Microsoft Corporation Information Technology Group One Microsoft Way Redmond, WA 98052

Turnkey (003050) 856 Vendor ASN DRAFT Page: 2 June 8, 1998

Revision Date: June 8, 1998 Page various Upgrade from 3020 to 3050 Major changes to entire transaction to support Microsoft Global implementation of SAP. Turnkey (003050) 856 Vendor ASN DRAFT Page: 3 June 8, 1998

Introduction
This document is intended to be a guideline to assist you in reporting via EDI to Microsoft in the United States. The layouts provided are Microsoft's interpretation of the ASC X12 standards formats and the Computing Technologies Industry Association EDI guidelines.
The primary audience of this document is intended to be the EDI trading partner's technical or EDI support staff, but the intention is that the explanations provided in this document will be explicit enough that anyone should be able to come away with an understanding of the EDI reporting requirements supported by Microsoft.
This document is limited in scope in that it attempts only to address issues that are common among many trading partners. Our intention is to accommodate the varied systems that our trading partners are using and to work with our trading partners to assist them in electronic processing. As with all trading partner relationships many specifics will have to be negotiated between the parties involved. Turnkey (003050) 856 Vendor ASN DRAFT Page: 4 June 8, 1998

Contact your Microsoft Account Manager
Mario Pipkin EDI Production Manager 1 Microsoft Way Redmond, WA 98052-6399 Phone: (206) 936-0200 FAX: (206) 936-7329 e-mail: mariop@microsoft.com Doug Nicholson Senior EDI Analyst 1 Microsoft Way Redmond, WA 98052-6399 Phone: (206) 703-4483 FAX: (206) 936-7329 e-mail: dougni@microsoft.com
Microsoft maintains a mailbox on General Electric Information Services’ EDI*Express Service. Test Mailbox: 09:081466849TEST Production Mailbox: 01:081466849
At the time of printing Microsoft does not have any other direct links to other networks; however, GEIS interconnection links can be made to many of the common EDI networks. Contact the Microsoft EDI Technical Contact for further information.
At the time of printing Microsoft interfaces with the VAN and processes all EDI documents approximately every 15 minutes 24-hours per day, 7-days per week. You will be informed of any changes to the standard interface times. 997 Functional Acknowledgments are generated immediately for inbound documents and are returned during the next scheduled interface period. Turnkey (003050) 856 Vendor ASN DRAFT Page: 5 June 8, 1998

Microsoft has outsourced inventory management and shipping of customer orders to a third party logistics (3PL) organization. The physical receipt, storage, and distribution of selected Microsoft products will take place at the 3PL facilities while still capturing the distribution transactions in Microsoft’s information system. EDI technology will be used to send packing slip data (940 transaction) from Microsoft to the 3PL and to receive shipment confirmation data (945 transaction) from the 3PL back to Microsoft. In addition, advance notification of in transit finished good shipments from Microsoft locations to the 3PL will be transmitted via the 856 transaction. In response, the 3PL will notify Microsoft of the receipt and its status through the 944 warehouse receipt transaction.
Electronic Data Interchange (EDI) is the computer-to-computer exchange of formatted business data between enterprises. The sending computer system must be capable of generating complete and accurate information while the receiving system must be capable of interpreting and using the data received with no human intervention. In order to be recognized by the receiving computer application, transmitted transactions must be in a standard data format. Commonality of data requirements among companies have led to National (X12) and International (EDIFACT) standards being developed. The X12 and EDIFACT standards are very broad, many industry associations develop industry specific guidelines and are sub-sets of the X12 and EDIFACT standards for use within their industry. Microsoft is prepared to support the guidelines developed and recommended by the Computing Technology Industry Association (CompTIA).
There are five primary reasons to implement EDI: 1. Business survival 2. Cost efficiencies 3. Improved Internal Processes 4. Enhanced Customer Service 5. Better supply chain management
1. Pressure from trading partners, as they will begin choosing partners based on ability to do business efficiently. 2. Future growth and expansion of your customer/supplier base is easier with efficient processes to support them. 3. It is better to develop your EDI capabilities on your own timeline rather than being in a position that customers/suppliers demand EDI on their timelines (proactive vs. reactive)
1. EDI will lead to a reduction in document processing tasks and costs. A large computer manufacturer reduced the cost of PO from $1.65 to $.58, others have experienced larger savings depending upon their old processes. EDI eliminates or reduces:  repeated keying of redundant information  manual reconciliation of different documents (such as purchase orders, receiving notices, and  invoices) correction of errors caused by incorrect data entry Turnkey (003050) 856 Vendor ASN DRAFT Page: 6 June 8, 1998

