EDI 856 Advance Ship Notice
to CSV Converter
Convert EDI 856 Advance Ship Notices (ASN) to CSV format. The 856 is sent by suppliers to notify buyers that goods have shipped, including tracking information, quantities, packaging details, SSCC labels, and expected delivery dates.
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Last updated: January 22, 2025
TL;DR
Convert EDI 856 Advance Ship Notices (ASN) to CSV format. PlainEDI converts EDI 856 files to CSV instantly (typically under 30 seconds). Upload your file, preview free, then export for $9 (single file) or $3.90/file (10-pack). Supports all major retailers including Walmart, Target, Amazon, Home Depot, and more. No software installation required.
Why Convert EDI 856 to CSV?
Convert 856 EDI files to CSV for easy analysis, import into ERP systems, or reconciliation in Excel.
Track inbound shipments and expected arrival times
Prepare receiving operations at warehouses and distribution centers
Match shipped quantities against purchase orders
Update inventory systems with in-transit stock levels
Verify SSCC barcode labels and carton contents
Automate receiving workflows and reduce dock wait times
What Data is Extracted from EDI 856?
Our parser extracts all standard 856 segments and elements into clean CSV columns you can open in Excel:
Shipment ID (BSN02) - Unique shipment identifierShip Date (BSN03) - Date goods were shippedPO Number (PRF01) - Related purchase orderCarrier (TD508) - Shipping carrier name (UPS, FedEx, etc.)Tracking Number (REF02) - Carrier tracking/PRO numberItem Number (LIN03) - Product identifierShipped Quantity (SN102) - Quantity shippedSSCC (REF02) - Carton barcode labelExpected Delivery Date (DTM02) - ETA at destinationHow to Convert EDI 856 to CSV in 3 Steps
Upload Your 856 File
Drop your EDI 856 file (.edi, .txt, or .x12) into our converter. Supports files up to 10MB. Processing is instant.
Preview Your Data Free
See a summary, validation results, and the first 10 rows of CSV data. Verify accuracy before exporting. No credit card required.
Export Full CSV
Pay only when ready to export. Download your complete CSV file instantly. Open in Excel or import to ERP.
Process EDI 856 from Any Major Retailer
PlainEDI handles 856 files from all 10 major retailers we support:
Understanding EDI 856 ASN Segment Structure
The 856 ASN uses a hierarchical structure (HL loops) to represent shipments, orders, packs (cartons), and items. Understanding this hierarchy is critical for compliance.
BSNBeginning Segment for Ship Notice
The BSN segment appears once per ASN and contains the shipment ID, date shipped, and PO number being fulfilled.
BSN*00*ASN123456*20250115*143000- BSN01 (00): Transaction Set Purpose Code - 00 = Original
- BSN02 (ASN123456): Shipment Identification - Your ASN number
- BSN03 (20250115): Date - Ship date in YYYYMMDD format
- BSN04 (143000): Time - Ship time in HHMMSS format (optional)
HLHierarchical Level (Critical for ASN Structure)
HL segments create the ASN hierarchy: Shipment → Order → Pack (Carton) → Item. Each level references its parent. Incorrect hierarchy = rejected ASN.
HL*1**S~ (Shipment level)
HL*2*1*O~ (Order level - parent is HL 1)
HL*3*2*P~ (Pack/Carton level - parent is HL 2)
HL*4*3*I~ (Item level - parent is HL 3)- HL01: Hierarchical ID Number (sequential: 1, 2, 3, 4...)
- HL02: Hierarchical Parent ID (blank for shipment level)
- HL03: Hierarchical Level Code - S=Shipment, O=Order, P=Pack, I=Item
- Critical: Every HL must reference correct parent or ASN fails validation
PRFPurchase Order Reference
PRF segment appears at Order level and links the ASN back to the original 850 PO. Must match exactly.
PRF*PO123456***20250110- PRF01 (PO123456): Purchase Order Number - Must match 850 BEG03 exactly
- PRF04 (20250110): PO Date (optional) - From original 850
- Critical: Wrong PO number = entire ASN rejected or chargebacks
MANMarks and Numbers (SSCC Labels)
MAN segment contains SSCC (Serial Shipping Container Code) barcode labels. Appears at Pack level. One MAN per carton.
