Basic Components of an EDI 180

An EDI 180 transaction must include critical return-related information. Because the EDI 180 can be sent in both directions and for multiple communication purposes, the file must also indicate its specific use case. Key data elements typically found in an EDI 180 include:

• Product details, such as SKU or UPC numbers
• Inidcation of authorization, request, or notification
• Reason for the return
• Shipping information, such as ship‑from/ship‑to addresses

How Is the EDI 180 Used?

Retailers can use the EDI 180 to request authorization for product returns, for example when goods are damaged or defective. Retailers can also use this document to notify suppliers about consumer returns that occurred in their stores.

Manufacturers and suppliers can employ the EDI 180 Return Authorization and Notification to request returns, authorize retailers to ship back returned items, and notify retailers once the goods have been received.

Upon receiving an EDI 180 transaction, the recipient will respond with an EDI 997 Functional Acknowledgement.

Applications of the EDI 180 Return Authorization and Notification

The EDI 180 Return Authorization and Notification conveys information about return scenarios directed to the relevant supplier. It can be used for the following purposes:

• Submitting a return request for goods
• Requesting authorization
• Asking for processing of a return
• Notifying about a return
• Informing about a consumer return

Benefits of EDI 180

EDI 180 helps streamline returns processes for retailers and suppliers. By using EDI 180 instead of fax or email, trading partners eliminate time‑consuming back‑and‑forth communication, allowing returns to be processed and reconciled quickly.

Handling returns with EDI is also more secure than using email, fax, or paper documents. Many integrated EDI solutions employ secure protocols such as FTPS and HTTPS, along with encryption at rest and in transit, to protect the data inside EDI transactions and help prevent data breaches.

Sample EDI 180 Message

An EDI transmission contains one Interchange, wich in turn holds one or more Functional Groups (FG). Each FG contains one or more Transactions.

If only one EDI 180 is transmitted in a single interchange, the interchange will contain exactly one FG.

We will now analyze the fourth line of the sample message—the BGN segment—in detail. The asterisk (*) serves as the data element separator.

Note: Time is represented in 24‑hour format and can appear as:
HHMM
HHMMSS
HHMMSD
HHMMSSDD

where H = hour (00–23), M = minute (00–59), S = integer second (00–59), and DD = decimal seconds.

Decimal seconds can be further divided: D = tenths (0–9) and DD = hundredths (00–99).

Below is an example of the EDI specification for the BGN segment:

Can some fields repeat in an EDI message? Observe the message above—it contains multiple SAC segments. What does this segment represent?

The SAC segment primarily conveys service, promotion, allowance, or charge information. Here is an example:

In an EDI project, trading partners must format EDI messages according to an agreed‑upon specification document. The explanation of the fields above illustrates the basic composition of an EDI specification.