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 lowercase characters. Do not send spaces in the REF BM segment.

If you have questions or need assistance with testing this document, call the FASST office at (973) 305-3440.

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 DataElement Value/Comments
m
isaisa01 Qualifier00
isa02 AuthorizationBlanks
isa03 Qualifier00
isa04 SecurityBlanks
isa05 Qualifier01 - Duns Number

08 - UCC Communication ID

12 - Telephone Number

isa06 Sender IDSender's Identifier
isa07 Qualifier08 - UCC Communication ID
isa08 Receiver IDUCC Assigned Communication ID
isa09 DateYYMMDD
isa10 TimeHHMM
isa11 Standard IDU - ANSI X.12
isa12 Version00401
isa13 Control NumberSequential number
isa14 Request Acknowledgment 0 - No
isa15 Test IndicatorP - Production
isa16 Subelement Separator >
m
gsgs01 IDSH
gs02 Sender IDSame as ISA06
gs03 Receiver IDSame as ISA08
gs04 DateCCYYMMDD
gs05 TimeHHMM
gs06 Control NumberSequential Number
gs07 Agency X - ANSI X.12
gs08 Version004010VICS

Header Segments

m
stst01 ID856
st02 Control NumberSequential number
m
BSNBSN01 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 TimeHHMMSS, Time Assigned to the Transmission of the Document

Detail Segments

M*/O*
Segment DataElement Value/Comments
m
HL hl01 Hierarchical ID Number 1 - Shipment Level
(Ship-ment) HL03Hierarchical Level Code Code Defining Level of Structure:

S - Shipment

m
td1td101 Packaging CodeCTN25

PLT76

td102 Lading QuantityTotal Number of Shipping Units for BOL
td106 Weight QualifierG - Gross Weight
td107 WeightNumeric Value of Weight
td108 UOM CodeLB - Pound

KG - Kilogram

m
td5td504 Transportation Method Code M - Motor

A - Air

C - Consolidated

td505 RoutingFree-form Description of Routing (Carrier or Carrier's Four-character SCAC Code)
td506 Shipment/Order Status Code CC - Ship Complete
m
refref01 Reference Number Qualifier BM - Bill of Lading Number
REF02 Reference NumberBill 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
DTMDTM01 Date/Time Qualifier Code to Identify Date/Time Type:

011 - Shipped

dtm02 Shipment DateCCYYMMDD, Anticipated Ship Date
m
DTMDTM01 Date/Time Qualifier Code to Identify Date/Time Type:

067 - Current Schedule Delivery

dtm02 Delivery Date CCYYMMDD, Anticipated Delivery Date
o
fobfob01 Shipment Payment Method CC - Collect

PP - Prepaid

M*/O*
Segment DataElement Value/Comments
m
n1n101 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
n1n101 Entity Identifier Code Code to Identify Organization or Physical Location:

SF - Ship From

n102 NameFree-form Name of Shipper
m
n4n401 City NameName of City
N402 State or Province State Code, for example, 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) HL03Hierarchical Level code O - Order


Note: A new order level must be provided for each PO/store occurrence within the Bill of Lading/shipment.


m
PRFprf01 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 PID01Item Description Qualifier 'S' Structured
PID03 Agency Qualifier Code 'VI' VICS
PID04 Product Description Code 'FL' Compliant with Fair Labor Standards Act
m
td1td101 Packaging CodeCTN25

PLT76

td102 Lading QuantityTotal Number of Shipping Units in PO/store
m
refref01 Ref Number Qualifier IV - Seller's Invoice Number
ref02 Ref NumberInvoice Number

M*/O*
Segment DataElement Value/Comments
m
n1n101 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) HL103Hierarchical Level code I - Item
m
linlin02 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
SN1SN102 Number of Units Shipped Number of Units Shipped for LIN Segment Just Sent
SN103 UOM CodeEA - Unit of Measure Always Each
m
hlhl101 Hierarchical ID Number Unique Number
(Pack) HL103Hierarchical Level Code P - Pack
m
PO4po402 SizeNumber of selling units for UPC in carton
po403 UOM CodeEA - Each


Note: The PO4 segment is mandatory for the standard carton pack in order to ensure valid quantity levels.


M*/O*
Segment DataElement Value/Comments
m
MANMAN01 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 DataElement Value/Comments
m
cttctt01 Number of Line Items Total Number of HL Segments in Transaction Set
m
sese01 Total Number of Segments Segment Count Including ST and SE Segments
se02 Control NumberSequential number, Same as in ST02

Trailer Envelope Segments

M*/O*
Segment DataElement Value/Comments
m
gege01 Total Number of ST Segments Total Number of ST Segments
ge02 Control NumberSequential Number, Same as in GS06
m
ieaiea01 Total Number of GS Segments Total Number of GS Segments
iea02 Control NumberSequential Number, Same as in ISA13