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EDIFACT message guide · Communications

INSRPT Inspection report

The UN/EDIFACT message a customer's inspection service uses to report inspection results on items due for despatch.

Sent by
Customer's inspection service or agent
Received by
Supplier and other interested parties
Standard
UN/EDIFACT · Batch message
X12 equivalent
No direct equivalent

What is the EDIFACT INSRPT message?

INSRPT is the UN/EDIFACT inspection report. The directory defines it as a message sent by a customer's inspection service, or its agent, informing a supplier and other interested parties of the results of the inspection of items due for despatch to the customer.

The report states whether the goods passed or failed, the defects found and any instructions, such as rework before re-inspection. Buyers often make shipment, or payment under letters of credit, conditional on a passed inspection. It is the answer to an INSREQ.

How the EDIFACT INSRPT message worksDiagram of the UN/EDIFACT INSRPT Inspection report message. Customer's inspection service or agent sends it to supplier and other interested parties. It usually follows INSREQ. It is usually followed by DESADV. Inside the UNB and UNH envelopes, the directory D.21A requires, in the start of message: BGM (Beginning of message) and DTM (Date/time/period) and body and segment groups: the required SG2 loop with NAD (Name and address) and the required SG3 loop with DOC (Document/message details). 4 conditional segment groups are listed by their trigger segment.How the EDIFACT INSRPT message worksInspection report: who sends it, where it fits and what the directory marks mandatory1 WHERE IT FITSUSUALLY FOLLOWSINSREQInspection requestINSRPTSENDERCustomer's inspectionservice or agentRECEIVERSupplier and otherinterested partiesCONTRL syntax report back, if agreedUSUALLY FOLLOWED BYDESADVDespatch advice2 WHAT DIRECTORY D.21A REQUIRESInterchange: sender and recipient IDsUNB … UNZMessage INSRPTUNH … UNTSTART OF MESSAGEBGMBeginning of messageDTMDate/time/periodBODY AND SEGMENT GROUPSMandatory group SG2 · repeats up to 99NADName and addressMandatory group SG3 · repeats up to 99DOCDocument/message details+ 4 conditional groups, starting with:RFFNADLINBlue box: mandatory segment group. Conditional groups are listed by the trigger segment that starts them; a group is sent only when its data applies.Conditional segments outside groups are not drawn.Structure: mandatory segments and groups in the UN/EDIFACT directory D.21A listing for INSRPT. Your trading partner's implementation guide adds itsown requirements.
How the EDIFACT INSRPT message worksDiagram of the UN/EDIFACT INSRPT Inspection report message. Customer's inspection service or agent sends it to supplier and other interested parties. It usually follows INSREQ. It is usually followed by DESADV. Inside the UNB and UNH envelopes, the directory D.21A requires, in the start of message: BGM (Beginning of message) and DTM (Date/time/period) and body and segment groups: the required SG2 loop with NAD (Name and address) and the required SG3 loop with DOC (Document/message details). 4 conditional segment groups are listed by their trigger segment.How the EDIFACT INSRPTmessage worksInspection report: who sends it, where it fitsand what the directory marks mandatory1 WHERE IT FITSUSUALLY FOLLOWSINSREQInspection requestINSRPTSENDERCustomer'sinspectionservice or agentRECEIVERSupplier andother interestedpartiesCONTRL syntax report back, if agreedUSUALLY FOLLOWED BYDESADVDespatch advice2 WHAT DIRECTORY D.21A REQUIRESInterchange: sender and recipient IDs(UNB … UNZ)Message INSRPT (UNH … UNT)START OF MESSAGEBGMBeginning of messageDTMDate/time/periodBODY AND SEGMENT GROUPSMandatory group SG2 · repeats upto 99NADName and addressMandatory group SG3 · repeats upto 99DOCDocument/message details+ 4 conditional groups, starting with:RFFNADLINBlue box: mandatory segment group. Conditionalgroups are listed by the trigger segment thatstarts them; a group is sent only when its dataapplies. Conditional segments outside groups arenot drawn.Structure: mandatory segments and groups in theUN/EDIFACT directory D.21A listing for INSRPT.Your trading partner's implementation guide adds itsown requirements.

How to read this diagram: the top row shows who sends INSRPT, to whom, and which messages usually come before and after it. The lower part shows what the directory D.21A itself requires: the envelopes around INSRPT and the segments and segment groups it marks mandatory. Conditional groups are listed by their trigger segment rather than drawn in full. This is the directory's minimum, not a trading partner's requirement: a message implementation guide, such as an industry subset or a partner’s own guide, usually makes some conditional groups mandatory, restricts the codes and may use an older directory.

Expand diagram Download SVG

When it is used

  • Reporting pre-shipment inspection results
  • Approving goods for despatch
  • Reporting defects requiring rework

Where it fits in the message flow

Usually follows INSREQ Inspection request
This message INSRPT Inspection report
Usually followed by DESADV Despatch advice

Structure

Mandatory segments in INSRPT (directory D.21A)

In UN/EDIFACT directory D.21A, the INSRPT message has 35 segment positions arranged in 9 segment groups. These are the segments and segment groups marked mandatory at message level, in order; a mandatory group is shown with the segment that starts it. Segments inside conditional groups are needed only when the group is used. This is the directory’s requirement, not your trading partner’s: each partner’s message implementation guide names the directory it uses, often an older one such as D.96A or D.01B where the structure can differ, makes some conditional segments mandatory and restricts the codes.

  • UNH
  • BGM
  • DTM
  • SG2 (NAD)
  • SG3 (DOC)
  • UNT

Practical example

INSRPT in practice

An inspector checks a sample of a garment order and finds stitching defects above the allowed level in one style. The agency sends the factory and the retailer an INSRPT passing four styles and failing one with the defect details. The factory reworks the failed style and requests re-inspection.

Implementation

Implementation considerations for INSRPT

  • Use agreed defect classifications and acceptance levels.
  • Report results per item or lot, not only overall.
  • Distribute results to everyone who controls shipment and payment.
  • Link re-inspections to the original report.

How ECOM helps

Automate INSRPT with ECOM

Industry

Retail

Retail and eCommerce EDI for suppliers and retailers, from purchase order to payment, with compliance built in.

Industry

Consumer Goods

Retail, distributor, marketplace and direct-channel integration for consumer brands.

Solution

Supply Chain Visibility

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

Compare X12 and EDIFACT, or see answers to general questions in the EDI FAQ.

Related messages

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Need help with INSRPT?

ECOM maps, tests and monitors EDIFACT messages for your trading partners and integrates them with your ERP.

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