X12 transaction code
EDI 861 Receiving Advice/Acceptance Certificate (X12 861)
EDI 861 is the X12 Receiving Advice/Acceptance Certificate transaction set, used when received goods are counted or accepted. The receiving party, the buyer or its warehouse or 3PL, sends the 861 to the supplier after checking in a shipment.
- Standard
- X12
- Code
- 861
- Partner references
- 6
At a glance
EDI 861 at a glance
What the 861 carries, who sends it to whom, when it goes out, and the segments trading partners list for it.
| Document | X12 861 Receiving Advice/Acceptance Certificate |
|---|---|
| Business record | Goods receipt or acceptance record |
| Who sends it to whom | The receiving party, the buyer or its warehouse or 3PL, sends the 861 to the supplier after checking in a shipment. |
| When it is sent | Dock staff complete check-in of a delivery and post the goods receipt; the 861 carries the counted, accepted, and rejected quantities back to the supplier. |
| Match on | Receipt, shipment, order and inspected item |
| Partner references | 6 trading partners in this directory |
| Related documents | X12 856 Ship Notice/Manifest, X12 810 Invoice |
Key segments in an EDI 861
The business segments that appear in at least half of the 15 partner document references listed below, most common first. The table leaves out envelope segments (ISA, GS, ST, SE, GE, IEA). Your partner guide sets which segments and elements your account must send.
| Segment | Name | Purpose | Partner references |
|---|---|---|---|
| BRA | Beginning Segment for Receiving Advice or Acceptance Certificate | To indicate the beginning of a Receiving Advice or Acceptance Certificate Transaction Set and transmit an identifying number, date, and time. | 15 of 15 |
| REF | Reference Identification | To specify identifying information. | 15 of 15 |
| DTM | Date/Time Reference | To specify pertinent dates and times. | 15 of 15 |
| N1 | Name | To identify a party by type of organization, name, and code. | 15 of 15 |
| RCD | Receiving Conditions | To report receiving conditions and specify contested quantities. | 15 of 15 |
| LIN | Item Identification | To specify basic item identification data. | 15 of 15 |
| SN1 | Item Detail (Shipment) | To specify line-item detail relative to shipment. | 12 of 15 |
Stacksync connects EDI documents such as the X12 861 to your ERP, CRM and databases with two-way sync. Read the EDI overview, check pricing and security, or book a demo to walk through your partner guide.
Implementation guide
X12 861 mapping and validation
X12 861 Receiving Advice/Acceptance Certificate is used when received goods are counted or accepted. Preserve receipt, shipment, order and inspected item so the goods receipt or acceptance record in your business system stays connected to the original document.
Use the version and implementation guide agreed with your trading partner to confirm required fields and responses.
| Document or decision | Record and matching IDs | What to test |
|---|---|---|
| Match the business record | goods receipt or acceptance record receipt, shipment, order and inspected item |
|
| Update the receiving system | Processing the goods receipt or acceptance record ID assigned by the receiving system and processing result |
|
| Check the processing result | Processing status for the goods receipt or acceptance record Original document reference and matching response |
|
How the related documents differ
Each message represents a different business event. Use shared references to connect the records while tracking each message’s outcome separately.
- X12 856 Ship Notice/Manifest
shipment notice (ASN): an order ships, before the goods arrive.
- X12 810 Invoice
accounts-receivable or accounts-payable invoice: a bill is ready for the buyer to process.
Implementation steps
-
Choose the starting event and owner
Decide which application acts when received goods are counted or accepted. Name the operational owner of the goods receipt or acceptance record and the team that resolves rejected or ambiguous messages.
-
Keep record IDs connected
Map receipt, shipment, order and inspected item. Confirm qualifiers, code lists, units and date/time meaning against the agreed X12 version and partner guide. Preserve the source reference alongside any new destination identifier.
-
Test failures before launch
Run the failure cases in the mapping table against realistic goods receipt or acceptance record data. Check how the receiving system reports a rejection and how your team corrects it without creating a duplicate.
-
Track every document to completion
Record transport delivery and document validation separately from successful goods receipt or acceptance record processing. Give unresolved errors an owner and check the receiving system before approving retries.
Go-live checklist
- An approved 861 sample and the agreed version and partner guide are available.
- The mapping tests pass with realistic goods receipt or acceptance record data.