  sorting, distributing, and filing documents document mailing or telephoning of information 2. Personnel costs - EDI will enable you to reassign personnel to more productive activities versus those mentioned above. 3. Inventory Savings - EDI can lead to a reduction in inventory by improving a number of factors that contribute to the need for inventory:  Reducing transaction time, which reduces order cycle time, which may reduce safety stock  Reducing uncertainty in order cycle time  Providing faster and more accurate information about demand. 4. Other costs that can be reduced  transportation costs - via better planning and management of transportation  error costs - Functional Acknowledgment use for “lost orders” Most companies do not use reduced costs as a reason to do EDI, but instead cite the ability to provide improved customer service and to have better access to accurate information as the justification for doing EDI.
1. Internal reassessment - a company needs to understand current paper flow first, thus processes can be changed prior to EDI rather than “automating a broken process” 2. Integration with other systems - Integrating data received via EDI can provide information faster and with more accuracy for determining demand levels, etc. 3. Improved personnel productivity - because EDI reduces the amount of paperwork required, much of the administrative activity is reduced. EDI also eliminates many of the problems with orders, both buyers and sales representatives spend less time trying to solve administrative problems and more time doing their professional jobs. 4. Access to better information - data received via EDI insures that everyone in the company is working with the same information and that it is both accurate and up-to-date. This leads to improved responsiveness to customers.
1. EDI’s ability to quickly transmit orders, coupled with point-of-sales sales tracking methods, has allowed manufacturers to adjust quickly to changes in the marketplace. 2. Increased customer service - a study conducted for the Council of Logistics Management, showed that in almost 1 out of 10 orders, some status information on the order is requested by the customer prior to product delivery, EDI can provide this information electronically with out need of human intervention on your part.
Stronger Relationships - the cooperation and coordination required to implement EDI with suppliers tends to build trust between trading partners. EDI also eliminates issues that often cause conflict, such as lost and incorrect orders. Turnkey (003050) 856 Vendor ASN DRAFT Page: 7 June 8, 1998

The commitment of senior management to embark on an EDI program must be obtained early. Then a review of your flow of information (paper, verbal, electronic) and data structure of application programs should be documented. Review should include:  What information is traded with business partners? Including format documents as well as informal   documents such as messages, memos, phone calls, and faxes. How and where is the information initiated - manual input, screen entry, or computer generated? What is the internal flow of information? How many copies are produced, and in what form? Who receives copies? For what purposes? For how long are copies stored and in what form?   What control and reporting measures are used - status reporting, audit trails, security safeguards? What specific information is needed for current application programs - form of data, flow between applications, entry of data?  What information is available from application programs? What results are produced? What is the form of the output? Once this is accomplished changes that are necessary for EDI can be identified: 1. Addition of new data to the database to meet standards requirements 2. Use of tables to cross-reference part numbers with trading partners 3. Change in review or approval processes 4. Development of data link between application program and EDI translation software 5. Electronic linkages to the databases for departments that formerly received manual reports 6. Need to bridge between applications if multiple departments use same information.
Some basic hardware and software is required to implement EDI, included are:  A computer - either your primary business computer or a PC   Communications equipment Communications software - to handle sending and receiving data transmissions   EDI translation software - to format your data in the X12 or EDIFACT standard Application software - to create or receive the data you are transmitting and interface to your in-house systems
Microsoft prefers to communicate over GE Information Services’ Value Added Network (VAN). Many of our partners and industry members also prefer using a VAN for the following reasons: 1. The VAN does all necessary communication protocol conversions to enable computers of different types to “talk” to each other. The VAN’s computer keeps track of each trading partner’s equipment characteristics and converts the protocol as required. 2. A VAN offers a “store and forward” service. This allows anyone to initiate communication at any time of the day or night. Recipients call for their messages at their convenience. The accommodates their own computer equipment’s capabilities. Turnkey (003050) 856 Vendor ASN DRAFT Page: 8 June 8, 1998

There are five general steps in implementing EDI documents: 1. Planning 2. Development 3. Testing 4. Parallel 5. Production
Gaining management support Establishing a plan Designating business and technical contacts Agreeing upon formats with trading partner
Selection / development of EDI software Creating mapping instructions from your business applications to the required format Developing interfaces with current in-house applications Determining audit and control points and requirements
Testing of communications Testing of EDI software with in-house applications Testing transmission of files to trading partner, with verification that all fields were received correctly Testing receipt of file from your trading partner, with verification that all fields were received correctly
Process both EDI and paper documents until you and your trading partner are satisfied and comfortable with the new process All users from affected departments must be involved with parallel processing
Paper generation is eliminated All users informed process now in “production” Turnkey (003050) 856 Vendor ASN DRAFT Page: 9 June 8, 1998

The 997 is a transaction returned to you by the recipient of your EDI data. Each time data is processed by a translator a syntactical analysis is performed to ensure the data meets EDI syntax guidelines. The 997 Functional Acknowledgment transaction contains the results of the syntactical analysis.
997 Functional Acknowledgments are generated by Microsoft immediately for inbound documents and are returned during the next scheduled interface period. Please review the Processing Schedule information block in the Quick EDI Information section.
Data received by Microsoft must be free of EDI syntax errors. Microsoft will acknowledge all data, both accepted and rejected, by returning a 997 Functional Acknowledgment. The 997 provides information on the number of transaction sets accepted as well as providing “the reason” transaction sets were rejected.
You will receive a 997 Functional Acknowledgment detailing the reason for the rejection It is then your responsibility to review the Functional Acknowledgment, correct the EDI syntax error and resend the corrected data to Microsoft. The 997 is the only notification you will receive indicating the acceptance and/or rejection of your data.
If the 997 you receive indicates that all sets within a transaction have been rejected, correct and resend the entire transaction and leave it marked as an original. However, if the 997 indicates some, but not all, sets of the transaction were rejected, correct and resend only rejected transaction sets. Turnkey (003050) 856 Vendor ASN DRAFT Page: 10 June 8, 1998

1. Establish business contact 2. Establish EDI technical contact 3. Complete Trading Partner profile 4. Define transaction set requirements A. Data elements B. Timing / Frequency 5. Establish communication process between Microsoft and Trading Partner 6. Perform testing phase 7. Provide Trading Partner sign off of testing phase 8. Move process to production Turnkey (003050) 856 Vendor ASN DRAFT Page: 11 June 8, 1998

