ADVANCE SHIP NOTICE SPECIFICATIONS
(last revision: 08-07-06)
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TABLE OF CONTENTS
TERMINOLOGY ........................................................................................................................ 3 DATA FILE RECORD SUMMARY ............................................................................................. 4 Beginning Communication Records ....................................................................................... 4 ASN Header Records ............................................................................................................. 4 ASN Detail Records ............................................................................................................... 4 ASN Summary Records ......................................................................................................... 5 Ending Communication Records ............................................................................................ 5 SAMPLE TRANSACTION FILE ................................................................................................. 6 DATA RECORD DESCRIPTIONS ............................................................................................. 8 BUSINESS USAGE ................................................................................................................... 8 Hierarchical Level Assignments ............................................................................................. 9 ISA Interchange Control Header ...............................................................................................10 GS Functional Group Header ....................................................................................................11 ST Transaction Set Header .......................................................................................................12 BSN Beginning Segment ..........................................................................................................13 HL Hierarchical Level – Shipment .............................................................................................14 TD1 Lading Quantity .................................................................................................................15 TD5 Routing Information ...........................................................................................................16 TD3 Carrier Equipment Information...........................................................................................17 Reference Information...............................................................................................................18 DTM Date / Time Reference .....................................................................................................19 FOB F.O.B. Related Instructions ...............................................................................................20 N1 Name...................................................................................................................................21 N2 Additional Name Information ...............................................................................................22 N3 Address Information ............................................................................................................23 N4 Geographic Information .......................................................................................................24 HL Hierarchical Level – Order ...................................................................................................25 PRF Purchase Order Reference ...............................................................................................26 HL Hierarchical Level – Pack ....................................................................................................27 MAN Marks And Numbers ........................................................................................................28 HL Hierarchical Level – Item .....................................................................................................29 LIN Item Identification ...............................................................................................................30 SN1 Item Shipment Detail .........................................................................................................31 PID Product Item Description ....................................................................................................32 CTT Transaction Totals.............................................................................................................33 SE Transaction Set Trailer ........................................................................................................34 GE Functional Group Trailer .....................................................................................................35 IEA Interchange Control Trailer .................................................................................................36
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TERMINOLOGY
The following abbreviations and terminology are used relating to data records and/or attributes of data fields: M/O – this designation is used to identify data fields as being Mandatory or Optional. Mandatory data records and data fields must be used – they are required. Optional data records do not need to appear. ID – this designation is used to identify an identifier data field. Identifier data fields are alphanumeric in their data type. AN – this designation is used to identify an alpha-numeric data field type. TM – this designation is used to identify a time data field. o 4-digit time fields are formatted as: HHMM DT – this designation is used to identify a date data field. o 6-digit dates are formatted as: YYMMDD o 8-digit dates are formatted as: YYYYMMDD Nd – this designation is used to identify a numeric data field where the “d” indicates the number of implied decimal places allowed. o N0 = a number with no decimal places, i.e. an integer o N2 = a number with 2 decimal places – for example, $15.25 would be represented as 15.25; $25.00 would be represented as 25; $9.70 would be represented as 9.7; leading and trailing zeros are not required. X/Y – this designation is used to identify the minimum (X) and maximum (Y) size of a data field in terms of the total number of alphanumeric characters.
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DATA FILE RECORD SUMMARY
The advance ship notice file is structured with the following data records, as shown below. Data record types have been divided by functional use. When multiple data records are related, they are noted as belonging to a Record Group. For Record Groups, the Record Group name is noted, and the Maximum Use column indicates the maximum number of repeated occurrences for the record group. Data records belonging to the Record Group will follow, with the Maximum Use column indicating the maximum number of times that data record can appear within an occurrence of the record group.
