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Transaction Set
in
X12 Release 003030

857 Shipment and Billing Notice

Functional Group BS

X12M Supply Chain Subcommittee

This Draft Standard for Trial Use contains the format and establishes the data contents of the Shipment and Billing Notice Transaction Set (857) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set provides the recipient of a shipment with data for both receipt planning and payment generation. EDI and telecommunications technologies suggest efficiencies in the way business data is processed. For example, the sender of a shipment may send the recipient's receiving function a Ship Notice/Manifest (856), and the payables function an Invoice (810), even though the contents of these two documents may be largely redundant. In certain business environments, the Shipment and Billing Notice permits the consolidation of these two documents into one. Specifically, this transaction set is appropriate where the shipment data, when it includes terms and item prices, can be used both to plan receipts and to generate payment. In this environment, the exact prices for the items shipped may not be known in advance by both parties. This transaction set is not appropriate in so-called Evaluated Receipts Settlement (ERS) environments, in which the exact prices for the items shipped have been agreed upon by, and are known to, both parties in advance. The Shipment and Billing Notice distinguishes two hierarchies of shipment data. The first hierarchy is for shipments in which multiple vendor's items are contained within the same packaging (pallet, pack or subpack). This hierarchy is Shipment, Order, Packaging, Item. The second hierarchy is for shipments in which each package (pallet, pack, or sub-pack) contains only one vendor's item. This hierarchy is Shipment, Order, Item, Packaging. This transaction set is not to be used to replace the Ship Notice/Manifest (856) or Invoice (810) individually, but only to replace both, together. For example, do not use this transaction set in place of a Ship Notice/Manifest while continuing to send either paper or electronic invoice.