Please Complete Trading Partner Profile form and return completed form to Valentino Baltazar’s Attention before transmitting any EDI transactions to Microsoft. Fax: 206-936-7329 E-mail: a-valenb@microsoft.com Date ________________________ Company Name ___________________________________________________________________ Company Address ___________________________________________________________________ ___________________________________________________________________
Contact Title _____________________________________________________________________ _________________________________ Phone ( _____ ) ______________________ _________________________________ Fax ( _____ ) ______________________ Email Address Contact Title Email Address _____________________________________________________________________ _________________________________ Phone ( _____ ) ______________________ _________________________________ Fax ( _____ ) ______________________
Test Production Qualifier _____ _____ Number ___________________________ ___________________________
Number Test ____________________________ Production ____________________________
_________________________________________________ _________________________________________________
X12 versions supported (please circle those supported) 002003 002040 003010 003020 003030 003040 003050 Data Separators: Element _____ Sub-element _____ Segment Terminator _____ Turnkey (003050) 856 Vendor ASN DRAFT Page: 12 June 8, 1998

>> >> >>
Functional Group ID=
This Draft Standard for Trial Use contains the format and establishes the data contents of the Ship Notice/Manifest Transaction Set (856) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to list the contents of a shipment of goods as well as additional information relating to the shipment, such as order information, product description, physical characteristics, type of packaging, marking, carrier information, and configuration of goods within the transportation equipment. The transaction set enables the sender to describe the contents and configuration of a shipment in various levels of detail and provides an ordered flexibility to convey information. The sender of this transaction is the organization responsible for detailing and communicating the contents of a shipment, or shipments, to one or more receivers of the transaction set. The receiver of this transaction set can be any organization having an interest in the contents of a shipment or information about the contents of a shipment.
Must Use
Pos. No.
005 Must Use Must Use 010 020 030 040
Must Use
Pos. No.
010 110 120 130 150 210 220 230 240 150 250 260
Seg. ID
GS ST BSN NTE DTM
Seg. ID
HL TD1 TD5 TD3 REF FOB N1 HL PRF REF HL MAN
Name
Functional Group Header Transaction Set Header Beginning Segment for Ship Notice Note/Special Instruction Date/Time Reference
Name
LOOP ID - HL Hierarchical Level - SHIPMENT Carrier Details (Quantity and Weight) Carrier Details (Routing Sequence/Transit Time) Carrier Details (Equipment) Reference Numbers F.O.B. Related Instructions LOOP ID - N1 Name LOOP ID - HL Hierarchical Level - ORDER Purchase Order Reference Reference Numbers LOOP ID - HL Hierarchical Level - PALLET Marks and Numbers
Req. Des.
M M M F O
Req. Des.
M O O O O O O O O O O O
Max.Use
1 1 1 100 10
Max.Use
1 20 12 12 >1 1 1 1 1 >1 1 >1
Loop Repeat
200 200000 200000
Notes and Comments Loop Repeat
200000
Notes and Comments
c1 c2 c3 Turnkey (003050) 856 Vendor ASN DRAFT Page: 13 June 8, 1998

>> >> >> >> 270 280 290 090 310 HL LIN SN1 PWK REF LOOP ID - HL Hierarchical Level - ITEM Item Identification Item Detail (Shipment) Paperwork Reference Numbers O O O O O 1 1 1 25 >1 200000 c4
Pos. No.
010 Must Use 020 Must Use 030
Seg. ID
CTT SE GE
Name
Transaction Totals Transaction Set Trailer Functional Group Trailer
Req. Des.
O M M
Max.Use
1 1 1
Loop Repeat Notes and Comments
n1
1. Number of line items (CTT01) is the accumulation of the number of HL segments. If used, hash total (CTT02) is the sum of the value of units shipped (SN102) for each SN1 segment.
1. 2. 3. 4. The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no meaning. The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no meaning. The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no meaning. The HL segment is the only mandatory segment within the HL loop, and by itself, the HL segment has no meaning. Turnkey (003050) 856 Vendor ASN DRAFT Page: 14 June 8, 1998

>> >> >> >> >> >> >> >> Segment: Position:
Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments:
005
Functional Group Header
Heading Mandatory 1 To indicate the beginning of a functional group and to provide control information 1 2 3 1 GS04 is the group date. GS05 is the group time. The data interchange control number GS06 in this header must be identical to the same data element in the associated functional group trailer, GE02. A functional group of related transaction sets, within the scope of X12 standards, consists of a collection of similar transaction sets enclosed by a functional group header and a functional group trailer.
Notes: Ref. Des. GS01 GS02 GS03 GS04 GS05 GS06 GS07 GS08 Data Element Summary Data Element Name 479 Functional Identifier Code Attributes M
Code identifying a group of application related transaction sets
ID 2/2 142 124 373
SH Ship Notice/Manifest
Application Sender's Code M AN 2/15
Code identifying party sending transmission; codes agreed to by trading partners
Application Receiver's Code M AN 2/15
Code identifying party receiving transmission. Codes agreed to by trading partners
Date
Date (YYMMDD)
M DT 6/6 337 28 455 480 Time M TM 4/8
Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00 59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)
Group Control Number
Assigned number originated and maintained by the sender
M N0 1/9 Responsible Agency Code M ID 1/2
Code used in conjunction with Data Element 480 to identify the issuer of the standard X Accredited Standards Committee X12
Version / Release / Industry Identifier Code M AN 1/12
Code indicating the version, release, subrelease, and industry identifier of the EDI standard being used, including the GS and GE segments; if code in DE455 in GS segment is X, then in DE 480 positions 1-3 are the version number; positions 4-6 are the release and subrelease, level of the version; and positions 7-12 are the industry or trade association identifiers (optionally assigned by user); if code in DE455 in GS segment is T, then other formats are allowed 003050 Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1994 Turnkey (003050) 856 Vendor ASN DRAFT Page: 15 June 8, 1998

