The EDI 214 (Transportation Carrier Shipment Status Message)

 The EDI 214 (Transportation Carrier Shipment Status Message) is a crucial document for providing real-time visibility into the movement of goods.¹ When a business involves multiple pick-up and drop-off points on a single route (often called multi-stop or milk-run shipments), the EDI 214 becomes even more vital for managing the complex logistics.

Here's how the EDI 214 works in a business with multiple pick and drop scenarios:

Core Functionality of EDI 214

The EDI 214 is sent by the carrier (e.g., trucking company, 3PL) to the shipper (the party arranging the transport, often the owner of the goods) and/or the consignee (the recipient of the goods at a particular stop).³ Its primary purpose is to provide updates on the status of a shipment as it progresses.⁴

Key information conveyed in an EDI 214 includes:

• Shipment Identification: Unique identifiers like Bill of Lading (BOL) number, Purchase Order (PO) number, shipment reference numbers.⁵
• Carrier Details: SCAC (Standard Carrier Alpha Code), equipment numbers (truck, trailer).⁶
• Dates and Times: Actual or estimated dates and times for various events (e.g., pickup, arrival, departure, delivery).⁷
• Locations: Specific addresses (city, state, zip) or location codes where events occurred.
• Status Codes: Standardized codes indicating the current status (e.g., 'AF' for Actual Pickup, 'X4' for Arrived at Delivery Location, 'D1' for Delivered, 'AD' for Appointment Delivered).
• Reason Codes: If there are exceptions or delays (e.g., 'WL' for weather delay, 'MC' for mechanical issue).⁸
• Proof of Delivery (POD) Details: For delivery events, this can include who signed, date, and time.⁹

EDI 214 in Multiple Pick and Drop Scenarios

In a multi-stop scenario, a single truckload or Less Than Truckload (LTL) shipment might have:

• Multiple Pickups: Goods collected from several different supplier locations.
• Multiple Deliveries: Goods dropped off at various consignee locations.
• A combination: Picking up from multiple suppliers and delivering to multiple retailers.

The EDI 214 is structured to handle this complexity by providing status updates at the stop level as well as the overall shipment level.

Here's how it typically works step-by-step:

1. Initial Load Tender (EDI 204):

   • The shipper initiates the multi-stop route by sending an EDI 204 (Motor Carrier Load Tender) to the carrier.
   • This 204 specifies all the pick-up and drop-off locations in sequence, along with the details of the goods at each stop (e.g., PO numbers, item quantities for each pick-up, and which items are for which drop-off). Each stop usually has a unique sequence number.

2. Carrier Response (EDI 990):

   • The carrier responds with an EDI 990 (Response to Load Tender), accepting or declining the entire multi-stop load.¹⁰

3. Shipment Status Updates (EDI 214 - Multiple Transmissions):

   • The carrier sends multiple EDI 214s throughout the journey, providing granular updates for each significant event at each stop.¹¹

   • Pickup Stops:

     • EDI 214 (Arrival at Pickup Location - 'X1'): Sent when the carrier arrives at the first pickup location.
     • EDI 214 (Departure from Pickup Location - 'AF' for Actual Pickup or 'DP' for Departed Pickup): Sent after goods are loaded and the truck leaves the pickup site.
     • This sequence repeats for every subsequent pickup location.

   • In-Transit / En Route:

     • EDI 214 (En Route - 'B6'): Can be sent periodically or at specific checkpoints between stops to provide general status updates.¹² This is particularly useful for long hauls between stops.
     • EDI 214 (Delay/Exception - 'AD' with Reason Code): If there's an unforeseen event (e.g., breakdown, weather, traffic), a 214 is sent with an exception status code and a corresponding reason code.¹³

   • Delivery Stops:

     • EDI 214 (Arrival at Delivery Location - 'X4' or 'AR'): Sent when the carrier arrives at a specific drop-off location.
     • EDI 214 (Delivery Confirmation - 'D1' for Delivered or 'CL' for Completed): Sent after the goods designated for that specific stop have been successfully unloaded and signed for. This 214 might include proof of delivery details (e.g., signature name, date/time).
     • EDI 214 (Departure from Delivery Location - 'DP'): Sent after the truck leaves the delivery site.
     • This sequence repeats for every subsequent drop-off location.

   • Final Delivery:

     • A final EDI 214 will confirm the completion of the entire route once the last delivery stop is finished.

