tms edi guidelines - 856 advanced shipment notice...

Toyota Motor Sales, USA Inc.

North American Parts Operations Guidelines for EDI Trading Partners 856 Advanced Shipment Notice (ASN)

February 2007

TMS

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856 - Advance Shipment Notice Shipment Identification: When TMS receives a shipment, the shipment identification (refer to description in the beginning of 810 - Invoice section) is the most important factor in ensuring appropriate receipts. The PDC/PRC initially reviews the transmitted 856 (Ship Notice) to identify whether the shipment was entered into the system. They do this by matching the shipment identification on the Packing Slip to the shipment identification transmitted on the 856 (Ship Notice). Please adhere to the following instructions:

1. It is imperative that the shipment identification be transmitted exactly as it appears on the packing slip. If the transmitted shipment identification is 1234 and the shipment identification of the packing slip is 01234, the warehouse will not be able

to identify the shipment when it arrives.

2. We require separate shipment identification for each final invoice. 3. Must be unique for:

• One year • Each TMS Vendor Code • Ship Date • Each trailer load if multiple trailer shipments are made on the same day

Case Numbers: When a shipment is received and an ASN is processed, receiving tickets are printed at the PDCs based on transportation numbers. This allows the PDCs to receive by case and make the receiving process more efficient. Bar coded case labels are required at NAPO. Following are the Case Number requirements: 1. 8 character number: First 3 characters (Trading Partner ID code) assigned to each supplier by NAPO used

to uniquely identify the case to the NAPO System. Last 5 characters assigned by suppliers must be numeric. 2. Must be unique for 3 months.

3. Bar coded case label will be required on each case shipped from the supplier and will act as an electronic packing list.

4. Must be transmitted on 856 (ASN) and printed on packing slip.

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Transaction Set 856 ASN VERSION 002003

Segment ID Segment Name Description

ISA Interchange control header.

Identifies sender and receiver and other key transmission data.

GS Functional group header.

Identifies specific application of sender and receiver.

ST Transaction set header. Indicates start of transaction set and assigns control number.

BSN Beginning segment for shipment notice.

Indicates start of ship notice. Includes shipment identification and transaction date and time.

DTM Date/time reference. Indicates date/time qualifiers. Includes shipment date and time.

HL Hierarchical level; shipment level.

Identifies the level of detail information; shipment.

MEA Measurement reference; shipment level.

Identifies the gross and net weight.

TD1 Carrier details; quantity.

Specifies lading quantity and package type.

TD5 Carrier details; routing sequence.

SCAC and transportation method.

REF Reference number; shipment level.

Indicates reference qualifier and Trailer # or PRO # or Tracking number.

N1 Name; shipment level. Indicates ID code and qualifier and ship-to depot.

HL Hierarchical level; order level.

Identified level of detail information; order.

PRF Purchase order; order level.

Identifies TMS’s purchase order number..

REF Reference number; shipment level.

Indicates reference qualifier and Manufacturer Order Number.

N1 Name; order level. Indicates TMS assigned vendor code.

HL Hierarchical level; item.

Identifies the level of detail information; item.

LIN Item identification. Identifies TMS’s assigned part number and line item number.

SN1 Item detail. Identifies in transit quantity per part number/line item.

CTT Transaction totals. Used to transmit a total for a specific element in the transaction.

SE Transaction set trailer. Indicates the end of the transaction and provides a count of the transmitted segments.

ISA Segment Please use the following values in the ISA segment: Sending to TMS Receiving from TMS ISA01 00 ISA01 00

ISA02 10 spaces ISA02 10 spaces

ISA03 00 ISA03 00

ISA04 10 spaces ISA04 10 spaces

ISA05 01 ISA05 01

ISA06 Supplier DUNS number ISA06 009595505

ISA07 01 ISA07 01

ISA08 009595505 ISA08 Supplier DUNS number

ISA09 Creation date YYMMDD ISA09 Creation date YYMMDD

ISA10 Creation time HHMM ISA10 Creation time HHMM

ISA11 U ISA11 U

ISA12 00200 ISA12 00200

ISA13 Sequence number ISA13 Sequence number

ISA14 0 (No Ack Requested) 1 (Ack Requested)

ISA14 0 (No Ack Requested) 1 (Ack Requested)

ISA15 P (Production) T (Test)

ISA15 P (Production) T (Test)

You must have your duns # in the ISA06 field in order for your data to process through our EDI system.

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GS Segment Please use the following values in the GS segment: Sending to TMS Receiving from TMS GS01 Functional identifier code

(see AIAG standard for element 479) i.e. “SH” for 856 “IN” for 810

GS01 Functional identifier code (see AIAG standard for element 479) i.e. “PS” for 830 “RA” for 820 “SS” for 862 “RC” for 861 “AG” for 824

GS02 Supplier DUNS+EDI partner ID (i.e. 123456789666 where 123456789 is the DUNS and 666 is the EDI partner ID)

GS02 009595505

GS03 009595505 GS03 Supplier DUNS+EDI partner ID (i.e. 123456789666 where 123456789 is the DUNS and 666 is the EDI partner ID)

GS04 Creation date YYMMDD GS04 Creation date YYMMDD

GS05 Creation time HHMM GS05 Creation time HHMM

GS06 Sequence number GS06 Sequence number

GS07 X GS07 X

GS08 Version (refer to guidelines for specific transaction)

GS08 Version (refer to guidelines for specific transaction)

You must have your duns # plus the 3 digit trading partner number in the GS02 field in order for your data to be processed through our EDI system.

