856 Ship Notice/Manifest

Functional Group ID=SH

Introduction:

This Draft Standard for Trial Use 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.

Notes:

1.  Contractors use this transaction set to send a single Shipment Notice (SN), applicable to one or more orders, under a single shipment number to a quality assurance representative (QAR).

2.  Contractor, Contract Administration Offices (CAOs) and other parties, such as Purchasing Offices, Item Managers and Program Managers, use this transaction set to provide shipment information to designated parties in a contract, Inventory Material Manager, or other Service/Agency designated organizations (the latter via their Automated Data Processing points).  Contractors must transmit a Material Inspection and Receiving Report (MIRR, DD Form 250), Ship Notice, within one workday of shipment or performance.  CAOs transmit a Shipment Performance Notice after receipt of a contractor transmitted Shipment Notice.

3.  Use a single occurrence of this transaction set to report, cancel, or correct, either one or more supply (including bulk petroleum) and service Shipment Notice or Shipment Performance Notice to one or more activities.  Use one occurrence of this transaction set to transmit single or multiple transactions.

4.  This transaction set does not cover full reporting requirements for Tanker/Barge Material Inspection and Receiving Reports.

5.  Use this transaction set to send an original Shipment Notice, or to cancel or correct a previously transmitted Shipment Notice.

6.  The Defense Finance and Accounting Service uses a single occurrence of this transaction set to transmit Destination Acceptance alert information to ship-to addresses of material shipments requiring acceptance at destination.

7.  Use a single occurrence of this transaction set to transmit destination acceptance alerts for one or more shipments.

8.  Do not include classified information in the Shipment Notice or Shipment Performance Notice.

9.  The Defense Contract Management Command does not send Shipment Performance Notices for Army, Navy, and  Defense Logistics Agency fast pay contracts of $25,000 or less, except when reporting on bulk petroleum shipments.

10.  DoD, Federal and Civil Agency users operating under the Defense Logistics Management System (DLMS) must reference the Unit of Issue and Purchase Unit Conversion Table and the Transportation Mode of Shipment Conversion Table  which can be found on the National Institute of Standards and Technology (NIST) World Wide Web site.	

Heading:

Page	Pos.	Seg.		Req.		Loop	Notes and
No.	No.	ID	Name	Des.	Max.Use	Repeat	Comments	
4	010	ST	Transaction Set Header	M	1									
5	020	BSN	Beginning Segment for Ship Notice	M	1									
7	040	DTM	Date/Time Reference	O	10									

Detail:

Page	Pos.	Seg.		Req.		Loop	Notes and
No.	No.	ID	Name	Des.	Max.Use	Repeat	Comments	
			LOOP ID - HL			200000								
8	010	HL	Hierarchical Level	M	1		c1							
10	020	LIN	Item Identification	O	1									
14	030	SN1	Item Detail (Shipment)	O	1									
16	040	SLN	Subline Item Detail	O	1000									
22	050	PRF	Purchase Order Reference	O	1									
24	060	PO4	Item Physical Details	O	1									
26	070	PID	Product/Item Description	O	200									
27	080	MEA	Measurements	O	40									
Not Used	090	PWK	Paperwork	O	25									
Not Used	100	PKG	Marking, Packaging, Loading	O	25									
30	110	TD1	Carrier Details (Quantity and Weight)	O	20									
31	120	TD5	Carrier Details (Routing Sequence/Transit Time)	O	12									
33	130	TD3	Carrier Details (Equipment)	O	12									
34	140	TD4	Carrier Details (Special Handling, or Hazardous Materials, or Both)	O	5									
Not Used	145	TSD	Trailer Shipment Details	O	1									
35	150	REF	Reference Identification	O	>1									
Not Used	151	PER	Administrative Communications Contact	O	3									
			LOOP ID - LH1			100								
Not Used	152	LH1	Hazardous Identification Information	O	1									
Not Used	153	LH2	Hazardous Classification Information	O	4									
Not Used	154	LH3	Hazardous Material Shipping Name	O	12									
Not Used	155	LFH	Freeform Hazardous Material Information	O	20									
Not Used	156	LEP	EPA Required Data	O	>1									
Not Used	157	LH4	Canadian Dangerous Requirements	O	1									
Not Used	158	LHT	Transborder Hazardous Requirements	O	3									
Not Used	159	LHR	Hazardous Material Identifying Reference Numbers	O	10									
Not Used	160	PER	Administrative Communications Contact	O	5									
Not Used	161	LHE	Empty Equipment Hazardous Material Information	O	1									
														
			LOOP ID - CLD			200								
72	170	CLD	Load Detail	O	1									
73	180	REF	Reference Identification	O	200									
Not Used	185	DTP	Date or Time or Period	O	1									
														
75	190	MAN	Marks and Numbers	O	>1									
76	200	DTM	Date/Time Reference	O	10									
79	210	FOB	F.O.B. Related Instructions	O	1									
Not Used	215	PAL	Pallet Information	O	1									
			LOOP ID - N1			200								
80	220	N1	Name	O	1									
86	230	N2	Additional Name Information	O	2									
87	240	N3	Address Information	O	2									
88	250	N4	Geographic Location	O	1									
89	260	REF	Reference Identification	O	12									
91	270	PER	Administrative Communications Contact	O	3									
Not Used	280	FOB	F.O.B. Related Instructions	O	1									
														
