What is an EDI 214?
The EDI 214 Transportation Carrier Shipment Status Message is an electronic data interchange (EDI) transaction code sent by a carrier, such as a trucking company or third-party logistics company (3PL) to a shipper and/or buyer, to let them know the status of their shipment.
EDI 214 documents follow the x12 format set by the American National Standards Institute (ANSI), a not-for-profit organization that regulates EDI formats in the U.S.
What are the Essential Components of EDI 214?
EDI 214 must include several pieces of information regarding the shipment in question. These include, but are not limited to:
- Purchase Order number
- Shipper, carrier, and receiver contact information
- Shipment details, including products, packaging, and load information
- Pickup and destination addresses
- Route information
- Expected delivery or ETA
- Proof of delivery, when applicable
- Shipment status details, including reasons for delay or changes where applicable
It’s important that the load information on the 214 document matches other documents relating to the order, including the EDI 850 Purchase Order, EDI 204 Motor Carrier Load Tender, and EDI 211 Motor Carrier Bill of Lading, and others.
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How do I Use EDI 214?
Normally, EDI 214 Transportation Carrier Shipment Status Messages are sent in response to key shipping events. For example, a shipper may want to know when a carrier has left the pickup location, when they arrive at the destination, and/or when the truck leaves the destination, with the delivery complete.
When these events occur, the carrier sends EDI 214 to let the shipper know where the shipment is in the process. EDI 214 can also be used to let trading partners know about delays, such as traffic from an accident, or weather delays that may impact the expected delivery date and time.
The information on EDI 214 can be used to match details on the load tender and bill of lading when the shipper receives the EDI 210 Motor Carrier Freight Details and Invoice. This helps the shipper verify key details before issuing payment and can be used to alert the carrier to any discrepancies, if necessary.
After receiving EDI 214, buyers and shippers usually respond with an EDI 997 Functional Acknowledgement.
What are the Benefits of EDI 214?
EDI 214 offers important benefits to shippers and carriers. As mentioned above, receiving EDI 214 enables shippers to authenticate details on 210 invoices before paying. Additionally, shippers can use EDI 214 to evaluate carrier performance. For example, if a carrier consistently arrives later than the originally expected date, the shipper may choose another carrier in order to meet a buyer’s requested timeline.
On the other hand, carriers can use EDI 214 to prove their performance, by showing consistency across the shipping and delivery process. Additionally, by providing accurate numbers on the EDI 214 documents, the carrier can avoid invoice discrepancies and streamline the payments process, allowing them to recognize revenue quickly.
Another benefit of using EDI is that suppliers can use the relevant information to keep buyers appraised of order statuses. For example, if there is a delay on the road, sending EDI 214 enables the supplier to alert the buyer to the situation, so they can adjust receiving plans such as dock schedules and staff hours. Being “in the know” helps prevent buyer frustrations, which can negatively impact trading partner relationships.