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X12 transaction guide · Education

EDI 131 Student Educational Record (Transcript) Acknowledgment

The X12 document used to confirm that a transcript came from the proper office and that key information was received.

Sent by
Institution receiving the transcript
Received by
Institution that sent the transcript
Standard
ANSI ASC X12

What is an EDI 131?

The EDI 131 Student Educational Record (Transcript) Acknowledgment is the ANSI X12 transaction set used to confirm that an original transcript did come from the proper office at the institution shown as the sender, and that certain key information was received.

Electronic transcripts carry weight in admissions decisions, so both institutions need assurance that a transcript is authentic and complete. The acknowledgment closes the exchange started by the 130, and lets the sending school confirm that the transcript reached its destination.

How the EDI 131 worksDiagram of the EDI 131 Student Educational Record (Transcript) Acknowledgment. Institution receiving the transcript sends it to institution that sent the transcript. It usually follows 130. It is usually followed by 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BGN (Beginning Segment), N1 (Party Identification), REF (Reference Information), QTY (Quantity Information) and IN2 (Individual Name Structure Components). 0 optional loops are listed by their first segment.How the EDI 131 worksStudent Educational Record (Transcript) Acknowledgment: who sends it, where it fits and what the standardmarks required1 WHERE IT FITSUSUALLY FOLLOWS130Student EducationalRecord (Transcript)EDI 131SENDERInstitution receivingthe transcriptRECEIVERInstitution that sentthe transcript997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY997FunctionalAcknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional group, ID code AKGS … GETransaction set 131ST … SEHEADINGBGNBeginning SegmentN1Party IdentificationREFReference InformationQTYQuantity InformationIN2Individual Name Structure ComponentsBlue 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 131. Your trading partner's implementation guide adds its own requirements.
How the EDI 131 worksDiagram of the EDI 131 Student Educational Record (Transcript) Acknowledgment. Institution receiving the transcript sends it to institution that sent the transcript. It usually follows 130. It is usually followed by 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BGN (Beginning Segment), N1 (Party Identification), REF (Reference Information), QTY (Quantity Information) and IN2 (Individual Name Structure Components). 0 optional loops are listed by their first segment.How the EDI 131 worksStudent Educational Record (Transcript)Acknowledgment: who sends it, where it fitsand what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWS130Student Educational Record(Transcript)EDI 131SENDERInstitutionreceiving thetranscriptRECEIVERInstitution thatsent thetranscript997 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 AK (GS … GE)Transaction set 131 (ST … SE)HEADINGBGNBeginning SegmentN1Party IdentificationREFReference InformationQTYQuantity InformationIN2Individual Name StructureComponentsBlue 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 131. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 131, 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 131 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

  • Acknowledging receipt of a transcript
  • Confirming the sender's authenticity
  • Reporting key data received

Where it fits in the document flow

Usually follows 130 Student Educational Record (Transcript)
This document 131 Student Educational Record (Transcript) Acknowledgment
Usually followed by 997 Functional Acknowledgment

Structure

Mandatory segments in the 131 (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
  • BGN
  • N1
  • REF
  • QTY
  • IN2
  • SE

Practical example

The 131 in practice

A university receives a transcript from a community college for a transfer applicant. Its system checks the sender against its list of authorized institutions and returns a 131 confirming receipt and the student's identifying data. The community college marks the transcript request as fulfilled.

Implementation

Implementation considerations for the 131

  • Acknowledge every transcript received, without exception.
  • Verify sending institutions against trusted lists.
  • Match acknowledgments to the transcripts sent.
  • Follow up transcripts with no acknowledgment.

How ECOM helps

Automate the 131 with ECOM

Solution

Enterprise Integration

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

Solution

EDI Integration

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

Solution

B2B Integration

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

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

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