EDI : Transportation Flow ANSI-X12 300 Series

The ANSI X12 300 series is specifically designed for transportation and logistics, particularly focusing on intermodal, ocean, and rail shipments. Here’s a detailed step-by-step breakdown of the flow and the purpose of each transaction set in the ANSI X12 300 series for transportation:

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1. Booking Request and Confirmation

Transaction Sets Used:

• 300 - Reservation (Booking Request)

  • Shipper or freight forwarder submits a request to reserve space for cargo with details like:
    • Origin and destination.
    • Description of the cargo.
    • Equipment requirements (containers, special handling).

• 301 - Confirmation (Booking and/or Order)

  • Carrier confirms the booking request.

Key Steps:

1. Shipper creates a 300 with shipment details and sends it to the carrier.
2. Carrier evaluates space availability and resources.
3. Carrier responds with a 301, confirming or rejecting the booking.
   • If confirmed, it includes booking numbers and equipment availability.

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2. Shipment Instructions

Transaction Sets Used:

• 303 - Booking Cancellation

  • Used if the shipper cancels or modifies the reservation.

• 304 - Shipping Instructions

  • Detailed instructions for handling the shipment:
    • Consignee and notify party details.
    • Special handling or hazardous material instructions.

Key Steps:

1. Shipper sends 304 to the carrier with detailed shipping instructions.
2. Carrier uses this information to prepare documentation like bills of lading.

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3. Status Updates

Transaction Sets Used:

• 315 - Status Details (Ocean)
  • Provides updates on the shipment's movement:
    • Departure, arrival, delays, or customs status.

Key Steps:

1. Carrier sends 315 to notify the shipper of important milestones, such as:
   • Departure from the port of origin.
   • Arrival at an intermediate or final destination.
   • Customs clearance or any delays.

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4. Equipment Management

Transaction Sets Used:

• 322 - Terminal Operations and Intermodal Ramp Activity

  • Provides details on equipment handling at terminals or ramps:
    • Equipment loading/unloading.
    • Equipment condition (damages, repairs, etc.).

• 323 - Vessel Schedule and Itinerary

  • Carrier provides planned vessel schedules, including:
    • ETAs (estimated time of arrival).
    • Port rotations.

Key Steps:

1. Carrier sends 323 to inform the shipper of the vessel's schedule.
2. Terminal operators exchange 322 updates with the carrier about cargo handling.

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5. Freight Bill and Invoicing

Transaction Sets Used:

• 310 - Freight Receipt and Invoice (Ocean)

  • Carrier sends the invoice for services provided.

• 315 - Status Details (used here for delivery confirmation).

  • Confirms that cargo has reached its destination.

Key Steps:

1. After delivery, carrier generates 310 and sends it to the shipper with billing details.
2. Shipper cross-verifies charges and makes payment.

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6. Payment and Remittance

Transaction Sets Used:

• 820 - Payment Order/Remittance Advice
  • Used by the shipper to make payment and send payment details to the carrier.

Key Steps:

1. Shipper processes the invoice received in 310.
2. Payment details are transmitted to the carrier via 820.

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7. Reporting and Audits

Transaction Sets Used:

• 997 - Functional Acknowledgment
  • Confirms receipt of EDI messages exchanged.
• 824 - Application Advice
  • Used for reporting issues in received documents, such as errors in the invoice or booking.

Key Steps:

1. Both shipper and carrier exchange 997 to confirm that transaction sets (e.g., 300, 301, 304) have been successfully received.
2. If discrepancies are identified (e.g., invoice mismatch), an 824 is used to report the issue.

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End-to-End Flow of the 300 Series:

1. 300 - Reservation (Booking Request): Shipper sends a booking request to the carrier.
2. 301 - Confirmation: Carrier confirms or rejects the request.
3. 303 - Booking Cancellation: Shipper cancels or adjusts the reservation if needed.
4. 304 - Shipping Instructions: Shipper sends detailed shipping instructions.
5. 315 - Status Details: Carrier provides shipment tracking updates.
6. 322 - Terminal Activity: Terminal operations and intermodal updates are shared.
7. 310 - Freight Invoice: Carrier invoices the shipper after shipment.
8. 820 - Payment Advice: Shipper sends payment to the carrier.
9. 997/824: Confirmation of receipt or issue reporting for transactions.

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Example Workflow:

1. Shipper sends 300 for a shipment from Mumbai to Rotterdam.
2. Carrier confirms the booking with 301, assigning a booking number.
3. Shipper sends 304 with detailed instructions, specifying refrigerated cargo.
4. Terminal sends 322, confirming the cargo has been loaded onto the vessel.
5. Carrier sends 315 updates, including the vessel's departure and ETA at Rotterdam.
6. Upon delivery, the carrier sends 310, invoicing the shipper.
7. Shipper makes payment via 820, closing the transaction.

This flow ensures all transportation activities are well-coordinated and documented. Let me know if you need specific examples of segments or data for any transaction!