Commonly used TRADACOMS Messages

 1. ORDERS - Purchase Order:

• Purpose: Used by the buyer to place an order for goods with the supplier. It includes details such as product codes, quantities, and delivery instructions.

• Equivalent EDI Standard: X12 850 (Purchase Order)

2. INVOIC - Invoice

• Purpose: Sent by the supplier to the buyer to request payment for delivered goods. The invoice includes pricing, taxes, and order details.

• Equivalent EDI Standard: X12 810 (Invoice)

3. INVDEL - Invoice and Delivery Message

• Purpose: Combines the invoice and delivery notice in one message, notifying the buyer of both the delivery details and the billing information.

• Equivalent EDI Standard: Combines elements of X12 810 (Invoice) and 856 (Advance Ship Notice)

4. DESADV - Despatch Advice

• Purpose: Also known as the Advance Ship Notice (ASN), it is sent by the supplier to notify the buyer of a shipment, including information about what is being shipped and when it will arrive.

• Equivalent EDI Standard: X12 856 (Advance Ship Notice)

5. RECADV - Receiving Advice

• Purpose: Sent by the buyer to confirm the receipt of goods and to notify the supplier of any discrepancies between the order and what was received (such as missing or damaged goods).

• Equivalent EDI Standard: X12 861 (Receiving Advice)

6. ORDCHG - Purchase Order Change

• Purpose: Used by the buyer to modify an existing purchase order, either by changing quantities, adding or removing items, or updating delivery dates.

• Equivalent EDI Standard: X12 860 (Purchase Order Change Request)

7. ORDERSR - Purchase Order Response

• Purpose: Sent by the supplier to acknowledge the receipt of a purchase order and to confirm whether the order can be fulfilled or if any changes are needed.

• Equivalent EDI Standard: X12 855 (Purchase Order Acknowledgment)

8. SLSRPT - Sales Report

• Purpose: Provides detailed sales data from the retailer to the supplier, allowing the supplier to understand demand and plan production or deliveries accordingly.

• Equivalent EDI Standard: X12 852 (Product Activity Data)

9. DELFOR - Delivery Schedule

• Purpose: Communicates delivery schedules to suppliers, specifying when goods are expected to be delivered, often used in just-in-time inventory systems.

• Equivalent EDI Standard: X12 830 (Planning Schedule with Release Capability)

10. REMADV - Remittance Advice

• Purpose: Sent by the buyer to inform the supplier of a payment made and to provide details about the invoices being paid.

• Equivalent EDI Standard: X12 820 (Payment Order/Remittance Advice)

11. CREMUL - Credit/Debit Notes

• Purpose: Used to issue credit or debit notes, often related to returns or adjustments to previous invoices.

• Equivalent EDI Standard: X12 812 (Credit/Debit Adjustment)

12. DELJIT - Just-in-Time Delivery

• Purpose: Communicates precise delivery instructions for just-in-time inventory management, specifying quantities and exact delivery times.

• Equivalent EDI Standard: X12 862 (Shipping Schedule)

Order-to-Cash (O2C) Process with EDI X12 Transactions

The EDI Order-to-Cash (O2C) process involves the flow of business transactions from order placement to payment collection, facilitating automation between a buyer and a seller. Using the X12 standard, various EDI transaction sets are exchanged at different stages of this process.

Steps in the Order-to-Cash Process with EDI X12 Transactions:

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1. Purchase Order (850)

• EDI Transaction Set: 850 - Purchase Order
• Purpose: The buyer sends the 850 Purchase Order to the seller, indicating the products or services they want to purchase, along with quantities, delivery dates, and terms.
• Example: A retailer sends an 850 Purchase Order to their supplier requesting 1,000 units of a specific product.

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2. Purchase Order Acknowledgment (855)

• EDI Transaction Set: 855 - Purchase Order Acknowledgment
• Purpose: The seller responds to the 850 Purchase Order with an 855 Purchase Order Acknowledgment to confirm the receipt of the order, accept or reject the terms, or propose modifications (such as quantity, price, or delivery date).
• Example: The supplier responds by acknowledging the order and confirming that they can fulfill it by the requested delivery date.

