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894 Pre-Delivery Notices & 856 Advanced Shipment Notices

Distributor guide to 894 pre-delivery and 856 ASN EDI files in Encompass: when they send, how to resend, and how to check if a retailer received one. Requires v23.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 23.01

Steps

When Do 894s and 856s send:
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  • 894s and 856s will send when all pallets on an invoice have been confirmed after the time set on system setting 253: Auto-Send Start Time: Start sending Confirmed Outbound Pre-Delivery/ASN EDI at this time.
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  • If pallets have been created but are not yet confirmed by the deadline set on system setting 254: Auto-Send Deadline Time: Send all un-sent Outbound Pre-Delivery/ASN EDI at this time. We will send all unconfirmed invoices at this time to ensure they make it to the retailer by delivery. 856 files must have all pallets confirmed prior to sending.
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How is a customer or chain connected to an 894 or 856 configuration?
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  • A customer or chain can be linked to an exchange configuration through an AR Account, a product group, or terms but is most commonly linked through an AR Account on the Exchange Configuration AR Account table.
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How to resend an 894 or 856 file?
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  1. Find the Invoice(s) that need to be resent.
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  2. Set the EDI Status on the invoice to Resend Pre-Delivery.
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  3. "Generate Outbound EDI Invoices" will run in the next 15 minutes to automatically send a new file to the retailer.
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How can I see if an invoice has sent through EDI?
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  1. Go to the invoice wanting to review.
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  2. Open Invoice View.
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  3. Scroll to the bottom and view the Exchange tasks (Note: All EDI files will have a link to the file that was sent to the retailer).
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Is a retailer saying they did not receive a file?
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  • If users check the exchange task that sent to the customer make sure to check the status. If it is showing successfully sent, that means the file was transmitted from the users ECP site.
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  • Sometime trading partners will send an MDN to confirm the file was received. This can be seen by viewing the details on an exchange task.
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  • If the exchange task shows successfully sent and there is an MDN it means the file was successfully sent and was received by the trading partner but does not guarentee the file processed successfully.
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  • If there is no exchange task on the invoice, nothing will have sent. Users can try resending the file to see if it will resend, or users may need to check to see if the invoice is tied to an exchange configuration by looking at the terms, ar account, and product group to see if it meets the filters on the configuration.
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  • If the file is not sent directly to the retailer, please contact the trading partner it sent to first before reaching out to Encompass to ensure the file was received and processed successfully on their end.

Fields And Definitions

856/ASN: An ASN or advanced shipment notice is a form of EDI that sends prior to delivery. This file contains the products and pallets that are expected to be delievered. ASNs can make the check in process quicker as the check in person scans the pallet, their system already knows exactly what is on the pallet. This file does not include prices.

894: An 894 or predevlivery invoices is a form of EDI that is sent prior to delivery. An 894 will usually contain all the invoice data such as pricing, products and quantities. An 894 can help get an invoice into a retailers system prior to check-in.

EDI Status: A field which will show the last type of EDI sent on the invoice. This can be used to resend EDI by manually changing the EDI Status.

MDN: A form of confirmation a file was received.

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