Transaction Set 856 ASN VERSION 002003 BSN - Beginning Segment Example: A B C D BSN*00*0195569*960205*1300 Element Position

Element ID

Element Number

Data Type

Max Length

Description

A BSN01 353 ID 02 Transaction set purpose code. TMS uses “00” to indicate original. “00” = Original.

B BSN02 396 AN 15 Shipment identification. Unique supplier assigned number that should not be repeated within 1 year. BOL number may be used. This Shipment ID number must match the REF02 Segment on the 810 (Invoice) if doing direct invoicing to TMS.

C BSN03 373 DT 06 Transaction date. YYMMDD.

D BSN04 373 TM 04 Transaction time.

This segment is mandatory.

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DTM - Date/Time Reference Segment Example: A B C DTM*011*960220*1400 Element Position

Element ID

Element Number

Data Type

Max Length

Description

A DTM01 374 ID 03 Date/time qualifier. TMS uses “011” to indicate shipped. “011” = Shipped.

B DTM02 373 DT 06 Shipment date. YYMMDD.

C DTM03 337 TM 04 Shipment time. HHMM.


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HL - Hierarchical Level Segment – Shipment Level Example: A B C HL*1**S*1 Element Position

Element ID

Element Number

Data Type

Max Length

Description

A HL01 628 AN 12 Unique number incremented by 1 for each occurrence of an HL segment.

B HL03 735 ID 02 Hierarchical level code. TMS uses “S” to indicate shipment level. “S” = Shipment Level.

C HL04 736 ID 01 Hierarchical child code. TMS uses “1” to indicate that there are subordinate segments.


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MEA - Measurement Segment -Shipment Level Example: A B C D MEA*PD*G*500*LB MEA*PD*N*423*LB Element Position

Element ID

Element Number

Data Type

Max Length

Description

A MEA01 737 ID 02 Measurement ID code. TMS uses “PD” to indicate physical dimensions. “PD” = Physical Dimensions.

B MEA02 738 ID 03 Measurement qualifier. TMS uses: “G” to represent gross weight “N” to represent net weight.

C MEA03 739 R 10 Measurement value.

D MEA04 355 ID 02 Unit of measure.


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TD1 - Carrier Detail (Quantity) Segment – Shipment Level Example: A B TD1*PKG71*6 Element Position

Element ID

Element Number

Data Type

Max Length

Description

A TD101 103 ID 05 Packaging code.

B TD102 80 N0 07 Lading quantity


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TD5 - Carrier Detail (Routing Sequence) Segment – Shipment Level Example: A B C D TD5*B*2*TQPE*M Element Position

Element ID

Element Number

Data Type

Max Length

Description

A TD501 133 ID 01 Routing sequence code. TMS uses “B” to indicate any mode. “B” = Any mode.

B TD502 66 ID 01 Identification code qualifier. TMS uses “2” to indicate standard carrier alpha code. “2” = Standard Carrier

C TD503 67 ID 04 SCAC. TMS uses a 4 character code as defined by National Motor Freight Traffic Association (NMFTA) that represents the carrier used. ** For a list of the most commonly used SCAC used for TMS, please refer to the last page of this document.**

D TD504 91 ID 02 Transportation method/Type Code. TMS uses AE= Air Express, LT=Less Than Trailer Load (LTL) M=Motor (Common Carrier) P= Parcel Post, E= Expedited Truck, T= Best Way (Shippers Option), J=Motor, P=Private Carrier

This segment is mandatory. Transportation method is optional.

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REF - Reference Numbers Segment - Shipment Level Example: A B REF*BM*0195569234 Element Position

Element ID

Element Number

Data Type

Max Length

Description

A REF01 128 ID 02 Reference number qualifier. TMS uses “BM” to indicate Trailer # or Pro # or Tracking #. “BM” = Trailer # or Pro # or Tracking #.

B REF02 127 AN 12 Reference number. This segment is to transmit one of these items; the trailer number (full trailer shipments only), LTL carrier PRO number or the small parcel carrier (UPS, FedEx) tracking number (first 12 digits).


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N1 - Name – Shipment Level Example 1 (Normal order): A B C N1*ST**92*KY Example 2 (VOR Order): A B C N1*ST**92*04136 Element Position

Element ID

Element Number

Data Type

Max Length

Description

A N101 98 ID 02 Entity identifier code. TMS uses “ST” to indicate ship to. “ST” = Ship To.

B N103 66 ID 02 Identification code qualifier. TMS uses “92” to indicate assigned by buyer. “92” = Assigned by buyer.