- Each submitted document can be traced through delivery, validation and processing in the receiving system.
- Your team knows how to investigate and recover a rejected or timed-out goods receipt or acceptance record without processing it twice.
Document structure
X12 861 Receiving Advice/Acceptance Certificate at the element level
The X12 861 reference contains 21 segment entries and 95 data elements; 42 are marked mandatory in this reference. Use the version and partner guide agreed for your account to confirm required fields.
- Segments
- 21
- Data elements
- 95
- Mandatory elements
- 42
| Segment | Elements | Mandatory |
|---|---|---|
| BRA | 5 | 4 |
| REF | 3 | 1 |
| DTM | 4 | 1 |
| PRF | 4 | 1 |
| N1 | 4 | 1 |
| N2 | 2 | 1 |
| N3 | 2 | 1 |
| PER | 8 | 1 |
| LIN | 11 | 2 |
| CTT | 1 | 1 |
- Reference Identification
- Date
- Transaction Set Purpose Code
- Receiving Advice or Acceptance Certificate Type Code
- Reference Identification Qualifier
- Date/Time Qualifier
- Purchase Order Number
- Entity Identifier Code
Find your trading partner for X12 861
6 partners, 15 channels. Choose a channel to inspect its listed document reference and implementation context.
- Dow Inc.
- Expeditors
- John Deere John Deere (Thibodaux -T8) (ISA ID: 008473506)John Deere (AG) (ISA ID: 149825353)John Deere (SP) (ISA ID: 557074379SP)John Deere (Engines) (ISA ID: 021688858)John Deere (ISA ID: 249619198)John Deere (via Saicits) (1B - Worldwide Logistics) (ISA ID: 156471773)John Deere (Kernersville) (ISA ID: 557074379)John Deere (M3) (ISA ID: 812912349)John Deere (Dubuque and Davenport) (ISA ID: 833123370)John Deere (Reman- SE) (ISA ID: 010678766)
- John Deere Mexico
- Walgreens
Catalog breakdown
Where X12 861 Receiving Advice/Acceptance Certificate appears in this catalog
The largest groups of classified 861 catalog entries are in agriculture, manufacturing & industrial and electronics & technology.
By industry
- agriculture 10 channels
- manufacturing & industrial 2 channels
- electronics & technology 1 channel
- logistics & transport 1 channel
- healthcare & pharma 1 channel
By network
- Saicits 1 channel
FAQ
EDI 861 questions
What is an EDI 861?
EDI 861 is the X12 Receiving Advice/Acceptance Certificate transaction set. Trading partners use it when received goods are counted or accepted. It carries the data for the goods receipt or acceptance record, and your system matches it on receipt, shipment, order and inspected item.
Who sends an EDI 861 and who receives it?
The receiving party, the buyer or its warehouse or 3PL, sends the 861 to the supplier after checking in a shipment. Your trading partner agreement confirms the direction and version for your account.
When is an EDI 861 sent?
Dock staff complete check-in of a delivery and post the goods receipt; the 861 carries the counted, accepted, and rejected quantities back to the supplier. Your partner guide sets any deadline or schedule for the document.
What are the key segments in an EDI 861?
Across 15 partner document references listed here, the business segments that appear most often include BRA (Beginning Segment for Receiving Advice or Acceptance Certificate), REF (Reference Identification), DTM (Date/Time Reference), N1 (Name), RCD (Receiving Conditions), LIN (Item Identification). Each partner guide sets which segments and elements your account must send.
What is the difference between EDI 861 and EDI 856?
The 861 carries the goods receipt or acceptance record and is used when received goods are counted or accepted. The 856 carries the shipment notice (ASN) and is used when an order ships, before the goods arrive.
What should I map for X12 861?
Start with receipt, shipment, order and inspected item and the target goods receipt or acceptance record. Define duplicate detection, allowed updates and response correlation before mapping individual fields. Use the partner guide to check required fields and their formats.
How should I test 861 error handling?
Separate received quantity from accepted quantity when damaged goods are reported. Reconcile two partial receipts against one shipment without closing the order early. Also test a lost response after destination processing so that a retry cannot create an unintended duplicate or repeated adjustment.
Which partners list X12 861?
The directory on this page links 6 partner entries that list this message. Choose your partner and channel, then confirm which messages and versions your account requires.
Connect EDI to your business systems
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