The following is an outline of what is expected when receiving VICS 856 Ship Notice from a vendor.
Many Federated divisions use more than one distribution facility, therefore you must generate and transmit a separate EDI Ship Notice for each facility/shipment. Ship To information may be obtained from the FL Corporate Transportation Routing Guide.
Your Ship/Notice Manifest must be in our system before your shipment arrives at our distribution facility. An expense offset will be assessed if this requirement is not met. We require a consolidated VICS 856 Ship Notice/Manifest with carton level information for every shipment to a Federated distribution facility. However, the industry standard for merchandise shipped by small package carriers (for example, RPS or UPS) requires one 856 per carton. The tracking number should be the number used in the REF BM segment of the ship notice.
A separate ship notice must be provided for each bill of lading. In the case of multiple truck loads, each truck load requires a unique BOL and a separate ship notice.
Deviation from the standard VICS 856 format may negate our ability to receive data from trading partners.
The segments listed below are the minimum requirements for the 856 system. Other segments and information can be defined and sent, however, system modifications may be required to accommodate them. For definitions of the segments, please see the VICS retail industry conventions and guidelines for EDI.
The following segments are based on VICS 4010. Refer to individual manuals for differences in standards.
Do not send lower-case characters. Do not send spaces in the REF BM segment.
If you have questions or need assistance with testing this document, call the EC Technology group at (513) 782-1222.
Note: Federated now requires vendors to send the order level PID segment to indicate compliance with the Fair Labor Standards Act.
Note: Functional Acknowledgments will be sent for all documents transmitted to Federated by vendors.
The following diagrams detail the structure required in this document. Failure to adhere to this structure will cause the 856 data to be incompatible with Receiving applications; therefore, this structure is considered mandatory.
|The following example depicts the detail area of the Ship Notice/Manifest transaction for use within the retail industry.||Each box represents one hierarchical level and associated data segments detailed in this explanation. Required hierarchical levels are represented.|
|Header Envelope Segments|
|isa05||Qualifier||01 (Duns Number)
08 (UCC Communication ID)
12 (Telephone Number)
|isa06||Sender ID||Senders Identifier|
|isa07||Qualifier||08 (UCC Communication ID)|
|isa08||Receiver ID||UCC Assigned Communication ID|
|isa11||Standard ID||U ANSI X.12|
|isa13||Control Number||Sequential number|
|isa14||Request Acknowledgment||0 No|
|isa15||Test Indicator||P Production|
|gs02||Sender ID||Same as ISA06|
|gs03||Receiver ID||Same as ISA08|
|gs06||Control Number||Sequential Number|
|gs07||Agency||X (ANSI X.12)|
|st02||Control Number||Sequential number|
|m||BSN||BSN01||Transaction Set Purpose Code||00 Original
|bsn02||Ship Identification||Vendors Shipment Number. Should be unique for every 856.|
|bSN03||Date||CCYYMMDD, Date Assigned to the Transmission of the Document|
|bSN04||Time||HHMMSS, Time Assigned to the Transmission of the Document|
|m||HL||HL01||Hierarchical ID Number||1 - Shipment Level|
|(Shipment)||HL03||Hierarchical Level Code||
Code Defining Level of Structure:
|td102||Lading Quantity||Total Number of Shipping Units for BOL|
|td106||Weight Qualifier||G Gross Weight|
|td107||Weight||Numeric Value of Weight|
|td108||UOM Code||LB Pound
|m||td5||td504||Transportation Method Code||M Motor
|td505||Routing||Free-form Description of Routing (Carrier or Carriers Four-character SCAC Code|
|td506||Shipment/Order Status Code||CC Ship Complete|
|m||ref||ref01||Reference Number Qualifier||BM Bill of Lading Number|
|REF02||Reference Number||Bill of Lading|
Note: Bill of lading number must be unique for each shipment. Receipt of duplicate bill of lading numbers will be rejected from our system unless the BSN01 is flagged 07 (retransmission).
