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X12 transaction guide · Finance

EDI 851 Asset Schedule

The X12 document used to establish a schedule of leased assets and the contractual terms agreed between lessors and lessees.

Sent by
Lessor or lessee
Received by
Lessee or lessor
Standard
ANSI ASC X12

What is an EDI 851?

The EDI 851 Asset Schedule is the ANSI X12 transaction set that supports the established business practice of setting up a schedule of assets, and the contractual terms and conditions for those assets, agreed between lessors and lessees.

Equipment leases cover many items, such as vehicles, computers or machinery, each with its own identification, location, start date and payments. The asset schedule records them under the master lease, so both parties track the same assets for billing, insurance and end-of-lease returns.

How the EDI 851 worksDiagram of the EDI 851 Asset Schedule. Lessor or lessee sends it to lessee or lessor. It usually starts the exchange. It is usually followed by 810 and 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BLS (Beginning Segment for Asset Schedule), the required N1 loop with N1 (Party Identification) and the required LS1 loop with LS1 (Asset Item Identification) and detail: CTT (Transaction Totals). 1 optional loops are listed by their first segment.How the EDI 851 worksAsset Schedule: who sends it, where it fits and what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 851SENDERLessor or lesseeRECEIVERLessee or lessor997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY810Invoice997FunctionalAcknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional group, ID code LSGS … GETransaction set 851ST … SEHEADINGBLSBeginning Segment for Asset ScheduleRequired loop N1 · repeats up to 100,000N1Party IdentificationRequired loop LS1 · repeats many timesLS1Asset Item Identification+ 1 optional loop, starting with:N1DETAILCTTTransaction TotalsBlue 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 851. Your trading partner's implementation guide adds its own requirements.
How the EDI 851 worksDiagram of the EDI 851 Asset Schedule. Lessor or lessee sends it to lessee or lessor. It usually starts the exchange. It is usually followed by 810 and 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BLS (Beginning Segment for Asset Schedule), the required N1 loop with N1 (Party Identification) and the required LS1 loop with LS1 (Asset Item Identification) and detail: CTT (Transaction Totals). 1 optional loops are listed by their first segment.How the EDI 851 worksAsset Schedule: who sends it, where it fits andwhat the standard marks required1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 851SENDERLessor orlesseeRECEIVERLessee orlessor997 or 999 acknowledgment back, if the partnersagreeUSUALLY FOLLOWED BY810Invoice997Functional Acknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDs (ISA… IEA)Functional group, ID code LS (GS … GE)Transaction set 851 (ST … SE)HEADINGBLSBeginning Segment for AssetScheduleRequired loop N1 · repeats up to100,000N1Party IdentificationRequired loop LS1 · repeats manytimesLS1Asset Item Identification+ 1 optional loop, starting with:N1DETAILCTTTransaction TotalsBlue 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 851. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 851, 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 851 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

  • Adding assets to a master lease
  • Recording asset locations and lease terms
  • Updating schedules for returns or buyouts

Where it fits in the document flow

This document 851 Asset Schedule
Usually followed by 810 Invoice997 Functional Acknowledgment

Structure

Mandatory segments in the 851 (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
  • BLS
  • N1
  • LS1
  • CTT
  • SE

Practical example

The 851 in practice

A company leases 500 laptops under a master lease. When a new batch is delivered, the lessor sends an 851 with the schedule number, each laptop's serial number, location, start date, term and monthly payment. The company's asset management system records the laptops and matches lease invoices against the schedule.

Implementation

Implementation considerations for the 851

  • Identify assets by serial number or other unique identifiers.
  • Keep schedules consistent with lease invoices.
  • Track end-of-term dates for returns or renewals.
  • Update asset locations whenever assets move.

How ECOM helps

Automate the 851 with ECOM

Solution

Financial Document Automation

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Industry

Financial Services

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Solution

Enterprise Integration

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

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

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