Overview
The DESADV message, also known as the Advance Ship Notice (ASN) in North American EDI terminology, is sent by the party despatching goods (typically the supplier or a logistics provider) to the party receiving the goods (typically the buyer or a distribution centre). It provides advance notification of a shipment's contents, packaging structure, and expected arrival, enabling the receiver to prepare for incoming goods.
The DESADV message is essential for modern warehouse operations. When received before the physical shipment arrives, it allows the receiving warehouse to plan labour, allocate dock doors, prepare storage locations, and pre-generate receiving documents. In cross-docking operations, the DESADV enables goods to be sorted and routed to outbound shipments without being put away into storage.
One of the most distinctive features of the DESADV is its ability to describe multi-level packaging hierarchies. A single DESADV can communicate that a shipment consists of pallets, each containing cases, each containing individual items — with barcodes (typically SSCC-18 codes) assigned at each packaging level. This hierarchical structure is fundamental for automated receiving processes where scanning a pallet barcode instantly identifies all its contents.
Message Structure
The DESADV is structured with a header section containing shipment-level data (parties, transport details, references to orders), a detail section with packaging and item information, and a summary section. The packaging hierarchy is represented through nested CPS (Consignment Packing Sequence) segments that define parent-child relationships between packaging levels.
Key Segments
| Segment | Name | Purpose |
|---|---|---|
BGM | Beginning of Message | Despatch advice number and document function |
DTM | Date/Time/Period | Despatch date, estimated arrival date, ship-by date |
RFF | Reference | Order number, delivery note number, transport document number |
NAD | Name and Address | Ship-from (SF), ship-to (ST), consignee (CN), carrier, buyer, supplier |
TDT | Transport Information | Mode of transport, carrier identification, vehicle details |
EQD | Equipment Details | Container or trailer number for the shipment |
CPS | Consignment Packing Sequence | Defines the packaging hierarchy — each CPS references its parent to build a tree structure |
PAC | Package | Number and type of packages (pallets, cases, cartons) |
PCI | Package Identification | SSCC (Serial Shipping Container Code) barcode for each package |
LIN | Line Item | Product identification (GTIN) for items within a package |
QTY | Quantity | Despatched quantity per item within each packaging unit |
Packaging Hierarchy (CPS)
The CPS segment is what makes DESADV uniquely powerful. Each CPS has a sequence number and optionally references a parent CPS. The top-level CPS (no parent) represents the shipment. Below it, child CPS segments represent pallets, and further nested CPS segments represent cases on those pallets. Items (LIN segments) appear under the innermost CPS level where they are physically packed.
For example, a shipment of two pallets might be structured as: CPS+1 (shipment level), CPS+2+1 (pallet 1, child of shipment), CPS+3+2 (case on pallet 1), LIN items under CPS+3, then CPS+4+1 (pallet 2, child of shipment), and so on. This mirrors the physical packaging reality and enables barcode-driven receiving.
Common Use Cases
- Retail distribution: Suppliers send DESADV to retail distribution centres before each delivery. The DC uses the SSCC codes to receive entire pallets by scanning a single barcode, dramatically reducing receiving time.
- Cross-docking: The DESADV arrives before the goods, allowing the warehouse management system to pre-assign cases to outbound store deliveries without putaway.
- Automotive supply chain: JIT (Just-In-Time) suppliers send DESADV messages for each delivery to the assembly plant, enabling the plant to sequence parts for the production line.
- Third-party logistics: A 3PL provider sends DESADV on behalf of the supplier, including transport details and carrier information for the buyer's freight management.
- Partial shipments: When an order cannot be fulfilled completely, the DESADV communicates exactly what was shipped, allowing the buyer to update the outstanding order balance.
Example Snippet
UNH+1+DESADV:D:96A:UN:EAN008'
BGM+351+DESP-2024-00789+9'
DTM+11:20240318:102'
DTM+132:20240320:102'
RFF+ON:PO-2024-00456'
NAD+SF+4012345000010::9'
NAD+ST+5412345000099::9'
TDT+20++30+31:Carrier Corp'
CPS+1'
CPS+2+1'
PAC+1++201'
PCI+33E'
GIN+BJ+354123450000000018'
LIN+1++4012345000027:SRV'
QTY+12:500:PCE'
UNT+14+1'Implementation Considerations
The CPS packaging hierarchy is the most complex aspect of DESADV implementation. Many EDI translators require careful configuration to correctly build and interpret the tree structure. Test with multi-level packaging (shipment, pallet, case, item) to ensure your mapping handles nesting correctly.
SSCC codes in the PCI/GIN segments must be globally unique and conform to GS1 standards (18-digit numeric with check digit). If your organization generates SSCCs, implement proper sequential numbering with the GS1 Company Prefix to avoid collisions. Receiving systems rely on SSCC uniqueness for warehouse management.
Timing is critical — the DESADV must arrive before the physical goods. Establish clear agreements with trading partners about the minimum lead time between DESADV transmission and goods arrival. Many retailers require the DESADV at least 24 hours before delivery.