The following is an outline of what is expected when receiving VICS 856 Ship Notice from a vendor.

STANDARD CARTON PACK STRUCTURE

Shipment/Order/Item/Pack

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.

Required Structure

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

M*/O* Segment Data Element Value/Comments
m isa isa01 Qualifier 00
    isa02 Authorization Blanks
    isa03 Qualifier 00
    isa04 Security Blanks
    isa05 Qualifier 01 – (Duns Number)
08 – (UCC Communication ID)
12 – (Telephone Number)
    isa06 Sender ID Sender’s Identifier
    isa07 Qualifier 08 – (UCC Communication ID)
    isa08 Receiver ID UCC Assigned Communication ID
    isa09 Date YYMMDD
    isa10 Time HHMM
    isa11 Standard ID U – ANSI X.12
    isa12 Version 00401
    isa13 Control Number Sequential number
    isa14 Request Acknowledgment 0 – No
    isa15 Test Indicator P – Production
    isa16 Subelement Separator >
m gs gs01 ID SH
    gs02 Sender ID Same as ISA06
    gs03 Receiver ID Same as ISA08
    gs04 Date CCYYMMDD
    gs05 Time HHMM
    gs06 Control Number Sequential Number
    gs07 Agency X – (ANSI X.12)
    gs08 Version 004010VICS


Header Segments

m st st01 ID 856
    st02 Control Number Sequential number
m BSN BSN01 Transaction Set Purpose Code 00 – Original
07 – Duplicate
    bsn02 Ship Identification Vendor’s 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


Detail Segments

M*/O* Segment Data Element Value/Comments
m HL HL01 Hierarchical ID Number 1 -– Shipment Level
  (Shipment) HL03 Hierarchical Level Code

Code Defining Level of Structure:
SS – Shipment

m td1 td101 Packaging Code CTN25
PLT76
    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
KG – Kilogram
m td5 td504 Transportation Method Code M – Motor
A – Air
C – Consolidated
    td505 Routing Free-form Description of Routing (Carrier or Carrier’s 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:
011 – Shipped
    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
PP – Prepaid


M*/O* Segment Data Element Value/Comments
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 Location:
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
m td1 td101 Packaging Code CTN25
PLT76
    td102 Lading Quantity Total Number of Shipping Units in PO/store
m ref ref01 Ref Number Qualifier IV – Seller’s Invoice Number
    ref02 Ref Number Invoice Number
M*/O* Segment Data Element Value/Comments
m n1 n101 Entity Identifier Code BY – Buying Party
    N103 Identification Code Qualifier 92 – Assigned by Buyer
    n104 Identification Code Buyer’s 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.

Order level N1 segment is required for the 856 application.



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
EN – European Article Number

    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 segment.

LIN segment is required for the 856 application.



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*/O* Segment Data Element Value/Comments
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.



Summary Segments

M*/O* Segment Data Element Value/Comments
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*/O* Segment Data Element Value/Comments
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