>> >> Segment: Position:
Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes:
Transaction Set Header
010 Heading Mandatory 1 To indicate the start of a transaction set and to assign a control number 1 The transaction set identifier (ST01) used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set). Comments:
Ref. Des. ST01 ST02 Data Element Summary Data Element Name 143 Transaction Set Identifier Code
Code uniquely identifying a Transaction Set
329 Attributes M ID 3/3
856 X12.10 Ship Notice/Manifest
Transaction Set Control Number M AN 4/9
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set Turnkey (003050) 856 Vendor ASN DRAFT Page: 16 June 8, 1998

>> >> >> >> Segment: Position:
Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments:
Ref. Des. BSN01 BSN02 BSN03 BSN04 BSN05
020
Beginning Segment for Ship Notice
Heading Mandatory 1 To transmit identifying numbers, dates, and other basic data relating to the transaction set 1 1 If BSN07 is present, then BSN06 is required. BSN03 is the date the shipment transaction set is created. 2 3 1 BSN04 is the time the shipment transaction set is created. BSN06 is limited to shipment related codes. BSN06 and BSN07 differentiate the functionality of use for the transaction set.
Data Element Summary Data Element Name 353 Transaction Set Purpose Code
Code identifying purpose of transaction set
396 373 Attributes M ID 2/2
14 Advance Notification
Shipment Identification M AN 2/30
A unique control number assigned by the original shipper to identify a specific shipment Bill of Lading Number Maximum application field length used is 15.
Date
Date (YYMMDD)
M DT 6/6 337 1005
Document generation date.
Time M TM 4/8
Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00 59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99) Document generation time.
Hierarchical Structure Code O ID 4/4
Code indicating the hierarchical application structure of a transaction set that utilizes the HL segment to define the structure of the transaction set 0001 Shipment, Order, Packaging, Item Turnkey (003050) 856 Vendor ASN DRAFT Page: 17 June 8, 1998

>> Segment: Position:
Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments:
030
Note/Special Instruction
Heading Floating 100 To transmit information in a free-form format, if necessary, for comment or special instruction 1 The NTE segment permits free-form information/data which, under ANSI X12 standard implementations, is not machine processable. The use of the NTE segment should therefore be avoided, if at all possible, in an automated environment.
Ref. Des. NTE01 NTE02 Data Element Name 363 Data Element Summary Note Reference Code Attributes O ID 3/3
Code identifying the functional area or purpose for which the note applies Refer to 003050 Data Element Dictionary for acceptable code values.
352 Description M AN 1/80
A free-form description to clarify the related data elements and their content Turnkey (003050) 856 Vendor ASN DRAFT Page: 18 June 8, 1998

>> Segment: Position:
Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments:
Ref. Des. DTM01 DTM02 DTM03 DTM04 DTM05
040
Date/Time Reference
Heading Optional 10 To specify pertinent dates and times 1 2 At least one of DTM02 DTM03 or DTM06 is required. If either DTM06 or DTM07 is present, then the other is required.
Data Element Name 374 Date/Time Qualifier
Code specifying type of date or time, or both date and time
373
011
Data Element Summary Date
Date (YYMMDD) Shipped
337 Time 623 624 Attributes M X ID 3/3 DT 6/6 X TM 4/8
Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00 59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)
Time Code O ID 2/2
Code identifying the time. In accordance with International Standards Organization standard 8601, time can be specified by a + or - and an indication in hours in relation to Universal Time Coordinate (UTC) time; since + is a restricted character, + and - are substituted by P and M in the codes that follow Refer to 003050 Data Element Dictionary for acceptable code values.
Century O
The first two characters in the designation of the year (CCYY)
N0 2/2
Turnkey (003050) 856 Vendor ASN DRAFT Page: 19 June 8, 1998

>> >> Segment: Position:
Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments:
010
Hierarchical Level - SHIPMENT
HL Detail Mandatory 1 To identify dependencies among and the content of hierarchically related groups of data segments 1 2 3 4 5 The HL segment defines a top-down/left-right ordered structure. HL01 shall contain a unique alphanumeric number for each occurrence of the HL segment in the transaction set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent HL segment within the transaction. HL02 identifies the hierarchical ID number of the HL segment to which the current HL segment is subordinate. HL03 indicates the context of the series of segments following the current HL segment up to the next occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information. HL04 indicates whether or not there are subordinate (or child) HL segments related to the current HL segment.
Ref. Des. HL01 HL02 HL03 Data Element Summary Data Element Name 628 Hierarchical ID Number Attributes M AN 1/12
A unique number assigned by the sender to identify a particular data segment in
734
a hierarchical structure
Hierarchical Parent ID Number O AN 1/12 735
Identification number of the next higher hierarchical data segment that the data segment being described is subordinate to Not populated.
Hierarchical Level Code M ID 1/2
Code defining the characteristic of a level in a hierarchical structure S Shipment Turnkey (003050) 856 Vendor ASN DRAFT Page: 20 June 8, 1998