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3. Advance Ship Notice (856)

• EDI Transaction Set: 856 - Advance Ship Notice (ASN)
• Purpose: Before shipping the goods, the seller sends an 856 ASN to the buyer. This transaction provides details about the shipment, including packing information, the contents of the shipment, carrier details, and the expected delivery time.
• Example: The supplier sends an 856 ASN to notify the retailer about the shipment, including tracking information and shipment contents (such as number of boxes and pallets).

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4. Shipment and Receiving (Warehouse Transactions)

• EDI Transaction Sets:
• 940 - Warehouse Shipping Order: Sent to direct the warehouse to ship the goods.
• 945 - Warehouse Shipping Advice: Confirms the shipment of goods from the warehouse.
• 944 - Warehouse Stock Transfer Receipt Advice: Confirms the receipt of a stock transfer shipment.
• Purpose: If a warehouse is involved, these transactions are used to manage the movement and storage of goods before delivery.

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5. Goods Receipt and Receiving Advice (861)

• EDI Transaction Set: 861 - Receiving Advice/Acceptance Certificate
• Purpose: When the buyer receives the goods, they may send an 861 Receiving Advice to acknowledge receipt and confirm whether the delivery was complete and accurate. It can also be used to notify the seller of any discrepancies (such as damaged or missing goods).
• Example: The retailer sends the 861 Receiving Advice to the supplier confirming receipt of the shipment and noting any damaged items.

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6. Invoice (810)

• EDI Transaction Set: 810 - Invoice
• Purpose: After the goods have been shipped, the seller sends an 810 Invoice to the buyer. The invoice includes details such as product quantities, prices, taxes, discounts, and payment terms.
• Example: The supplier sends an 810 Invoice to the retailer for the delivered products, specifying the total amount due, taxes, and payment terms.

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7. Functional Acknowledgment (997)

• EDI Transaction Set: 997 - Functional Acknowledgment
• Purpose: The 997 Functional Acknowledgment is used to confirm the receipt of EDI messages and to indicate whether the received documents (such as 850, 855, or 810) are syntactically correct.
• Example: After receiving the 810 Invoice, the retailer sends a 997 to the supplier, acknowledging that the invoice was received and processed successfully.

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8. Payment and Remittance Advice (820)

• EDI Transaction Set: 820 - Payment Order/Remittance Advice
• Purpose: The buyer sends the 820 Payment Order/Remittance Advice to the seller's bank to initiate payment. It includes payment details, such as invoice numbers, amounts paid, and any deductions or adjustments (such as discounts).
• Example: The retailer sends an 820 to the supplier’s bank, specifying the amount paid for the invoice, and sends a remittance advice to the supplier with details about the payment.

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9. Credit/Debit Adjustments (812)

• EDI Transaction Set: 812 - Credit/Debit Adjustment
• Purpose: If any discrepancies occur (e.g., overcharges, undercharges, or returns), the buyer or seller can send an 812 Credit/Debit Adjustment to adjust the invoice amounts. This is typically sent after invoicing.
• Example: The retailer finds an overcharge on the invoice and sends an 812 Debit Adjustment to the supplier for a refund or credit adjustment.

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Order-to-Cash Process Flow Example with X12:

• 850 Purchase Order: Retailer sends an order for 1,000 units.
• 855 Purchase Order Acknowledgment: Supplier confirms acceptance of the order.
• 856 Advance Ship Notice: Supplier notifies retailer that the order has shipped, including shipment details.
• 861 Receiving Advice: Retailer confirms receipt of the goods and notes any discrepancies.
• 810 Invoice: Supplier bills the retailer for the delivered goods.
• 997 Functional Acknowledgment: Retailer confirms receipt and correctness of the invoice.
• 820 Payment Order: Retailer sends payment to the supplier along with remittance details.
• 812 Credit/Debit Adjustment: If there are discrepancies in pricing or quantities, an adjustment is made post-payment.