Key Data Elements for Multi-Stop EDI 214s:

To differentiate between stops and associate updates with specific portions of the load, the EDI 214 typically uses:

• LX Segment (Assigned Number): This segment is crucial. It often carries the stop sequence number from the original EDI 204 load tender, clearly identifying which stop the status update pertains to.
• N1/N3/N4 Segments (Location Information): These segments detail the specific address of the location (pickup or drop-off) where the status event occurred.¹⁴
• AT7 Segment (Shipment Status Details): Contains the actual status code (e.g., 'AF', 'D1', 'X4'), date, and time of the event.
• L11 Segment (Business Instructions and Reference Number): Can carry additional reference numbers related to a specific stop, such as a specific delivery order number or store number for that drop.¹⁵

Business Value and Scenarios in Multi-Stop Shipments:

The robust use of EDI 214 in multi-stop scenarios provides significant benefits:

1. Enhanced Visibility for Shippers:

   • Proactive Planning: Shippers can track the progress of each leg of a multi-stop route.¹⁶ If a truck is delayed at one pick-up or drop-off, they know how it impacts subsequent stops and can adjust expectations or resources.
   • Inventory Management: For retailers or distributors, knowing exactly when goods will arrive at specific stores or distribution centers (DCs) allows for efficient labor scheduling for receiving and reduces potential stock-outs or overstock situations.
   • Customer Service: If the end customer is waiting for a delivery that's part of a multi-stop route, customer service teams can provide highly accurate updates based on the granular 214 messages.

2. Optimized Carrier Operations:

   • Dispatch & Planning: Carriers use 214 data internally to monitor driver progress, identify potential delays, and react quickly to issues.¹⁷
   • Proof of Performance: The detailed 214s serve as documented proof of pick-up and delivery times for each stop, which is crucial for billing accuracy (EDI 210) and performance metrics.¹⁸
   • Exception Management: Automated 214s with exception codes allow dispatchers to focus only on shipments that require intervention, rather than manually tracking every single one.¹⁹

3. Reduced Discrepancies and Disputes:

   • By providing a clear audit trail of events at each stop, the EDI 214 helps to minimize disputes over late deliveries, missed pickups, or billing discrepancies, as all parties have a consistent record of events.

4. Improved Collaboration:

   • Retailers can provide stores with precise arrival windows, improving efficiency at receiving docks.
   • Suppliers know exactly when their goods are picked up and delivered, aiding in their own inventory and sales reconciliation.²⁰

Example Flow for a 2-Pick / 3-Drop Route:

Imagine a truck picking up goods from Supplier A, then Supplier B, and delivering to Retail Store X, then Retail Store Y, and finally Retail Store Z.

1. EDI 204: Sent by Shipper, detailing all 5 stops (2 pick, 3 drop) in sequence.
2. EDI 214 (Stop 1 - Pickup A):
   • LX*1 (Stop 1)
   • AT7*X1 (Arrived at Pickup Location)
   • N1*SF*Supplier A (Location details for Supplier A)
   • AT7*AF (Actual Pickup)
   • AT7*DP (Departed Pickup Location)
3. EDI 214 (Stop 2 - Pickup B):
   • LX*2 (Stop 2)
   • AT7*X1 (Arrived at Pickup Location)
   • N1*SF*Supplier B (Location details for Supplier B)
   • AT7*AF (Actual Pickup)
   • AT7*DP (Departed Pickup Location)
4. EDI 214 (Stop 3 - Drop-off X):
   • LX*3 (Stop 3)
   • AT7*X4 (Arrived at Delivery Location)
   • N1*ST*Retail Store X (Location details for Retail Store X)
   • AT7*D1 (Delivered)
   • AT7*DP (Departed Delivery Location)
5. EDI 214 (Stop 4 - Drop-off Y):
   • LX*4 (Stop 4)
   • AT7*X4 (Arrived at Delivery Location)
   • N1*ST*Retail Store Y (Location details for Retail Store Y)
   • AT7*D1 (Delivered)
   • AT7*DP (Departed Delivery Location)
6. EDI 214 (Stop 5 - Drop-off Z):
   • LX*5 (Stop 5)
   • AT7*X4 (Arrived at Delivery Location)
   • N1*ST*Retail Store Z (Location details for Retail Store Z)
   • AT7*D1 (Delivered)
   • AT7*DP (Departed Delivery Location)
7. Final EDI 214 (Overall Shipment Complete): A final 214 can be sent for the entire Bill of Lading, indicating that all legs of the journey are complete.

While the AT7 segment itself indicates what status occurred (e.g., arrived, departed, delivered) and when (date/time), it doesn't inherently contain the stop number. The stop number and other stop-specific references are typically found in other segments within the loop structure that surrounds the AT7.

Let's break down the typical structure and where to find that crucial stop information, especially concerning LX and L11 segments.

EDI 214 Segment Structure for Multiple Stops

The EDI 214 uses a hierarchical structure with loops to associate status updates with specific stops. The primary loop for stop-level detail is the LX (Assigned Number) Loop.

Here's a simplified representation of the relevant segments:

ST  - Transaction Set Header (beginning of the 214 document)
B10 - Beginning Segment for Transportation Carrier Shipment Status Message (overall shipment details)

    Loop LX (Assigned Number - REPEATS for EACH STOP)
        LX01 - Assigned Number (This is the STOP NUMBER!)
        