Beginning Communication Records
M/O M M Record ID ISA GS Record Name Interchange Control Header Functional Group Header Maximum Use 1 1 Record Group
ASN Header Records
M/O M M Record ID ST BSH Record Name Transaction Set Header Beginning Segment Maximum Use 1 1 Record Group
ASN Detail Records
M/O M O O O O O O M O O O M Record ID HL TD1 TD5 TD3 REF DTM FOB N1 N2 N3 N4 HL Record Name GROUP: Shipment Hierarchical Level – Shipment Lading Quantity Routing Information Carrier Equipment Information Reference Identification Date / Time Information F.O.B. Information GROUP: N1 Name Additional Name Information Address Information Geographic Information GROUP: Order Hierarchical Level – Order Maximum Use 200,000 1 1 1 1 7 1 1 3 1 1 1 1 200,000 1 Record Group HL HL HL HL HL HL HL HL N1 N1 N1 N1 N1 HL HL
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M/O M M M M M M O
Record ID PRF HL MAN HL LIN SN1 PID
Record Name Purchase Order Reference GROUP: Pack Hierarchical Level – Pack Marks And Numbers GROUP: Item Hierarchical Level – Item Item Identification Item Shipment Detail Product Item Detail
Maximum Use 1 200,000 1 1 200,000 1 1 1 4
Record Group HL HL HL HL HL HL HL HL HL
ASN Summary Records
M/O M M Record ID CTT SE Record Name Transaction Totals Transaction Set Trailer Maximum Use 1 1 Record Group
Ending Communication Records
M/O M M Record ID GE IEA Record Name Functional Group Trailer Interchange Control Trailer Maximum Use 1 1 Record Group
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SAMPLE TRANSACTION FILE
The following is a sample advance ship notice transaction data file. Note that due to page width limitations, the first record – ISA – wraps to a second line. However, there is no carriage return line feed break within this record.
ISA|00| |00| |ZZ|8147427700 |ZZ|2016664221 |050328|0919|U|00401|000001519|0|P|>~ GS|SH|8147427700|2016664221|20050328|0919|1520|X|004010~ ST|856|1521~ BSN|00|shipment number|20050328|12:00~ HL|1||S~ TD1|CTN25|100~ TD5||2|RDWY~ TD3|TL||Trailer~ REF|BM|BOL Number~ REF|CN|8009839900~ HL|2|1|O~ PRF|po number 1||20050301~ HL|3|2|P~ MAN|GM|Pack Number 1~ HL|4|3|I~ LIN||UP|983847489~ SN1||25|EA~ PID|F|08|||Item number 1~ PID|F|74|||Large~ PID|F|75|||Black~ HL|5|3|I~ LIN||UP|97377483779~ SN1||25|EA~ PID|F|08|||Item Number 2~ PID|F|74|||Large~ PID|F|75|||Blank~ HL|6|2|P~ MAN|GM|Pack Number 2~ HL|7|6|I~ SN1||50|EA~ PID|F|08|||Item number 3~ PID|F|74|||Large~ PID|F|75|||Black~ HL|8||S~ TD1|CTN25|76~ TD5||2|RDWY~ TD3|TL||Trailer~ REF|BM|Bol Number 2~ HL|9|8|O~
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PRF|PO Number 2||20050301~ HL|10|9|P~ MAN|GM|Pack Number 3~ HL|11|10|I~ LIN||UP|937738489~ SN1||76|EA~ PID|F|08|||Item number 4~ PID|F|74|||Large~ PID|F|75|||Green~ SE|46|1521~ GE|1|1520~ IEA|1|000001519~
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DATA RECORD DESCRIPTIONS
The following sections provide detail descriptions of each data record. Some data fields have required default values; other data field values are limited to the list of choices. This information will be noted along with the data field name in the Data Field Name column. Descriptive information is provided after some default data field values for clarity only, and is not to be included with the field value in the data record.
BUSINESS USAGE
The use of the Advance Ship Notice (ASN) is optional. However, the buying party will likely find its use beneficial as an electronic bill of lading. The basic structure of the ASN is: Shipment Order Tare (Pallet) Pack (Carton or Master Carton) Item
NOTE: The MDX ASN does not currently permit the use of pallet-level marking. The Tare record information is included for educational purposes only. Essentially, the above structure says the following: A shipment is a collection of goods all being sent to the same physical location. There can be multiple (purchase) orders within a shipment. Each order can contain zero to many pallets of goods. o If pallets exist, there can be one or many packs (cartons or master cartons) on the pallet. o If no pallets exist, there can be one or many packs (cartons or master cartons) within the order. There can be one or many items within a pack. The items can be the same or different. Regardless, for each item in a pack, the item quantity within the pack will be identified.
The traditional use of the ASN is in conjunction with a barcode carton or pallet label, sometimes referred to as the “UCC-128 label” because the barcode type is a UCC-128. The data in the barcode represents the Serialized Shipment Container Code (SSCC). The data components of the SSCC are primarily: A code indicating the packaging level, for example: o 0 = Carton o 1 = Master Carton o 2 = Pallet The manufacturer’s identification number assigned by the Uniform Code Council. A nine-digit unique non-repeating (for a minimum of 30 months) sequential number. A single digit check digit computed from the other digits in the SSCC.
