EDI for Advance Shipping Note

Transcription

1 EDI for Advance Shipping Note Specification and User Guide for the German tedrive Plants In compliance with the recommendation VDA of the German Association of the Automotive Industry (Verband der Automobilindustrie) November 2007 Page 1 of 15 VDA4913.pdf

2 NOTICE This brochure has been developed for exclusive use by our suppliers, to support their understanding of the EDI Procedures at tedrive Germany GmbH and tedrive Steering GmbH. The subject matter contained herein is covered by a copyright completely owned by tedrive. This document contains information that may be proprietary. The contents of this document may not be duplicated by any means without the written permission of tedrive. All rights reserved. Index 1 General Introduction Applicability Basic information of the ASN Advice Note Number Vendor code Part number The receiving plant / Customer Plant Code Quantities Item number advise note Country of Origin Transportation Method Transport Information Packaging Data Putting together the shipment Transmission Rules... 8 List of abbreviations ASN = Advance Shipping Note DCI = Daily Call-In EDI = Electronic Data Interchange FTL = Full Truck Load LLP = Lead Logistic Provider LTL = Less Than Truck Load VDA = German Association of the Automotive Industry (Verband der Deutschen Automobilindustrie) November 2007 Page 2 of 15 VDA4913.pdf

3 1 General Introduction This brochure describes the requirements for an electronic Advance Shipping Notice to be used to convey shipping details between supplier and ultimately a tedrive receiving plant. This standard was developed to achieve the following objectives: Immediate availability of advice note and transportation data at tedrive Pre-information through EDI to the recipient of the goods that the consignment is on the way (In-transit information) Enhanced visibility of material flow leading to reduced excess inventory, shortages and premium freight costs Avoidance of manual input of receipt for material and packaging data with reduced risk of The necessity of manually tracking in-transit shipments is obviated while maintaining 100 % data integrity of the supplier ASN Ensures agreement between our payment data and the supplier s shipping record data. Faster settlement of payments is enabled through improved data integrity and reduced need for reconciliation for both Supplier and tedrive Supports planning of shipments of empties at tedrive and the carriers Enables in-transit information to be taken into account in the case of shipping schedule requirements Important Note: Data transmission to tedrive may only and must take place immediately after the goods have been picked up. Immediately means within a maximum of fifteen minutes. The ASNs may not be collected together and sent once daily. Transmitting data too early or too late leads to errors which impair supplier performance. 2 Applicability The information contained in this document applies solely to tedrive Germany GmbH (Dueren plant) and tedrive Steering GmbH (Wuelfrath plant). If you are also in a business relationship with a tedrive plant outside of Germany, please ask your local contact in these plants for EDI Specifications. 3 Basic information of the ASN The VDA 4913 is a message, which is sent from a party who is issuing a shipment of products to a party who is going to receive and consume those November 2007 Page 3 of 15 VDA4913.pdf

4 products. The message hold details on the shipment and the items contained within it. Furthermore it includes information on packing used for the shipment. 3.1 Transport Reference Number For each receiving location (plant) a separate transport reference number has to be assigned. All suppliers must use a continuous transport reference number that must not be repeated within two years. Together with the supplier code it is a unique key. 3.2 Advice Note Number Only the numeric part of the Advice Note Number should be entered and transmitted to tedrive, since alpha and special characters are not processed. The Advice Note Number must be entered right-justified with leading zeroes. The Advice Note Number on the delivery documents (packing slip) must be identical to the EDI message (ASN) and must not be repeated within 24 months. 3.3 Vendor code All suppliers that have been in business with tedrive prior to March 1 st, 2008 will keep their assigned Vendor Code. This is the code know as GSDB-Code at Visteon. It is made up of a four digit base, plus a fifth digit which offers an opportunity to for example - distinguish different vendor addresses. All suppliers that begin a business relationship with tedrive after March 1 st, 2008 will receive a Vendor Code that is independent from the Visteon-assigned GSDB Code. Please contact your tedrive Purchasing Agent to receive this code. 3.4 Carrier Codes Just as Vendor Codes, tedrive will also continue to use the old Carrier Codes. All Visteon Carrier Codes that were effective before March 1 st, 2008 can still be used after the transition. Those are also the GSDB-Codes. 3.5 Part number Part numbers will be made up of variable length with a maximum length of 18 characters. Tedrive part numbers will be different from the ones used at Visteon! You will receive details on the part numbers that are relevant to you within a different communication. Please enter the part number on the advice notes and in the advanced shipping note in the same structure as printed and transmitted on the releases of the destination plant. November 2007 Page 4 of 15 VDA4913.pdf