MAN*GM*00123456789012345678- MAN01 (GM): Marks and Numbers Qualifier - GM = SSCC-18
- MAN02: 18-digit SSCC barcode on physical carton
- Critical: SSCC in ASN must exactly match physical carton label or rejected at receiving
TD5Carrier Details Routing Sequence Transit Time
TD5 segment contains carrier name, tracking number, and transportation method. Appears at Shipment level.
TD5**2*FDEG**1Z999AA10123456784- TD502 (2): Routing Sequence Code - typically 2 for second carrier
- TD503 (FDEG): Transportation Method Code - FDEG = FedEx Ground
- TD506 (1Z999...): Tracking Number / PRO Number
LIN/SN1Item Identification and Quantity
LIN identifies the product (UPC, SKU, etc). SN1 specifies shipped quantity. Both appear at Item level within Pack.
LIN**UP*012345678905
SN1**50*EA- LIN03 (UP): Product ID Qualifier - UP = UPC, SK = SKU, etc.
- LIN04: Product Identifier (UPC, SKU, GTIN)
- SN102 (50): Number of Units Shipped
- SN103 (EA): Unit of Measure - EA = Each, CA = Case
Real EDI 856 ASN Example → CSV Conversion
See how PlainEDI flattens the complex HL hierarchy into a clean CSV table.
Raw EDI 856 File (Sample)
ISA*00* *00* *ZZ*SUPPLIER456 *ZZ*RETAILER123 *250116*0900*U*00401*000000002*0*P*>~ GS*SH*SUPPLIER456*RETAILER123*20250116*0900*2*X*004010~ ST*856*0002~ BSN*00*ASN456789*20250116*090000~ HL*1**S~ TD5**2*FDEG**1Z999AA10123456784~ N1*SF*ABC SUPPLIER INC~ N1*ST*WALMART DC 6022*92*0078742000015~ HL*2*1*O~ PRF*PO987654~ HL*3*2*P~ MAN*GM*00341234567890123456~ HL*4*3*I~ LIN**UP*012345678905~ SN1**100*EA~ HL*5*2*P~ MAN*GM*00341234567890123457~ HL*6*5*I~ LIN**UP*012345678912~ SN1**50*EA~ CTT*2~ SE*21*0002~ GE*1*2~ IEA*1*000000002~
Note the HL hierarchy: 1=Shipment, 2=Order, 3&5=Packs (cartons), 4&6=Items inside packs
PlainEDI CSV Output
| ASN Number | Ship Date | PO Number | Tracking | Carton SSCC | UPC | Qty Shipped |
|---|---|---|---|---|---|---|
| ASN456789 | 2025-01-16 | PO987654 | 1Z999AA10... | ...123456 | 012345678905 | 100 |
| ASN456789 | 2025-01-16 | PO987654 | 1Z999AA10... | ...123457 | 012345678912 | 50 |
Hierarchy flattened: each row = one item. SSCC identifies which carton contains each item.
EDI 856 Segment → CSV Column Mapping
| EDI Segment | HL Level | Element Position | CSV Column Name | Example Value |
|---|---|---|---|---|
| BSN | - | BSN02 | ASN Number | ASN456789 |
| BSN | - | BSN03 | Ship Date | 2025-01-16 |
| TD5 | Shipment | TD506 | Tracking Number | 1Z999AA10123456784 |
| PRF | Order | PRF01 | PO Number | PO987654 |
| MAN | Pack | MAN02 | Carton SSCC Label | 00341234567890123456 |
| LIN | Item | LIN04 | UPC / Product ID | 012345678905 |
| SN1 | Item | SN102 | Quantity Shipped | 100 |
| N1*SF | Shipment | N102 | Ship From Name | ABC SUPPLIER INC |
| N1*ST | Shipment | N102 + N104 | Ship To Name + GLN | WALMART DC 6022 |
Critical: The HL hierarchy determines which Pack (carton) each Item belongs to. PlainEDI flattens this automatically so you can see item → carton relationships in a single CSV row.
Critical ASN Compliance Requirements by Retailer
Missing or inaccurate ASNs are the #1 cause of chargebacks for suppliers. Each retailer has specific requirements and penalties.
