What is the EDIFACT DESADV (Despatch Advice Message)?

What is the EDIFACT DESADV (Despatch Advice Message)? 

The EDIFACT DESADV (Despatch Advice Message) provides structured shipment confirmation used to communicate the details of goods ‘despatched’ or ready for ‘despatch’ (e.g., shipped, ready to ship) under previously agreed to/understood to commercial and logistical terms conditions between the parties.  

The message serves as a digital advance shipping notice that informs the receiving party of the pending arrival, shipment contents, packaging hierarchy, product identifiers, and transport references, enabling downstream activities such as receipt scheduling, warehouse scheduling and allocation, barcode validation, receipt acknowledgement, and invoicing alignment. 

According to the originating EDIFACT specification, the DESADV supports physical shipment reporting and may represent both outbound delivery notification and returns shipment acknowledgment (e.g., reverse logistics, returns, RMA shipments).  
 

How does PartnerLinQ use the EDIFACT Despatch Advice Message? 

PartnerLinQ uses the EDIFACT DESADV as the system of record for shipment visibility between trading partners, logistics providers, and warehouse execution environments.  

PartnerLinQ ingests the DESADV using standardized service segment definitions such as UNH (Message Header) and UNT (Message Trailer) to ensure correct syntax, routing, and validation.  

The DESADV confirms: 

• The shipment has been made (e.g., the product has shipped)
• The shipment packaging including pallet → case → item hierarchy
• Unique identification of the products contained by the shipment
• Unique Identifiers such as SSCC, GTIN
• Unique instances including lot, and batch labeling
• The quantities shipped which PartnerLinQ compares to those ordered
• Transportation and carrier information 

Once received and validated, the DESADV may automatically: 

• Trigger inbound receiving notices in warehouse systems
• Deliver a means to Identify Logistic Units with an SSCC
• Provide data for one scan receipt and validation against expected items
• Support reconciliation against the purchase order
• Furnish support for invoicing via 3-way match
• Feed downstream invoice verification and settlement functions 
   

What responses to the EDIFACT Despatch Advice Message are expected or sent? 

While responses to the DESADV vary based on sender/receiver agreements, compliance requirement, or discipline…PartnerLinQ generally expects one or more of the following response behaviors to occur based on a trading partner's compliance profile:  

What does the EDIFACT Despatch Advice Message support? 

The DESADV supports digital visibility of physical shipment execution and is a foundational transaction.  Its hierarchical data structure makes multi-level packaging visible, by allowing serialized carrier container codes, pallet references, and unit-level item identification to enter the transaction and flow electronically to ones trading partner in advance of the shipment’s receipt. 

This type of electronic data exchange, the DESADV (Despatch Advice Message) is used, almost exclusively, in the following businesses scenarios: 

• Retail distribution replenishment
• Direct-to-store and cross-dock fulfillment
• Drop-ship and eCommerce distribution
• Automobile Manufacturing - inbound materials planning (MRP)
• Regulatory traceability and serial-level compliance 
   

What are the Key Features of the EDIFACT DESADV (Despatch Advice Message)? 

What is the Purpose of the EDIFACT DESADV (Despatch Advice Message)? 

The purpose of the DESADV (Despatch Advice Message) is to notify the receiving party that goods have been shipped and to communicate all required details necessary to prepare for efficient receipt, inspection, and reconciliation. It is the digital equivalent of physical packing lists and shipment documents, ensuring that warehouse, finance, and logistics systems can anticipate and align to inbound goods with accuracy and automation. 
 

What Information is Included in the EDIFACT Despatch Advice Message? 

The EDIFACT DESADV includes shipment-level, packaging-level, and item-level information used to signal the content, structure, and handling requirements of goods physically shipped. The message provides core business data elements such as document identifiers, dates, references, carrier information, serial-level packaging structure, and quantity statements.  

The specification defines the DESADV using three structural layers: 

• Heading Section: shipment identity, document purpose, dates, references, and transport details
• Detail Section: hierarchical packing structure, package identification, product detail, and shipment quantities
• Summary Section: control totals and message closure 

These components ensure that receiving environments have the data required to plan receipt, validate physical shipments, reconcile against purchase orders, and prepare automated warehouse or financial workflows.  
 

What are the Essential Components of the EDIFACT DESADV? 

The table below summarizes the required structural components as defined in the EDIFACT DESADV specification. 

What are the Common Segments Included in the EDIFACT DESADV? 

Common segments represent frequently occurring elements across most DESADV implementation scenarios. While not all of them are mandatory, they are widely used across retail, distribution, food & beverage, and regulated supply chains. 
 

What Status Codes are used with the EDIFACT Despatch Advice Message? 

The DESADV itself does not include status codes in the same way that ANSI X12 documents such as the 855 or 824 do; however, certain elements within the message convey message status, document intent, and packaging context. These status indicators allow receiving systems to determine how the shipment should be interpreted, processed, or reconciled. 

