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X12 transaction guide · Master data

EDI 838 Trading Partner Profile

The X12 document used to request, change, verify or transmit business profile information to or from a trading partner.

Sent by
Trading partner (often a supplier or vendor)
Received by
Trading partner (often a buyer or government agency)
Standard
ANSI ASC X12

What is an EDI 838?

The EDI 838 Trading Partner Profile is the ANSI X12 transaction set used to request, change, verify or transmit business profile information to or from a trading partner. The receiver uses the information to process the sender's business transactions.

Profile data includes company identification, addresses, contacts, bank details and EDI capabilities. Government vendor registration programs used the 838 to collect supplier profiles, and companies can use it to keep partner master data current without forms. Profiles can also describe a partner's EDI capabilities, such as the transaction sets and versions it supports.

How the EDI 838 worksDiagram of the EDI 838 Trading Partner Profile. Trading partner (often a supplier or vendor) sends it to trading partner (often a buyer or government agency). 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: BTP (Beginning Segment For Trading Partner Profile). 1 optional loops are listed by their first segment.How the EDI 838 worksTrading Partner Profile: who sends it, where it fits and what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 838SENDERTrading partner (oftena supplier or vendor)RECEIVERTrading partner (oftena buyer or governmentagency)997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY997FunctionalAcknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional group, ID code TDGS … GETransaction set 838ST … SEHEADINGBTPBeginning Segment For Trading Partner Profile+ 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 838. Your trading partner's implementation guide adds its own requirements.
How the EDI 838 worksDiagram of the EDI 838 Trading Partner Profile. Trading partner (often a supplier or vendor) sends it to trading partner (often a buyer or government agency). 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: BTP (Beginning Segment For Trading Partner Profile). 1 optional loops are listed by their first segment.How the EDI 838 worksTrading Partner Profile: who sends it, where itfits and what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 838SENDERTrading partner(often a supplieror vendor)RECEIVERTrading partner(often a buyer orgovernmentagency)997 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 TD (GS … GE)Transaction set 838 (ST … SE)HEADINGBTPBeginning Segment ForTrading Partner Profile+ 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 838. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 838, 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 838 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

  • Registering as a vendor with a buyer
  • Updating company profile or bank details
  • Verifying profile data held by a partner

Where it fits in the document flow

This document 838 Trading Partner Profile
Usually followed by 997 Functional Acknowledgment

Structure

Mandatory segments in the 838 (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
  • BTP
  • LX
  • N1
  • LCD
  • TPD
  • TUD
  • SPR
  • PAM
  • TXN
  • LM
  • LQ
  • ENE
  • SE

Practical example

The 838 in practice

A supplier changes its remittance address and bank account. It sends its main customer an 838 updating its profile with the new details and effective date. The customer verifies the change through a callback, updates its vendor master and pays future invoices to the new account.

Implementation

Implementation considerations for the 838

  • Verify bank detail changes through a separate channel to prevent fraud.
  • Keep identifiers consistent with orders and invoices.
  • Send profile changes with their effective dates.
  • Decide which party owns each item of profile data.

How ECOM helps

Automate the 838 with ECOM

Solution

Trading Partner Onboarding

EDI certification and automation onboarding for customers, suppliers and carriers, by whichever method each partner can support.

Solution

B2B Integration

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

Solution

Procure-to-Pay Automation

Automate purchasing, receiving and supplier invoicing across EDI, portals and documents.

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

Need help with the EDI 838?

ECOM maps, tests and monitors X12 documents for your trading partners and integrates them with your ERP.

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