5 3.6 The receiving plant / Customer Plant Code All tedrive plants are identified by a 2-digit plant-code. The table below shows the plant codes used in EDI messages for the Dueren and Wuelfrath plants. These codes remain unchanged from the Visteon codes for the same plants. Plant Code 5-digit Plant Code 2-digit Plant Name 0098A 4A DUEREN 0133A 18 WUELFRATH The plant is to be transmitted in record-type 712, field 04 as a 2-digit code. It is absolutely essential that in every kind of documentation or data transmission the plant code and the part number are indicated! 3.7 Contract / Order Number Tedrive will require the contract/order number to be transmitted in the ASN. This is a change from the Visteon VDA Standard that did not require this to be transmitted. Always use the same Contract/Order Number that you received in field 552/13 of the Daily Call-In! It is very important that all parts that are grouped underneath the same 713 record have also the same underlying order/contract number! Do not combine different parts within one Advice Note that have different contract/order numbers! 3.8 Quantities Within an Advice Note, the quantity of a part may only be listed as a total quantity (no quantity split permitted). Example: Correct: False: Pos. 001 Part items Pos. 001 Part items Pos. 002 Part items Pos. 002 Part items Pos. 003 Part items Pos. 003 Part items Pos. 004 Part items To indicate the unit of measure use the information transmitted in the VDA4905 (Release), record type 512, field 13. The cumulative quantity shipped contains the cum shipped since rollback incl. this shipment per part number / receiving plant. November 2007 Page 5 of 15 VDA4913.pdf

6 3.9 Item number advise note One or several part numbers may be entered for each advice note. If only one part number is entered, there is also only one item number 001. If it is necessary to enter several part numbers on one advice note, the item number for each further part number is increased by 1 (see above example under 3.8). The same item number must be cross-referenced on record type 715 Packaging data. When several part numbers are packed onto one pallet then only one advice note should be used as this consignment is considered as one unit load Country of Origin In record 714, the supplier transmits the country of origin of the goods. The following codes are to be used: Unique data elements of shipment - Record Type 714 Position 05: France 001 Spain 011 Belgium and Luxemburg 002 Sweden 030 Netherlands 003 Switzerland 036 Germany 004 Austria 038 Italy 005 Hungary 064 United Kingdom 006 USA 400 Rep. Ireland 007 Canada 404 Denmark 008 Japan 732 Portugal 010 Other countries 999 Furthermore, the preference status is transferred in record 714: Unique data elements of shipment - Record Type 714 Position Preference status 17: Requirement Code Definition G = origin in EU; preference rights for all countries with agreement on origins W = original goods of EU; preference rights for trade with EFTA countries C = Switzerland November 2007 Page 6 of 15 VDA4913.pdf

7 I = Iceland N = X Norway Not yet examined; goods without preferred origin 3.11 Transportation Method In record 713, the supplier transmits the method of transportation that is used for the shipment. Only the codes in the table below are allowed in an ASN to tedrive! Unique Data Elements of Advise Note Record 713 Position 06: Transportation Definition Code 01 = Truck sub-supplier 02 = Truck customer (tedrive) 03 = Truck consolidator 04 = Truck rail/drop-body trailer 05 = Truck supplier 08 = Rail wagon 10 = Air freight 11 = Sea freight In record 712, the supplier sends an identification of the conveyance that was used for the shipment. The corresponding field in position 14 qualifies the kind of ID that is being transmitted: Unique data elements of shipment - Record Type 712 Position 14: Transportation Definition Code 01 = Truck/Trailer no. 08 = Wagon number 10 = Freight number and/or number of flight bill of lading 11 = Vessel name 3.12 Weights The total gross/net weight indicated on the ASN must be identical to the total gross/net weight on the forwarding order. It will be the total of the gross/net November 2007 Page 7 of 15 VDA4913.pdf

