Need a cheat code to get product info fast? That’d be the EDI 832 document, also called a Price/Sales Catalog transaction set. It’s an Electronic Data Interchange (EDI) file suppliers and buyers use to exchange product and pricing information. It acts like a digital catalog that gives you details about items available for purchase, like descriptions, prices, and availability.
In this guide, we’ll explain the EDI 832 document, its key components, and the benefits it offers training partners looking to streamline their workflows without missing a beat.
What’s the EDI 832? Definition and Overview
The EDI 832 is a logistics and supply chain document that allows trading partners to exchange detailed product and pricing information quickly and efficiently. Because it's digital, it provides real-time updates and streamlines communication.
Businesses managing large, fast-moving inventories in retail, wholesale, and manufacturing frequently use this document to stay agile and up-to-date.
Sharing this information electronically ensures that product data stays accurate and current, eliminating the need for static spreadsheets or printed catalogs. It also reduces manual data entry, helping to minimize errors and speed up the buying process.
The EDI 832: Specification, Format, and Elements
The EDI 832 specification is part of the ANSI X12 standard, a widely adopted framework in North America for structuring electronic business documents. Developed by the American National Standards Institute (ANSI), X12 is used across industries like retail, manufacturing, logistics, and healthcare to ensure consistent, automated data exchange between trading partners. The 832 transaction enables suppliers to share pricing and product information with buyers in a structured, machine-readable format that integrates easily with the recipient’s systems.
To better understand the structure of an EDI 832, it helps to look at a real-world example. Below is a sample transaction that shows how segments work together to provide a complete view of the product and its pricing.
Sample EDI 832 document
This sample EDI 832 shows a transaction for a shipment of dog food:
ISA*00* *00* *ZZ*SENDERID *ZZ*RECEIVERID *240403*1200*U*00401*000000001*0*P*>~
GS*SC*SENDERID*RECEIVERID*20240403*1200*1*X*004010~
ST*832*0001~
BCT*PC*20240403*1234~
REF*IA*DOGFOOD2024~
N1*VN*Pawsome Pet Supplies*92*112233~
N1*BY*Pet Goods Retailers Inc*92*445566~
LIN**VP*DF-CHKN-001*UP*000123456789~
PID*F****Premium Chicken Dog Food, 5lb Bag~
CTP**U*19.99~
PO4*1*5*LB~
MEA*WT*G*5~
PKG*F*CT*6*Carton of 6 bags~
DTM*007*20240403~
LIN**VP*DF-BF-002*UP*000987654321~
PID*F****Beef & Rice Dog Food, 10lb Bag~
CTP**U*29.99~
PO4*1*10*LB~
MEA*WT*G*10~
PKG*F*CT*4*Carton of 4 bags~
DTM*007*20240403~
CTT*2~
SE*20*0001~
GE*1*1~
IEA*1*000000001~
EDI 832 Data Elements and Segments
Like other EDI transaction sets, the EDI 832 consists of segments — each containing individual data elements. Every segment has a specific role in conveying catalog information. Here’s an overview of the core segments in an EDI 832 document:
PID (Product Descriptions)
This segment gives a clear and detailed breakdown of each product, including names, features, and specifications. It helps buyers understand exactly what they’re ordering.
CTP (Prices and Conditions)
Here, you’ll find the unit price of each product, along with any special pricing, discounts, or pricing tiers based on quantity. It helps buyers quickly assess costs and take advantage of any promotions the supplier may be offering.
LIN (Product Identifiers)
This part contains unique identifiers for each item, like SKUs (stock-keeping units), UPCs (universal product codes), vendor numbers, or manufacturer part numbers. These identifiers ensure that orders are processed, billed, and tracked accurately.
QTY (Product Availability)
This segment shows the available inventory for each product, helping buyers make decisions based on current stock levels.
MIN/MAX QTY (Order Quantities)
This section tells the buyer the minimum and maximum quantities of each order that they can order. This information is especially helpful for managing volume requirements or taking advantage of bulk pricing options.
REF or G53 (Product Classification)
Products are categorized here using standardized classification codes such as UNSPSC (United Nations Standard Products and Services Code) or NAICS (North American Industry Classification System). These codes help buyers find and compare similar products across catalogs.
PKG (Packaging Details)
This segment explains how the product is packaged for shipping — for example, in cases, cartons, pallets, or padded boxes. This information also helps warehouse teams understand how to correctly handle shipments.
7 Benefits of the EDI 832
Using the EDI 832 offers key benefits for both suppliers and buyers, including:
Increased Operating Efficiencies
The EDI 832 automates how suppliers share product and pricing information exchange, eliminating the need for emails, phone calls, or manual uploads. This saves time and frees up procurement and sales teams to focus on higher-value work.
Reduced Time and Effort in Processing Orders
Having up-to-date information available speeds up the order process. Buyers make purchasing decisions quicker, and suppliers can fulfill orders without delays while keeping everyone informed with timely status updates.
Fewer Manual Data Entry Errors
Automation cuts down on human errors and typos that can happen when entering information manually. This leads to more accurate and reliable transactions, which helps build trust between trading partners.
More Accurate Supply Chain Operations
Having consistent, accurate pricing and product data across all the systems in a supply chain allows buyers and suppliers to communicate more effectively. Dealing with the same information helps avoid miscommunication, order mistakes, and possible disputes over pricing.
Lower Risk of Missed Updates
Because the information is shared digitally, there’s less chance of missing an important update or using outdated data that can lead to delays and mix-ups.
Stronger Business Data Security
EDI transactions are encrypted and transmitted through secure channels. They reduce the risk of data breaches or unauthorized access that can damage a company’s reputation and trading relationships.
Smarter Inventory Management
Access to real-time product information and availability helps businesses forecast demand, manage stock levels, and avoid overordering or stockouts.
Common Issues Reported by the EDI 832
While the EDI 832 streamlines product and pricing communication, businesses sometimes face challenges when using EDI that can disrupt operations. Here are some of the most common issues:
Selection, Product, and Catalog Data Mismatches
Discrepancies occasionally occur between data in the EDI 832 and internal product catalogs. These mismatches can cause confusion and ordering mistakes. To avoid this, ensure you have a centralized database that syncs across all your systems. You can also implement regular audits to match your catalog and EDI data.
Limited Set of Data Attributes
Buyers may need specific information that the EDI 832’s segments omit, like environmental certifications or details about production materials. Companies can address this by customizing the EDI 832 with extended fields or additional documents and coordinating these changes with trading partners so that everyone’s on the same page.
Incorrect Master Data
Manufacturers' source data sometimes contains errors in SKUs, product descriptions (such as color or weight), or pricing, which can cause confusion, delays, and wrong orders. Setting up automated data validation checks before transmitting EDI documents helps catch many of these issues before they snowball into major problems.
Manual Correction Needs
If errors slip through during transmission, you may need to correct them manually, which can be time-consuming and raise costs. Automating exception handling and integrating EDI with your enterprise resource planning (ERP) system helps reduce the need for manual corrections.
Talk to an EDI Expert
Need help navigating the EDI 832 format or optimizing your digital catalog? Connect with an EDI expert to learn how implementing a modern cloud-based EDI solution can simplify your operations and keep your product data current and accurate.
Are there other EDI documents you want to explore? LearnEDI has a full library of EDI transaction set guides, including EDI 810 (Invoice), EDI 835 (Payment Remittance Advice), EDI 816 (Organizational Relationships), EDI 820 (Payment Order), EDI 823 (Lockbox), and EDI 830 (Planning Schedule With Release Capability).