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How do you use EDI data segment qualifiers and identifiers effectively?

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Electronic Data Interchange (EDI) is a standardized way of exchanging business information between different systems and organizations. EDI data segments are the building blocks of EDI transactions, such as invoices, purchase orders, or shipping notices. Each data segment consists of a segment identifier, a segment qualifier, and one or more data elements. How do you use EDI data segment qualifiers and identifiers effectively to ensure accurate and consistent communication with your trading partners?

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1 Segment identifiers

A segment identifier is a two- or three-character code that indicates the type and function of a data segment. For example, the segment identifier N1 identifies a name and address segment, while the segment identifier IT1 identifies an item detail segment. Segment identifiers are mandatory and must appear at the beginning of each data segment, followed by a data element separator. You should use the segment identifiers that are specified by the EDI standard and the transaction set that you are using, and avoid using custom or proprietary segment identifiers that may cause confusion or errors.

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Stephen Baker

Managing Member | Certified QuickBooks Online ProAdvisor as well as managing member at Bakers Arms and Ammo LLC
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I agree, but my example for non-technical person is the segments are like the fields you fill in on an online form, some are required, like name is on most forms, but some segments are optional, like the second address line or the prefix before your nane.

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2 Segment qualifiers

A segment qualifier is a code that modifies or clarifies the meaning of a data segment or a data element within a segment. For example, the segment qualifier BT in the N1 segment indicates that the name and address are for the bill-to party, while the segment qualifier ST indicates that they are for the ship-to party. Segment qualifiers are usually optional, but they can be required or conditional depending on the EDI standard and the transaction set that you are using. You should use the segment qualifiers that are relevant and appropriate for your business scenario, and avoid using ambiguous or unnecessary segment qualifiers that may cause duplication or inconsistency.

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3 Data elements

A data element is a unit of information within a data segment, such as a name, a number, a date, or a code. Each data element has a predefined format, length, and data type, and must be separated by a data element separator within a segment. Some data elements are mandatory, while others are optional or conditional depending on the EDI standard and the transaction set that you are using. You should use the data elements that are required and sufficient for your business purpose, and avoid using invalid or incomplete data elements that may cause rejection or misinterpretation.

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Kevin Lee

Senior IT Analyst at Caterpillar Inc. Retiree
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For X12 for data qualifiers and corresponding value may not always be in the same place. For the LIN segment this record has many pairings and should be treated like a string or array and scanned thru to find the qualifier and value that you are looking for. Example LIN may have qualifiers like BP, RN, VP, EC,PO etc.. these qualifiers/values do not have to be in any set order and can very from one trading partner to the next.

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Brian Harris

Multi-disciplined Small Business Owner | IT Professional, Healthcare Technology Sr. Business Analyst | FAA 107C UAS Pilot
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I agree but wanted to add that there are also sub-component element separators to embed multiple data elements within one element. An example would be on an 837P Healthcare Claim transaction CLM05 that has 3 sub-component elements (CLM05-01, CLM05-02, CLM05-03).

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4 Segment terminators

A segment terminator is a character that marks the end of a data segment. The segment terminator is usually a carriage return, but it can also be a different character depending on the EDI standard and the transaction set that you are using. The segment terminator must be consistent and distinct from the data element separator and the sub-element separator within a segment. You should use the segment terminator that is agreed upon by you and your trading partner, and avoid using multiple or missing segment terminators that may cause parsing or formatting errors.

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Tom Vermilya

Senior Dataflex Engineer at Help At Home
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The usage of segment terminators, element delimiters and sub-element delimiters is very important for multiple reasons. Characters that might be included in data (like the asterisk character) need to be avoided. And some characters may improve the readability of raw data (like the pipe character) more than others (like the tilde character). Most importantly, usage of a carriage return as the segment terminator - while improving readability, can cause trouble in a scenario where the transmission process messes with it. I have only seen this happen a few times - but it was big trouble when it did happen, because it basically corrupted the file.

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5 Segment validation

Segment validation is the process of checking and verifying that the data segments in an EDI transaction comply with the EDI standard and the transaction set that you are using. Segment validation can help you detect and correct any errors or discrepancies in your data segments, such as missing or extra segments, invalid or mismatched segment identifiers or qualifiers, incorrect or inconsistent data elements, or improper segment terminators. You should use an EDI software or tool that can perform segment validation before sending or receiving an EDI transaction, and follow the error handling and reporting procedures that are established by you and your trading partner.

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6 Segment best practices

Segment best practices are guidelines and recommendations that can help you use EDI data segment qualifiers and identifiers effectively and efficiently. It’s important to follow the EDI standard and the transaction set syntax and semantics rules. Additionally, use clear and concise segment identifiers and qualifiers that convey the intended meaning. You should also use only necessary and relevant data elements that meet your business requirements. Furthermore, make sure to use consistent and distinct segment terminators that separate the data segments. Segment validation should be used to ensure accuracy and completeness of your data segments. Lastly, use segment documentation and communication to facilitate understanding and collaboration with your trading partner.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Kevin Lee

Senior IT Analyst at Caterpillar Inc. Retiree
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The element separator and segment terminator will be found for X12 on the ISA record. Which tells your translator what values are being used in the msg. These values can change from one trading partner to another. EDIFACT you would find these values on the UNH record and these values are fixed in EDIFACT standards. If those values were to differ from the standard then the trading partner would send a UNA segment which would tell the translator what should be used instead of the standard values. Using segment terminator and element separator allows for compressing/decompressing the message for sending/receiving the message, which cuts down on cost for eliminating extra spaces etc.

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How do you use EDI data segment qualifiers and identifiers effectively?

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1 Segment identifiers

2 Segment qualifiers

3 Data elements

4 Segment terminators

5 Segment validation

6 Segment best practices

7 Here’s what else to consider

Electronic Data Interchange (EDI)

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