Heading

Sequence
Segment
Name
Max use
010
Transaction Set HeaderMandatory
Max 1
To indicate the start of a transaction set and to assign a control number
The structure of this transaction set is one shipment of one or more orders.
This transaction set is used to convey information that is normally found on a shipping/receiving document and a invoice, in a paper environment. In most cases prices are excluded from the receiving documents. Care should be exercised to keep this information from the receiving area if it is the current practice to exclude such information. It may be prudent to consult an auditor or legal representative if there is any question.
020
Beginning of Hierarchical TransactionMandatory
Max 1
To define the business hierarchical structure of the transaction set and identify the business application purpose and reference data; i.e., number, date, and time
BHT01, Hierarchical Structure Code, may only contain the code values 0001 and 0002.
When BHT01, the Hierarchical Structure Code, contains a value of 0001, the levels of the transaction set are Shipment, Order, Tare (pallet), Pack (carton), Subpack, and Item. The levels, when used, must always appear (in the transmission) in the above order, e.g., the tare level cannot be subordinate to the item level; however, the pack level may be omitted.
When BHT01, the Hierarchical Structure Code, contains a value of 0002, the levels of the transaction set are Shipment, Order, Item, Tare (pallet), Pack (carton), and Subpack. The levels, when used, must always appear (in the transmission) in the above order, e.g., the tare level cannot be subordinate to the pack level; however, the tare level may be omitted.
HL Loop
Repeat >1
030
Hierarchical LevelMandatory
Max 1
To identify dependencies among and the content of hierarchically related groups of data segments.
HL01 (Hierarchical ID Number) will be assigned sequentially within the hierarchy starting with one and incremented by one for each HL segment.
HL02 (Hierarchical Parent ID) will have the value of 0 when used at the Shipment Level.
HL03 (Hierarchical Level Code) may only contain the codes: S (Shipment Level), O (Order Level), T (Tare Level), P (Pack Level), Q (Subpack Level), and I (Item Level).
BS1 Loop
Repeat 1
040
Total Shipment Information
Max 1
To provide totals relating to the shipment
The BS1 loop may only be used at the Shipment Level.
050
Carrier Details (Quantity and Weight)
Max 5
To specify the transportation details relative to commodity, weight and quantity.
060
Carrier Details (Equipment)
Max 5
To specify transportation details relating to the equipment used by the carrier.
070
Carrier Details (Special Handling or Hazardous Materials or Both)
Max 5
To specify transportation special handling requirements or hazardous materials information or both
080
Carrier Details (Routing Sequence/Transit Time)
Max 10
To specify the carrier, sequence of routing and to provide transit time information
090
F.O.B. Related Instructions
Max 1
To specify transportation instructions relating to shipment
100
Date/Time Reference
Max 5
To specify pertinent dates and times
110
Reference Number
Max 20
To transmit identifying numbers and descriptive information as specified by the reference number qualifier
120
Administrative Communications Contact
Max 5
To identify a person or office to whom administrative communications should be directed
130
Currency
Max 1
To specify the currency (dollars, pounds, francs, etc.) used in a transaction
N1 Loop
Repeat 10
140
Name
Max 1
To identify a party by type of organization, name and code
150
Additional Name Information
Max 2
To specify additional names or those longer than 35 characters in length
160
Address Information
Max 2
To specify the location of the named party
170
Geographic Location
Max 1
To specify the geographic place of the named party
BS2 Loop
Repeat 1
180
Total Monetary Value Summary
Max 1
To specify the total invoice discounts and amounts
The BS2 loop may only be used at the Order Level.
The Transaction Set shall contain at least one occurrence of the BS2 loop, Order Level.
190
Purchase Order Reference
Max 1
To provide reference to a specific purchase order
200
Reference Number
Max 10
To transmit identifying numbers and descriptive information as specified by the reference number qualifier
210
Date/Time Reference
Max 10
To specify pertinent dates and times
230
Tax Information
Max 10
To specify tax information.
ITA Loop
Repeat 10
240
Allowance, Charge or Service
Max 1
To specify allowances, charges or services
250
Tax Information
Max 10
To specify tax information.
N1 Loop
Repeat 10
260
Name
Max 1
To identify a party by type of organization, name and code
270
Additional Name Information
Max 2
To specify additional names or those longer than 35 characters in length
280
Address Information
Max 2
To specify the location of the named party
290
Geographic Location
Max 1
To specify the geographic place of the named party
BS3 Loop
Repeat 1
300
Pallet Information
Max 1
To identify the type and physical attributes of the pallet, and, gross weight, gross volume, and height of the load and the pallet
The BS3 loop may only be used at the Tare (pallet) Level.
310
Marks and Numbers
Max 10
To indicate identifying marks and numbers for shipping containers
BS4 Loop
Repeat 1
320
Assigned Number
Max 1
To reference a line number in a transaction set.
The BS4 loop may only be used at the Pack (carton) and Subpack Levels. The Subpack Level may only be used in conjunction with the Pack Level.
LX01 (Assigned Number) will be sequentially assigned starting with one and incremented by one for each LX segment.
The LX segment is used to bound the segments for the Pack and Subpack Levels to allow all segments within the loop to be optional. It has no relevance to the application data being sent.
325
Reference Number
Max 15
To transmit identifying numbers and descriptive information as specified by the reference number qualifier
330
Item Physical Details
Max 1
To specify the physical qualities, packaging, weights and dimensions relating to the item.
340
Measurements
Max 10
To specify physical measurements or counts, including dimensions, tolerances, variances, and weights (See Figures Appendix for example of use of C001.)
350
Marking, Packaging, Loading
Max 10
To describe marking, packaging, loading and unloading requirements.
360
Marks and Numbers
Max 10
To indicate identifying marks and numbers for shipping containers
BS5 Loop
Repeat 1
370
Baseline Item Data (Invoice)
Max 1
To specify the basic and most frequently used line item data for the invoice and related transactions.
The BS5 loop may only be used at the Item Level.
There shall be at least one occurence of the BS5 loop, Item Level within each Order Level.
380
Additional Item Data
Max 1
To specify additional item details relating to variations between ordered and shipped quantities, or to specify alternate units of measures and quantities.
390
Item Physical Details
Max 1
To specify the physical qualities, packaging, weights and dimensions relating to the item.
400
Commodity
Max 5
To identify a commodity or a group of commodities or a tariff page commodity
410
Tax Information
Max 10
To specify tax information.
420
Pricing Information
Max 10
To specify pricing information
430
Reference Number
Max 10
To transmit identifying numbers and descriptive information as specified by the reference number qualifier
440
Measurements
Max 10
To specify physical measurements or counts, including dimensions, tolerances, variances, and weights (See Figures Appendix for example of use of C001.)
PID Loop
Repeat 25
450
Product/Item Description
Max 1
To describe a product or process in coded or free-form format
460
Measurements
Max 10
To specify physical measurements or counts, including dimensions, tolerances, variances, and weights (See Figures Appendix for example of use of C001.)
SLN Loop
Repeat 1000
470
Subline Item Detail
Max 1
To specify product subline detail item data
480
Product/Item Description
Max 25
To describe a product or process in coded or free-form format
ITA Loop
Repeat 10
490
Allowance, Charge or Service
Max 1
To specify allowances, charges or services
500
Tax Information
Max 10
To specify tax information.
510
Transaction Set TrailerMandatory
Max 1
To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments).
Stedi is a registered trademark of Stedi, Inc. Stedi's EDI Reference and Mapping Guides are provided for marketing purposes and are free of charge. All names, logos, and brands of third parties listed on our site are trademarks of their respective owners (including “X12”, which is a trademark of X12 Incorporated). Stedi, Inc. and its products and services are not endorsed by, sponsored by, or affiliated with these third parties. Our use of these names, logos, and brands is for identification purposes only, and does not imply any such endorsement, sponsorship, or affiliation.
Stedi is a registered trademark of Stedi, Inc. Stedi's EDI Reference and Mapping Guides are provided for marketing purposes and are free of charge. All names, logos, and brands of third parties listed on our site are trademarks of their respective owners (including “X12”, which is a trademark of X12 Incorporated). Stedi, Inc. and its products and services are not endorsed by, sponsored by, or affiliated with these third parties. Our use of these names, logos, and brands is for identification purposes only, and does not imply any such endorsement, sponsorship, or affiliation.