856 Advance Ship Notice
Supplier Implementation Guide
856 Advance Ship Notice Implementation Guide 04222011
1
Introduction to EDI 856 Advance Ship Notice
Introduction
This document provides instructions for implementing the EDI 856 Advance Ship Notice transaction. This
document is divided into the following sections:
•
•
•
Introduction to EDI – A basic introduction of EDI and the 856.
Non-Technical Reference Materials – Includes contact and protocol information.
Technical Guidelines – Your IT or technical staff will need this information to successfully implement the
856.
While this guide is largely intended for technical personnel, the introductory information allows you to gain a full
understanding of why EDI is used and what the benefits are to you. If you are not a technical resource, we
recommend you read this introduction prior to turning this guide over to any IT/technical resources who may
implement the 856 for your organization.
If you have questions about conducting business with Cardinal Health or EDI concerns beyond the 856, please
consult the guide Supplier Reference Manual: Pharmaceutical Supply Chain.
What is EDI?
EDI is an electronic sharing of information in a global standardized format. Traditionally, communications between
business partners (like purchase orders or invoices) were conducted on paper and sent via mail or fax.
With the advent of electronic file sharing, communicating such information electronically greatly reduces the time
and resources required to manage such interactions. ANSI (American National Standards Institute) is the
governing organization that establishes EDI standards. Within ANSI, HDMA (the Healthcare Distribution
Management Association) establishes standards unique to the health care industry. However, HDMA standards
always fall within ANSI standards; they do not conflict with nor negate one another.
Ideally, when trading partners use standardized communications in accordance with ANSI and HDMA,
communications are automated and efficient.
Types of EDI Transactions
Cardinal Health supports a range of EDI documents and transmission protocols to transfer information to and from
our business partners. In addition, Cardinal Health maintains partnerships with various communication and van
providers and complies with both the American National Standards Institute (ANSI) and the Healthcare Distribution
Management Association (HDMA) EDI guidelines. Cardinal Health sends and receives EDI data every 30 minutes.
Supported EDI document types
Document Number Document Description
810
Invoice
844
Chargebacks
845
Bid Award/Price Authorization
849
Chargeback Reconciliation
850
Purchase Order
852
Product Activity Data
855
Purchase Order Acknowledgement
856
Advance Ship Notice
867
Product Transfer and Resale Report
997
Functional Acknowledgement
The Importance of the 856
The 856 is critical to timely and seamless receipt of shipments we receive from you. It contains information about
items being shipped, including purchase order number, ship date, estimated delivery date, lot number, and
supplier DEA number.
By receiving a valid and timely 856, Cardinal Health can correctly anticipate shipments you send us. When
Cardinal Health doesn’t receive a valid 856 file:
•
•
•
Visibility doesn’t exist for incoming shipments
Shipments cannot be reconciled with purchase orders.
Manual follow-ups, such as phone calls and emails, must take place to resolve the discrepancy.
EDI Requirements
By the time you are ready to implement the 856, you have already been through new supplier setup and testing.
As a reminder about your EDI requirements to do business with Cardinal Health, please keep the following
requirements in mind.
• Cardinal Health expects the supplier to be fully engaged and compliant with all applicable EDI
requirements. Compliance is required within 90 days of becoming a supplier or upon notification of noncompliance.
• Suppliers are required to send a 997 within 24 hours of receiving any EDI transmission from Cardinal
Health.
• Suppliers are required to monitor 997s received from Cardinal Health. If a 997 has not been received or
contains faulty data, you must take prompt action to resolve the issue.
• Suppliers are required to maintain compatible electronic document version numbers in accordance with
Cardinal Health’s current software.
EDI Workflow
To illustrate the flow between Cardinal Health and our suppliers via EDI, the following flowchart is provided:
EDI Benefits
The 856 is just one part of an overall EDI implementation with Cardinal Health. Benefits of a successful EDI
program save money and time for all involved.
EDI saves time and money. When suppliers provide ASN information to Cardinal Health via EDI it
reduces the need to make follow-up phone calls for troubleshooting. On average, that reduces the amount
of supplier inquires by 57 percent when providing ASN data compared with suppliers who don ‘t. This
efficiency alone offsets any cost of the implementation and maintenance, and similar savings should be
enjoyed by you with successful ASN implementation.
We can proactively reduce the number of unnecessary deductions. Our distribution centers are able
to use 856 data to enhance the accuracy of discrepancy reporting and to proactively reduce the number of
unnecessary deductions.
Successful ASN implementation will improve your NLC Supplier Scorecard. Cardinal Health
provides each NLC supplier with a “scorecard”, measuring many aspects of your service level. The ASN is
one such grading criterion. By increasing the measures of your service level, you can improve your
standing with Cardinal Health.
ASN data will become vital to Pedigree requirements in the future. More and more states within the
U.S. are requiring pedigree data for certain shipments. ASN's can provide the data necessary to assist
with serialized receiving and reduce turnaround time of the product.
Our standards are industry standards. Most companies conduct business via EDI, and the terms of EDI
are written to universal standards as defined by American National Standards Institute (ANSI).
Additionally, Healthcare Distribution Management Association (HDMA) provides valuable guidelines that
are specific to our supply chain while staying within the boundaries of larger EDI standards. This means
no proprietary formatting is necessary for you to become compliant. Any steps you take to successfully
implement EDI with Cardinal Health also may benefit you with your other business partner transactions.
Required Fields
The next section, the EDI 856 Technical Guidelines, provides the EDI standard and technical documentation for
the universal standards. To simplify the process for you, below is a list of the 11 fields that Cardinal Health
requires in the 856 transaction. You may want to refer to both this section and the next for complete technical
guidelines, but this summary will allow you to focus on exactly what’s needed for a successful 856.