        Optional Segments within LX loop for stop-specific details:
        
        N1/N3/N4 - Name, Address, Geographic Location (details of the stop location)
        
        L11 - Business Instructions and Reference Number (Can contain stop-specific references)
            L1101 - Reference Identification (e.g., PO number, store number)
            L1102 - Reference Identification Qualifier (e.g., "PO" for Purchase Order, "QN" for Quantity, "SI" for Shipper's Identifying Number)
            
        AT7 - Shipment Status Details (Status event for THIS specific stop)
            AT701 - Shipment Status Code (e.g., 'X1' Arrived, 'AF' Actual Pick-Up, 'D1' Delivered)
            AT702 - Shipment Status Reason Code (e.g., 'NS' No Delay, 'WL' Weather Delay)
            AT703 - Date
            AT704 - Time
            
        Other segments relevant to the stop (e.g., AT8 for stop-level weight/quantity)

SE - Transaction Set Trailer (end of the 214 document)

How Stop Information is Conveyed (LX and L11)

1. LX Segment (The Primary Stop Indicator):

   • The LX segment is the most direct way to indicate which stop an AT7 status refers to.

   • LX01 - Assigned Number: This element is the stop number. It typically corresponds directly to the stop sequence number provided in the original EDI 204 (Motor Carrier Load Tender). So, if your 204 had stops 1, 2, 3, etc., the 214 would use LX*1~, LX*2~, LX*3~ to delineate updates for each stop.

   • Example (Partial 214 for Stop 1 Arrival):

     Code snippet

     ST*214*123456789~
     B10*PRO12345*BOL98765*CARR~
     LX*1~                     <-- This indicates Status for Stop 1
     N1*SF*WAREHOUSE A~
     N3*123 MAIN ST~
     N4*ANYTOWN*GA*30303~
     AT7*X1*NS*20250621*1000*LT~ <-- Arrived at Warehouse A
     

2. L11 Segment (Stop-Specific Reference Numbers):

   • The L11 (Business Instructions and Reference Number) segment is optional and repeats within the LX loop. It's used to provide additional reference numbers specific to that particular stop.
   • L1101 - Reference Identification: This is the actual reference number (e.g., a specific Purchase Order number for that pickup, a specific Store Number for that delivery).
   • L1102 - Reference Identification Qualifier: This element tells you what kind of reference number is in L1101.
     • QN (Quantity): This qualifier is not typically used to convey a stop number itself. While "QN" stands for "Quantity," it's more commonly found in segments that deal with actual item quantities or could be used as a qualifier for a reference that relates to a quantity on the order. It would not directly represent the stop number or a stop-off ID.
     • SI (Shipper's Identifying Number for Shipment): This is a general qualifier for a shipper's reference number. It could be used to convey a stop-specific ID that the shipper uses, but it wouldn't be the standard LX01 stop number. It's more about linking back to a specific internal reference the shipper has for that part of the shipment.
     • Common Qualifiers in L11 for Stop References:
       • ST (Store Number): Very common for retail deliveries.
       • DO (Delivery Order Number): If there's a specific delivery order for that stop.
       • PO (Purchase Order Number): If a single PO is being picked up or delivered at that specific stop.
       • CN (Consignee Order Number): The order number as identified by the recipient.
       • Custom Qualifiers (ZZ): Trading partners might agree to use a ZZ qualifier with a custom code in L1101 to represent a specific stop ID from their internal system, especially if it doesn't fit standard LX01 sequence numbers.

Example (Partial 214 for Stop 3 Delivery with L11 references):

Let's assume Stop 3 is a delivery to a specific store (Store ID 1234) for PO XZY987.

Code snippet

ST*214*123456790~
B10*PRO12346*BOL98766*CARR~
LX*3~                     <-- This indicates Status for Stop 3
N1*ST*RETAIL STORE C~
N3*789 OAK AVE~
N4*SOMEWHERE*TX*77001~
L11*1234*ST~              <-- Store Number for this delivery
L11*XYZ987*PO~            <-- Purchase Order Number for this delivery
AT7*X4*NS*20250621*1530*LT~ <-- Arrived at Retail Store C
AT7*D1*NS*20250621*1600*LT~ <-- Delivered at Retail Store C

To summarize the key points:

• LX01 is the definitive "stop number" or "assigned number" for the update. It directly correlates to the sequence of stops defined in the EDI 204.
• The AT7 segment provides the actual status event (what happened, when).
• The L11 segment, within the LX loop, provides additional reference numbers that are relevant to that particular stop. While you might use L11 with custom qualifiers for specific IDs your system uses for stops, the standard and most common way to identify the stop sequence in a 214 is through the LX01 element.

When implementing or interpreting EDI 214s for multi-stop shipments, always refer to the specific EDI Implementation Guide (IG) provided by your trading partner. While the core structure is standard, partners often have specific requirements for which segments are mandatory, what qualifiers to use in L11, and how they expect the LX01 (stop number) to map to their internal systems. This is where the real-world variations occur.