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EDI Formats Guide
We have compiled an easy to navigate, searchable EDI Formats Guide including usage for each format. This is a free resource to help you identify your organization’s EDI requirements.
Don’t see your file format below? Please contact us for a custom assessment of your EDI needs.
| X12 Transaction Number | Transaction name | Transaction Usage |
|---|---|---|
| 180 | Return Merchandise Authorization and Notification | Used by retailers to request return authorization for products and by suppliers to authorize return or disposition of product |
| 204 | Motor Carrier Load Tender | Used by shipper or consignee requesting a shipment to be picked up and routed. Used for single stop routes , LTL (less than truck load) or TL (truck load) |
| 210 | Motor Carrier Freight Details and Invoice | Used by motor carriers to invoice either retailers, suppliers, manufacturers etc for freight services |
| 211 | Motor Carrier Bill of Lading | Used by shipper or consignee requesting a shipment to be picked up and routed. Used for multiple stop routes , LTL (less than truck load) |
| 214 | Transportation Carrier Shipment Status Message | Used in retail and grocery where the carrier provide the status of a shipment moved by a transportation carrier |
| 215 | Motor Carrier Pickup Manifest | Used by retailers and suppliers to communicate contents of a dropped trailer that is ready for pickup with a carrier |
| 300 | Reservation/Booking Request | Used by import freight forwarder/consolidators for suppliers to book space for a shipment on an ocean container |
| 301 | Confirmation | Used by import freight forwarder/consolidators to communicate acceptance of booking request to the suppliers for a shipment on an ocean container |
| 315 | Status Details (Ocean) | Used in retail and grocery where the ocean carrier provide the status of a shipment moved by a ocean liner |
| 753 | Request for Routing Instruction | Used in retail when the retailer is managing their inbound freight from suppliers. suppliers will send this transaction to indicate a shipment is ready for pickup and the window of time the product is available |
| 754 | Routing Instructions | Used in retail when the retailer is managing their inbound freight from suppliers. retailer will send this transaction to suppliers indicating the carrier and when the shipment will be pickup |
| 810 | Invoice | Used by retail where supplier requests payment for products or services rendered |
| 811 | Consolidated Service Invoice/Statement | Used by retail where supplier requests payment services rendered |
| 812 | Credit/Debit Adjustment | Used in retail and grocery as either a credit memo from the supplier to the retailer or as a debit memo (deduction notice) from the retailer to the supplier. |
| 816 | Organizational Relationships | Used by retailers to report the store number and addresses of their locations. Can be a complete list or an update of the store details |
| 820 | Payment Order/Remittance Advice | Used by all buying organizations to report to the suppliers that payment has been made on the details of what makes up that payment |
| 823 | Lockbox | Used by banks to report deposits made to a suppliers account from retailer payments |
| 824 | Application Advice | Used by buying organizations to report an error in the processing of data from a supplier |
| 830 | Planning Schedule | Used in retail to share with the suppliers forecast/future purchase plans |
| 830 | Planning Schedule with Release Capability | Used in manufacturing to indicate future planned and current committed quantities of an item against a contract. suppliers will ship against the release request |
| 832 | Price/Sales Catalog | Used in general retail to obtain supplier item information and load to their Item master file for new good, item updates or discontinued product notification |
| 840 | Request for Quotation | Used to request a quote for product or services (Bid) |
| 843 | Response to Requested Quotation | Used to respond to a quote for product or services (Bid) |
| 844 | Product Transfer Account Adjustment | Primarily used in medical/pharmaceuticals where a distributor reports or requests a rebate for products shipped/sold at bid price below purchase price to the Manufacturer for reimbursement |
| 845 | Price Authorization Acknowledgement/Status | Primarily used in medical/pharmaceuticals where a manufacturer is reporting the award of a bid or contract and the locations/customers supporting the bid to a distributor |
| 846 | Inventory Inquiry/Advice | Most commonly used by suppliers to provide available and future inventory quantities, corporately or by ship from location |
