EDI developers, B2B integration teams, shipping coordinators, supply chain managers

The 856 Advance Ship Notice is one of the most complex EDI transaction types. Requirements vary significantly by trading partner — what one partner makes mandatory, another may not require at all. Always refer to your trading partner's implementation guidelines as the source of truth. The topics below cover the fields that most commonly drive validation failures and rejections across partners.

The 856 must reference the originating purchase order accurately for your trading partner to match the shipment against their open orders. This typically means including the PO number in a REF segment at the order level, using the correct qualifier (usually PO for purchase order number).

Beyond the PO number, line-level detail must align with what was on the original 850. Item identifiers — whether buyer's item number, UPC, or another product code — need to match exactly, and shipped quantities must be accurate. Discrepancies between the 856 and the original PO can cause receiving failures or payment holds even when the ASN itself passes EDI validation.

The TD5 segment identifies the carrier and transportation method for the shipment. TD503 carries the carrier's SCAC code (Standard Carrier Alpha Code), a 2–4 letter identifier assigned by the National Motor Freight Traffic Association (NMFTA). TD505 carries a free-form description of the carrier or routing — this should be the carrier's actual name, not a URL or placeholder text. TD504 specifies the transportation method (e.g., M for motor/common carrier, U for private parcel service such as FedEx or UPS).

Always use a valid SCAC code in TD503. SCAC codes are maintained by the NMFTA — look up the correct code for your carrier at https://nmfta.org or confirm it directly with the carrier. Do not use generic or placeholder codes.

When working with freight brokers, you may need to decide whether to use the broker's SCAC or the actual carrier's SCAC. Use the broker's SCAC when they are your primary logistics contact and appear on your shipping documents. Use the actual carrier's SCAC when your trading partner requires the physical carrier's information for tracking purposes. When in doubt, confirm with your trading partner which they expect.

Trading partners typically require reference numbers that let them trace the physical shipment. The Bill of Lading number (REF with qualifier BM) is required for truck load and LTL shipments. For parcel shipments, the carrier-assigned tracking or pickup number (qualifier 2I) is generally expected instead.

Include all reference numbers your trading partner requires — some partners also expect a pro number, carrier reference, or internal shipment ID. Missing or incorrect reference numbers are a common cause of partner-side matching failures even when the 856 validates successfully in Orderful.

The Serial Shipping Container Code (SSCC) is an 18-digit GS1 identifier that uniquely identifies each carton or pallet in a shipment. It appears in the MAN segment of the 856. Many trading partners — particularly large retailers — require that the SSCC in the 856 exactly matches the SSCC barcode on the physical label. Any mismatch between the EDI transaction and the label will cause receiving failures at the partner's warehouse.

SSCCs must follow the GS1 format: an 18-digit number derived from your GS1 company prefix. If your shipping system generates SSCCs, confirm they are formatted correctly and that the values in your 856 are sourced from the same system generating the physical labels.

Most trading partners require the 856 to be transmitted within a defined window relative to shipment — commonly at the time of shipment or before carrier pickup. Sending an ASN after goods have already arrived at the partner's facility, or significantly after the ship date, typically results in rejection or chargeback even if the content is correct.

Check your trading partner's guidelines for their specific timing requirement. Your BSN segment should reflect the actual ship date and time accurately.

The 856 must identify the ship-from and ship-to parties correctly using N1 segments with the appropriate qualifiers (SF for ship-from, ST for ship-to). Some partners require party identification by GLN (Global Location Number) or D-U-N-S number; others accept a name and address. Using the wrong identifier type or an incorrect facility code can cause the ASN to fail matching on the partner's side.

Confirm with your trading partner which party identifier they expect and which facility codes correspond to their receiving locations.

Some transaction types and trading partners require precise location coordinates — latitude and longitude — for shipment tracking and event validation, particularly for in-transit status updates on X3 (Shipment Status) and AF (Status) transaction types. When required, coordinates must be provided in the correct format with directional indicators.

If your carrier cannot provide coordinates for certain status types, confirm with your trading partner whether they will accept city and state information as an alternative, or whether an exemption applies.

Why does my 856 work for some trading partners but fail for others?
Different trading partners have varying requirements for carrier information, party identification, SSCC, and reference numbers. Review each partner's implementation guidelines or contact them directly to understand their specific requirements.

Should I use the broker's SCAC code or the actual carrier's SCAC code? It depends on your business relationship and trading partner requirements. If the broker handles all communication and billing and appears on your shipping documents, use their SCAC. If your trading partner needs to track the physical carrier, use the actual carrier's SCAC. When in doubt, ask your trading partner which they prefer.

Where do I find the correct SCAC code for my carrier?

SCAC codes are maintained by the National Motor Freight Traffic Association (NMFTA) at https://nmfta.org. You can also confirm the code directly with your carrier — it typically appears on their bills of lading and shipping documentation.

My WMS doesn't provide BOL numbers — what should I do?

Orderful cannot generate BOL numbers as these are carrier-specific identifiers created during the shipping process. You'll need to either configure your WMS to capture BOL numbers from the carrier or work with your trading partner on acceptable alternatives.

My carrier says they can't provide lat/long coordinates for certain status types — what should I do?

Some carriers have technical limitations preventing them from sending precise coordinates for all transaction types. Contact your trading partner to request approval to proceed with city and state information for those specific status codes.

How do I know which SSCC format my trading partner requires?

SSCC must be an 18-digit GS1 number derived from your GS1 company prefix. The exact format and whether it is required at the carton level, pallet level, or both will be specified in your trading partner's implementation guidelines.

Can I use placeholder text like "TBD" or "Unknown" in carrier fields?
No. TD505 should contain the actual carrier name and TD503 must contain a valid SCAC code. If carrier information isn't available at the time of 856 generation, delay sending the ASN until you have complete carrier details.

What happens if my 856 is sent after the shipment has already arrived?

Most trading partners will reject a late ASN or issue a chargeback. The 856 is intended to give advance notice — timing requirements are specified in your trading partner's guidelines and are typically strictly enforced.