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X12 transaction guide · Finance

EDI 414 Rail Carhire Settlements

The X12 document railroads and car owners use to exchange car hire settlement data, including current, adjusted and prior settlements.

Sent by
Railroad using the equipment, or car owner
Received by
Car owner, or railroad
Standard
ANSI ASC X12

What is an EDI 414?

The EDI 414 Rail Carhire Settlements is the ANSI X12 transaction set for exchanging car hire settlement data, including current settlements, first adjustment settlements without penalty and prior settlements with penalties on foreign equipment.

When a railroad uses a rail car owned by another railroad or a private car owner, it pays car hire for the time and distance the car is on its lines. Settlements are calculated periodically and exchanged between all parties, so each pays or receives the right amount for every car.

How the EDI 414 worksDiagram of the EDI 414 Rail Carhire Settlements. Railroad using the equipment, or car owner sends it to car owner, or railroad. It usually starts the exchange. It is usually followed by 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: the required CTC loop with CTC (Car Hire Transaction Control) and the required CIC loop with CIC (Car Information Control). 1 optional loops are listed by their first segment.How the EDI 414 worksRail Carhire Settlements: who sends it, where it fits and what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 414SENDERRailroad using theequipment, or carownerRECEIVERCar owner, or railroad997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY997FunctionalAcknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional group, ID code CRGS … GETransaction set 414ST … SEHEADINGRequired loop CTC · repeats up to 99CTCCar Hire Transaction ControlRequired loop CIC · repeats up to 1,000CICCar Information Control+ 1 optional loop, starting with:LXBlue 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 414. Your trading partner's implementation guide adds its own requirements.
How the EDI 414 worksDiagram of the EDI 414 Rail Carhire Settlements. Railroad using the equipment, or car owner sends it to car owner, or railroad. It usually starts the exchange. It is usually followed by 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: the required CTC loop with CTC (Car Hire Transaction Control) and the required CIC loop with CIC (Car Information Control). 1 optional loops are listed by their first segment.How the EDI 414 worksRail Carhire Settlements: who sends it, where itfits and what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 414SENDERRailroad usingthe equipment,or car ownerRECEIVERCar owner, orrailroad997 or 999 acknowledgment back, if the partnersagreeUSUALLY FOLLOWED BY997Functional Acknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDs (ISA… IEA)Functional group, ID code CR (GS … GE)Transaction set 414 (ST … SE)HEADINGRequired loop CTC · repeats up to99CTCCar Hire TransactionControlRequired loop CIC · repeatsup to 1,000CICCar InformationControl+ 1 optional loop, starting with:LXBlue 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 414. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 414, 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 414 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

  • Reporting car hire charges for a settlement period
  • Adjusting previous settlements
  • Reconciling car hire between railroads and car owners

Where it fits in the document flow

This document 414 Rail Carhire Settlements
Usually followed by 997 Functional Acknowledgment

Structure

Mandatory segments in the 414 (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
  • CTC
  • CIC
  • LX
  • CV
  • SE

Practical example

The 414 in practice

At the end of a month, a railroad calculates the hours and miles that 5,000 foreign cars spent on its network. It sends each car owner a 414 with the car initials and numbers, time and mileage, and the car hire due. The owners compare the settlements with their own records and raise adjustments for differences.

Implementation

Implementation considerations for the 414

  • Identify cars by reporting marks and numbers exactly.
  • Use the rates agreed or published for each car.
  • Process adjustments within the industry's time limits.
  • Reconcile settlements with interchange records.

How ECOM helps

Automate the 414 with ECOM

Industry

Trucking and Transportation

Load tenders, responses, status and freight invoices for carriers, brokers and shippers, integrated with the TMS.

Solution

Financial Document Automation

Automate invoices, remittances, payment files and bank statements from capture to posting.

Solution

EDI Integration

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

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

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