Segment: Position:
Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments:
Carrier Details (Quantity and Weight)
110 HL Detail Optional 20 To specify the transportation details relative to commodity, weight, and quantity 1 2 3 4 If TD101 is present, then TD102 is required. If TD103 is present, then TD104 is required. If TD106 is present, then TD107 is required. If either TD107 or TD108 is present, then the other is required.
Ref. Des. TD101 TD102 TD106 TD107 TD108 Data Element Summary Data Element Name 103 Packaging Code 80 187 81 355 Attributes O AN 3/5
Code identifying the type of packaging; Part 1: Packaging Form, Part 2: Packaging Material CTN Carton 25 Corrugated or Solid
Lading Quantity X N0 1/7
Number of units (pieces) of the lading commodity
Weight Qualifier O ID 1/2
Code defining the type of weight G Gross Weight
Weight
Numeric value of weight
Unit or Basis for Measurement Code X X R 1/10 ID 2/2
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken Refer to ISO 31 standards for acceptable code values. Example: EA - Each Turnkey (003050) 856 Vendor ASN DRAFT Page: 21 June 8, 1998

Segment: Position:
Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments:
120
Carrier Details (Routing Sequence/Transit Time)
HL Detail Optional 12 To specify the carrier and sequence of routing and provide transit time information 1 2 3 4 At least one of TD502 TD504 TD505 TD506 or TD512 is required. If TD502 is present, then TD503 is required. If TD507 is present, then TD508 is required. If TD510 is present, then TD511 is required. 1 When specifying a routing sequence to be used for the shipment movement in lieu of specifying each carrier within the movement, use TD502 to identify the party responsible for defining the routing sequence, and use TD503 to identify the actual routing sequence, specified by the party identified in TD502.
Ref. Des. TD502 TD503 TD504 TD512
Turnkey (003050) 856 Vendor ASN DRAFT
Data Element Summary Data Element Name 66 Identification Code Qualifier 67 Attributes X ID 1/2
Code designating the system/method of code structure used for Identification Code (67) 2
Identification Code
Standard Carrier Alpha Code (SCAC)
X AN 2/20
Code identifying a party or other code
91 284
Carrier's SCAC Code. Maximum application field length used is 4.
Transportation Method/Type Code X ID 1/2
Code specifying the method or type of transportation for the shipment A AE CE D E L M S T U Air Air Express Customer Pickup / Customer's Expense Parcel Post Expedited Truck Contract Carrier Motor (Common Carrier) Ocean Best Way (Shippers Option) Private Parcel Service Used as Small Package Ground X
Service Level Code
Intermodal (Piggyback) Code defining service 09 Premium Surface
X ID 2/2
Indicates that alternate routing instructions should be used instead of the regular ones given 3-5 Day Shipment ON Overnight One day Shipment Page: 22 June 8, 1998

SE ST Second Day Two day Shipment Standard Class No guarantee Turnkey (003050) 856 Vendor ASN DRAFT Page: 23 June 8, 1998

>> Segment: Position:
Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments:
Ref. Des. TD301 TD303 TD308 TD309
130
Carrier Details (Equipment)
HL Detail Optional 12 To specify transportation details relating to the equipment used by the carrier 1 2 3 If TD302 is present, then TD303 is required. If TD304 is present, then TD305 is required. If either TD305 or TD306 is present, then the other is required.
Data Element Summary Data Element Name 40 Equipment Description Code
Code identifying type of equipment used for shipment
207
TL Trailer (not otherwise specified)
Equipment Number
Constant code
407 225 Attributes M X ID 2/2 AN 1/10
Sequencing or serial part of an equipment unit's identifying number (pure numeric form for equipment number is preferred) Vehicle Id. Number, e.g. Trailer Id.
Seal Status Code
Code indicating condition of door seal upon arrival
O ID 2/2
Refer to 003050 Data Element Dictionary for acceptable code values.
Seal Number
Unique number on seal used to close a shipment
O AN 2/15
Turnkey (003050) 856 Vendor ASN DRAFT Page: 24 June 8, 1998

>> Segment: Position:
Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments:
Ref. Des. REF01 REF02
150
Reference Numbers
HL Detail Optional >1 To specify identifying numbers. 1 At least one of REF02 or REF03 is required.
Data Element Summary Data Element Name 128 Reference Number Qualifier
Code qualifying the Reference Number.
BM CN MB Bill of Lading Number For future use.
Master Bill of Lading
Attributes M
Carrier's Reference Number (PRO/Invoice)
ID 2/2
For future use.
127 Reference Number X AN 1/30
Reference number or identification number as defined for a particular Transaction Set, or as specified by the Reference Number Qualifier.
Maximum application field length used is 15 for the Bill of Lading Number.
Turnkey (003050) 856 Vendor ASN DRAFT Page: 25 June 8, 1998

