EDI 856 advance ship notice: what it is and how to get it right
Updated · Rotomal
An EDI 856, or advance ship notice (ASN), is the electronic message a supplier sends a retailer to say what is in a shipment, carton by carton, before it arrives. Each carton or pallet is identified by an SSCC, and the same 18-digit SSCC must be printed on that carton's GS1-128 label, so the retailer can scan the label and find the matching ASN. Send it after packing, at staging or loading, so it describes what is actually on the truck.
What goes in an 856
- Shipment level: ship date, carrier, tracking or BOL number, ship-from and ship-to.
- Order level: the retailer's purchase order number the goods belong to.
- Pack level: one entry per carton or pallet, each with its SSCC.
- Item level: the products in each pack, with their GTIN or retailer item number and quantity.
- Your retailer's implementation guide says exactly which levels and segments it requires; follow it, not a generic sample.
How the label and the ASN fit together
GS1's Logistics Label Guideline says the SSCC is the only mandatory element on a logistics label, because scanning it lets the physical unit be matched with the electronic messages that refer to it. SPS Commerce puts it plainly for new suppliers: the SSCC on the sticker must be the exact same number sent in the 856, and if it is not, automated receiving cannot find the shipment.
Mistakes that cause chargebacks
| Mistake | What happens | How to avoid it |
|---|---|---|
| Label SSCC differs from ASN SSCC | Scan finds no ASN; manual receiving | Generate labels and ASN from the same carton record |
| ASN sent before final packing | Contents in the ASN do not match the cartons | Send at staging or loading, after packing is final |
| Reused SSCC | Retailer system rejects or mismatches the carton | Number each SSCC once from your GS1 Company Prefix |
| Wrong PO on the label | Compliance fee per instance at some retailers | Print PO from the order, never retype it |
| Missing or unreadable label | Compliance fee and manual handling | Print at the right size and resolution and scan-test |
SPS Commerce reports that C&S Wholesale Grocers may charge $50 or more for missing or illegible labels and $150 per instance for an incorrect PO number (updated 5 August 2026). Check your own retailer's compliance manual for its amounts.
If you want it done for you
ASN Desk lets you record carton contents in a simple form and gives you GS1-128 labels plus the matching ASN with the same SSCCs: as a sheet for your retailer's web portal from $49 a month, or sent as an EDI 856 over a connection we run for you. The plan and any network fees are confirmed by email before you pay.
Questions
Is an 856 the same as a packing slip?
It carries similar information, but it is electronic, sent before arrival, and tied to carton labels by SSCC, so the retailer can receive the shipment by scanning instead of counting.
Do I need an ASN for parcel shipments?
It depends on the retailer. Many require an 856 for every shipment, including parcel; your vendor agreement or EDI guide says which.
Sources
- GS1 Logistics Label Guideline, Release 1.1 (August 2016) Source: ref.gs1.org
- SPS Commerce: Labeling for new suppliers, GS1-128 SSCC (updated 5 August 2026) Source: spscommerce.com