Status behavior is primarily driven by the BGM Message Function Code, which indicates whether the Despatch Advice represents an initial notification, a replacement, or a cancellation. 

PartnerLinQ advises that use of the '1' (Cancellation) qualifier in the BGM030 may also indicate that a 'Change by refresh process' is in flight, in other words there may be an understanding among the trading partners that a cancellation is typically followed by a new transaction where, in this case the BGM030 = '9' (Original). Use of the '9' (Original) qualifier in the BGM030 indicates an Initial transmission, an original, not a confirmation, nor a duplicate. There are trading partners/community members that do not use a 'Change by refresh process' instead leveraging the '5' (Replacement) qualifier in the BGM030 to indicate a change within the EDIDFACT Despatch Advice Message. 

Packaging-related status may also be represented using qualifiers, and while internal qualifiers do not represent operational status messages they do influence interpretation and induction into data analytics, especially for regulated and or serialized consumer products by way of 

• PCI (Package Identification) — marking type
• GIN (Goods Identity Number) — serial type
• QTY (Quantity) — shipped vs. expected quantity distinction 
   

What Reason Codes are used with the EDIFACT Despatch Advice Message? 

There are no formal DESADV-specific rejection or discrepancy reason codes within the message structure. Variance reporting instead occurs in downstream processes such as: 

• Application acknowledgment messages (CONTRL or equivalent)
• Receiving discrepancy reports (e.g., RECADV/receiving advice)
• Trading partner compliance responses 

Because the DESADV is a notification discrepancy logic is external to the message where reason indicators do appear, embedded in other areas, areas such as: 

PartnerLinQ maps these external reason codes to internal event logs and compliance workflows rather interpreting the DESADV structure and inserting logic, bringing understanding to process flows from transactional data.  
 

What Use Cases does the EDIFACT DESADV (Despatch Advice Message) support? 

The DESADV supports a broad spectrum of operational workflows across industries and fulfillment models. Use cases that leverage the structured packaging hierarchy and global identifier support inherent to the DESADV (Despatch Advice Message) 

What are the Benefits of the EDIFACT Despatch Advice Message? 

The DESADV provides measurable operational and compliance advantages by supporting proactive shipment visibility, automation, and traceable movement of goods. 

Key benefits include: 

• Improved warehouse efficiency: Receiving teams can plan dock appointments, allocate labor, and prepare equipment based on accurate shipment profile.
• Reduced check-in and scan time: SSCC-enabled DESADV supports scan-to-receive processes rather than manual reconciliation.
• Higher invoice accuracy: Shipment data aligns with order and financial settlement workflows, reducing disputes.
• Improved item-level traceability: Serialized, batch, or lot detail supports regulatory compliance and lifecycle reporting.
• Process consistency: DESADV serves as the standardized communication framework across all fulfillment models. 

PartnerLinQ extends these benefits by combining the DESADV with rules-based mapping, onboarding automation, and monitoring capabilities.  
 

How efficient is the EDIFACT DESADV? 

The DESADV improves operational efficiency by replacing manual shipment documentation with structured data that enables automation that feeds multiple downstream systems without redundant, error prone, human based, data entry. 

Efficiency accelerators within the Despatch Advice Message include: 

• Hierarchical packaging representation
• Automated barcode/SSCC validation
• Alignment to purchase order and transport execution
• Single-message orchestration for end-to-end receipt workflow 

Efficiencies increases proportionally as supply chains adopt: 

• GS1-aligned identifiers
• Serialized container labeling
• Scanning (*inbound receiving) 
   

How compliant is the EDIFACT Despatch Advice Message? 

The EDIFACT DESADV (Despatch Advice Message) is widely accepted across national and international logistics environments and conforms to the requirements for many consumer goods, regulated categories, and retail distribution networks. Compliance is delivered via relative strength which is dependent on adherence to external guidance such as:  

• EDIFACT syntax and control rules
• GS1 logistics labeling best practices
• Service segment principles defined by UN/CEFACT  
   

What is the Format of the EDIFACT DESADV? 

PartnerLinQ supports multiple EDIFACT (Despatch Advice Message) data structures and standards including the UN/EDIFACT D96A syntax and encoding structure. The DESADV specification defines the DESADV using three structural layers: 

• Heading Section: shipment identity, document purpose, dates, references, and transport details
• Detail Section: hierarchical packing structure, package identification, product detail, and shipment quantities
• Summary Section: control totals and message closure 

…and here is a Summary of Key Segments in the EDIFACT DESADV (Despatch Advice Message) 
 

Summary Table of Key Segments in the EDIFACT DESADV  
 

How Accurate is the EDIFACT Despatch Advice Message? 