All fields below are required by the Cardinal Health Standard.
Data Element
Business Definition
Maps to Technical Guideline… Hierarchical
Level Within the
ASN
Confirmed Ship The date on which the manufacturer has DTM (Date/Time) Segment, Data Shipment Level
Date
confirmed the item(s) has been shipped Element 374 with a qualifier of
to the customer.
‘011’ for Shipped Date and the
date in Data Element 373.
Estimated
The date on which the distributor is
DTM (Date/Time) Segment, Data Shipment Level
Delivery Date
expected to receive the item(s) from the Element 374 with a qualifier of
manufacturer.
„017„ for Expected Arrival and
the date in Data Element 373.
Carrier Name
The name of the transportation company TD5 (Carrier Details) Segment,
Data Element 387.
who will deliver the product from
origination to destination or the
originating carrier's identity.
Shipping
Location (Ship
From)
Shipment Level
The address or ID # of the location from N101 (Name – Ship From)
Segment, Data Element 098 with
where the product is being shipped
a qualifier of SF for Ship From.
(Shipping point).
Shipment Level
Carrier Tracking The number automatically assigned to
REF Segment, Data Element
Shipment Level
Number
every shipment to identify and trace it as 128 contains the qualifier of „CN‟
it travels to its destination.
for Carrier’s Reference Number
(PRO/Invoice) and Data Element
127 should contain the carrier
tracking number.
DEA Number /
Health Industry
Number / D&B®
D-U-N-S®
Number
The DEA number indicates a health care
provider’s authority to write prescriptions
for controlled substances. The Health
Industry Number (HIN) is a unique ID for
identifying all trading partners. Go to
http://www.hibcc.org/hinsystem.htm to
obtain your HIN. A D&B® D-U-N-S®
Number is a unique nine-digit sequence
recognized as the universal standard for
identifying businesses worldwide.
Purchase Order The Cardinal Health Purchase Order
Number
Number; Written authorization for a
supplier to ship products at a specified
price, which becomes a legally binding
contract once the supplier accepts it.
NDC Number or The NDC Number or the Universal
UPC Number
Product Code (UPC) associated with
each individual item that is used to place
orders.
N1 (Name – Ship From)
Shipment Level
Segment, Data Element 098 with
a qualifier of „SF‟ should have
Data Element 066 with a qualifier
of „1‟.‟9‟.‟11‟ or „21‟ and Data
element 067 should contain the
supplier unique identifier.
PRF (Purchase Order
Reference) Segment, Data
Element 324.
Order Level
LIN (Line Identification)
Segment, Data Element 234.
Item Level
Ship Quantity
The number of individual pieces shipped SN1 (Item Detail (Shipment))
to its destination.
Segment, Data Element 382.
Item Level
Lot Number
The number assigned to a particular
batch of product.
Expiration Date The date after which the product is not
recommended for use.
LIN (Line Identification)
Item Level
Segment, Data Element 235 with
a qualifier of „LT‟ for Lot Number
and in Data Element 234 the Lot
number.
DTM (Date/Time) Segment, Data Item Level
Element 374 with a qualifier of
„036‟ for Expiration date.
GS1 – 128 Compliant Bar Codes
The unique identifiers applied to each pallet and case should conform to the GS1- 128 standard and to HDMA bar
code guidelines. These identifiers should be included within the Advance Shipping Notice (ASN) as prescribed by
HDMA EDI guidelines. These are required to help us comply with existing pedigree regulations in multiple states.
However, it is not necessary to label cases and pallets of narcotics and controlled drugs with unique identifiers,
and these are also not required in the ASN.
General Reference Materials
Contact Information
If you have questions or concerns at any time about any aspect of your EDI Communications with Cardinal
Health, please contact us using the following contact information.
ECOMMERCE PHONE: (614)757-5334
ECOMMERCE FAX: (614)652-4028
EMAIL: [email protected]
EC Manager: Layton McCallum; [email protected]
EDI Standards and ISA/GS Information
Standards/Version: X12 004010
VAN: GXS or AS2
ISA Header Information
Authorization Qualifier:
Authorization ID:
Cardinal’s Receiver Qualifier:
Cardinal’s Receiver ID:
Production ID’S
00
(Blank)
ZZ
CARDINAL
Test ID’S
00
(Blank)
ZZ
CARDINAL TEST
Sub-Element Sep: > (Hex 6E)
Element Sep: * (Hex 5C)
Segment Term: µ (Hex 15)
NOTE: We acknowledge all transactions at Group Level within 12 hours of receipt. Please acknowledge any
transactions you receive from us in the same manner.
GS Identification Information
Cardinal Health’s
Application Receiver Code:
856 Advance Ship Notice
Production
Testing
CARDINAL
CARDINALTEST
8
856
Ship Notice/Manifest
SH
Functional Group=
Purpose: This Standard contains the format and establishes the data contents of the Ship Notice/Manifest
Transaction Set (856) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction
set can be used to list the contents of a shipment of goods as well as additional information relating to the shipment,
such as order information, product description, physical characteristics, type of packaging, marking, carrier
information, and configuration of goods within the transportation equipment. The transaction set enables the sender
to describe the contents and configuration of a shipment in various levels of detail and provides an ordered flexibility
to convey information. The sender of this transaction is the organization responsible for detailing and communicating
the contents of a shipment, or shipments, to one or more receivers of the transaction set. The receiver of this
transaction set can be any organization having an interest in the contents of a shipment or information about the
contents of a shipment.