Walmart ASN Requirements
📋 Required Before Truck Arrival
856 ASN must be transmitted before the truck arrives at the DC. Late ASNs result in rejected loads, detention fees, and SQEP penalties.
🏷️ SSCC Label Requirements
Every carton needs a GS1-128 SSCC label (Application Identifier 00). SSCC in ASN must match physical label exactly. Variance = $5-25 per carton chargeback.
📦 Hierarchy: Shipment → Order → Pack → Item
Use 4-level HL structure. Multiple orders per shipment allowed. Each carton (Pack) must have all items inside it listed at Item level.
⚠️ Common Walmart ASN Errors
- PO number mismatch (PRF01 doesn't match 850)
- Shipped quantity ≠ what's physically on truck
- Missing or duplicate SSCC labels
- Wrong DC GLN in ship-to address
💰 Penalty: SQEP Compliance Fees
Walmart's Supplier Quality Excellence Program charges $5-$1,000 per violation. ASN errors are tracked in your supplier scorecard and impact future orders.
Target ASN Requirements (May 2025 Perfect Order Program)
⏰ ASN Timing Window
Send 856 24-48 hours before expected delivery. Too early = rejected. Too late = $0.75/carton penalty starting May 2025.
🎯 Perfect Order Program (May 2025)
Target requires exact match between 850 PO quantity, 856 ASN shipped quantity, and physical receipt. Any variance = automatic $0.75 per carton fee + future order restrictions.
🏷️ TCIN vs UPC in ASN
Target uses TCIN (Target.com Item Number), not UPC. Your 856 LIN segment must reference the TCIN from the original 850 PO, not your internal SKU or UPC.
📊 PODS Integration
Target's Purchase Order Data System (PODS) automatically matches 850 → 856 → 810. ASN errors prevent invoice payment until resolved.
Home Depot ASN Requirements
📍 RDC vs Direct to Store
Home Depot has Regional Distribution Centers (RDC) and direct-to-store shipments. ASN ship-to address must match 850 PO exactly. Wrong location = rejected delivery.
🚚 Appointment Scheduling
Most Home Depot RDCs require scheduled delivery appointments. ASN should be sent after appointment is confirmed. Arriving without appointment = detention fees or refused delivery.
📦 Carton Content Accuracy
Home Depot scans every carton at receiving. ASN item/quantity must match exactly. 95% OTIF requirement - below this triggers vendor improvement plans.
Amazon Vendor Central ASN Requirements
⚡ 4-Hour ASN Deadline
Amazon requires 856 ASN within 4 hours of creating shipment in Vendor Central. Late ASNs = automatic chargebacks even if shipment is correct.
📦 ASIN-Level Tracking
Amazon tracks by ASIN (Amazon Standard Identification Number). Your 856 must reference ASIN, not UPC. Each ASIN gets separate Item-level HL in the ASN.
⚖️ Shortage Chargebacks
Amazon applies shortage chargebacks aggressively. If ASN says 100 units but only 98 received, you're charged for 2 units at retail price + handling fee. Always ship exact PO quantity.
🏷️ Amazon Box Labels (LPN)
Amazon requires LPN (License Plate Number) labels generated from Vendor Central. While not technically part of EDI 856, ASN should reference these LPNs in MAN segments.
Common EDI 856 ASN Errors and How to Fix Them
Most ASN rejections fall into these categories. Use PlainEDI to convert your 856 to CSV and verify these fields before sending.
PO Number Mismatch
Error: PRF01 in ASN doesn't match BEG03 from original 850 PO.
Fix: Convert both 850 and 856 to CSV. Compare PO numbers exactly - check for extra spaces, leading zeros, or case sensitivity.
💡 Tip: Some retailers add suffixes (-01, -02) for split shipments. Confirm their requirements.
Incorrect HL Hierarchy
Error: HL parent references are wrong or missing levels (e.g., Item directly under Shipment).
Fix: Always use 4 levels: Shipment (S) → Order (O) → Pack (P) → Item (I). Each HL must reference its parent via HL02.
💡 Tip: Draw a tree diagram. Every branch must connect to parent correctly.