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In the traditional use, the ASN is sent by the selling party at the same time (or at least the same day) as the shipment physically leaves, and at minimum 24 to 48 hours before the shipment arrives at the buying party’s warehouse, distribution center, or store (for direct-to-store shipments). This allows the buying party sufficient time to receive the ASN and pass the data to its warehouse management system (WMS) in suspense or a waiting / holding queue. When the shipment arrives at the receiving facility, the SSCC is scanned and a reconciliation attempt is made with the SSCC’s held in suspense. If a match is found, the carton / master carton / pallet is cleared for receiving because it was expected. Because of the nature of the data in the ASN, the products and product quantities within each carton / master carton / pallet are known, and the inventory receipts can be automatically posted in the WMS. If a match is not found, the inbound carton / master carton / pallet is held to the side for further review. At present, the MDX does not offer label printing capabilities which match ASN data to a carton label. The recommended initial implementation of the ASN is for use as an electronic bill of lading, without an SSCC reconciliation as described above. The buying party would continue to receive goods using current technology and business procedures; however, the buying party can take advantage of the ASN by programmatically comparing the received quantities to the ASN prior to accepting the shipment or posting the inventory data as received to their WMS. This would be more efficient than a manual comparison to a paper bill of lading document as is likely the existing procedure.
Hierarchical Level Assignments
The assignment of hierarchical levels requires a numerical counter within the software application (program) generating the ASN, and several variables to reference the parent hierarchical levels of a data record. Except for the HL record at the shipment level, which is the top hierarchical level in the ASN, each subsequent HL record will contain the current hierarchical level and a reference to the parent hierarchical level number. As such: The parent of an order is a shipment. The parent of a pack is an order. The parent of an item is the pack.
The shipment will always begin with HL 1. The first order under a shipment will be HL 2, and reference HL 1 as the parent shipment. The first pack in the first order of a shipment will be HL 3 and reference the order (HL 2) as the parent. Regardless of the number of hierarchical levels, do not reset the counter throughout the creation of the ASN.
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ISA Interchange Control Header
This is a mandatory data record. M/O M M M M M M M M M M M M M Data Field Identifier ISA01 ISA02 ISA03 ISA04 ISA05 ISA06 ISA07 ISA08 ISA09 ISA10 ISA11 ISA12 ISA13 Data Field Name & Value Notes Authorization Information Qualifier 00 (double-zero) Authorization Information Must be 10 spaces Security Information Qualifier 00 (double-zero) Security Information Must be 10 spaces Interchange ID Qualifier ZZ Interchange Sender ID Your MDX communication ID Interchange ID Qualifier ZZ Interchange Receiver ID The MDX communication ID of your trading partner Date Time Formatted: YYMMDD TM Formatted HHMM ID ID N0 1/1 5/5 9/9 4/4 Format ID AN ID AN ID AN ID AN DT Min/Max Length 2/2 10/10 2/2 10/10 2/2 15/15 2/2 15/15 6/6
Interchange Standards Identifier U Interchange Standards Version Number 00401 Interchange Control Number A unique, sequential, non-repeating number beginning at 000000000 and continuing to 999999999 before turning over again to 000000000. Acknowledgement Request Indicator 0 (zero) Test / Production Flag T (Use the T code while testing with your trading partner) P (Once testing has been successfully completed and you are ready to go live, this flag should be set to P) Unused Field > (greater than sign)
M M
ISA14 ISA15
ID ID
1/1 1/1
M
ISA16
ID
1/1
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GS Functional Group Header
This is a mandatory data record. M/O M M M M M M Data Field Identifier GS01 GS02 GS03 GS04 GS05 GS06 Data Field Name & Value Notes Transaction Identification Code SH Sender’s Communication ID Your MDX communication ID Receiver’s Communication ID Your trading partner’s MDX communication ID Transaction Date Formatted YYMMDD Transaction Time Formatted HHMM Group Control Number A unique serialized number – may be a sequential continuation of ISA13 Agency Code X Version / Release Identification 004010 Format ID AN AN DT TM N0 Min/Max Length 2/2 2/15 2/15 6/6 4/4 1/9
M M
GS07 GS08
ID ID
1/1 1/12
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ST Transaction Set Header