>> Segment: Position:
Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments:
Ref. Des. FOB01 FOB02 FOB04 FOB05 FOB08 FOB09
Turnkey (003050) 856 Vendor ASN DRAFT
210
F.O.B. Related Instructions
1 2 3 4 HL Detail Optional 1 To specify transportation instructions relating to shipment 1 2 3 4 If FOB03 is present, then FOB02 is required. If FOB04 is present, then FOB05 is required. If FOB07 is present, then FOB06 is required. If FOB08 is present, then FOB09 is required. FOB01 indicates which party will pay the carrier. FOB02 is the code specifying transportation responsibility location. FOB06 is the code specifying the title passage location. FOB08 is the code specifying the point at which the risk of loss transfers. This may be different than the location specified in FOB02/FOB03 and FOB06/FOB07.
Data Element Summary Data Element Name 146 Shipment Method of Payment
Code identifying payment terms for transportation charges
309
CC DF PC
Location Qualifier
Collect Defined by Buyer and Seller Prepaid but Charged to Customer Code identifying type of location
334 335
The location responsible for arranging transportation. For future use.
DE Destination (Shipping) OR Origin (Shipping Point)
Transportation Terms Qualifier Code
Code identifying the source of the transportation terms 01 Incoterms
Transportation Terms Code 54 352 Attributes M X O ID 2/2 ID 1/2 ID 2/2 X ID 3/3
Code identifying the trade terms which apply to the shipment transportation responsibility Refer to International Chamber of Commerce Publication No. 460 (Incoterms) for acceptable code values. Examples: FOB - Free on Board CFR - Cost and Freight
Risk of Loss Qualifier
Code specifying where responsibility for risk of loss passes
O ID 2/2
For future use.
BY SE Risk of Loss in Transit to Destination is Buyer's Risk of Loss in Transit to Destination is Seller's
Description X AN 1/80
A free-form description to clarify the related data elements and their content Incoterms description for code specified in FOB05. Page: 26 June 8, 1998

Examples: Free on Board Cost and Freight Turnkey (003050) 856 Vendor ASN DRAFT Page: 27 June 8, 1998

>>
>> >> >> >> >>
Segment: Position:
Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments:
Name
220 N1 Detail Optional 1 To identify a party by type of organization, name, and code 1 2 At least one of N102 or N103 is required. If either N103 or N104 is present, then the other is required. 1 2 This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party. N105 and N106 further define the type of entity in N101.
Ref. Des. N101 N103 N104 Data Element Summary Data Element Name 98 Entity Identifier Code Attributes M ID 2/2
Code identifying an organizational entity, a physical location, or an individual SF Ship From Microsoft assigned Trading Partner Site ID.
66
ST Ship To Microsoft assigned Trading Partner Site ID.
Identification Code Qualifier X ID 1/2 67
Code designating the system/method of code structure used for Identification Code (67) 6 Plant Code With Ship From Identification.
ZZ Mutually Defined With Ship To Identification.
Identification Code
Code identifying a party or other code
X AN 2/20
Microsoft assigned Trading Partner Site ID
This information is sent to Microsoft in a subsequent 861 from the receiving vendor.
Maximum application field length is 4 characters 4010 - KAO Infosystems Company. Bothell, Wa 98021 US 4020 - Interamerican Group. Indianapolis, IN 46268 US 4030 - Starpak, Inc. Greeley, CO 80631 US 4060 - TBD 4200 - Burlington Air Express Pte Ltd. Singapore 819827 SG Turnkey (003050) 856 Vendor ASN DRAFT Page: 28 June 8, 1998

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230
Hierarchical Level - ORDER
HL Detail Optional 1 To identify dependencies among and the content of hierarchically related groups of data segments 1 2 3 4 5 The HL segment defines a top-down/left-right ordered structure. HL01 shall contain a unique alphanumeric number for each occurrence of the HL segment in the transaction set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent HL segment within the transaction. HL02 identifies the hierarchical ID number of the HL segment to which the current HL segment is subordinate. HL03 indicates the context of the series of segments following the current HL segment up to the next occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information. HL04 indicates whether or not there are subordinate (or child) HL segments related to the current HL segment.
Ref. Des. HL01 HL02 HL03 Data Element Summary Data Element Name 628 Hierarchical ID Number Attributes M AN 1/12
A unique number assigned by the sender to identify a particular data segment in
734
a hierarchical structure
Hierarchical Parent ID Number O AN 1/12 735
Identification number of the next higher hierarchical data segment that the data segment being described is subordinate to
Hierarchical Level Code M ID 1/2
Code defining the characteristic of a level in a hierarchical structure O Order Turnkey (003050) 856 Vendor ASN DRAFT Page: 29 June 8, 1998

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Ref. Des. PRF01
240
Purchase Order Reference
HL Detail Optional 1 To provide reference to a specific purchase order 1 PRF04 is the date assigned by the purchaser to purchase order.
Data Element Summary Data Element Name 324 Purchase Order Number Attributes M AN 1/22
Identifying number for Purchase Order assigned by the orderer/purchaser Maximum application field length is 10 characters.
This information is sent to Microsoft in a subsequent 861 from the receiving vendor.
Turnkey (003050) 856 Vendor ASN DRAFT Page: 30 June 8, 1998

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Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments:
Ref. Des. REF01 REF02
150
Reference Numbers
HL Detail Optional >1 To specify identifying numbers. 1 At least one of REF02 or REF03 is required.
Data Element Summary Data Element Name 128 Reference Number Qualifier
Code qualifying the Reference Number.
SR Sales Responsibility SAP Order Type.
127 Reference Number Attributes M ID 2/2 X AN 1/30
Reference number or identification number as defined for a particular Transaction Set, or as specified by the Reference Number Qualifier.
Maximum application field length used is 4 for the SAP Order Type.
This information is used by the receiving vendor to determine the type of transfer being received.
Turnkey (003050) 856 Vendor ASN DRAFT Page: 31 June 8, 1998