93	290	SDQ	Destination Quantity	O	50									
Not Used	300	ETD	Excess Transportation Detail	O	1									
Not Used	310	CUR	Currency	O	1									
			LOOP ID - SAC			>1								
95	320	SAC	Service, Promotion, Allowance, or Charge Information	O	1									
Not Used	325	CUR	Currency	O	1									
														
Not Used	330	GF	Furnished Goods and Services	O	1									
Not Used	335	YNQ	Yes/No Question	O	10									
			LOOP ID - LM			10								
98	340	LM	Code Source Information	O	1									
99	350	LQ	Industry Code	M	100									
														
			LOOP ID - V1			>1								
Not Used	360	V1	Vessel Identification	O	1									
Not Used	370	R4	Port or Terminal	O	>1									
Not Used	380	DTM	Date/Time Reference	O	>1									

Summary:

Page	Pos.	Seg.		Req.		Loop	Notes and
No.	No.	ID	Name	Des.	Max.Use	Repeat	Comments	
Not Used	010	CTT	Transaction Totals	O	1		n1							
101	020	SE	Transaction Set Trailer	M	1									

Transaction Set Notes

1.	Number of line items (CTT01) is the accumulation of the number of HL segments. If used, hash total (CTT02) is the sum of the value of units shipped (SN102) for each SN1 segment.

Transaction Set Comments

1.	The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no meaning.

	Segment:	ST Transaction Set Header
	Position:	010
	Loop:
	Level:	Heading
	Usage:	Mandatory
	Max Use:	1
	Purpose:	To indicate the start of a transaction set and to assign a control number
	Syntax Notes:
	Semantic Notes:	1	The transaction set identifier (ST01) is used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).
	Comments:

Data Element Summary
	Ref.	Data	
	Des.	Element	Name	Attributes
Must Use	ST01	143	Transaction Set Identifier Code	M	ID 3/3	
	Code uniquely identifying a Transaction Set	
	856		Ship Notice/Manifest	
Must Use	ST02	329	Transaction Set Control Number	M	AN 4/9	
	Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set	
	A unique number assigned by the originator of the transaction set, or the originator's application program.	

	Segment:	BSN Beginning Segment for Ship Notice
	Position:	020
	Loop:
	Level:	Heading
	Usage:	Mandatory
	Max Use:	1
	Purpose:	To transmit identifying numbers, dates, and other basic data relating to the transaction set
	Syntax Notes:	1	If BSN07 is present, then BSN06 is required.
	Semantic Notes:	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.
	Comments:	1	BSN06 and BSN07 differentiate the functionality of use for the transaction set.
Notes:		Use the 2/LM/340 loop in the 2/HL/010 shipment loop to indicate the status of the transaction set.	

Data Element Summary
	Ref.	Data	
	Des.	Element	Name	Attributes
Must Use	BSN01	353	Transaction Set Purpose Code	M	ID 2/2	
	Code identifying purpose of transaction set

Must submit one 856 per order.
	
	00		Original	
	CO		Corrected	
	Use only after receiving an acknowledgment of receipt for a previously transmitted Shipment Notice.  When used, the entire Shipment Notice will be transmitted.	
Must Use	BSN02	396	Shipment Identification	M	AN 2/30	
	A unique control number assigned by the original shipper to identify a specific shipment	
	1.  Use, on other than Defense Logistics Management System Shipment Performance Notices, to cite the shipment number.  If applicable, include the final shipment indicator (i.e., the letter Z) or if applicable, the replacement shipment indicator, e.g., A, B, etc., at the end of the shipment number.

2.  When used by Defense Contract Management Command as a Shipment Performance Notice or destination acceptance alert, use ZZ for this data element. Defense Logistics Management System does not use this data element, but it is mandatory in the X12 standards. The ZZ entry  satisfies the X12 usage requirements; the receiving application software shall not process it.

3.  On Defense Logistics Management System Shipment Performance Notices,  do not include the final shipment indicator (Z) on underrun deliveries when a final line item shipment is replaced.  In that situation, use the 2/REF/150 segment.	
Must Use	BSN03	373	Date	M	DT 8/8	
	Date expressed as CCYYMMDD	
	1.  Use to indicate the transaction set creation date.

2.  Express the originating activity's date in Universal Time Coordinate (UTC).	
Must Use	BSN04	337	Time	M	TM 4/8	
	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)	
	1.  Express the originating activity's time in Universal Time Coordinate (UTC).

2.  Express time in a four-position (Hour Hour Minute Minute) format.	

				

						

	Segment:	DTM Date/Time Reference
	Position:	040
	Loop:
	Level:	Heading
	Usage:	Optional
	Max Use:	10
	Purpose:	To specify pertinent dates and times
	Syntax Notes:	1	At least one of DTM02 DTM03 or DTM05 is required.
		2	If DTM04 is present, then DTM03 is required.
		3	If either DTM05 or DTM06 is present, then the other is required.
	Semantic Notes:
	Comments:

Data Element Summary
	Ref.	Data	
	Des.	Element	Name	Attributes
Must Use	DTM01	374	Date/Time Qualifier	M	ID 3/3	
	Code specifying type of date or time, or both date and time	
	282		Previous Report	
	The date a previous report was submitted	
	Use to indicate the date of a previously transmitted Shipment Notice that is being cancelled or corrected.	
	DTM02	373	Date	X	DT 8/8	
	Date expressed as CCYYMMDD	
	1.  Use to indicate the transaction set creation date of the original Shipment Notice (e.g., the date carried in BSN03 of the original transmission).