This is a mandatory data record. M/O M M Data Field Identifier ST01 ST02 Data Field Name & Value Notes Transaction Set Header Identification Code 856 Transaction Set Control Number A unique serialized number – may be a sequential continuation of GS06 Format ID N0 Min/Max Length 3/3 4/9
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BSN Beginning Segment
This is a mandatory data record. M/O M Data Field Identifier BSN01 Data Field Name & Value Notes Transaction Set Purpose Code 00 – Original 01 – Cancellation 05 – Replacement Shipment Identification A unique shipment identifier assigned by the shipping party. Ship Date Ship Time ASN Structure Code 0001 – Shipment / Order / Pack / Item Format ID Min/Max Length 2/2
M
BSN02
AN
2/30
M M M
BSN03 BSN04 BSN05
DT TM ID
8/8 4/4 4/4
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HL Hierarchical Level – Shipment
This is a mandatory data record. M/O M O M Data Field Identifier HL01 HL02 HL03 Data Field Name & Value Notes Hierarchical Level Number (not used at the shipment level) Hierarchical Level Code S – Shipment Format N0 -ID Min/Max Length 1/12 -1/2
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TD1 Lading Quantity
This is an optional data record. M/O M M Data Field Identifier TD101 TD102 Data Field Name & Value Notes Packaging Code CTN25 – Carton Lading Quantity – number of cartons Format AN N0 Min/Max Length 3/5 1/7
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TD5 Routing Information
This is an optional data record. M/O O M M O M Data Field Identifier TD501 TD502 TD503 TD504 TD505 Data Field Name & Value Notes (reserved for future use) Identification Code Qualifier 2 – Standard Carrier Alpha Code Identification Code (SCAC) (reserved for future use0 Routing / Carrier Name Format -ID AN -AN Min/Max Length -½ 2/80 -1/35
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TD3 Carrier Equipment Information
This is an optional data record. M/O M Data Field Identifier TD301 Data Field Name & Value Notes Equipment Description Code AF – Air Freight TL – Trailer (reserved for future use) Equipment Number – trailer number, seal number, etc. Format ID Min/Max Length 2/2
O M
TD302 TD303
-AN
-1/10
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Reference Information
This is an optional data record. M/O M Data Field Identifier REF01 Data Field Name & Value Notes Reference Identification Qualifier CT – Contract Number IA – Internal Vendor Number BM – Bill Of Lading Number CN – Carrier’s Reference (i.e. PRO #) 11 – Account Number DP – Department Number PK – Packing List Number Reference Identification Data Format ID Min/Max Length 2/3
M
REF02
AN
1/30
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DTM Date / Time Reference
This is an optional data record. M/O M M Data Field Identifier DTM01 DTM02 Data Field Name & Value Notes Date / Time Qualifier 011 – Date Shipped Date Shipped Format ID DT Min/Max Length 3/3 8/8
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FOB F.O.B. Related Instructions
This is an optional data record. M/O M Data Field Identifier FOB01 Data Field Name & Value Notes Shipment Method Of Payment CC – Collect CF – Collect, freight credited back to customer PC – Prepaid, charged to customer PP – Prepaid by seller MX – Mixed Location Qualifier DE – Shipping Destination OR – Ship Point Origin PE – Port Of Entry TP – Third Party Description (reserved for future use) (reserved for future use) Location Qualifier CA – Country Of Origin Description Format ID Min/Max Length 2/2
M
FOB02
ID
2/2
M O O M M
FOB03 FOB04 FOB05 FOB06 FOB07
AN --ID AN
1/80 --2/2 1/80
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N1 Name
This is a mandatory data record. M/O M Data Field Identifier N101 Data Field Name & Value Notes Entity Identifier Code ST – Ship To SF – Ship From VN – Vendor Name Identification Code Qualifier 92 – Assigned by Buyer Identification Code Format ID Min/Max Length 2/3
M M M
N102 N103 N104
AN ID AN
1/60 1/2 2/80
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N2 Additional Name Information
This is an optional data record. M/O M Data Field Identifier N201 Data Field Name & Value Notes Name Format AN Min/Max Length 1/60
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N3 Address Information
This is an optional data record. M/O M O Data Field Identifier N301 N302 Data Field Name & Value Notes Address Line 1 Address Line 2 Format AN AN Min/Max Length 1/55 1/55
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N4 Geographic Information
This is an optional data record. M/O M M M M Data Field Identifier N401 N402 N403 N404 Data Field Name & Value Notes City Name State or Province Code – use postal standards Postal Code Country Code – use postal standards Format AN AN AN AN Min/Max Length 2/30 2/2 3/15 2/3
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HL Hierarchical Level – Order
