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X12 transaction guide · Transportation

EDI 925 Claim Tracer

The X12 document a claimant uses to ask a carrier for the status of a loss or damage claim.

Sent by
Claimant
Received by
Transportation carrier
Standard
ANSI ASC X12

What is an EDI 925?

The EDI 925 Claim Tracer is the ANSI X12 transaction set a claimant uses to request from a carrier the status of a loss or damage claim. It identifies the claim and asks the carrier to report where it stands.

Freight claims can take weeks or months to resolve. A tracer gives the claimant a structured way to follow up without calls or emails, and the carrier answers with a 926 claim status report. Regular tracing also helps claimants keep within the time limits for legal action if a claim is declined.

How the EDI 925 worksDiagram of the EDI 925 Claim Tracer. Claimant sends it to transportation carrier. It usually follows 920 and 924. It is usually followed by 926 and 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: the required F10 loop with F10 (Identification of Claim (Tracer)). 0 optional loops are listed by their first segment.How the EDI 925 worksClaim Tracer: who sends it, where it fits and what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWS920Loss or Damage Claim -General Commodities924Loss or Damage Claim -Motor VehicleEDI 925SENDERClaimantRECEIVERTransportation carrier997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY926Claim Status Report andTracer Reply997FunctionalAcknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional group, ID code GCGS … GETransaction set 925ST … SEHEADINGRequired loop F10 · repeats up to 99F10Identification of Claim (Tracer)Blue 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 925. Your trading partner's implementation guide adds its own requirements.
How the EDI 925 worksDiagram of the EDI 925 Claim Tracer. Claimant sends it to transportation carrier. It usually follows 920 and 924. It is usually followed by 926 and 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: the required F10 loop with F10 (Identification of Claim (Tracer)). 0 optional loops are listed by their first segment.How the EDI 925 worksClaim Tracer: who sends it, where it fits andwhat the standard marks required1 WHERE IT FITSUSUALLY FOLLOWS920Loss or Damage Claim - GeneralCommodities924Loss or Damage Claim - Motor VehicleEDI 925SENDERClaimantRECEIVERTransportationcarrier997 or 999 acknowledgment back, if the partnersagreeUSUALLY FOLLOWED BY926Claim Status Report and Tracer Reply997Functional Acknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDs (ISA… IEA)Functional group, ID code GC (GS … GE)Transaction set 925 (ST … SE)HEADINGRequired loop F10 · repeats up to99F10Identification of Claim(Tracer)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 925. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 925, 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 925 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

  • Following up on an open freight claim
  • Asking for the status of a claim with no response
  • Tracing claims before internal reporting deadlines

Where it fits in the document flow

Usually follows 920 Loss or Damage Claim - General Commodities924 Loss or Damage Claim - Motor Vehicle
This document 925 Claim Tracer
Usually followed by 926 Claim Status Report and Tracer Reply997 Functional Acknowledgment

Structure

Mandatory segments in the 925 (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
  • F10
  • SE

Practical example

The 925 in practice

A shipper filed a damage claim six weeks ago and has heard nothing. Its claims system sends the carrier a 925 tracer for the claim number. The carrier replies with a 926 reporting that the claim is under investigation and awaiting the driver's statement, and the shipper sets a reminder to trace again in two weeks.

Implementation

Implementation considerations for the 925

  • Reference the carrier's claim number, or the original claim data if none was assigned.
  • Trace open claims on a regular schedule rather than ad hoc.
  • Track legal time limits alongside claim status.
  • Match each tracer to the 926 reply that answers it, and escalate claims with no reply.

How ECOM helps

Automate the 925 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

Supply Chain Visibility

Track orders, shipments and invoices across partners and catch exceptions early.

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

Related transactions

Related transportation documents

All 80 transportation documents

Need help with the EDI 925?

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

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