EDI 861 Receiving Advice/Acceptance Certificate File Format

The EDI 861 transaction set is an electronic version of a Receiving Advice/Acceptance Certificate. This EDI transaction can be used to report shipment receipts or it can be used as a formal acceptance for defective items that are being returned. In the case third-party receiving, such as a drop-shipment, the sender may transmit an 861 to report to the purchaser that the shipment was received. Unlike the simple receipt acknowledgement, EDI 861 includes notifications for the disposition of the shipment as it’s received, which can include:

  • When a portion or full shipment is received
  • When a portion or full shipment is not received
  • When a discrepancy in the content receive vs. ordered
  • When an item received is damaged

The 861 transaction set is usually used in the retail industry, often used with automatic stock-replenishment programs that are managed by vendors. The use of RFID and encoded ID tags give the ability to track individual cartons. This can include;

  • The specific location – As it moves through the distribution center
  • Individual store location or number
  • Status update – This could be on the sales floor, open box, layaway, reserve stock, etc.

When this type of information can be sent to the supplier via an 861, it allows retailers to provide their vendors with targeted visibility at various points in the supply chain. By doing so, it allows vendors to better manage production schedules, lead times and inventory levels. The 861 can also be useful for initiating proof of delivery and shipment tracking processes, and for carrier performance evaluations.

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EDI 861 Format

ISA*01*0000000000*01*0000000000*ZZ*ABCDEFGHIJKLMNO*ZZ*123456789012345*101127*1719*U*00400*000003438*0*P*>
GS*RC*4405197800*999999999*20101127*1719*1421*X*004010VICS
ST*861*1002
BRA*1625791400*20010816*06*8
DTM*003*20010816
PRF*123
N1*ST**21*00KESTJ00
RCD**5*CA
LIN**IN*22970DCXXX493*VC*DB12
RCD**5*CA
LIN**IN*22970DCXXXY493*VC*DB13
CTT*2
SE*12*1002
GE*1*1421
IEA*1*000008638

EDI 861 Specifications

This X12 Transaction Set contains the format and establishes the data contents of the Receiving Advice/Acceptance Certificate Transaction Set (861) for use within the context of an Electronic Data Interchange (EDI) environment. EDI 861 can be used to for multiple business types and sets industry standards relative to the notification of receipt or formal acceptance of goods and services.