This is a mandatory data record. M/O M M M Data Field Identifier HL01 HL02 HL03 Data Field Name & Value Notes Hierarchical ID Number Hierarchical Parent ID Number Hierarchical Level Code O – Order Format N0 N0 ID Min/Max Length 1/12 1/12 1/2
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PRF Purchase Order Reference
This is a mandatory data record. M/O M O O M Data Field Identifier PRF01 PRF02 PRF03 PRF04 Data Field Name & Value Notes Purchase Order Number Release Number (reserved for future use) Purchase Order Date Format AN AN -DT Min/Max Length 1/22 1/30 -8/8
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HL Hierarchical Level – Pack
This is a mandatory data record. M/O M M M Data Field Identifier HL01 HL02 HL03 Data Field Name & Value Notes Hierarchical ID Number Hierarchical Parent ID Number Hierarchical Level Code P – Pack Format N0 N0 ID Min/Max Length 1/12 1/12 1/2
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MAN Marks And Numbers
This is a mandatory data record. M/O M M Data Field Identifier MAN01 MAN02 Data Field Name & Value Notes Marks And Numbers Qualifier GM – Serialized Shipping Container Code Marks And Numbers Data Format ID AN Min/Max Length 1/2 1/48
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HL Hierarchical Level – Item
This is an optional data record. M/O M M M Data Field Identifier HL01 HL02 HL03 Data Field Name & Value Notes Hierarchical ID Number Hierarchical Parent ID Number Hierarchical Level Code I – Item Format N0 N0 ID Min/Max Length 1/12 1/12 1/2
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LIN Item Identification
This is a mandatory data record. M/O M M Data Field Identifier LIN01 LIN02 Data Field Name & Value Notes Line Number Product / Service ID Qualifier IN – Buyer’s Item Number VP – Vendor’s Part Number UP – Universal Product Code (UPC) Product / Service ID Product / Service ID Qualifier IN – Buyer’s Item Number VP – Vendor’s Part Number UP – Universal Product Code (UPC) Product / Service ID Product / Service ID Qualifier IN – Buyer’s Item Number VP – Vendor’s Part Number UP – Universal Product Code (UPC) Product / Service ID Format AN ID Min/Max Length 1/20 2/2
M O
LIN03 LIN04
AN ID
1/48 2/2
O O
LIN05 LIN06
AN ID
1/48 2/2
O NOTES:
LIN07
AN
1/48
(a) If a Product / Service ID Qualifier is used, then the following Product / Service ID must exist. (b) A Product / Service ID Qualifier can be used only once per LIN data record.
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SN1 Item Shipment Detail
This is a mandatory data record. M/O O M M Data Field Identifier SN101 SN102 SN103 Data Field Name & Value Notes (reserved for future use) Number of units shipped in the pack Unit Of Measure for SN102 18 – 55 Gallon Drum BF – Board Foot BG – Bag BX – Box CA – Case CG – Card DZ – Dozen EA – Each FT – Foot GA – Gallon GH – Half Gallon HC – Hundred Count HR – Hours IN – Inch KT – Kit LB – Pound LF – Linear Foot LN – Length LT - Liter LY – Linear Yard MO – Months PA – Pail PC – Piece PH – Pack (PAK) PK – Package PL – Pallet/Unit Load PR – Pair PT – Pint PV – Half Pint Q4 – Fifty QT – Quart RL – Roll SF – Square Foot SH – Sheet SL – Sleeve ST – Set SY – Square Yard TB – Tube TH – Thousand YD – Yard Format -N0 ID Min/Max Length -1/10 2/2
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PID Product Item Description
This is an optional data record. M/O M M Data Field Identifier PID01 PID02 Data Field Name & Value Notes Item Description Type F – Free form Product Characteristic Code 08 – Product 74 – Vendor Size Description 75 – Buyer’s Color Description HZ – Hazardous Materials (reserved for future use) (reserved for future use) Product Description Format ID ID Min/Max Length 1/1 2/3
O O M
PID03 PID04 PID05
--AN
--1/80
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CTT Transaction Totals
This is a mandatory data record. M/O M Data Field Identifier CTT01 Data Field Name & Value Notes Number of Line Items (# of LIN data records) Format N0 Min/Max Length 1/6
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SE Transaction Set Trailer
This is a mandatory data record. M/O M M Data Field Identifier SE01 SE02 Data Field Name & Value Notes Total number of data records, counted from the ST to the SE inclusive of the ST and SE records. Transaction set control number from the ST record. Format N0 AN Min/Max Length 1/10 4/9
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GE Functional Group Trailer
This is a mandatory data record. M/O M M Data Field Identifier GE01 GE02 Data Field Name & Value Notes Total number of transaction sets Group control number from the GS record. Format N0 N0 Min/Max Length 1/6 1/9
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IEA Interchange Control Trailer
This is a mandatory data record. M/O M M Data Field Identifier IEA01 IEA02 Data Field Name & Value Notes Total number of functional groups. Interchange control number from ISA record. Format N0 N0 Min/Max Length 1/5 9/9
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