|m||DTM||dtm01||Date/Time Qualifier||Code to Identify Date/Time Type:
|dtm02||Shipment Date||CCYYMMDD, Anticipated Ship Date|
|m||DTM||DTM01||Date/Time Qualifier||Code to Identify Date/Time Type:
067 Current Schedule Delivery
|dtm02||Delivery Date||CCYYMMDD, Anticipated Delivery Date|
|o||fob||fob01||Shipment Payment Method||CC Collect
|m||n1||n101||Entity Identifier Code||Code to Identify Organization or Physical Location:
ST Ship To (Distribution Center)
|n103||Identification Code Qualifier||Method of Code Structure:
92 Assigned by Buyer
|n104||Identification Code||Retailer-Assigned Code to Identify the Ship- To DC|
Note: Failure to transmit the correct Ship -To DC code will cause the 856 data to be incompatible with Receiving applications.
|m||n1||n101||Entity Identifier Code||Code to Identify Organization or Physical
SF Ship From
|n102||Name||Free-form Name of Shipper|
|m||n4||n401||City Name||Name of City|
|N402||State or Province||State Code, for example, (Ex: NY, or GA)|
Note: N4 segment is only used in association with the N1 with N101 ID Code, SF.
|m||HL||HL01||Hierarchical ID Number||Unique Number|
|(Order)||HL03||Hierarchical Level code||O Order|
Note: A new order level must be provided for each PO/store occurrence within the Bill of Lading/shipment.
|m||PRF||prf01||Purchase Order Number||Identifying Purchase Order Number from Retailer (Prefer 7-digit number)|
Note: Federated requires vendors to indicate compliance to the Fair Labor Standards Act in the PID segment
|m||PID||PID01||Item Description Qualifier||S Structured|
|PID03||Agency Qualifier Code||VI VICS|
|PID04||Product Description Code||FL Compliant with Fair Labor Standards Act|
|td102||Lading Quantity||Total Number of Shipping Units in PO/store|
|m||ref||ref01||Ref Number Qualifier||IV Sellers Invoice Number|
|ref02||Ref Number||Invoice Number|
|m||n1||n101||Entity Identifier Code||BY Buying Party|
|N103||Identification Code Qualifier||92 Assigned by Buyer|
|n104||Identification Code||Buyers Selling Location (Store Number)|
Note: Order level N1 segment is used to access store
number; segment must be present to get store number. Segment only used when
entity code is BY in the order hierarchy level to retrieve store number.
|m||HL||HL101||Hierarchical ID Number||Unique Number|
|(Item)||HL103||Hierarchical Level code||I Item|
|m||lin||lin02||Product/Service ID Qualifier||Code to Identify Type of Information Within the Set
UP UPC Number Identifier
|lin03||Product/Service ID||Identifying Number of Product
UPC Number (12 Digits)
EAN Number (13 Digits)
Note: LIN segment used to access all UPC numbers
associated with the order. Other information such as vendor style, color, or
size will be ignored. LIN02 qualifiers cannot repeat within the same LIN
|m||SN1||SN102||Number of Units Shipped||Number of Units Shipped for LIN Segment Just Sent.|
|SN103||UOM Code||EA Unit of Measure Always Each|
|m||hl||hl101||Hierarchical ID Number||Unique Number|
|(Pack)||HL103||Hierarchical Level Code||P Pack|
|m||PO4||po402||Size||Number of selling units for UPC in carton|
|po403||UOM Code||EA Each|
Note: The PO4 segment is mandatory for the standard carton pack in order to ensure valid quantity levels.
|m||MAN||MAN01||Marks and Numbers Qualifier||Code to Identify Number Source:
GM UCC-128 Serial Shipping Container Code Format
|man02||Marks and Numbers||Marks and Numbers Used to Identify Shipment. Only use UCC code 128 SCM Numbers.|
Note: MAN segment is used to identify carton number when it follows pack level HL segment. MAN segment is required if data is to be viewed at carton number level. Only use 20-digit UCC-128 serial container marking numbers.
|m||ctt||ctt01||Number of Line Items||Total Number of HL Segments in Transaction Set|
|m||se||se01||Total Number of Segments||Segment Count Including ST and SE Segments|
|se02||Control Number||Sequential number, Same as in ST02|
|Trailer Envelope Segments|
|m||ge||ge01||Total Number of ST Segments||Total Number of ST Segments|
|ge02||Control Number||Sequential Number, Same as in GS06|
|m||iea||iea01||Total Number of GS Segments||Total Number of GS Segments|
|iea02||Control Number||Sequential Number, Same as in ISA13|