Heading:
Pos
010
020
Id
ST
BSN
Segment Name
Transaction Set Header
Beginning Segment for
Ship Notice
Req
M
M
Max Use
1
1
Repeat
Notes
Usage
Must use
Must use
Segment Name
Req
Max Use
Repeat
200000
Usage
Hierarchical Level
Carrier Details (Quantity
and Weight)
Carrier Details (Routing
Sequence/Transit Time)
Reference Identification
Date/Time Reference
M
O
1
1
Notes
C2/010L
C2/010
O
1
Must use
O
O
2
1
Must use
Must use
Name
Address Information
Geographic Location
M
O
O
1
2
1
Hierarchical Level
Purchase Order Reference
M
M
1
1
Hierarchical Level
Marks and Numbers
M
O
1
1
Hierarchical Level
Item Identification
Item Detail (Shipment)
Reference Identification
Date/Time Reference
M
O
O
O
O
1
1
1
>1
1
Segment Name
Transaction Totals
Transaction Set Trailer
Req
O
M
Max Use
1
1
Detail:
Pos
Id
LOOP ID - HL
010
HL
110
TD1
120
TD5
150
REF
200
DTM
LOOP ID - N1
220
N1
240
N3
250
N4
LOOP ID - HL
010
HL
050
PRF
LOOP ID - HL
010
HL
190
MAN
LOOP ID - HL
010
HL
020
LIN
030
SN1
150
REF
200
DTM
Must use
Used
2
Must use
Must use
Must use
200000
200000
200000
C2/010L
C2/010
C2/010L
C2/010
C2/010L
C2/010
Must use
Must use
Must use
Must use
Must use
Must use
Must use
Used
Dependent
Summary:
Pos
010
020
Id
CTT
SE
Repeat
Notes
N3/010
Usage
Used
Must use
Notes:
3/010
Number of line items (CTT01) is the accumulation of the number of HL segments. If used, hash total
856 Advance Ship Notice
1
(CTT02) is the sum of the value of units shipped (SN102) for each SN1 segment.
Comments:
2/010L
2/010
2/010L
2/010
2/010L
2/010
2/010L
2/010
The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no
meaning.
The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no
meaning.
The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no
meaning.
The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no
meaning.
The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no
meaning.
The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no
meaning.
The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no
meaning.
The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no
meaning.
856 Advance Ship Notice
2
ST
Pos: 010
Max: 1
Heading - Mandatory
Loop: N/A
Elements: 2
Transaction Set Header
User Option (Usage): Must use
Purpose: To indicate the start of a transaction set and to assign a control number
Element Summary:
Ref
ST01
Id
143
Element Name
Transaction Set Identifier Code
Req
M
Type
ID
Min/Max
3/3
Usage
Must use
4/9
Must use
Description: Code uniquely identifying a Transaction Set
Code List Summary (Total Codes: 298, Included: 1)
Code
Name
856
Ship Notice/Manifest
ST02
329
Transaction Set Control Number
M
AN
Description: Identifying control number that must be unique within the transaction set
functional group assigned by the originator for a transaction set
Semantics:
1. The transaction set identifier (ST01) used by the translation routines of the interchange partners to select the
appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).
856 Advance Ship Notice
3
BSN
Pos: 020
Max: 1
Heading - Mandatory
Loop: N/A
Elements: 6
Beginning Segment for Ship Notice
User Option (Usage): Must use
Purpose: To transmit identifying numbers, dates, and other basic data relating to the transaction set
Element Summary:
Ref
BSN01
Id
353
Element Name
Transaction Set Purpose Code
Req
M
Type
ID
Min/Max
2/2
Usage
Must use
2/30
Must use
Description: Code identifying purpose of transaction set
Code List Summary (Total Codes: 65, Included: 1)
Code
Name
00
Original
BSN02
396
Shipment Identification
M
AN
Description: A unique control number assigned by the original shipper to identify a specific
shipment
Vendor Bill of Lading Number or other Shipment Identifier
BSN03
373
Date
M
DT
8/8
Must use
M
TM
4/8
Must use
Description: Date expressed as CCYYMMDD
Document Create Date
BSN04
337
Time
Description: Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or
HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer
seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D =
tenths (0-9) and DD = hundredths (00-99)
Document Create Time
BSN05
1005
Hierarchical Structure Code
O
ID
4/4
Used
Description: Code indicating the hierarchical application structure of a transaction set that
utilizes the HL segment to define the structure of the transaction set
Code List Summary (Total Codes: 61, Included: 1)
Code
Name
0001
Shipment, Order, Packaging, Item
BSN06
640
Transaction Type Code
C
ID
2/2
Used
Description: Code specifying the type of transaction
Code List Summary (Total Codes: 446, Included: 1)
Code
Name
AS
Shipment Advice
Syntax Rules:
1. C0706 - If BSN07 is present, then BSN06 is required.
Semantics:
1. BSN03 is the date the shipment transaction set is created.
2. BSN04 is the time the shipment transaction set is created.
3. BSN06 is limited to shipment related codes.
856 Advance Ship Notice
4
Loop Hierarchical Level - Shipment Level
Pos: 010
Repeat:
200000
Mandatory
Loop: HL
Elements: N/A
User Option (Usage): Must use
Purpose: To identify dependencies among and the content of hierarchically related groups of data segments
Loop Summary:
Pos
010
110
120
Id
HL
TD1
TD5
150
200
220
010
REF
DTM
Segment Name
Hierarchical Level
Carrier Details (Quantity and Weight)
Carrier Details (Routing Sequence/Transit
Time)
Reference Identification
Date/Time Reference
Loop N1
Loop HL
856 Advance Ship Notice
Req
M
O
O
Max Use
1
1
1
O
O
O
M
2
1
Repeat
2
200000
Usage
Must use
Used
Must use
Must use
Must use
Must use
Must use
5
HL
Pos: 010
Max: 1
Detail - Mandatory
Loop: HL
Elements: 4
Hierarchical Level
User Option (Usage): Must use
Purpose: To identify dependencies among and the content of hierarchically related groups of data segments
Element Summary:
Ref
HL01
Id
628
Element Name
Hierarchical ID Number
Req
M
Type
AN
Min/Max
1/12
Usage
Must use
Description: A unique number assigned by the sender to identify a particular data segment
in a hierarchical structure
'1'
HL03
735
Hierarchical Level Code
M
ID
1/2
Must use
Description: Code defining the characteristic of a level in a hierarchical structure
Code List Summary (Total Codes: 170, Included: 1)
Code
Name
S
Shipment
Comments:
1. The HL segment is used to identify levels of detail information using a hierarchical structure, such as relating
line-item data to shipment data, and packaging data to line-item data.
2. The HL segment defines a top-down/left-right ordered structure.
3. HL01 shall contain a unique alphanumeric number for each occurrence of the HL segment in the transaction
set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case
the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent
HL segment within the transaction.
4. HL02 identifies the hierarchical ID number of the HL segment to which the current HL segment is subordinate.
5. HL03 indicates the context of the series of segments following the current HL segment up to the next
occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent
segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information.
6. HL04 indicates whether or not there are subordinate (or child) HL segments related to the current HL segment.
856 Advance Ship Notice
6
TD1
Pos: 110
Max: 1
Detail - Optional
Loop: HL
Elements: 5
Carrier Details (Quantity and Weight)
User Option (Usage): Used
Purpose: To specify the transportation details relative to commodity, weight, and quantity
Element Summary:
Ref
TD101
Id
103
Element Name
Packaging Code
Req
O
Type
AN
Min/Max
3/5
Usage
Used
Description: Code identifying the type of packaging; Part 1: Packaging Form, Part 2:
Packaging Material; if the Data Element is used, then Part 1 is always required
Code List Summary (Total Codes: 148, Included: 3)
Code
Name
CAS
Case
CTN
Carton
PLT
Pallet
Code List Summary (Total Codes: 55, Included: 2)
Code
Name
25
Corrugated or Solid
94
Wood
TD102
80
Lading Quantity
C
N0
1/7
Used
ID
1/2
Used
C
R
1/10
Used
C
ID
2/2
Used
Description: Number of units (pieces) of the lading commodity
TD106
187
Weight Qualifier
O
Description: Code defining the type of weight
Code List Summary (Total Codes: 51, Included: 1)
Code
Name
G
Gross Weight
TD107
81
Weight
Description: Numeric value of weight
TD108
355
Unit or Basis for Measurement Code
Description: Code specifying the units in which a value is being expressed, or manner in
which a measurement has been taken
Code List Summary (Total Codes: 794, Included: 1)
Code
Name
LB
Pound
Syntax Rules:
1.
2.
3.
4.
5.
C0102 - If TD101 is present, then TD102 is required.
C0304 - If TD103 is present, then TD104 is required.
C0607 - If TD106 is present, then TD107 is required.
P0708 - If either TD107 or TD108 is present, then the other is required.
P0910 - If either TD109 or TD110 is present, then the other is required.
856 Advance Ship Notice
7
TD5
Carrier Details (Routing Sequence/Transit
Time)
Pos: 120
Max: 1
Detail - Optional
Loop: HL
Elements: 6
User Option (Usage): Must use
Purpose: To specify the carrier and sequence of routing and provide transit time information
Element Summary:
Ref
TD501
Id
133
Element Name
Routing Sequence Code
Req
O
Type
ID
Min/Max
1/2
Usage
Used
Description: Code describing the relationship of a carrier to a specific shipment movement
Code List Summary (Total Codes: 23, Included: 1)
Code
Name
O
Origin Carrier (Air, Motor, or Ocean)
TD502
66
Identification Code Qualifier
O
ID
1/2
Must use
Description: Code designating the system/method of code structure used for Identification
Code (67)
Code List Summary (Total Codes: 215, Included: 1)
Code
Name
2
Standard Carrier Alpha Code (SCAC)
TD503
67
Identification Code
C
AN
2/80
Must use
ID
1/2
Used
Description: Code identifying a party or other code
TD504
91
Transportation Method/Type Code
C
Description: Code specifying the method or type of transportation for the shipment
All valid standard codes are used. (Total Codes: 71)
TD505
387
Routing
C
AN
1/35
Must use
Description: Free-form description of the routing or requested routing for shipment, or the
originating carrier's identity
User Note 1: Suppliers are to provide Carrier Name
TD506
368
Shipment/Order Status Code
O
ID
2/2
Used
Description: Code indicating the status of an order or shipment or the disposition of any
difference between the quantity ordered and the quantity shipped for a line item or
transaction
Code List Summary (Total Codes: 102, Included: 2)
Code
Name
CL
Complete
PR
Partial Shipment
Syntax Rules:
1.
2.
3.
4.
5.
6.
7.
R0204050612 - At least one of TD502, TD504, TD505, TD506 or TD512 is required.
C0203 - If TD502 is present, then TD503 is required.
C0708 - If TD507 is present, then TD508 is required.
C1011 - If TD510 is present, then TD511 is required.
C1312 - If TD513 is present, then TD512 is required.
C1413 - If TD514 is present, then TD513 is required.
C1512 - If TD515 is present, then TD512 is required.
