiving Advice/Acceptance Certificate
EDI 861 Definition
The EDI 861 Receiving Advice/Acceptance Certificate is a transaction set used within the electronic data interchange (EDI) framework to communicate the receipt and acceptance of goods by the buyer. This document provides detailed information about the goods received, including quantities, condition, and any discrepancies or damages noted at the time of receipt. It serves as a formal acknowledgment of the physical receipt of goods and can trigger payment processes, inventory updates, and adjustments to orders based on the actual goods received.
What is EDI 861 Used for?
Buyers use the EDI 861 to inform suppliers about the receipt of goods, detailing the quantities received and noting any discrepancies between the goods received and the goods ordered. This document allows suppliers to update their records regarding the delivery of goods, adjust inventory levels, and address any issues or discrepancies noted by the buyer.
Key Elements of EDI 861
An EDI 861 document typically includes key elements to effectively convey the details of goods received:
- Transaction Set Header and Trailer: Marks the beginning and end of the EDI 861 document, encapsulating the receiving advice details.
- Receiving Advice Header: Information about the receiving advice, including advice number and date of receipt.
- Purchase Order Reference: References to the related purchase order(s) for which goods are being received.
- Item Receipt Information: Detailed information on each item received, including item numbers, descriptions, quantities received, and any discrepancies or damages.
- Carrier Information: Details about the carrier used for shipping, including carrier name and tracking number.
- Receipt Location: Information on the location where the goods were received, such as a warehouse or store number.
Benefits of EDI 861
Utilizing the EDI 861 document offers several advantages:
- Improved Accuracy: Enhances accuracy in inventory and order management by providing detailed information on actual goods received.
- Efficient Discrepancy Resolution: Facilitates quick resolution of discrepancies or damages by communicating issues promptly to suppliers.
- Streamlined Receiving Process: Improves the efficiency of the receiving process by automating the communication of receipt details.
- Enhanced Visibility: Increases visibility into the supply chain, allowing both buyers and suppliers to track the movement and receipt of goods accurately.
EDI 861 Document Example
Here’s a simplified example of what an EDI 861 might look like in raw data format:
ST*861*0001
BSN*00*RECEIPT123*20241130
N1*ST*Buyer Company*92*12345
N1*SF*Supplier Company*92*67890
PRF*PO123456
LIN*1*VP*1001*UP*0123456789012*PD*Widget A
SN1**100*EA
LIN*2*VP*1002*UP*0234567890123*PD*Widget B
SN1**50*EA
CTT*2
SE*9*0001
Guide to EDI 861 Terms and Elements:
- ST (Transaction Set Header): Initiates the EDI 861 document, identified by a unique control number.
- BSN (Beginning Segment for Ship Notice): Provides basic information about the receiving advice, including the advice number and date.
- N1 (Name): Identifies the parties involved, such as the ship-to (ST) party and the ship-from (SF) party, including identification numbers.
- PRF (Purchase Order Reference): Identifies the purchase order associated with the goods received.
- LIN (Item Identification): Identifies each item received, including item numbers and descriptions.
- SN1 (Item Detail (Shipment): Specifies the quantity of each item received.
- CTT (Transaction Totals): Summarizes the total number of line items reported in the document.
- SE (Transaction Set Trailer): Concludes the EDI 861 document, ensuring completeness and accuracy.
This example is designed to give a basic understanding of how an EDI 861 document might look, including the types of information it conveys. Remember, the actual implementation might vary based on specific business needs and partnerships.
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