The accuracy of the EDIFACT DESADV is directly tied to its role as the authoritative record of what has been shipped—not what was ordered, planned, or forecasted. When properly implemented, the DESADV delivers highly accurate information because it reflects the physical outbound shipment that includes data elements relevant to packaging, labeling, and carrier assignment supported by… 

• Coded identifiers (GTIN, GLN, SSCC) not free text
• Hierarchical packaging structure aligned to shipping configuration (e.g., pallet, case, pack, and/or unit).
• Quantity representation based on shipped units, not expected or ordered values.
• Traceable barcode identities, captured through optical, RFID, and EPC data capture 

PartnerLinQ improves accuracy further through validation rules that reconcile the DESADV against purchase orders, catalog master data, and regulatory fields before the transaction is accepted. 
 

What are the Limitations of the EDIFACT Despatch Advice Message? 

While the DESADV is highly effective for shipment notification, it has certain structural and functional boundaries for example it reflects the physical outbound shipment not what was ordered, planned, or forecasted. There are constraints that preserve the DESADV’s core purpose - shipment declaration and receiving preparation and limitations like those represented below: 
 

Are Guidelines & Sample Files for the EDIFACT Despatch Advice Message available? 

Yes. PartnerLinQ maintains a structured library of implementation guidelines for trading partners that includes: 

• Validated EDIFACT DESADV sample files
• Syntax, mapping, and compliance notes
• GS1 alignment guidance and barcode requirements
• Error handling and test certification steps 

Implementation guides, testing files, and payload examples are available on request through PartnerLinQ Support and are maintained for mapping, validation, version control and partner onboarding purposes  

Contact our experts. 

What are the Basic Questions for EDI Integration with the EDIFACT DESADV? 

The following questions assist with mapping, workflow alignment, and compliance validation and can be used to determine how a DESADV integration should be configured. 

1. Are there Samples and Specs available?
2. What is the general direction of the transaction?
3. Is the DESADV Inbound to or Outbound from the endpoint to another party?
4. Are there more than one trading partner exchanging the DESADV (Despatch Advice Message)?
5. Are there other interested parties?
6. What transactions might these interested parties be a party to?
7. What response to the transaction is expected or sent?
8. Is a response to the transaction a timed event?
9. Are notifications involved/needed?
10. Are there samples and specs of the response transaction available?
11. How are changes to the DESADV (Despatch Advice Message) managed today?
12. Is there automation? (an internal systems trigger) Or are DESADV (Despatch Advice Message) transactions triggered manually?
13. Are responses and changes automatically triggered? (an internal systems trigger) Or do transactions require human intervention?
14. Is the shipment related to a return?
15. If the shipment is related to a return, is there an authorization required for such a return, a return merchandise authorization (RMA), return authorization (RA) or return goods authorization (RGA) as a part of the process of returning a product to the manufacturer or re-packager?
16. If the shipment is related to a return, has the returns process been identified including the process for capturing the return merchandise authorization (RMA), return authorization (RA) or return goods authorization (RGA)?
17. If the shipment is related to a return, is there a ‘reason code’ required to indicate or receive a refund, replacement, or repair?
18. Is the shipment related to an order?
19. If the shipment is related to an order, is there an authorization such as a Purchase Order or PO reference needed or included?
20. If the shipment is related to an order, is there a Purchase Order referenced so the shipment can be checked for accuracy or inventory adjusted?
21. Which hierarchical levels (SOPI) are required by the partner?
22. Are SSCC/LPN labels supported?
23. How are carrier details captured?
24. What tolerance exists for OSD s(Over/Short/Damaged) shipments exist and how are they reported?
25. Will the message include full packaging hierarchy or a more simplified shipment detail?
26. Are batch, lot, expiration, or regulated identifiers required?
27. Will receiving workflows be automated (scan-based receiving) or manually entered?
28. Does the carrier assignment come from the shipper, retailer, or a third-party logistics provider?
29. Does the trading partner require acknowledgment (CONTRL or equivalent)?
30. What version of EDIFACT will be used (D96A for example)?
31. Is the DESADV required before goods are physically received?
32. How far is the destination from the departure location? 
     

What Business Level Workflow does the EDIFACT DESADV Support? 

EDIFACT DESADV (Despatch Advice Message) supports business workflows that center around shipment confirmation, goods movement, visibility, and more advanced outbound logistics. The DESADV functions as the shipping notification within a broader order-to-cash and distribution execution process and is most commonly exchanged after goods are picked, packed, and shipped, before they physically arrive at the receiving location.

What are the Best Practices for Using the EDIFACT Despatch Advice Message? 

PartnerLinQ uses a proprietary business rules engine to apply automated governance' to capture/reinforce ‘Best Practices’ unique to each client during integration and ongoing monitoring.  
 

What Transactions are Associated with the EDIFACT DESADV Message? 

The DESADV interacts with upstream and downstream EDI messaging to support a fully digitized supply chain. These relationships ensure end-to-end continuity between procurement, shipment, receipt, and settlement.