2.  Express the date in Universal Time Coordinate.	
	DTM03	337	Time	X	TM 4/8	
	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)	
	1.  Use to indicate the transaction set creation time of the original Shipment Notice (e.g., the time carried in BSN04 of the original transmission).

2.  Express the time in a four-position (Hour Hour Minute Minute) format.	
Not Used	DTM04	623	Time Code	O	ID 2/2	
	Code identifying the time. In accordance with International Standards Organization standard 8601, time can be specified by a + or - and an indication in hours in relation to Universal Time Coordinate (UTC) time; since + is a restricted character, + and - are substituted by P and M in the codes that follow	
Not Used	DTM05	1250	Date Time Period Format Qualifier	X	ID 2/3	
	Code indicating the date format, time format, or date and time format	
Not Used	DTM06	1251	Date Time Period	X	AN 1/35	
	Expression of a date, a time, or range of dates, times or dates and times	

	Segment:	HL Hierarchical Level
	Position:	010
	Loop:	HL        Mandatory
	Level:	Detail
	Usage:	Mandatory
	Max Use:	1
	Purpose:	To identify dependencies among and the content of hierarchically related groups of data segments
	Syntax Notes:
	Semantic Notes:
	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.
			The HL segment defines a top-down/left-right ordered structure.
		2	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.
		3	HL02 identifies the hierarchical ID number of the HL segment to which the current HL segment is subordinate.
		4	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.
		5	HL04 indicates whether or not there are subordinate (or child) HL segments related to the current HL segment.
Notes:		1.  Iterations of the 2/HL/010 loop provide data structured in a hierarchical logic consisting of address, shipment, line item and container information.

2.  Must use the first iteration of the 2/HL/010 loop as the address loop.  Use the second iteration as shipment loop to provide shipment information common to all line items.  Use the third iteration and, if applicable, additional iterations as the line item loop.  However, when there is a container applicable to a shipment, use the third iteration of the loop to associate the container with the shipment iteration of the loop.  In that circumstance, the first and subsequent line item loops, if any, would begin at the next iteration of the loop following completion of all shipment level container information.  Use iterations of the loop to specify container information and information related to consolidated shipments.  Repeat the line item and container loops as necessary to identify all line items and containers relevant to the shipment or line items being reported.

3.  When BSN05 is code 0001, the hierarchical structure shall be shipment (HL03 code S), order (HL03 code O), and packaging (HL03 code P).  Use of HL03 code I is optional.	

Data Element Summary
	Ref.	Data	
	Des.	Element	Name	Attributes
Must Use	HL01	628	Hierarchical ID Number	M	AN 1/12	
	A unique number assigned by the sender to identify a particular data segment in a hierarchical structure	
	In the first 2/HL/010 loop iteration, cite the number 1.  In each subsequent loop iteration, increase incrementally by 1.	
	HL02	734	Hierarchical Parent ID Number	O	AN 1/12	
	Identification number of the next higher hierarchical data segment that the data segment being described is subordinate to	
	1.  Do not use in the first occurrence of the 2/HL/010 address loop.  Use in subsequent 2/HL/010 shipment loops to identify the relationship between a previous occurrence of the loop and the current occurrence of the loop.

2.  Cite the sequential serial number assigned in HL01 of the 2/HL/010 address loop to identify the shipment associated with the address.  Cite the sequential serial number assigned in HL01 of the 2/HL/010 shipment loop to identify the line item associated with the shipment loop.  Cite the sequential serial number assigned in HL01 of the 2/HL/010 shipment or line item loop, as appropriate, to associate a returnable container with its relevant shipment or line item.  Citing the applicable information in this fashion provides a cross-reference for all address, shipment, line item and container information contained in the shipment notice.  Repeat the shipment, line item and container loops as necessary, to identify all shipments, line items and containers relevant to the shipment(s) being reported.	
Must Use	HL03	735	Hierarchical Level Code	M	ID 1/2	
	Code defining the characteristic of a level in a hierarchical structure	
	I		Item	
	1.  Use to identify the individual line item loops.	
	S		Shipment	
	Use to identify the individual shipment loops.	
	V		Address Information	
	The HL loop will identify entities associated with the shipment notice transaction	
	Use to identify the transaction set address loop.	

	Segment:	LIN Item Identification
	Position:	020
	Loop:	HL        Mandatory
	Level:	Detail
	Usage:	Optional (Must Use)
	Max Use:	1
	Purpose:	To specify basic item identification data
	Syntax Notes:	1	If either LIN04 or LIN05 is present, then the other is required.
		2	If either LIN06 or LIN07 is present, then the other is required.
		3	If either LIN08 or LIN09 is present, then the other is required.
		4	If either LIN10 or LIN11 is present, then the other is required.
		5	If either LIN12 or LIN13 is present, then the other is required.
		6	If either LIN14 or LIN15 is present, then the other is required.
		7	If either LIN16 or LIN17 is present, then the other is required.
		8	If either LIN18 or LIN19 is present, then the other is required.
		9	If either LIN20 or LIN21 is present, then the other is required.
		10	If either LIN22 or LIN23 is present, then the other is required.
		11	If either LIN24 or LIN25 is present, then the other is required.
		12	If either LIN26 or LIN27 is present, then the other is required.
		13	If either LIN28 or LIN29 is present, then the other is required.
		14	If either LIN30 or LIN31 is present, then the other is required.
	Semantic Notes:	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.
Notes:		1.  Use the 2/LIN/020 segment in 2/HL/010 line item loops to cite a line item and to identify the National Stock Number, or other description of the item cited.

