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X12 transaction guide · Education

EDI 147 Response to Request for Student Educational Record (Transcript)

The X12 document used to tell the requesting institution when a transcript will be sent, or why it will not be sent.

Sent by
Institution holding the record
Received by
Institution that requested the transcript
Standard
ANSI ASC X12

What is an EDI 147?

The EDI 147 Response to Request for Student Educational Record (Transcript) is the ANSI X12 transaction set used to advise the requesting institution when the record will be sent or why it will not be sent.

A transcript may be delayed until grades are final, or withheld, for example because of an unpaid balance or because no matching student was found. The response lets the requesting admissions office tell the applicant what is needed instead of waiting without information. It keeps applicants informed.

How the EDI 147 worksDiagram of the EDI 147 Response to Request for Student Educational Record (Transcript). Institution holding the record sends it to institution that requested the transcript. It usually follows 146. It is usually followed by 130 and 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BGN (Beginning Segment), AAA (Request Validation), REF (Reference Information), the required N1 loop with N1 (Party Identification) and the required IN1 loop with IN1 (Individual Identification) and IN2 (Individual Name Structure Components). 0 optional loops are listed by their first segment.How the EDI 147 worksResponse to Request for Student Educational Record (Transcript): who sends it, where it fits and what thestandard marks required1 WHERE IT FITSUSUALLY FOLLOWS146Request for StudentEducational Record(Transcript)EDI 147SENDERInstitution holding therecordRECEIVERInstitution thatrequested thetranscript997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY130Student EducationalRecord (Transcript)997FunctionalAcknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional group, ID code RZGS … GETransaction set 147ST … SEHEADINGBGNBeginning SegmentAAARequest ValidationREFReference InformationRequired loop N1 · repeats up to 2N1Party IdentificationRequired loop IN1 · repeats up to 15IN1Individual IdentificationIN2Individual Name Structure ComponentsBlue box: required loop. Optional loops are listed by the segment that starts them; when a loop is used, that first segment is required. Optional segmentsoutside loops are not drawn.Structure: required segments and loops in the X12 008010 listing for the 147. Your trading partner's implementation guide adds its own requirements.
How the EDI 147 worksDiagram of the EDI 147 Response to Request for Student Educational Record (Transcript). Institution holding the record sends it to institution that requested the transcript. It usually follows 146. It is usually followed by 130 and 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BGN (Beginning Segment), AAA (Request Validation), REF (Reference Information), the required N1 loop with N1 (Party Identification) and the required IN1 loop with IN1 (Individual Identification) and IN2 (Individual Name Structure Components). 0 optional loops are listed by their first segment.How the EDI 147 worksResponse to Request for Student EducationalRecord (Transcript): who sends it, where it fitsand what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWS146Request for Student Educational Record(Transcript)EDI 147SENDERInstitutionholding therecordRECEIVERInstitution thatrequested thetranscript997 or 999 acknowledgment back, if the partnersagreeUSUALLY FOLLOWED BY130Student Educational Record(Transcript)997Functional Acknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDs (ISA… IEA)Functional group, ID code RZ (GS … GE)Transaction set 147 (ST … SE)HEADINGBGNBeginning SegmentAAARequest ValidationREFReference InformationRequired loop N1 · repeats up to 2N1Party Identification+ required IN1 (IN1)Blue box: required loop. Optional loops are listedby the segment that starts them; when a loop isused, that first segment is required. Optionalsegments outside loops are not drawn.Structure: required segments and loops in the X12008010 listing for the 147. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 147, to whom, and which documents usually come before and after it. The lower part shows what X12 release 008010 itself requires: the envelopes around the 147 and the segments and loops the standard marks as required, area by area. Optional loops are listed by the segment that starts them rather than drawn in full. This is the standard's minimum, not a trading partner's requirement: each partner's implementation guide usually makes some optional loops mandatory, restricts the codes and may use a different release.

Expand diagram Download SVG

When it is used

  • Confirming when a transcript will be sent
  • Explaining why a transcript is withheld
  • Reporting that no matching record was found

Where it fits in the document flow

Usually follows 146 Request for Student Educational Record (Transcript)
This document 147 Response to Request for Student Educational Record (Transcript)
Usually followed by 130 Student Educational Record (Transcript)997 Functional Acknowledgment

Structure

Mandatory segments in the 147 (X12 release 008010)

The segments X12 release 008010 marks as mandatory at their level, in order. Segments inside optional loops are needed only when the loop is used. This is the standard's requirement, not your trading partner's: each partner's implementation guide names the release it uses, adds the optional segments it requires and restricts the values. The requirement status comes from one published X12 reference listing and has not been checked against a second source.

  • ST
  • BGN
  • AAA
  • REF
  • N1
  • IN1
  • IN2
  • SE

Practical example

The 147 in practice

A college receives a transcript request for a former student who has an outstanding fee. It sends the requesting university a 147 stating that the transcript is on hold for a financial obligation. The university informs the applicant, who settles the fee, and the college then sends the transcript.

Implementation

Implementation considerations for the 147

  • Use clear reason codes for delays and refusals.
  • Respond promptly so that applicants can act on holds.
  • Follow privacy rules in the reasons given.
  • Send the transcript once the hold is resolved.

How ECOM helps

Automate the 147 with ECOM

Solution

Enterprise Integration

Any-to-any integration across partners, systems, protocols, security requirements, formats and ERPs, in batch or real time.

Solution

EDI Integration

Exchange X12 and EDIFACT documents with partners and integrate them directly with your ERP.

Solution

B2B Integration

Connect every customer, supplier, carrier and bank across EDI, API, file and portal channels.

More general questions about EDI are answered in the EDI FAQ.

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