Why Accurate EDI 856 (ASN) Transactions Are Critical for On-Time Deliveries

In today’s fast-moving supply chain, efficiency is everything. One of the most critical EDI documents for ensuring timely and accurate shipments is the EDI 856 Advance Ship Notice (ASN). This transaction notifies trading partners about incoming shipments, helping them prepare for receipt. But if ASNs contain incorrect or incomplete data, they can cause major disruptions—including delivery delays, chargebacks, and strained business relationships.

The EDI 856 Advance Ship Notice (ASN) is an electronic document that provides detailed information about a shipment before it arrives at its destination. It typically includes:

• Shipment details: Carrier information, expected delivery date, and tracking numbers.
• Item details: SKUs, quantities, and packaging specifics.
• Pallet and carton details: Serial Shipping Container Codes (SSCCs) and hierarchical packing structures.

By sending this information in advance, businesses enable their partners to efficiently receive, process, and distribute inventory.

1. Reduces Receiving Errors and Speeds Up Processing

Retailers and distribution centers rely on the ASN’s accuracy to prepare for incoming inventory. If an ASN matches the physical shipment exactly, it allows for quick barcode scanning and automated processing. However, mismatched ASNs can cause slowdowns, manual inspections, and shipment rejections.

2. Prevents Chargebacks and Compliance Penalties

Many retailers have strict ASN compliance requirements. Incorrect ASNs can result in chargebacks—fees imposed by retailers when the ASN does not match the actual delivery. These penalties not only add costs but can also damage supplier relationships.

3. Improves Visibility for Shipment Tracking

A well-structured ASN provides crucial tracking information, including carrier details and expected arrival times. This transparency helps both suppliers and retailers proactively manage potential delays and adjust logistics when needed.

4. Enhances Customer Satisfaction

Whether shipping to retail stores, distribution centers, or direct-to-consumer (DTC) customers, delayed shipments impact end customers. Retailers depend on timely deliveries to stock shelves, and eCommerce customers expect their orders to arrive on schedule. An accurate ASN ensures a smooth fulfillment process, reducing late shipments and missed delivery windows.

1. Incorrect Quantities or SKUs

A mismatch between ASN data and actual shipment contents leads to confusion and processing delays. Automating EDI workflows with a trusted EDI provider like eZCom Software ensures inventory data is validated before submission.

2. Missing or Incorrect Serial Shipping Container Codes (SSCCs)

SSCC labels help retailers track and process shipments more efficiently. If the ASN does not include these codes—or includes the wrong ones—retailers may reject the delivery. eZCom’s EDI integration ensures ASNs are properly structured with the correct labeling information.

3. Inaccurate Carrier and Tracking Information

If the ASN does not include valid carrier and tracking details, retailers won’t know when to expect a shipment. Using a centralized EDI system that integrates with shipping providers helps eliminate this issue.

4.  Late ASN Submission: Ensuring Timely Delivery Information

While some retailers mandate ASNs (Advance Ship Notices) be sent before a shipment departs the warehouse, the most critical factor is ensuring your trading partner receives the ASN before the shipment arrives. Late ASNs, regardless of when they are generated, disrupt receiving processes and can lead to significant chargebacks. eZCom’s Lingo EDI software automates ASN generation and transmission, enabling you to meet these crucial deadlines. By prioritizing the delivery of ASNs before your shipment’s arrival, you can avoid costly penalties and maintain smooth supply chain operations.

At eZCom Software, we provide powerful EDI solutions designed to eliminate errors in ASN transactions. Our Lingo EDI platform helps businesses:

• Automate ASN creation to ensure all required details are included.
• Validate shipments before ASNs are sent to retailers and partners.
• Integrate seamlessly with warehouse management systems (WMS) for real-time shipping updates.
• Reduce compliance risks by keeping up with retailer EDI requirements.

By using eZCom Software’s EDI automation tools, businesses can ensure on-time document transmissions, maintain strong retail relationships, and avoid costly chargebacks.

Accurate EDI 856 (ASN) transactions are critical to ensuring on-time document transmissions and maintaining strong supplier-retailer relationships. With eZCom Software’s powerful EDI tools, businesses can eliminate errors, reduce costs, and streamline supply chain operations.

Want to improve your ASN accuracy and delivery performance?

Learn more about eZCom Software’s EDI solutions today.

Frequently Asked Questions About EDI 856 (ASN) Accuracy

What is an EDI 856 (ASN)?
The EDI 856 Advance Ship Notice (ASN) is a digital document sent from a supplier to a trading partner to provide detailed information about a shipment before it arrives. It includes carrier details, expected delivery dates, SKUs, quantities, packaging, and pallet/carton identifiers.

Why is the EDI 856 important for on-time deliveries?
An accurate ASN enables trading partners to prepare for incoming inventory, speed up receiving, and avoid delays or rejections. It ensures barcode scans match shipment contents and supports automated processing.

What happens if an ASN is inaccurate or missing?
Incorrect or missing ASNs can result in shipment delays, manual inspections, chargebacks, or rejections from the retailer’s receiving team. This disrupts the supply chain and can strain partner relationships.

How do SSCCs factor into the ASN?
SSCCs (Serial Shipping Container Codes) are critical for tracking individual cartons or pallets. Including accurate SSCCs ensures retailers can scan and process shipments efficiently. Missing or incorrect SSCCs may cause compliance issues.

Can I automate ASN creation and avoid common errors?
Yes. eZCom Software’s Lingo platform automates ASN creation, validates shipment data, and ensures compliance with trading partner requirements, reducing the risk of errors and chargebacks.

Is it okay to send the ASN after the shipment leaves the warehouse?
While some retailers require ASNs before departure, most prioritize receiving the ASN before the shipment arrives. Late submissions can result in chargebacks, even if the shipment is otherwise correct.

How does ASN accuracy affect customer satisfaction?
Accurate ASNs support on-time delivery, which is crucial for keeping shelves stocked and eCommerce customers satisfied. Delays caused by ASN issues can impact the entire fulfillment process.