2.  If the line item cannot be described using one of the listed codes, there must be at least one use of LIN02/03 citing any applicable code, to satisfy syntax requirements of X12.

3.  Must use at least one iteration of this segment to identify the line item.	

Data Element Summary
	Ref.	Data	
	Des.	Element	Name	Attributes
	LIN01	350	Assigned Identification	O	AN 1/20	
	Alphanumeric characters assigned for differentiation within a transaction set	
	1.  Use to identify in accordance with the format prescribed in the Defense Federal Acquisition Regulation Supplement Uniform Line Item Numbering Policy,  the Line Item, if applicable, e.g., Contract Line Item Number, Sub Line Item Number, Exhibit Line Item Number, etc., in accordance with the Uniform Contract Line Item Numbering System.

2.  This data element is required when preparing a Shipment Performance Notice or destination acceptance alert for Defense Contract Management Command use.	
Must Use	LIN02	235	Product/Service ID Qualifier	M	ID 2/2	
	Code identifying the type/source of the descriptive number used in Product/Service ID (234)	
	1.  For Navy and Defense Logistics Agency contracts, LIN02 must be used at least once and cited either of codes  FS, MG, or SW to identify material.  Use code SV to identify a service performance notice.  

2.  Use code PD when the line item cannot be identified by using one of the other listed codes.  When used, describe the item in the associated Product/Service ID, DE 234.

3.  For other than Navy and Defense Logistics Agency contracts use any applicable code(s). 

4.  For bulk fuels, only use code FS.	
	CN		Commodity Name	
	FS		National Stock Number	
	Must use for Navy and Defense Logistics Agency contracts, when the National Stock Number is known. Transmit the number without the dashes.  Submit only the basic 13 position National Stock Number.	
	Use to indicate the Government assigned management/material control code if provided.	
	MG		Manufacturer's Part Number	
	Use as needed to identify the manufacturer's part number.  When applicable use an additional occurrence of a 235/234 pair citing code ZB to identify the manufacturer's Contractor and Government Entity code. Required data.	
	VP		Vendor's (Seller's) Part Number	
	Use to indicate a part number assigned by a contractor other than a manufacturer.	
Must Use	LIN03	234	Product/Service ID	M	AN 1/48	
	Identifying number for a product or service	
	Use code "Z" to indicate "See Contract" when the item cannot be described by one of the other codes, or by using the 2/PID/070 segment.	
	LIN04	235	Product/Service ID Qualifier	X	ID 2/2	
	Code identifying the type/source of the descriptive number used in Product/Service ID (234)	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
	LIN05	234	Product/Service ID	X	AN 1/48	
	Identifying number for a product or service	
	LIN06	235	Product/Service ID Qualifier	X	ID 2/2	
	Code identifying the type/source of the descriptive number used in Product/Service ID (234)	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
	LIN07	234	Product/Service ID	X	AN 1/48	
	Identifying number for a product or service	
	LIN08	235	Product/Service ID Qualifier	X	ID 2/2	
	Code identifying the type/source of the descriptive number used in Product/Service ID (234)	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
	LIN09	234	Product/Service ID	X	AN 1/48	
	Identifying number for a product or service	
	LIN10	235	Product/Service ID Qualifier	X	ID 2/2	
	Code identifying the type/source of the descriptive number used in Product/Service ID (234)	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
	LIN11	234	Product/Service ID	X	AN 1/48	
	Identifying number for a product or service	
	LIN12	235	Product/Service ID Qualifier	X	ID 2/2	
	Code identifying the type/source of the descriptive number used in Product/Service ID (234)	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
	LIN13	234	Product/Service ID	X	AN 1/48	
	Identifying number for a product or service	
	LIN14	235	Product/Service ID Qualifier	X	ID 2/2	
	Code identifying the type/source of the descriptive number used in Product/Service ID (234)	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
	LIN15	234	Product/Service ID	X	AN 1/48	
	Identifying number for a product or service	
	LIN16	235	Product/Service ID Qualifier	X	ID 2/2	
	Code identifying the type/source of the descriptive number used in Product/Service ID (234)	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
	LIN17	234	Product/Service ID	X	AN 1/48	
	Identifying number for a product or service	
	LIN18	235	Product/Service ID Qualifier	X	ID 2/2	
	Code identifying the type/source of the descriptive number used in Product/Service ID (234)	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
	LIN19	234	Product/Service ID	X	AN 1/48	
	Identifying number for a product or service	
	LIN20	235	Product/Service ID Qualifier	X	ID 2/2	
	Code identifying the type/source of the descriptive number used in Product/Service ID (234)	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
	LIN21	234	Product/Service ID	X	AN 1/48	
	Identifying number for a product or service	
	LIN22	235	Product/Service ID Qualifier	X	ID 2/2	
	Code identifying the type/source of the descriptive number used in Product/Service ID (234)	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
	LIN23	234	Product/Service ID	X	AN 1/48	
	Identifying number for a product or service	
	LIN24	235	Product/Service ID Qualifier	X	ID 2/2	
	Code identifying the type/source of the descriptive number used in Product/Service ID (234)	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
	LIN25	234	Product/Service ID	X	AN 1/48	
	Identifying number for a product or service	
	LIN26	235	Product/Service ID Qualifier	X	ID 2/2	
	Code identifying the type/source of the descriptive number used in Product/Service ID (234)	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
	LIN27	234	Product/Service ID	X	AN 1/48	
	Identifying number for a product or service	
	LIN28	235	Product/Service ID Qualifier	X	ID 2/2	
	Code identifying the type/source of the descriptive number used in Product/Service ID (234)	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
	LIN29	234	Product/Service ID	X	AN 1/48	
	Identifying number for a product or service	
	LIN30	235	Product/Service ID Qualifier	X	ID 2/2	
	Code identifying the type/source of the descriptive number used in Product/Service ID (234)	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
	LIN31	234	Product/Service ID	X	AN 1/48	
	Identifying number for a product or service	

