This guide provides essential insights into the EDI 856 Advanced Ship Notice (ASN) process, tailored for users of EDI Barcoding.
EDI Barcoding, based in Cleveland, specializes in barcoding, EDI integrations, and maintaining service level agreements (SLAs). Our approach emphasizes clarity in B2B communications, ensuring that our clients receive straightforward and effective solutions.
Key components of the EDI 856 ASN include:
- Purpose: The ASN informs the recipient about the details of a shipment before it arrives.
- Structure: The document includes critical data such as shipment details, item descriptions, and quantities.
- Benefits: Using EDI 856 ASN improves inventory management, enhances order accuracy, and streamlines the receiving process.
For further assistance with EDI integrations or to learn more about our services, please contact EDI Barcoding.
How an 856 Is Built: Hierarchy, Labels and Common Pitfalls
The part of the 856 that trips up most new trading partners is its hierarchical structure. Unlike a purchase order, which is essentially a flat list of lines, an ASN describes how goods are physically packed. It does this with repeating HL (Hierarchical Level) segments, each pointing to its parent. A typical layout runs Shipment, then Order, then Tare (pallet), then Pack (carton), then Item. Some retailers accept a simpler Shipment, Order, Item structure. Others insist on full pick-and-pack detail. Always confirm which one each partner expects in their implementation guide.
The link between the ASN and the carton label
For barcoding, the key connection is the SSCC-18, the Serial Shipping Container Code. It is printed on the GS1-128 shipping label and sent in the MAN segment at the pack or tare level. When the receiving dock scans a carton, its system looks up that SSCC in the ASN it already has. If the numbers match, the carton can be received without opening it. If the label and the ASN disagree, the efficiency gain is lost and chargebacks may follow. This is why label printing and ASN generation should come from the same packing data and never be keyed in separately.
Timing and accuracy
Most partners want the ASN transmitted after the truck is loaded but before it arrives. Many set a fixed window, such as within a set time of shipment. Common errors include:
- Sending the ASN before packing is final, so quantities differ from what ships
- Duplicate or reused SSCC numbers
- Missing PO numbers, or line numbers that don't match the original 850
- Incorrect carrier SCAC codes or bill of lading references
- Ignoring the 997 or 999 functional acknowledgment that reports rejections
Testing before go-live
Retailers usually require a test phase. During testing, sample ASNs and printed labels are checked for syntax and for scan quality. Treat this phase as a chance to prove your packing workflow, not just your translator mapping. Once you are live, track ASN acceptance rates and chargebacks by partner. Our standings page explains how we report this kind of service performance. For help aligning your label output with your EDI maps, see our solutions overview.
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