What is an EDI 861?
EDI 861, also known as a Receiving Advice/Acceptance Certificate, is an electronic data interchange transaction used after receiving a shipment to confirm receipt and report any issues with the delivery.
EDI 861 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 861?
EDI 861 includes several key details pertaining to a shipment, such as:
- PO Number
- Receipt Number
- Receiving location and contact information
- Items and quantities
- Date and time
A Receiving Advice Certificate can also indicate the state of the shipment upon receipt. These can include details like:
- Whether the shipment was received in whole or in part
- Any discrepancies between what was expected vs. delivered
- If, and how many, items were damaged in transit
How do I Use EDI 861?
When a shipment is received to a warehouse or store location, the receiving party can send an EDI 861 Receiving Advice/Acceptance Certificate back to the shipper, to let them know that the goods have been accepted.
In addition to date and time of delivery details, EDI 861 can also be matched against an EDI 850 Purchase Order or EDI 856 Advanced Shipping Notice to ensure the right products/cartons were received. This is especially helpful in settling disagreements about missing or damaged goods.
Upon receipt of an EDI 861 document, the receiving party will send back a confirmation in the form of an automated EDI 997 transaction.
What are the Benefits of EDI 861?
Like other EDI documents, EDI 861 Receiving Advice/Acceptance Certificates can be fully automated to help streamline partner communications and provide a virtual “paper trail” for orders. This automation also helps reduce reporting errors by using technology like handheld scanners to accurately report shipment details.
Using EDI 861 can also help improve shipment accuracy by providing key insights into when and in what state shipments are arriving at their destinations. For example, if shipments from a certain carrier show a pattern of late arrivals or damaged goods, the shipper may want to discontinue use of that partner.
Because EDI 861 can illuminate product quantity discrepancies, it can also be used by vendors to increase their inventory visibility. For example, when an EDI 861 document indicates the need for a return, the receipt of damaged goods, or an incorrect number of goods received, the inventory involved can be correctly accounted for.