	Segment:	SN1 Item Detail (Shipment)
	Position:	030
	Loop:	HL        Mandatory
	Level:	Detail
	Usage:	Optional
	Max Use:	1
	Purpose:	To specify line-item detail relative to shipment
	Syntax Notes:	1	If either SN105 or SN106 is present, then the other is required.
	Semantic Notes:	1	SN101 is the ship notice line-item identification.
	Comments:	1	SN103 defines the unit of measurement for both SN102 and SN104.
Notes:		1.  Use as needed in the 2/HL/010 line item loops to identify shipment quantities in the various levels.  Use as necessary in the 2/HL/010 container loops to indicate the number of returnable shipping containers.  Use 2/REF/150, code RS to indicate the serial numbers of returnable containers or shipping containers.

2.  Use only as needed when reporting services.

3.  When used to indicate items shipped to multiple consignees, there must be an iteration of the 2/SLN/040 segment to indicate the total quantity shipped.	

Data Element Summary
	Ref.	Data	
	Des.	Element	Name	Attributes
	SN101	350	Assigned Identification	O	AN 1/20	
	Alphanumeric characters assigned for differentiation within a transaction set	
	Use only to indicate that the quantity of units shipped, as cited in SN102 is an estimated quantity.  When used, cite the letter E to specify when the quantity is an estimate.	
Must Use	SN102	382	Number of Units Shipped	M	R 1/10	
	Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set	
	1. When BSN05 is not present and HL03 is code S (shipment loop), use to identify the quantity shipped.

2.  Use as necessary in the 2/HL/010 container loop to indicate the quantity of returnable containers or the total quantity of containers shipped.  Use 2/REF/150 code RS to indicate serial numbers of returnable containers.

3.  When BSN05 is code 0001 and HL03 is code O (Order loop), use to identify the number of items shipped in an order.

4.  When BSN05 is code 0001 and HL03 is code P (Pack loop), use to identify the number of items shipped in a pack.

5.  Use the number "0" (zero) to indicate no quantity was either shipped or reported, such as in an interim Shipment Performance Notice.	
Must Use	SN103	355	Unit or Basis for Measurement Code	M	ID 2/2	
	Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken	
	1.  Use any code, other than code ZZ, to identify as necessary, the purchase unit for the quantity shipped or service performed.  DLMS users see the Unit of Issue and Purchase Unit Conversion Table for available codes.  Use code UL when no purchase unit applies.

2.  Use as necessary to indicate the applicable unit when in the shipment or container level loops.	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
Not Used	SN104	646	Quantity Shipped to Date	O	R 1/15	
	Number of units shipped to date	
	SN105	330	Quantity Ordered	X	R 1/15	
	Quantity ordered	
	Use to indicate another quantity against an alternate unit of issue.  When used, include that other unit of issue in the SN106 data element.	
	SN106	355	Unit or Basis for Measurement Code	X	ID 2/2	
	Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken	
	Use any code, other than code ZZ, to indicate the alternate unit of measure.  DLMS users see the Unit of Issue and Purchase Unit Conversion Table for available codes. 	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
Not Used	SN107	728	Returnable Container Load Make-Up Code	O	ID 1/2	
	Code identifying the load make-up of the returnable containers in the shipment	
Not Used	SN108	668	Line Item Status Code	O	ID 2/2	
	Code specifying the action taken by the seller on a line item requested by the buyer	

	Use to indicate that the cited shipment or line item is short components.  Indicate the quantity of missing components in SLN04 and enter the total dollar value of the missing components in SLN06.	
	O		Information Only	
	Charges which relate to but may not be included in or added to the unit price of the SLN. (i.e., compute WATS calculation based upon usage amounts)	
	Use to indicate in SLN04 the total quantity shipped for multiple consignees and indicate the unit price in SLN06.	

						

	Segment:	PRF Purchase Order Reference
	Position:	050
	Loop:	HL        Mandatory
	Level:	Detail
	Usage:	Optional
	Max Use:	1
	Purpose:	To provide reference to a specific purchase order
	Syntax Notes:
	Semantic Notes:	1	PRF04 is the date assigned by the purchaser to purchase order.
	Comments:
Notes:		1.  Use in 2/HL/010 shipment loops to identify contract information.

2.  Use to identify the Procurement Instrument Identification Number and, if applicable, the Supplemental Procurement Instrument Identification Number.

3.  Use to identify a contract or order modifications, as applicable, except for Defense Contract Management Command use in generating a Shipment Performance Notice.	