Semantics:
1. TD515 is the country where the service is to be performed.
856 Advance Ship Notice
8
Comments:
1. When specifying a routing sequence to be used for the shipment movement in lieu of specifying each carrier
within the movement, use TD502 to identify the party responsible for defining the routing sequence, and use
TD503 to identify the actual routing sequence, specified by the party identified in TD502.
856 Advance Ship Notice
9
REF
Pos: 150
Max: 2
Detail - Optional
Loop: HL
Elements: 2
Reference Identification
User Option (Usage): Must use
Purpose: To specify identifying information
Element Summary:
Ref
REF01
Id
128
Element Name
Reference Identification Qualifier
Req
M
Type
ID
Min/Max
2/3
Usage
Must use
1/30
Must use
Description: Code qualifying the Reference Identification
Code List Summary (Total Codes: 1503, Included: 2)
Code
Name
BM
Bill of Lading Number
CN
Carrier's Reference Number (PRO/Invoice)
REF02
127
Reference Identification
C
AN
Description: Reference information as defined for a particular Transaction Set or as
specified by the Reference Identification Qualifier
Syntax Rules:
1. R0203 - At least one of REF02 or REF03 is required.
Semantics:
1. REF04 contains data relating to the value cited in REF02.
856 Advance Ship Notice
10
DTM
Pos: 200
Max: 1
Detail - Optional
Loop: HL
Elements: 2
Date/Time Reference
User Option (Usage): Must use
Purpose: To specify pertinent dates and times
Element Summary:
Ref
DTM01
Id
374
Element Name
Date/Time Qualifier
Req
M
Type
ID
Min/Max
3/3
Usage
Must use
Description: Code specifying type of date or time, or both date and time
Code List Summary (Total Codes: 1112, Included: 2)
Code
Name
011
Shipped
017
Estimated Delivery
DTM02
373
Date
C
DT
8/8
Must use
Description: Date expressed as CCYYMMDD
Syntax Rules:
1. R020305 - At least one of DTM02, DTM03 or DTM05 is required.
2. C0403 - If DTM04 is present, then DTM03 is required.
3. P0506 - If either DTM05 or DTM06 is present, then the other is required.
856 Advance Ship Notice
11
Pos: 220
Repeat: 2
Optional
Loop: N1
Elements: N/A
Loop Name
User Option (Usage): Must use
Purpose: To identify a party by type of organization, name, and code
Loop Summary:
Pos
220
240
250
Id
N1
N3
N4
Segment Name
Name
Address Information
Geographic Location
856 Advance Ship Notice
Req
M
O
O
Max Use
1
2
1
Repeat
Usage
Must use
Must use
Must use
12
N1
Pos: 220
Max: 1
Detail - Mandatory
Loop: N1
Elements: 4
Name
User Option (Usage): Must use
Purpose: To identify a party by type of organization, name, and code
Element Summary:
Ref
N101
Id
98
Element Name
Entity Identifier Code
Req
M
Type
ID
Min/Max
2/3
Usage
Must use
Description: Code identifying an organizational entity, a physical location, property or an
individual
Code List Summary (Total Codes: 1312, Included: 2)
Code
Name
SF
Ship From
ST
Ship To
N102
93
Name
C
AN
1/60
Used
X
ID
1/2
Must use
Description: Free-form name
Cardinal Health facility name
N103
66
Identification Code Qualifier
Description: Code designating the system/method of code structure used for Identification
Code (67)
Code List Summary (Total Codes: 215, Included: 4)
Code
Name
1
D-U-N-S Number, Dun & Bradstreet
9
D-U-N-S+4, D-U-N-S Number with Four Character Suffix
11
Drug Enforcement Administration (DEA)
21
Health Industry Number (HIN)
N104
67
Identification Code
C
AN
2/80
Must use
Description: Code identifying a party or other code
User Note 1: This field is either the Cardinal Health facility DEA number or Vendor ShipFrom Identifier Number
Syntax Rules:
1. R0203 - At least one of N102 or N103 is required.
2. P0304 - If either N103 or N104 is present, then the other is required.
Comments:
1. This segment, used alone, provides the most efficient method of providing organizational identification. To
obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction
processing party.
2. N105 and N106 further define the type of entity in N101.
User Note 1:
Both Ship TO and Ship From are required
856 Advance Ship Notice
13
N3
Pos: 240
Max: 2
Detail - Optional
Loop: N1
Elements: 2
Address Information
User Option (Usage): Must use
Purpose: To specify the location of the named party
Element Summary:
Ref
N301
Id
166
Element Name
Address Information
Req
M
Type
AN
Min/Max
1/55
Usage
Must use
O
AN
1/55
Used
Description: Address information
N302
166
Address Information
Description: Address information
User Note 1:
Both Ship TO and Ship From are required
856 Advance Ship Notice
14
N4
Pos: 250
Max: 1
Detail - Optional
Loop: N1
Elements: 3
Geographic Location
User Option (Usage): Must use
Purpose: To specify the geographic place of the named party
Element Summary:
Ref
N401
Id
19
Element Name
City Name
Req
O
Type
AN
Min/Max
2/30
Usage
Used
C
ID
2/2
Used
Description: Free-form text for city name
N402
156
State or Province Code
Description: Code (Standard State/Province) as defined by appropriate government agency
N403
116
Postal Code
O
ID
3/15
Used
Description: Code defining international postal zone code excluding punctuation and blanks
(zip code for United States)
Syntax Rules:
1. C0605 - If N406 is present, then N405 is required.
Comments:
1. A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
2. N402 is required only if city name (N401) is in the U.S. or Canada.
User Note 1:
Both Ship TO and Ship From are required
856 Advance Ship Notice
15
Loop Hierarchical Level - Order Level
Pos: 010
Repeat:
200000
Mandatory
Loop: HL
Elements: N/A
User Option (Usage): Must use
Purpose: To identify dependencies among and the content of hierarchically related groups of data segments
Loop Summary:
Pos
010
050
010
Id
HL
PRF
Segment Name
Hierarchical Level
Purchase Order Reference
Loop HL
856 Advance Ship Notice
Req
M
M
M
Max Use
1
1
Repeat
200000
Usage
Must use
Must use
Must use
16
HL
Pos: 010
Max: 1
Detail - Mandatory
Loop: HL
Elements: 4
Hierarchical Level
User Option (Usage): Must use
Purpose: To identify dependencies among and the content of hierarchically related groups of data segments
Element Summary:
Ref
HL01
Id
628
Element Name
Hierarchical ID Number
Req
M
Type
AN
Min/Max
1/12
Usage
Must use
Description: A unique number assigned by the sender to identify a particular data segment
in a hierarchical structure
HL02
734
Hierarchical Parent ID Number
O
AN
1/12
Used
Description: Identification number of the next higher hierarchical data segment that the data
segment being described is subordinate to
HL03
735
Hierarchical Level Code
M
ID
1/2
Must use
Description: Code defining the characteristic of a level in a hierarchical structure
Code List Summary (Total Codes: 170, Included: 1)
Code
Name
O
Order
Comments:
1. The HL segment is used to identify levels of detail information using a hierarchical structure, such as relating
line-item data to shipment data, and packaging data to line-item data.
2. The HL segment defines a top-down/left-right ordered structure.
3. HL01 shall contain a unique alphanumeric number for each occurrence of the HL segment in the transaction
set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case
the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent
HL segment within the transaction.
4. HL02 identifies the hierarchical ID number of the HL segment to which the current HL segment is subordinate.
5. HL03 indicates the context of the series of segments following the current HL segment up to the next
occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent
segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information.
6. HL04 indicates whether or not there are subordinate (or child) HL segments related to the current HL segment.
856 Advance Ship Notice
17
PRF
Pos: 050
Max: 1
Detail - Mandatory
Loop: HL
Elements: 2
Purchase Order Reference
User Option (Usage): Must use
Purpose: To provide reference to a specific purchase order
Element Summary:
Ref
PRF01
Id
324
Element Name
Purchase Order Number
Req
M
Type
AN
Min/Max
1/22
Usage
Must use
Description: Identifying number for Purchase Order assigned by the orderer/purchaser
PRF04
373
Date
O
DT
8/8
Used
Description: Date expressed as CCYYMMDD
Original Purchase Order Date
Semantics:
1. PRF04 is the date assigned by the purchaser to purchase order.
856 Advance Ship Notice
18
Loop Hierarchical Level - Tare/Pack
Pos: 010
Repeat:
200000
Mandatory
Loop: HL
Elements: N/A
User Option (Usage): Must use
Purpose: To identify dependencies among and the content of hierarchically related groups of data segments
Loop Summary:
Pos
010
190
010
Id
HL
MAN
Segment Name
Hierarchical Level
Marks and Numbers
Loop HL
856 Advance Ship Notice
Req
M
O
M
Max Use
1
1
Repeat
200000
Usage
Must use
Must use
Must use
19
HL
Pos: 010
Max: 1
Detail - Mandatory
Loop: HL
Elements: 4
Hierarchical Level
User Option (Usage): Must use
Purpose: To identify dependencies among and the content of hierarchically related groups of data segments
Element Summary:
Ref
HL01
Id
628
Element Name
Hierarchical ID Number
Req
M
Type
AN
Min/Max
1/12
Usage
Must use
Description: A unique number assigned by the sender to identify a particular data segment
in a hierarchical structure
HL02
734
Hierarchical Parent ID Number
O
AN
1/12
Used
Description: Identification number of the next higher hierarchical data segment that the data
segment being described is subordinate to
HL03
735
Hierarchical Level Code
M
ID
1/2
Must use
Description: Code defining the characteristic of a level in a hierarchical structure
Code List Summary (Total Codes: 170, Included: 2)
Code
Name
P
Pack
T
Shipping Tare
Comments:
1. The HL segment is used to identify levels of detail information using a hierarchical structure, such as relating
line-item data to shipment data, and packaging data to line-item data.
2. The HL segment defines a top-down/left-right ordered structure.
3. HL01 shall contain a unique alphanumeric number for each occurrence of the HL segment in the transaction
set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case
the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent
HL segment within the transaction.
4. HL02 identifies the hierarchical ID number of the HL segment to which the current HL segment is subordinate.
5. HL03 indicates the context of the series of segments following the current HL segment up to the next
occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent
segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information.
6. HL04 indicates whether or not there are subordinate (or child) HL segments related to the current HL segment.
856 Advance Ship Notice
20
MAN
Pos: 190
Max: 1
Detail - Optional
Loop: HL
Elements: 2
Marks and Numbers
User Option (Usage): Must use
Purpose: To indicate identifying marks and numbers for shipping containers
Element Summary:
Ref
MAN01
Id
88
Element Name
Marks and Numbers Qualifier
Req
M
Type
ID
Min/Max
1/2
Usage
Must use
Description: Code specifying the application or source of Marks and Numbers (87)
Code List Summary (Total Codes: 20, Included: 1)
Code
Name
GM
SSCC-18 and Application Identifier
MAN02
87
Marks and Numbers
M
AN
1/48
Must use
Description: Marks and numbers used to identify a shipment or parts of a shipment
Must match SSCC-18 number that is sent on shipping label
Syntax Rules:
1. P0405 - If either MAN04 or MAN05 is present, then the other is required.
2. C0605 - If MAN06 is present, then MAN05 is required.
Semantics:
1. MAN01/MAN02 and MAN04/MAN05 may be used to identify two different marks and numbers assigned to the
same physical container.