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250
Hierarchical Level - PALLET
HL Detail Optional 1 To identify dependencies among and the content of hierarchically related groups of data segments 1 2 3 4 5 The HL segment defines a top-down/left-right ordered structure. HL01 shall contain a unique alphanumeric number for each occurrence of the HL segment in the transaction set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent HL segment within the transaction. HL02 identifies the hierarchical ID number of the HL segment to which the current HL segment is subordinate. HL03 indicates the context of the series of segments following the current HL segment up to the next occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information. HL04 indicates whether or not there are subordinate (or child) HL segments related to the current HL segment.
Ref. Des. HL01 HL02 HL03 Data Element Summary Data Element Name 628 Hierarchical ID Number Attributes M AN 1/12
A unique number assigned by the sender to identify a particular data segment in
734
a hierarchical structure
Hierarchical Parent ID Number O AN 1/12 735
Identification number of the next higher hierarchical data segment that the data segment being described is subordinate to
Hierarchical Level Code M ID 1/2
Code defining the characteristic of a level in a hierarchical structure T Shipping Tare Turnkey (003050) 856 Vendor ASN DRAFT Page: 32 June 8, 1998

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Marks and Numbers
260 HL Detail Optional >1 To indicate identifying marks and numbers for shipping containers 1 2 1 2 If either MAN04 or MAN05 is present, then the other is required. If MAN06 is present, then MAN05 is required. MAN01/MAN02 and MAN04/MAN05 may be used to identify two different marks and numbers assigned to the same physical container. When both MAN02 and MAN03 are used, MAN02 is the starting number of a sequential 3 1 2 range and MAN03 is the ending number of that range. When both MAN05 and MAN06 are used, MAN05 is the starting number of a sequential range, and MAN06 is the ending number of that range. When MAN01 contains code UC (U.P.C. Shipping Container Code) and MAN05/MAN06 contain a range of ID numbers, MAN03 is not used. The reason for this is that the U.P.C. Shipping Container code is the same on every carton that is represented in the range in MAN05/MAN06. MAN03 and/or MAN06 are only used when sending a range(s) of ID numbers. When both MAN02/MAN03 and MAN05/MAN06 are used to send ranges of ID numbers, the integrity of the two ID numbers must be maintained.
Ref. Des. MAN01 MAN02 Data Element Summary Data Element Name 88 Marks and Numbers Qualifier Attributes M ID 1/2
Code specifying the application or source of Marks and Numbers (87)
87
SM Shipper Assigned ZZ Indicates that MAN02 contains a Pallet Id.
Mutually Defined Indicates that MAN02 contains a Pallet Location Code.
Marks and Numbers M AN 1/45
Marks and numbers used to identify a shipment or parts of a shipment Turnkey (003050) 856 Vendor ASN DRAFT Page: 33 June 8, 1998

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270
Hierarchical Level - ITEM
HL Detail Optional 1 To identify dependencies among and the content of hierarchically related groups of data segments 1 2 3 4 5 The HL segment defines a top-down/left-right ordered structure. HL01 shall contain a unique alphanumeric number for each occurrence of the HL segment in the transaction set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent HL segment within the transaction. HL02 identifies the hierarchical ID number of the HL segment to which the current HL segment is subordinate. HL03 indicates the context of the series of segments following the current HL segment up to the next occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information. HL04 indicates whether or not there are subordinate (or child) HL segments related to the current HL segment.
Ref. Des. HL01 HL02 HL03 Data Element Summary Data Element Name 628 Hierarchical ID Number Attributes M AN 1/12
A unique number assigned by the sender to identify a particular data segment in
734
a hierarchical structure
Hierarchical Parent ID Number O AN 1/12 735
Identification number of the next higher hierarchical data segment that the data segment being described is subordinate to
Hierarchical Level Code M ID 1/2
Code defining the characteristic of a level in a hierarchical structure I Item Turnkey (003050) 856 Vendor ASN DRAFT Page: 34 June 8, 1998

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Ref. Des. LIN02 LIN03 LIN04 LIN05
280
Item Identification
5 6 7 8 9 HL Detail Optional 1 To specify basic item identification data 1 2 3 4 If either LIN04 or LIN05 is present, then the other is required. If either LIN06 or LIN07 is present, then the other is required. If either LIN08 or LIN09 is present, then the other is required. If either LIN10 or LIN11 is present, then the other is required. If either LIN12 or LIN13 is present, then the other is required. If either LIN14 or LIN15 is present, then the other is required. If either LIN16 or LIN17 is present, then the other is required. If either LIN18 or LIN19 is present, then the other is required. If either LIN20 or LIN21 is present, then the other is required. 10 If either LIN22 or LIN23 is present, then the other is required. 11 If either LIN24 or LIN25 is present, then the other is required. 12 If either LIN26 or LIN27 is present, then the other is required. 13 If either LIN28 or LIN29 is present, then the other is required. 14 If either LIN30 or LIN31 is present, then the other is required. 1 LIN01 is the line item identification 1 2 See the Data Dictionary for a complete list of ID's. LIN02 through LIN31 provide for fifteen (15) different product/service ID's for each item. For Example: Case, Color, Drawing No., UPC No., ISBN No., Model No., SKU.
Data Element Summary Data Element Name 235 Product/Service ID Qualifier Attributes M
Code identifying the type/source of the descriptive number used in
ID 2/2 234
Product/Service ID (234) VN Vendor's (Seller's) Item Number
Product/Service ID
Identifying number for a product or service
M AN 1/40 235 234
Microsoft's Part Number. Maximum application field length used is 25.
This information is sent to Microsoft in a subsequent 861 from the receiving vendor.
Product/Service ID Qualifier X ID 2/2
Code identifying the type/source of the descriptive number used in Product/Service ID (234) For future use.
LT Lot Number For future use.
Product/Service ID
Identifying number for a product or service
X AN 1/40
Lot Number is made up of : Purchase Order Number, Work Order Number and Country of Origin.
Turnkey (003050) 856 Vendor ASN DRAFT Page: 35 June 8, 1998

