In the world of SAP Materials Management and Supply Chain, the EDI 856 and the Inbound Delivery are two sides of the same coin: one is the electronic message sent through the air, and the other is the internal document that records it.

1. The Core Relationship

The EDI 856 (Advance Shipping Notice/ASN) is the industry-standard electronic data interchange message used by a vendor to tell a customer that a shipment is on its way.

When SAP receives this external EDI 856 message, it automatically triggers the creation of an Inbound Delivery (IBD) document in the system.

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2. How the Data Maps

For the relationship to work, the data in the EDI 856 must map precisely to fields in the SAP Inbound Delivery:

EDI 856 Segment	SAP Inbound Delivery Field	Description
REF*ON	LIPS-VGBEL	The Purchase Order number (The “Link”).
DTM*011	LIKP-LFDAT	The Delivery Date/Time.
LIN03	LIPS-MATNR	The Material Number.
SN102	LIPS-LFIMG	The Quantity being shipped.
TD5	LIKP-TDLNR	Carrier/Forwarder information.

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3. The Technical Bridge: IDocs

The EDI 856 does not “talk” directly to SAP tables. It requires a translator called an IDoc (Intermediate Document).

1. Vendor sends an EDI 856 file.
2. An EDI Translator (like SAP PI/PO, Boomi, or Sterling) converts the 856 into an SAP IDoc (Message Type: DESADV, Basic Type: DELVRY03 or similar).
3. SAP processes the IDoc via Function Module (typically IDOC_INPUT_DESADV).
4. If the data is valid, SAP creates the Inbound Delivery (VL31N) automatically.

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4. Benefits of this Integration

Linking your EDI 856 to Inbound Deliveries provides several “Pro” features for an SAP Consultant:

• Automatic Packing: The EDI 856 can include “Hierarchical Levels” (HL segments) that tell SAP exactly which items are in which box. This automatically creates Handling Units (HUs) in SAP.
• Reduced Manual Entry: Warehouse clerks don’t have to type in 50 line items; they just scan the delivery note, and the system matches it to the pre-created IBD.
• Tracking: You can see the vendor’s tracking number (Bill of Lading) directly inside the SAP delivery header.

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5. Troubleshooting the Relationship

If a vendor says they sent an ASN but you don’t see an Inbound Delivery:

• Check WE02 / WE05: Look for IDocs with status 51 (Error). Usually, this is because the PO number in the EDI message doesn’t match a PO in your system.
• Check Confirmation Control: The Purchase Order must have a Confirmation Control Key (like 0004 – Inbound Delivery) on the “Confirmations” tab, or SAP will reject the incoming ASN.

For detailed training on IDocs and Procurement, you can check the below link

https://docs.google.com/forms/d/1hqDLc-o4kVbWoBog_1kD9tgzHy8NDYzhSRGHZAyfxdc/viewform?edit_requested=true

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Thanks, and Best Regards,

Ganesh Padala