2. When both MAN02 and MAN03 are used, MAN02 is the starting number of a sequential range and MAN03 is
the ending number of that range.
3. When both MAN05 and MAN06 are used, MAN05 is the starting number of a sequential range, and MAN06 is
the ending number of that range.
Comments:
1. When MAN01 contains code "UC" (U.P.C. Shipping Container Code) and MAN05/MAN06 contain a range of ID
numbers, MAN03 is not used. The reason for this is that the U.P.C. Shipping Container code is the same on
every carton that is represented in the range in MAN05/MAN06.
2. MAN03 and/or MAN06 are only used when sending a range(s) of ID numbers.
3. When both MAN02/MAN03 and MAN05/MAN06 are used to send ranges of ID numbers, the integrity of the two
ID numbers must be maintained.
856 Advance Ship Notice
21
Loop Hierarchical Level - Item
Pos: 010
Repeat:
200000
Mandatory
Loop: HL
Elements: N/A
User Option (Usage): Must use
Purpose: To identify dependencies among and the content of hierarchically related groups of data segments
Loop Summary:
Pos
010
020
030
040
150
200
Id
HL
LIN
SN1
SLN
REF
DTM
Segment Name
Hierarchical Level
Item Identification
Item Detail (Shipment)
Subline Item Detail
Reference Identification
Date/Time Reference
856 Advance Ship Notice
Req
M
O
O
O
O
O
Max Use
1
1
1
1
>1
1
Repeat
Usage
Must use
Must use
Must use
Used
Used
Dependent
22
HL
Pos: 010
Max: 1
Detail - Mandatory
Loop: HL
Elements: 4
Hierarchical Level
User Option (Usage): Must use
Purpose: To identify dependencies among and the content of hierarchically related groups of data segments
Element Summary:
Ref
HL01
Id
628
Element Name
Hierarchical ID Number
Req
M
Type
AN
Min/Max
1/12
Usage
Must use
Description: A unique number assigned by the sender to identify a particular data segment
in a hierarchical structure
HL02
734
Hierarchical Parent ID Number
O
AN
1/12
Used
Description: Identification number of the next higher hierarchical data segment that the data
segment being described is subordinate to
HL03
735
Hierarchical Level Code
M
ID
1/2
Must use
Description: Code defining the characteristic of a level in a hierarchical structure
Code List Summary (Total Codes: 170, Included: 1)
Code
Name
I
Item
Comments:
1. The HL segment is used to identify levels of detail information using a hierarchical structure, such as relating
line-item data to shipment data, and packaging data to line-item data.
2. The HL segment defines a top-down/left-right ordered structure.
3. HL01 shall contain a unique alphanumeric number for each occurrence of the HL segment in the transaction
set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case
the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent
HL segment within the transaction.
4. HL02 identifies the hierarchical ID number of the HL segment to which the current HL segment is subordinate.
5. HL03 indicates the context of the series of segments following the current HL segment up to the next
occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent
segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information.
6. HL04 indicates whether or not there are subordinate (or child) HL segments related to the current HL segment.
856 Advance Ship Notice
23
LIN
Pos: 020
Max: 1
Detail - Optional
Loop: HL
Elements: 7
Item Identification
User Option (Usage): Must use
Purpose: To specify basic item identification data
Element Summary:
Ref
LIN01
Id
350
Element Name
Assigned Identification
Req
O
Type
AN
Min/Max
1/20
Usage
Used
Description: Alphanumeric characters assigned for differentiation within a transaction set
ASN Line Number or Original PO Line Number
LIN02
235
Product/Service ID Qualifier
M
ID
2/2
Must use
Description: Code identifying the type/source of the descriptive number used in
Product/Service ID (234)
Code List Summary (Total Codes: 477, Included: 4)
Code
Name
N4
National Drug Code in 5-4-2 Format
ND
National Drug Code (NDC)
UI
U.P.C. Consumer Package Code (1-5-5)
UP
U.P.C. Consumer Package Code (1-5-5-1)
NDC Number
LIN03
234
Product/Service ID
M
AN
1/48
Must use
2/2
Used
Description: Identifying number for a product or service
LIN04
235
Product/Service ID Qualifier
C
ID
Description: Code identifying the type/source of the descriptive number used in
Product/Service ID (234)
Code List Summary (Total Codes: 477, Included: 2)
Code
Name
IN
Buyer's Item Number
VC
Vendor's (Seller's) Catalog Number
LIN05
234
Product/Service ID
C
AN
1/48
Used
2/2
Must use
Description: Identifying number for a product or service
LIN06
235
Product/Service ID Qualifier
C
ID
Description: Code identifying the type/source of the descriptive number used in
Product/Service ID (234)
Code List Summary (Total Codes: 477, Included: 1)
Code
Name
LT
Lot Number
LIN07
234
Product/Service ID
C
AN
1/48
Must use
Description: Identifying number for a product or service
User Note 1: Lot number is required when applicable to the product type
Syntax Rules:
1. P0405 - If either LIN04 or LIN05 is present, then the other is required.
2. P0607 - If either LIN06 or LIN07 is present, then the other is required.
3. P0809 - If either LIN08 or LIN09 is present, then the other is required.
856 Advance Ship Notice
24
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
P1011 - If either LIN10 or LIN11
P1213 - If either LIN12 or LIN13
P1415 - If either LIN14 or LIN15
P1617 - If either LIN16 or LIN17
P1819 - If either LIN18 or LIN19
P2021 - If either LIN20 or LIN21
P2223 - If either LIN22 or LIN23
P2425 - If either LIN24 or LIN25
P2627 - If either LIN26 or LIN27
P2829 - If either LIN28 or LIN29
P3031 - If either LIN30 or LIN31
is present, then the other is required.
is present, then the other is required.
is present, then the other is required.
is present, then the other is required.
is present, then the other is required.
is present, then the other is required.
is present, then the other is required.
is present, then the other is required.
is present, then the other is required.
is present, then the other is required.
is present, then the other is required.