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Ref. Des. SN102 >> SN103
290
Item Detail (Shipment)
HL Detail Optional 1 To specify line-item detail relative to shipment 1 1 1 If either SN105 or SN106 is present, then the other is required. SN101 is the ship notice line-item identification. SN103 defines the unit of measurement for both SN102 and SN104.
Data Element Summary Data Element Name 382 Number of Units Shipped Attributes M R 1/10
Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set
355
Maximum application field length used is 6.
This information is sent to Microsoft in a subsequent 861 from the receiving vendor.
Unit or Basis for Measurement Code M ID 2/2
Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken
This information is sent to Microsoft in a subsequent 861 from the
receiving vendor. Refer to ISO 31 standards for acceptable code values. Example: EA – Each Turnkey (003050) 856 Vendor ASN DRAFT Page: 36 June 8, 1998

>>
>> >>
Segment: Position:
Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments:
Ref. Des. PWK01 PWK04 PWK07
090
Paperwork
HL Detail Optional 25 To identify the type and transmission of paperwork or supporting information 1 If either PWK05 or PWK06 is present, then the other is required. 1 2 3 PWK05 and PWK06 may be used to identify the addressee by a code number. PWK07 may be used to indicate special information to be shown on the specified report. PWK08 may be used to indicate action pertaining to a report.
Data Element Summary Data Element Name 755 Report Type Code Attributes M ID 2/2
Code indicating the title or contents of a document, report or supporting item
98 352
01 Product Transfer
Entity Identifier Code O ID 2/2
Code identifying an organizational entity, a physical location, or an individual CT Country of Origin
Description O AN 1/80
A free-form description to clarify the related data elements and their content Country of Origin for the product shipped. Refer to ISO 3166-1 Country Codes for acceptable values.
Turnkey (003050) 856 Vendor ASN DRAFT Page: 37 June 8, 1998

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Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments:
Ref. Des. REF01 REF02
310
Reference Numbers
HL Detail Optional >1 To specify identifying numbers. 1 At least one of REF02 or REF03 is required.
Data Element Summary Data Element Name 128 Reference Number Qualifier
Code qualifying the Reference Number.
BV PC Purchase Order Line Item Identifier (Buyer)
This information is sent to Microsoft in a subsequent
861 from the receiving vendor. Production Code
Attributes M ID 2/2
PG SAP Loading Group Product Group WS SAP Material Group to Microsoft Warehouse storage location number SAP Storage Location
127 Reference Number X AN 1/30
Reference number or identification number as defined for a particular Transaction Set, or as specified by the Reference Number Qualifier.
Reference numbers used to describe Microsoft specific product attributes, SAP Loading Group, SAP Material Group, or SAP Storage Location. Maximum field lengths for each reference number are PO Line Item - 5 characters SAP Loading Group - 4 characters SAP Material Group - 9 characters SAP Storage Location - 4 characters Turnkey (003050) 856 Vendor ASN DRAFT Page: 38 June 8, 1998

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Ref. Des. CTT01
010
Transaction Totals
Summary Optional 1 To transmit a hash total for a specific element in the transaction set 1 2 If either CTT03 or CTT04 is present, then the other is required. If either CTT05 or CTT06 is present, then the other is required. 1 This segment is intended to provide hash totals to validate transaction completeness and correctness.
Data Element Summary Data Element Name 354 Number of Line Items
Total number of line items in the transaction set Total number of HL segments
Attributes M N0 1/6
Turnkey (003050) 856 Vendor ASN DRAFT Page: 39 June 8, 1998

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Loop: Level: Usage: Max Use: Purpose: Syntax Notes: Semantic Notes: Comments:
020
Transaction Set Trailer
Summary Mandatory 1 To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments). 1 SE is the last segment of each transaction set.
Ref. Des. SE01 SE02 Data Element Summary Data Element Name 96 Number of Included Segments 329 Attributes M N0 1/10
Total number of segments included in a transaction set including ST and SE segments
Transaction Set Control Number M AN 4/9
Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set Turnkey (003050) 856 Vendor ASN DRAFT Page: 40 June 8, 1998

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Functional Group Trailer
030 Summary Mandatory 1 To indicate the end of a functional group and to provide control information 1 1 The data interchange control number GE02 in this trailer must be identical to the same data element in the associated Functional Header GS06. The use of identical data interchange control numbers in the associated functional group header and trailer is designed to maximize functional group integrity. The control number is the same as that used in the corresponding header.
Ref. Des. GE01 GE02 Data Element Summary Data Element Name 97 Number of Transaction Sets Included 28 Attributes M N0 1/6
Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element
Group Control Number
Assigned number originated and maintained by the sender
M N0 1/9
Turnkey (003050) 856 Vendor ASN DRAFT Page: 41 June 8, 1998