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EDI Documents in Logistics

In the shipping and logistics domain, four main types of X12 EDIs are exchanged between the “shipper” and the “carrier”. The “shipper” is the entity wishing to transport a set of goods or items, while the “carrier” is responsible for their transportation. The shipper can be a manufacturer, a warehouse, or a retailer, whereas the carrier is typically a freight/logistics provider.

The 4 main types of X12 EDIs are;

  • Motor Carrier Load Tenders (204)
  • Load Tender Responses (990)
  • Shipment Statuses (214)
  • Freight Invoices (210)

Motor Carrier Load Tenders (204)

A Motor Carrier Load Tender is used by the shipper to “tender” a shipment of goods or items to interested carriers. This type of EDI primarily includes the following details, among others, to help carriers determine whether they can fulfill the requested shipment based on their schedules and available equipment.

  • A unique shipment identification number
  • Must respond by date of tender
  • Date and time details of the shipment
  • Stop-off details including geographic locations and expected date/time to reach at each such location
  • Shipment quantity, weight and packing details
  • Shipment pallet information
  • Expected equipment details (container, refrigerated container, trailer, etc.)
  • Special handling instructions
  • Any information regarding hazardous items (if applicable)

Load Tender Responses (990)

Once a Motor Carrier Load Tender is received by a freight or logistics provider, they have the option to send back a response either accepting or declining the tender. In both cases, an X12 EDI type called Load Tender Response will be sent back to the shipper who tendered the shipment. This response must be sent before the “must respond by date” included in the load tender elapses.

Accepted Response

If the carrier is willing to accept the load tender, they can respond with a 990 containing the “Reservation Action Code” set to “A”, which stands for “Reservation Accepted.” Depending on the shipper’s requirements, the carrier may need to include details such as the following in their accepted response.

  • The unique shipment identification number of the shipment being accepted
  • Standard Carrier Alpha Code (SCAC) details
  • Carrier ID assigned by the shipper
  • Carrier assigned reference number for the shipment

Declined Response

If the carrier is unable to accept the load tender, they can respond with a 990 containing the “Reservation Action Code” set to “D”, which stands for “Reservation Rejected/Declined.” Depending on the shipper’s requirements, the carrier may need to include details such as the following in their declined response.

  • The unique shipment identification number of the shipment being declined
  • Reason (or reason code) for the rejection

Shipment Statuses (214)

If the carrier accepts the load tender, the shipper typically expects the carrier to provide periodic shipment status updates while the shipment is being transported. The expected types of shipment statuses and the frequency varies depending on the shipper.

The main purpose of these statuses is to keep the shipper informed about the current state of the shipment (e.g., whether it has been picked up from the origin location), estimated pickup and delivery dates/times, and the current location of the shipment. In addition to these regular updates, shipment statuses are also used to notify the shipper of any unexpected incidents during transport, such as motor accidents and breakdowns.

Typically, most shippers expect the carrier to send at least the following types of shipment statuses. While some status types need to be sent only once per shipment, others, such as “En Route to Delivery Location”, are expected to be sent periodically during transportation.

  • Pickup Appointment (AA)
  • Arrived at Pickup Location (X3)
  • Departed Pickup Location (AF)
  • En Route to Delivery Location (X6)
  • Arrived at Delivery Location (X1)
  • Completed Unloading (D1)

Mainly the following details are included in these shipment status EDIs.

  • The unique shipment identification number of the shipment
  • Standard Carrier Alpha Code (SCAC) details
  • Other references such as stop sequence numbers and Bill of Lading numbers
  • Shipment Status type (e.g. Arrived at Pickup Location)
  • Status reasons (e.g. Accident)
  • Location details (can be either a physical address or location coordinates)
  • Equipment identifiers

Freight Invoices (210)

Once the shipment is fulfilled, the carrier is expected to send a Freight Invoice to the shipper to cover the shipment-related payments.

Mainly the following details are included in the freight invoices.

  • The unique shipment identification number of the shipment
  • Standard Carrier Alpha Code (SCAC) details
  • Net amount and method of payment
  • Other references such as Bill of Lading numbers, contract numbers
  • Route information of the shipment
  • Details of the equipment used for the shipment
  • Breakdown of the charges along with rates