Data Element Summary
	Ref.	Data	
	Des.	Element	Name	Attributes
Must Use	PRF01	324	Purchase Order Number	M	AN 1/22	
	Identifying number for Purchase Order assigned by the orderer/purchaser	
	Enter the purchase order number, contract number (including Federal Supply Schedules, General Services Administration Schedules and all other basic contracts), Blanket Purchase Agreement number, Grant, Lease or Agreement number.  This is always the Procurement Instrument Identification Number for the Department of Defense or the equivalent expression for Civilian Agencies.  This is never the number of a delivery order, call or release against a basic award instrument.  That number is carried in PRF02.  This number shall be transmitted without dashes. Contract number. 	
	PRF02	328	Release Number	O	AN 1/30	
	Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction	
	Enter the number of a release, call or delivery order against a basic award instrument.  This is always the Supplemental Procurement Instrument Identification Number for the Department of Defense or the equivalent expression for Civilian Agencies.  This number shall be transmitted without dashes.  When preparing a Shipment Performance Notice or destination acceptance alert for Defense Contract Management Command do not include the contract modification number. Required Purchase order number.	
	PRF03	327	Change Order Sequence Number	O	AN 1/8	
	Number assigned by the orderer identifying a specific change or revision to a previously transmitted transaction set	
	1.  Use to indicate, as applicable, the modification number of the contract or purchase order.  When a call or delivery order is cited, use to indicate the modification number of the call or order, as applicable.  When both the contract and call or order have been modified, cite the modification number of the call or order and do not transmit the modification number of the contract.

2.  Except when shipping instructions are furnished by telephone or message and the confirming contract modification (SF 30) has not been received, do not use PRF03 to enter supplementary numbers used in conjunction with basic Procurement Instrument Identification Numbers to identify -- Modifications to contracts and agreements; Modifications to calls/orders; or Document numbers representing contracts written between contractors.	
	PRF04	373	Date	O	DT 8/8	
	Date expressed as CCYYMMDD	
	PRF05	350	Assigned Identification	O	AN 1/20	
	Alphanumeric characters assigned for differentiation within a transaction set	
	This Reference Number should be what goes out on the Purchase Order (REF with FI qualifier). Required data.	
	PRF06	367	Contract Number	O	AN 1/30	
	Contract number	
	Use to identify the Small Business Administration (SBA) contract number for an 8a set-aside.  The SBA office issuing this contract is cited in 2/N1/220 segment by use of code C9 in N101.	
Not Used	PRF07	92	Purchase Order Type Code	O	ID 2/2	
	Code specifying the type of Purchase Order	

	Segment:	REF Reference Identification
	Position:	150
	Loop:	HL        Mandatory
	Level:	Detail
	Usage:	Optional
	Max Use:	>1
	Purpose:	To specify identifying information
	Syntax Notes:	1	At least one of REF02 or REF03 is required.
		2	If either C04003 or C04004 is present, then the other is required.
		3	If either C04005 or C04006 is present, then the other is required.
	Semantic Notes:	1	REF04 contains data relating to the value cited in REF02.
	Comments:
Notes:		1.  Use in the 2/HL/010 shipment loop to identify bill of lading and transportation control numbers.

2.  Use in the 2/HL/010 line item loops to identify, if applicable, the transaction number (i.e., the requisition number), and also, if applicable, the requisition number suffix, and other suffix, and other controlling numbers.

3.  Use in the  2/HL/010 shipment loop to identify the shipment number assigned by the contractor, and if applicable, the suffix associated with the shipment number.

4.  Use in the 2/HL/010 container loop to identify information relating to shipping container.	

Data Element Summary
	Ref.	Data	
	Des.	Element	Name	Attributes
Must Use	REF01	128	Reference Identification Qualifier	M	ID 2/3	
	Code qualifying the Reference Identification	
	Use any code.  The listed codes are preferred.

16, 2D, 2E, 2S, 2Y, 3H, 39, 55, 5N, 5S, 72, 73, 82, 83, 97, 9G, AH, AT, AU, BL, BM, C4, CR, DG, DS, E4, EH, EV, FI, FJ, FS, IJ, IL, IQ, IX, K0, K4, K6, KL, KS, KV, KW, LT, NI, NJ, NL, P3, P4, PH, PR, QC, QI, RE, RQ, RS, S2, S3, SI, T4, TG, TN, TP, VQ, VV, VW, W2, W8, WF, WY, XC, XE, YB and ZE. 	
	2I
FI		Tracking Number
File Identifier (Use to indicate the unique ID number.)	
	IL		Internal Order Number	
	TN
RQ
TG		Transaction Number
Purchase Requisition Number
Transportation Control Number
	
	REF02	127	Reference Identification	X	AN 1/30	
	Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier	
	Tracking number should be placed here.	
	REF03	352	Description	X	AN 1/80	
	A free-form description to clarify the related data elements and their content	
	Carrier’s name should be placed here..	
Not Used	REF04	C040	Reference Identifier	O		
	To identify one or more reference numbers or identification numbers as specified by the Reference Qualifier	
Not Used	C04001	128	Reference Identification Qualifier	M	ID 2/3	
	Code qualifying the Reference Identification	
Not Used	C04002	127	Reference Identification	M	AN 1/30	
	Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier	
Not Used	C04003	128	Reference Identification Qualifier	X	ID 2/3	
	Code qualifying the Reference Identification	
Not Used	C04004	127	Reference Identification	X	AN 1/30	
	Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier	
Not Used	C04005	128	Reference Identification Qualifier	X	ID 2/3	
	Code qualifying the Reference Identification	
Not Used	C04006	127	Reference Identification	X	AN 1/30	
	Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier	

	Segment:	DTM Date/Time Reference
	Position:	200
	Loop:	HL        Mandatory
	Level:	Detail
	Usage:	Optional
	Max Use:	10
	Purpose:	To specify pertinent dates and times
	Syntax Notes:	1	At least one of DTM02 DTM03 or DTM05 is required.
		2	If DTM04 is present, then DTM03 is required.
		3	If either DTM05 or DTM06 is present, then the other is required.
	Semantic Notes:
	Comments:
Notes:		Use in the 2/HL/010 shipment loop to identify the actual/estimated date of material shipment or service performance when the same date applies to all line items cited in 2/HL/010 line item loops.	