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Benefits of EDI in Order-to-Cash:

• Automation: Reduces manual data entry, minimizing errors.
• Efficiency: Speeds up order processing, shipment, invoicing, and payment, improving cash flow.
• Accuracy: Ensures consistent communication between trading partners, reducing discrepancies.
• Visibility: Provides real-time tracking of orders, shipments, and payments, improving transparency and inventory management.

By using X12 EDI transactions, companies can streamline the entire order-to-cash process, reducing costs, improving operational efficiency, and enhancing partner relationships.

Commonly used EDIFACT transactions sets

• ORDERS - Purchase Order: Used to place an order for goods or services. It communicates information about the items ordered, quantities, prices, and delivery details between buyer and seller.

• ORDRSP - Purchase Order Response: Sent by the seller in response to an ORDERS message, it confirms acceptance, rejection, or modification of the purchase order.

• INVOIC - Invoice: Used to bill the buyer for goods or services provided. It contains details about the items sold, prices, taxes, and payment terms.

• DESADV - Despatch Advice: Also known as an Advance Shipping Notice (ASN), it is sent by the supplier to notify the buyer about the dispatch of goods. It includes details such as contents, packaging, and delivery information.

• RECADV - Receiving Advice: Sent by the buyer to acknowledge receipt of goods and report any discrepancies between the order and received items (e.g., missing or damaged goods).

• PRICAT - Price Catalogue: Communicates product pricing, item descriptions, and catalogue information between trading partners.

• IFTMIN - Instruction for Dispatch (Shipping Instructions): Sent by the buyer or a third party to provide detailed shipping instructions for the dispatch of goods, including delivery locations and schedules.

• IFTSTA - Status Report: Used by carriers to provide status updates on the transportation of goods, including tracking details and delivery updates.

• IFTMCS - Instruction to Collect Goods: Used to instruct a third-party logistics provider to collect goods from a supplier and deliver them to the buyer or a designated location.

• CONTRL - Control Message: Acknowledges the receipt and syntactic correctness of an EDIFACT message. It is like the X12 997 Functional Acknowledgment.

• DELFOR - Delivery Forecast: Communicates delivery schedules or forecasts between trading partners, often used in just-in-time (JIT) inventory management.

• DELJIT - Just-in-Time Delivery: Specifies exact quantities of goods to be delivered at precise times, typically used in manufacturing environments to minimize inventory levels.

• REMADV - Remittance Advice: Sent by the buyer to notify the seller that a payment has been made and to provide details about the invoice or invoices being paid.

• PAYMUL - Multiple Payment Order: Sent to instruct a financial institution to make multiple payments to different parties in a single message, typically as part of a bulk payment process.

• PAYORD - Payment Order: Provides payment instructions to the buyer’s financial institution to transfer funds to the seller.

• CREADV - Credit Advice: Sent by a financial institution to inform a party of an incoming credit payment, such as a refund or adjustment.

• DEBADV - Debit Advice: Sent by a financial institution to inform a party of a debit against their account.

• QUOTES - Quote: Sent by the seller to provide a quotation for goods or services. It includes price, terms, and availability.

• REQOTE - Request for Quote: Sent by a buyer to request a quotation from the seller for goods or services.

• APERAK - Application Acknowledgment: Provides acknowledgment that a message was received and processed by the receiving party's application system (similar to CONTRL but focuses on business-level acknowledgment).

• SLSRPT - Sales Data Report: Communicates sales data from the buyer to the supplier, often used for inventory management and demand forecasting.

• PRODAT - Product Data: Communicates detailed product specifications and technical information between trading partners.

• INSDES - Instruction to Deliver: Provides detailed instructions to a delivery service for the delivery of goods to a specific location, typically used in retail or distribution environments.

• INVRPT - Inventory Report: Reports inventory levels and stock status between trading partners to facilitate reordering, stock planning, and inventory management.

• PARTIN - Party Information: Communicates information about parties involved in a transaction, such as suppliers, buyers, and intermediaries. This message is often used for onboarding new trading partners.