C N104 67 ID 05 Identification code. TMS assigned depot/dealer codes. TMS uses the following depot/dealer codes: “51” to indicate Ontario “KY” to indicate Kentucky “NNNNN” to indicate Dealer Code

This segment is mandatory. This segment identifies the location where the supplier will deliver the shipment.

The ship to destination comes from The N1 segment (N101) in the 862 Shipping Schedule.

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HL - Hierarchical Level Segment - Order Level Example: A B C D HL*2*1*O*1 Element Position

Element ID

Element Number

Data Type

Max Length

Description


B HL02 734 AN 12 Hierarchical parent ID.

C HL03 735 ID 02 Hierarchical level code. TMS uses “O” to indicate order level.

D HL04 736 ID 01 Hierarchical child code. TMS uses “1” to indicate that there are additional subordinates.


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PRF - Purchase Order Reference Segment – Order Level Example: A PRF*OS123456 Element Position

Element ID

Element Number

Data Type

Max Length

Description

A PRF01 324 AN 08 Toyota’s Purchase order number.


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REF - Reference Numbers Segment – Order Level Example: 01 02 REF*MH*0195569234 Element Position

Element ID

Element Number

Data Type

Max Length

Description

01 REF01 128 ID 02 Reference number qualifier. TMS uses “MH” to indicate manufacturer order number. “MH” = Manufacturer Order Number.

02 REF02 127 AN 15 Reference number. Work order number. This number must be unique per purchase order number.


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N1 - Name Segment – Order Level Example: A B C N1*SU**92*0236A Element Position

Element ID

Element Number

Data Type

Max Length

Description

A N101 98 ID 02 Entity identifier code. TMS uses “SU” to indicate supplier/manufacturer. “SU” = Supplier/Manufacturer.

B N103 66 ID 02 Identification code qualifier. TMS uses “92” to indicate assigned by buyer. “92” = Assigned by buyer.

C N104 67 ID 05 Identification code. TMS assigned vendor code.


The TMS assigned vendor code comes from the N1 segment (N104) in the 862 Shipping Schedule.

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HL - Hierarchical Level Segment - Item Level Example: A B C D HL*3*2*I*0 Element Position

Element ID

Element Number

Data Type

Max Length

Description


B HL02 734 AN 12 Hierarchical parent ID.

C HL03 735 ID 02 Hierarchical level code. TMS uses “I” to indicate item level. “I” = Item Level.

D HL04 736 ID 01 Hierarchical child code. TMS uses “0” to indicate that there are no subordinates.


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LIN - Item Identification Segment – Item Level Example: A B C D E F LIN**BP*883200101184*VN*01234*CA*12398716 Element Position

Element ID

Element Number

Data Type

Max Length

Description

A LIN02 235 ID 02 Product/service ID qualifier. TMS uses “BP” to indicate buyer’s part number. “BP” = Buyer’s Part Number

B LIN03 234 AN 15 Part number. No dashes (“-“) allowed.

C LIN04 235 ID 02 Product/service ID qualifier. TMS uses “VN” to indicate line item number. “VN” = Line item number.

D LIN05 234 AN 05 Line item number. Line item number comes from the 862 LIN07 segment.

E LIN06 235 ID 02 Product/service ID qualifier. TMS uses “CA” to indicate case number. “CA” = Case Number.

F LIN07 234 AN 08 Case number. First 3 characters (Trading Partner ID code) assigned to each supplier by NAPO used to uniquely identify the case to the NAPO System. Last 5 characters assigned by supplier MUST be numeric.


The LIN information comes from the LIN segment in the 862 (Shipping Schedule)

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SN1 - Item Detail Shipment Segment – Item Level Example: A B SN1**10*PC Element Position

Element ID

Element Number

Data Type

Max Length

Description

A SN102 382 R 06 Number of units shipped. In transit quantity.

B SN103 355 ID 02 Unit of measurement code. TMS uses “PC” to indicate pieces. “PC” = Pieces.


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CTT - Transaction Totals Segment Example: A CTT*20 Element Position

Element ID

Element Number

Data Type

Max Length

Description

A CTT01 354 N0 06 Number of HL segments


REFERENCE MATERIAL SCAC used for Toyota. SCAC Code Carrier Name BEHQ BEHNKE BOYD BOYD GRAIN CWQC CONWAY CANADA (CCX) CWCE CONWAY CENTRAL (CCX) CWMY CONWAY MEXICO (CCX) CWSE CONWAY SOUTHERN (CCX) CWWE CONWAY WESTERN (CCX) CGTP CRAIG CRPS CRST FDFF FED-X AIR FDCC FED-X GROUND HITC HILLSBORO HJBT JB HUNT PHTS PHOENIX TRUS PROUSE RDWY ROADWAY RYDD RYDER SWFT SWIFT TFGT TRANSFREIGHT OVER TST OVERLAND UPSN UPS USIT USA TRUCK HMES USF HOLLAND WENP WERNER If you are using a SCAC that is not listed, please contact the carrier for the 4-digit SCAC.

tms edi guidelines - 856 advanced shipment notice...

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