Data Element Summary
	Ref.	Data	
	Des.	Element	Name	Attributes
Must Use	DTM01	374	Date/Time Qualifier	M	ID 3/3	
	Code specifying type of date or time, or both date and time	
	Use only one code except for bulk petroleum shipments which may cite codes 011 and 375 together, if applicable.	
	009		Process	
	Use to indicate the item is currently being processed.	
	011		Shipped	
	Use to indicate that a supply activity has shipped (i.e., the date a shipment was released to a carrier).  Also use to indicate the date of a prior shipment when the current shipment consists of items which were short shipped on the prior shipment.	
	139		Estimated	
	Use to indicate the estimated date when a supply will be shipped, (i.e., the estimated date a shipment will be released to a carrier).	
	177		Cancelled	
	Use to indicate the cancellation of an item.	
	514		Transferred	
	Use to indicate the item has been shipped to GSA Depot,  Burlington	
	727		On-hold	
	Use to indicate the item is backordered.	
	928		Reissue	
	Use to indicate the item has been reshipped.	
	EXP		Export 	
	Use to indicate the item has been shipped to Tracy, CA	
	RTO		Referred To	
	Use to indicate the item has been shipped to GSA Depot,  Sharpe	
	STN		Transition	
	Use to indicate the item has been shipped to New Cumberland, PA	
	DTM02	373	Date	X	DT 8/8	
	Date expressed as CCYYMMDD	
Not Used	DTM03	337	Time	X	TM 4/8	
	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)	
Not Used	DTM04	623	Time Code	O	ID 2/2	
	Code identifying the time. In accordance with International Standards Organization standard 8601, time can be specified by a + or - and an indication in hours in relation to Universal Time Coordinate (UTC) time; since + is a restricted character, + and - are substituted by P and M in the codes that follow	
	DTM05	1250	Date Time Period Format Qualifier	X	ID 2/3	
	Code indicating the date format, time format, or date and time format	
	Use to indicate dates in another format.	
	Refer to 004010 Data Element Dictionary for acceptable code values.	
	DTM06	1251	Date Time Period	X	AN 1/35	
	Expression of a date, a time, or range of dates, times or dates and times	

	Segment:	N1 Name
	Position:	220
	Loop:	N1        Optional
	Level:	Detail
	Usage:	Optional
	Max Use:	1
	Purpose:	To identify a party by type of organization, name, and code
	Syntax Notes:	1	At least one of N102 or N103 is required.
		2	If either N103 or N104 is present, then the other is required.
	Semantic Notes:
	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.
Notes:		1.  Use the 2/N1/220 loop in 2/HL/010 address loops to identify: a) the party originating the transaction set; b) an Automated Data Processing Point as specified in the contract for a party receiving the transaction set; and c) the Ship-To, ultimate recipient, or service performance locations when the same address applies to all line items in the 2/HL/010 shipment loops.

2.  Use the 2/N1/220 loop in 2/HL/010 line item loops to identify addresses that vary by line item.

3.  Use the 2/N1/220 loop in 2/HL/010 address loop to identify the Ship-To, ultimate recipient, or services performance location when the same address applies to all lines cited in the 2/HL/010 line item loops (when used by Defense Contract Management Command in preparing a Shipment Performance Notice).

4.  Use other listed codes, as appropriate, in loops to which they are applicable.	

Data Element Summary
	Ref.	Data	
	Des.	Element	Name	Attributes
Must Use	N101	98	Entity Identifier Code	M	ID 2/3	
	Code identifying an organizational entity, a physical location, property or an individual	
	SE		Selling Party	
	Use to identify the Prime Contractor.	
	N102	93	Name	X	AN 1/60	
	Free-form name	
	Use as necessary, to indicate the name of the activity cited in N101.  When that party can be identified by a code value in N104, it is not necessary to provide the name.  If additional characters are required to cite the full name, truncate at a logical point and use the N2 segment for the additional name information.  When the title of the party performing Quality Assurance  at destination is provided, carry that information in an iteration of the N2 segment.  When N101 cites code 7H and the Free on Board point is a vessel, use to indicate, as applicable, the name of the port city.	
	N103	66	Identification Code Qualifier	X	ID 1/2	
	Code designating the system/method of code structure used for Identification Code (67)	
	1		D-U-N-S Number, Dun & Bradstreet	
	Use to indicate the Dun and Bradstreet Number.	
	9		D-U-N-S+4, D-U-N-S Number with Four Character Suffix	
	N104	67	Identification Code	X	AN 2/80	
	Code identifying a party or other code	
	Use to cite the actual Dun and Bradstreet, Dun and Bradstreet + 4, Department of Defense Activity Address Code, Contractor and Government Entity Code or Military Assistance Program Address Code of the activity cited in N101, as signaled in N103.	
Not Used	N105	706	Entity Relationship Code	O	ID 2/2	
	Code describing entity relationship	
	N106	98	Entity Identifier Code	O	ID 2/3	
	Code identifying an organizational entity, a physical location, property or an individual	
	FR		Message From	
	Use to indicate that the organization cited in N104 transmitted the transaction set.	
	SV		Service Performance Site	
	When services are contracted for, this describes the organization for whom or location address at which those services will be performed	
	Use when N101 cites code SE to indicate that the service performance location is the same as that cited for the contractor.  Do not use when the service performance site is different from that given for the contractor.  In that case, there should be a separate occurrence of the N1 segment with N101 citing code SV, to indicate the service performance location.	
	TO		Message To	
	Use to indicate that the organization cited in N104 is to receive the transaction set.	