Commonly used X12 transaction sets - Inventory Management X12 Transactions

 

• 846 - Inventory Inquiry/Advice: Communicates current inventory levels, allowing retailers or warehouses to update stock status or check product availability.

• 850 - Purchase Order: Initiates the ordering of goods to restock inventory levels, including item details and quantities.

• 855 - Purchase Order Acknowledgment: Confirms the seller’s receipt of a purchase order and any acceptance or modifications.

• 852 - Product Activity Data: Provides detailed inventory movements, such as sales, shipments, or stock levels at multiple locations (used for forecasting and replenishment).

• 853 - Routing and Carrier Instruction: Communicates transportation and routing instructions to ensure proper delivery or shipment of inventory.

• 860 - Purchase Order Change Request: Requests changes to an existing purchase order due to updated inventory needs.

• 862 - Shipping Schedule: Provides shipping instructions and schedules for inventory replenishment to ensure products arrive on time.

• 870 - Order Status Report: Provides status updates on inventory orders, allowing retailers to track shipments, delays, or backorders.

Commonly used X12 transaction sets - Warehouse X12 Transactions

Here is a list of warehouse-related EDI X12 transactions and their purposes:

• 940 - Warehouse Shipping Order: Directs a warehouse to ship goods to a specified location.

• 943 - Warehouse Stock Transfer Shipment Advice: Communicates the shipment of goods from one warehouse to another.

• 944 - Warehouse Stock Transfer Receipt Advice: Confirms the receipt of a stock transfer shipment at the receiving warehouse.

• 945 - Warehouse Shipping Advice: Confirms the shipment of goods from the warehouse to the designated location.

• 946 - Delivery Information Message: Provides information on the delivery of goods to or from the warehouse.

• 947 - Warehouse Inventory Adjustment Advice: Communicates inventory adjustments, such as gains, losses, or damage, to update inventory records.

Commonly used X12 transaction sets - Healthcare X12 Transactions (HIPAA Compliance)

In the healthcare industry, X12 standards are mandated under HIPAA for the electronic exchange of healthcare-related transactions.

• 837 - Healthcare Claim: Used by healthcare providers to submit claims to payers (insurance companies) for services rendered.

• 837P: Professional claims.

• 837I: Institutional claims.

• 837D: Dental claims.

• 835 - Healthcare Payment/Advice: Provides an Explanation of Benefits (EOB) and payment details for claims.

• 270/271 - Eligibility Inquiry and Response: Used to inquire about a patient's health insurance coverage and benefits.

• 276/277 - Claim Status Inquiry and Response: Used to inquire about the status of a previously submitted healthcare claim.

• 834 - Benefit Enrollment and Maintenance: Used to enroll members in health insurance plans or update enrollment information.

• 820 - Payroll Deducted and Other Group Premium Payment: Communicates premium payment information to health insurance carriers.

Commonly used X12 transaction sets - Transportation and Logistics X12 Transactions

These transaction sets are used for freight and shipment processing across various modes of transport.

• 214 - Transportation Carrier Shipment Status Message: Communicates the status of a shipment from the carrier to the shipper or consignee.
• 210 - Motor Carrier Freight Details and Invoice: Used by the carrier to bill for the transportation of goods.
• 204 - Motor Carrier Load Tender: Used to offer a shipment to a carrier.
• 211 - Motor Carrier Bill of Lading: Used for detailing the contents and delivery terms of a shipment.
• 212 - Motor Carrier Delivery Trailer Manifest: Lists the contents of a trailer for delivery purposes.
• 215 - Motor Carrier Pickup Manifest: Communicates the items and locations for pickups to be made by a motor carrier, including instructions and contact information.
• 216 - Motor Carrier Shipment Pickup Notification: Notifies the shipper or consignee that a shipment has been picked up by the carrier.
• 990 - Response to a Load Tender: The carrier uses this transaction to respond to a 204 Load Tender, either accepting or rejecting the shipment offer
• 310 - Freight Receipt and Invoice (Ocean): Used for ocean shipping to invoice freight charges.