| 849 | Response to Product Transfer Account Adjustment | Primarily used in medical/pharmaceuticals where a manufacturer reports acceptance or a reconciliation of the rebate request (844) |
| 850 | Purchase Order | Used in retail for order products to be shipped to a DC/store or end consumer. Can contain a single ship to or a single order with multiple ship to and provided marked for/cross dock packing details |
| 852 | Product Activity Data | Used in retail and grocery to provide sales and store inventory to suppliers. Also used by grocery to report sales for scan based trading relationships (in this usage, the grocer also create an internal invoice to pay the supplier), also known for use with consignment relationships |
| 855 | Purchase Order Acknowledgment | Used by retail as an acknowledgement of the purchase order. Also used by retail and grocery as a suggested PO from the supplier to the buyer for VMI (Vendor Managed Inventory) |
| 856 | Shipment Notification | Used as advance ship notice or shipment confirmation. From supplier to retailer. retailer will use as visibility to inbound shipments, receiving automation or confirmation of shipment for vendor direct to consumer orders |
| 857 | Shipment and Billing | Used primarily in book retail as both an advance ship notice and an invoice |
| 860 | Purchase Order Change – Buyer Initiated | Used in retail to communicate order changes to the supplier. |
| 861 | Receiving Advice/Acceptance | Used to report what has been received against an inbound shipment |
| 862 | Shipping Schedule | Used in manufacturing to request a supplier to schedule a shipment against an order |
| 864 | Text Message | Also used by buying organizations to report an error in the processing of data from a supplier. But is also used for mass communications to a trading partner community |
| 865 | Purchase Order Change Acknowledgement/Request – Seller Initiated | Used in retail (primarily in the vendor direct to consumer model) to confirm acknowledgment of PO change or order cancelation |
| 867 | Product Transfer and Resale Report | Primarily used in medical/pharmaceuticals where a distributor reports products movement/shipped/sold |
| 869 | Order Status Inquiry | Used by retail to request the status of an order with the supplier |
| 870 | Order Status Report | Used by retail as the suppliers response to a retailers request for the status of the order. |
| 875 | Grocery Product Purchase Order | Used in retail for order products to be shipped to a DC/store |
| 876 | Grocery Product Purchase Order Change | Used in grocery to communicate order changes to the supplier. |
| 879 | Price Information | Used in grocery to share item price updates |
| 880 | Grocery Product Invoice | Used by grocery where supplier requests payment for products |
| 882 | Direct Store Delivery Summary Information | Used in grocery as a summary invoice billing. Details represent a single invoice charging multiple locations |
| 888 | Item Maintenance | Used in grocery to obtain supplier item information and load to their Item master file for new good, item updates or discontinued product notification |
| 889 | Promotion Announcement | Used in grocery to share item promotion price updates/alerts |
| 894 | Delivery/Return Base Record | Used by grocery and specialty retailers where suppliers are invoicing what was delivered to the store in the direct store delivery model. Often used with NEX/DEX systems |
| 895 | Delivery/Return Acknowledgment or Adjustment | Used by grocery and specialty retailers where retailer provides details of the acceptance of the 894 invoice or provide a reconciliation against the 894 invoicing |
| 940 | Warehouse Shipping Order | Used in warehouse fulfillment service providers. Represents a request from the retailer or supplier to have the 3PL DC fill/pick products to be shipped |
| 943 | Warehouse Stock Transfer Shipment Advice | Used in warehouse fulfillment service providers. Represents a notification by the 3PL DC about products transfers being shipped |
| 944 | Warehouse Stock Transfer Receipt Advice | Used in warehouse fulfillment service providers. Represents a notification by the 3PL DC about products transfers being received |
| 945 | Warehouse Shipment Advice | Used by a third party remote warehouse to inform a supplier that the shipment has been sent out to the end user. |
| 947 | Warehouse Inventory Adjustment Advice | Used in warehouse fulfillment service providers to indicate product movement within the warehouse. Includes recalls, damage, obsolesces or cycle inventory counts adjustments or levels |
| 990 | Response to a Load Tender | Acceptance of the load tender (204, 211) |
| 997 | Functional Acknowledgement (FA) | Serves as a response, or electronic receipt, between EDI transactions. |
| X12 Transaction Number | Transaction name | Transaction Usage |