	Segment:	PER Administrative Communications Contact
	Position:	270
	Loop:	N1        Optional
	Level:	Detail
	Usage:	Optional
	Max Use:	3
	Purpose:	To identify a person or office to whom administrative communications should be directed
	Syntax Notes:	1	If either PER03 or PER04 is present, then the other is required.
		2	If either PER05 or PER06 is present, then the other is required.
		3	If either PER07 or PER08 is present, then the other is required.
	Semantic Notes:
	Comments:
Notes:		Use to indicate the name and title of a contractor party making a certification or authorization. Email address must be provided for the Vendor.	

Data Element Summary
	Ref.	Data	
	Des.	Element	Name	Attributes
Must Use	PER01	366	Contact Function Code	M	ID 2/2	
	Code identifying the major duty or responsibility of the person or group named	
	IC		Information Contact	
	PER02	93	Name	O	AN 1/60	
	Free-form name	
	When PER01 cites codes CE or AS, use to indicate the name of the party making the certification or authorization.	
	PER03	365	Communication Number Qualifier	X	ID 2/2	
	Code identifying the type of communication number	
	EM		Electronic Mail	
	FX		Facsimile	
	IT		International Telephone	
	TE		Telephone	
	PER04	364	Communication Number	X	AN 1/80	
	Complete communications number including country or area code when applicable	
	PER05	365	Communication Number Qualifier	X	ID 2/2	
	Code identifying the type of communication number	
	AU		Defense Switched Network	
	Department of Defense telecommunications system and successor of the Automatic Voice Network (AUTOVON)	
	EM		Electronic Mail	
	EX		Telephone Extension	
	When used, there must be a previous communication number citing either a national or international telephone number.	
	FT		Federal Telecommunications System (FTS)	
	FX		Facsimile	
	IT		International Telephone	
	TE		Telephone	
	PER06	364	Communication Number	X	AN 1/80	
	Complete communications number including country or area code when applicable	
	PER07	365	Communication Number Qualifier	X	ID 2/2	
	Code identifying the type of communication number	
	AU		Defense Switched Network	
	Department of Defense telecommunications system and successor of the Automatic Voice Network (AUTOVON)	
	EM		Electronic Mail	
	EX		Telephone Extension	
	When used, there must be a previous communication number citing either a national or international telephone number.	
	FT		Federal Telecommunications System (FTS)	
	FX		Facsimile	
	IT		International Telephone	
	TE		Telephone	
	PER08	364	Communication Number	X	AN 1/80	
	Complete communications number including country or area code when applicable	
	PER09	443	Contact Inquiry Reference	O	AN 1/20	
	Additional reference number or description to clarify a contact number	
	When PER01 cites code CE (Certifier), use to indicate the title of the party making the certification.	

	EP		United States Environmental Protection Agency (EPA)	
	FG		Federal Government	
	GS		General Services Administration (GSA)	
	Responsible for Federal Specification	
	ZZ		Mutually Defined	
	Use to indicate an agency that is not otherwise listed.	

	Use to indicate the acceptance site.	
	9		Indicator Code	
	A specific condition applies to the contract	
	Use to indicate Fast Pay terms.	
	10		Transaction Status Indicator Code	
	A transaction other than normal and therefore requiring special handling	
	Use to identify the status of supply and service shipment notices.  Do not use for cancellations or corrections.  Those codes will be cited in 1/BSN01/020.	
	14		Contract Shipment Advice Code	
	Information about a shipment of material from a contractor to the government	
	Use as required to identify contract shipment advice information for supply and service shipment notices.	
	16		Cash Discount Stipulation Code	
	When cash discount terms for prompt payment apply to the contract	
	Use to indicate that a shipment involves discount payment terms.	
	83		Supply Condition Code	
	Classifies material by readiness for issue and use, describes actions underway to change the status of material, or identifies material as excess or not serviceable	
	Use to identify the supply condition of bulk petroleum shipments.  	
	84		Management Code	
	Supplemental information not covered by the transaction coding structure	
	Use with Defense Logistics Management System bulk petroleum shipments only.  	

	Segment:	SE Transaction Set Trailer
	Position:	020
	Loop:
	Level:	Summary
	Usage:	Mandatory
	Max Use:	1
	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)
	Syntax Notes:
	Semantic Notes:
	Comments:	1	SE is the last segment of each transaction set.

Data Element Summary
	Ref.	Data	
	Des.	Element	Name	Attributes
Must Use	SE01	96	Number of Included Segments	M	N0 1/10	
	Total number of segments included in a transaction set including ST and SE segments	
Must Use	SE02	329	Transaction Set Control Number	M	AN 4/9	
	Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set	
	Cite the same number as the one cited in ST02.