SSCC Label Mismatch
Error: SSCC in MAN segment doesn't match physical carton label scanned at receiving.
Fix: Generate SSCC labels and ASN from same system at same time. Verify SSCC in ASN CSV matches printed labels before shipment.
💡 Tip: SSCC must be exactly 18 digits. Check for typos or truncation.
Quantity Variance
Error: Total shipped quantity in ASN doesn't match what was actually loaded on truck or received at DC.
Fix: Sum all SN1 quantities in CSV. Compare to physical count before truck leaves. Update ASN if last-minute changes occurred.
💡 Tip: Never send ASN before final pack-out is complete. Adjust quantities if items are damaged/removed.
Best Practice: Validate Your 856 ASN Before Sending
- Convert to CSV with PlainEDI - Get a readable view of your entire ASN structure
- Cross-check PO number - Compare PRF01 in CSV against original 850 PO
- Verify hierarchy - Ensure every Pack has parent Order, every Item has parent Pack
- Count SSCCs - Number of MAN segments should equal number of physical cartons
- Sum quantities - Total all SN1 quantities and compare to pick list
- Check ship date - BSN03 should be actual ship date, not future date
- Confirm carrier tracking - TD5 tracking number matches carrier label
EDI 856 ASN Compliance: Retailer Comparison
Quick reference for the most critical ASN requirements and penalties by retailer.
| Retailer | ASN Timing Requirement | Critical Fields | Penalty Range |
|---|---|---|---|
| Walmart | Before truck arrival at DC |
| $5-$1,000 per violation SQEP compliance fees |
| Target | 24-48 hours before delivery |
| $0.75/carton May 2025 Perfect Order |
| Home Depot | After appointment confirmed |
| Varies Vendor improvement plans |
| Amazon | Within 4 hours of shipment creation |
| Retail price + fees Shortage chargebacks |
Convert EDI 856 ASN Files by Retailer
Each retailer has specific ASN compliance requirements and penalty structures. Select your retailer for detailed guidance.
Walmart EDI 856 ASN to CSV
SSCC requirements, SQEP penalties, before-arrival timing
Target EDI 856 ASN to CSV
Perfect Order Program, TCIN tracking, 24-48hr window
Amazon EDI 856 ASN to CSV
4-hour deadline, ASIN requirements, shortage penalties
Home Depot EDI 856 ASN to CSV
Appointment scheduling, RDC routing, carton scanning
Lowe's EDI 856 ASN to CSV
DC delivery requirements, vendor compliance tracking
Costco EDI 856 ASN to CSV
Depot specifications, pallet requirements
Best Buy EDI 856 ASN to CSV
Electronics handling, serialized items tracking
AutoZone EDI 856 ASN to CSV
Automotive parts packaging, store distribution
Albertsons EDI 856 ASN to CSV
Grocery compliance, temperature-controlled shipping
Kroger EDI 856 ASN to CSV
Supermarket distribution, freshness requirements
Frequently Asked Questions
What is an EDI 856 Advance Ship Notice?
The EDI 856 ASN is an electronic notification that goods have shipped. It provides detailed information about shipment contents, tracking numbers, expected delivery dates, packaging structure (pallets/cartons/items), and SSCC barcode labels. Retailers use ASNs to prepare receiving operations before goods arrive.
Why are ASNs important for retailers?
ASNs allow retailers to plan receiving operations, allocate warehouse resources, schedule dock appointments, and update inventory systems before goods arrive. Major retailers like Walmart and Target require suppliers to send 856 ASNs for all shipments - missing ASNs can result in chargebacks or rejected deliveries.
What is an SSCC and why is it in the 856?
SSCC (Serial Shipping Container Code) is a unique 18-digit barcode label for each carton or pallet. It's included in the 856 ASN to link the electronic shipment notification to the physical cartons arriving at the warehouse. Receivers scan the SSCC to verify contents match the ASN.
What happens if I don't send an 856 to my retail partner?
Many major retailers impose chargebacks or penalties for missing ASNs. The 856 is often mandatory for compliance. Missing ASNs can delay receiving, cause rejected shipments, or result in fines. PlainEDI helps you verify 856 files are correctly formatted before sending to retail partners.
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