Semantics:
1. LIN01 is the line item identification
Comments:
1. See the Data Dictionary for a complete list of IDs.
2. LIN02 through LIN31 provide for fifteen different product/service IDs for each item. For example: Case, Color,
Drawing No., U.P.C. No., ISBN No., Model No., or SKU.
856 Advance Ship Notice
25
SN1
Pos: 030
Max: 1
Detail - Optional
Loop: HL
Elements: 4
Item Detail (Shipment)
User Option (Usage): Must use
Purpose: To specify line-item detail relative to shipment
Element Summary:
Ref
SN101
Id
350
Element Name
Assigned Identification
Req
O
Type
AN
Min/Max
1/20
Usage
Used
Description: Alphanumeric characters assigned for differentiation within a transaction set
ASN Line Number or Original PO Line Number
SN102
382
Number of Units Shipped
M
R
1/10
Must use
Description: Numeric value of units shipped in manufacturer's shipping units for a line item
or transaction set
SN103
355
Unit or Basis for Measurement Code
M
ID
2/2
Must use
Description: Code specifying the units in which a value is being expressed, or manner in
which a measurement has been taken
All valid standard codes are used. (Total Codes: 794)
Original Purchase Order Unit of Measure
SN108
668
Line Item Status Code
O
ID
2/2
Used
Description: Code specifying the action taken by the seller on a line item requested by the
buyer
All valid standard codes are used. (Total Codes: 26)
Syntax Rules:
1. P0506 - If either SN105 or SN106 is present, then the other is required.
Semantics:
1. SN101 is the ship notice line-item identification.
Comments:
1. SN103 defines the unit of measurement for both SN102 and SN104.
856 Advance Ship Notice
26
REF
Pos: 150
Max: >1
Detail - Optional
Loop: HL
Elements: 2
Reference Identification
User Option (Usage): Used
Purpose: To specify identifying information
Element Summary:
Ref
REF01
Id
128
Element Name
Reference Identification Qualifier
Req
M
Type
ID
Min/Max
2/3
Usage
Must use
1/30
Must use
Description: Code qualifying the Reference Identification
Code List Summary (Total Codes: 1503, Included: 4)
Code
Name
SE
Serial Number
REF02
127
Reference Identification
X
AN
Description: Reference information as defined for a particular Transaction Set or as
specified by the Reference Identification Qualifier
User Note 1: Pedigree Serial Number
Syntax Rules:
1. R0203 - At least one of REF02 or REF03 is required.
Semantics:
1. REF04 contains data relating to the value cited in REF02.
856 Advance Ship Notice
27
DTM
Pos: 200
Max: 1
Detail - Optional
Loop: HL
Elements: 2
Date/Time Reference
User Option (Usage): Dependent
Purpose: To specify pertinent dates and times
Element Summary:
Ref
DTM01
Id
374
Element Name
Date/Time Qualifier
Req
M
Type
ID
Min/Max
3/3
Usage
Must use
Description: Code specifying type of date or time, or both date and time
Code List Summary (Total Codes: 1112, Included: 2)
Code
Name
036
Expiration
208
Lot Number Expiration
DTM02
373
Date
C
DT
8/8
Must use
Description: Date expressed as CCYYMMDD
Syntax Rules:
1. R020305 - At least one of DTM02, DTM03 or DTM05 is required.
2. C0403 - If DTM04 is present, then DTM03 is required.
3. P0506 - If either DTM05 or DTM06 is present, then the other is required.
User Note 1:
Expiration Dates are required when applicable to the product type
856 Advance Ship Notice
28
CTT
Pos: 010
Max: 1
Summary - Optional
Loop: N/A
Elements: 1
Transaction Totals
User Option (Usage): Used
Purpose: To transmit a hash total for a specific element in the transaction set
Element Summary:
Ref
CTT01
Id
354
Element Name
Number of Line Items
Req
M
Type
N0
Min/Max
1/6
Usage
Must use
Description: Total number of line items in the transaction set
Syntax Rules:
1. P0304 - If either CTT03 or CTT04 is present, then the other is required.
2. P0506 - If either CTT05 or CTT06 is present, then the other is required.
Comments:
1. This segment is intended to provide hash totals to validate transaction completeness and correctness. On the
856 document, this value represents the number of HL Segments in the transaction set, not the number of
actual line items, as stated in the Transaction Set Summary
856 Advance Ship Notice
29
SE
Pos: 020
Max: 1
Summary - Mandatory
Loop: N/A
Elements: 2
Transaction Set Trailer
User Option (Usage): Must use
Purpose: To indicate the end of the transaction set and provide the count of the transmitted segments (including the
beginning (ST) and ending (SE) segments)
Element Summary:
Ref
SE01
Id
96
Element Name
Number of Included Segments
Req
M
Type
N0
Min/Max
1/10
Usage
Must use
Description: Total number of segments included in a transaction set including ST and SE
segments
SE02
329
Transaction Set Control Number
M
AN
4/9
Must use
Description: Identifying control number that must be unique within the transaction set
functional group assigned by the originator for a transaction set
Comments:
1. SE is the last segment of each transaction set.
856 Advance Ship Notice
30