8 weights of all advice notes which were grouped to one transport reference number Packaging Data All suppliers must include packaging information in their ASNs. This procedure applies to all packaging types and durable container codes. This Package Slip Number field is used to refer to the number of the packaging check slip, as long as this additional document is still used. The packaging check slip number is entered for each advice note if the goods are delivered in durable packaging. In the case of expendable packaging, packaging data must be specified, but no packaging check slip number. Package Data includes information on the dimension of the package. This three dimension length, width and height are to be transmitted in the format LLLLWWWWHHHH, with each value being expressed in millimeters. For example, a package that is 1,79m x 50cm x 20cm, the value would be Putting together the shipment The shipment process bases on the fact that a supplier sends material, which is packed on one or more trucks (1 truck = 1 conveyance) to one or more tedrive plants. One conveyance can contain several transport reference numbers, one for each receiving location (dock) of the receiving plant(s). These transport reference numbers all refer to the conveyance (= truck) they are packed on. Several parts can now be on one ASN, but only for one particular receiving location. It is important not to combine parts for different receiving locations on one ASN. Just as important, all parts within one Advice Note must correspond to the same underlying contract / order number (See 3.7) Transmission Rules Once the ASN s have been generated and transmitted to tedrive per EDI, errors which are discovered by the supplier after transmission must not be corrected, and rectified data must not be transmitted to tedrive. Instead, the supplier must inform the plant MP&L contact person about the errors so that the information can then be passed on internally. If it is not possible for a supplier to transmit advice note and transportation data to tedrive (e.g. because of problems with the computer system), the relevant advice note must be stamped No EDI. In that case tedrive records the advice note data manually on internal systems. November 2007 Page 8 of 15 VDA4913.pdf

9 Rec. type 711 Ver. 02 Descr.: HEADER ADVICE NOTE AND TRANSPORTATION DATA Field Position: Definition Length K/M E.g..: Remarks Record type 3 M '711' Constant Version 2 M '02' Constant number Customer number 9 M TEDRIVE Number which the supplier has issued to tedrive. You can transmit an identification of your choice. If uncertain, use TEDRIVE Supplier code 9 M 'P68PA' Supplier code issued by tedrive. See Transmission number old Transmission number new 5 M Start with '00001' for the first transmission. For subsequent transmission, take the number from the memory. Right-aligned with leading zeroes. 5 M Ordinal number which increases by 1 for each transmission. For the first transmission, use Right-aligned with leading zeroes Transmission date 6 M Form YYMMDD Sub-supplier 9 K Not required by tedrive. Value is ignored. number Carrier code 9 Not required by tedrive; remains blank Storage code 1 K Not required by tedrive; remains blank Blank 70 M Blank November 2007 Page 9 of 15 VDA4913.pdf

10 Rec. Type 712 Ver. 02 Descr.: UNIQUE DATA ELEMENTS OF TRANSPORTATION Fiel Position: Definition Leng K/ E.g.: Remarks d th M Record type 3 M '712' Constant Version number 2 M '02' Constant Transport reference 8 M Enter the number of the transit document or shipment. See 3.1. Rightaligned number with leading zeroes Suppliers Plant Code 3 K Not required by tedrive; remains blank Carrier/forwarding agent 14 M Not required by tedrive; remains blank Carrier date of goods transfer 6 M Date on which the shipment is transferred to the carrier/ forwarding agent, form YYMMDD Carrier time of goods transfer 4 M 1030 Time at which the shipment is transferred to the carrier/ forwarding agent, form HHMM Transport gross weight 7 M To be entered by supplier in kilograms, right-aligned with leading zeroes and no positions after the decimal point Transport net weight 7 K To be entered by supplier in kilograms, right-aligned with leading zeroes and no positions after the decimal point Freight payment code 2 K Not required by tedrive; remains blank Carrier EDI code 1 K Not required by tedrive; remains blank Number of packages 4 K Is entered by the supplier and must agree with the corresponding number on the packing slips. Right-aligned with leading zeroes and no positions after the decimal point Carrier number 14 M DX The tedrive code for the district carrier is to be entered here. See Means of transport code 2 M 01 For trucks 01 (vehicle registration no.) is used. For other codes see Conveyance number 25 M KAD37 3 Is entered by supplier and overwritten by carrier if the means of transport for further transportation changes. Enter left aligned Tariff zone 9 K Not required by tedrive; remains blank Scheduled date of arrival 6 K Form YYMMDD. Optional Scheduled time of arrival 4 K 1000 Form HHMM. Optional Load metres 3 K Not required by tedrive; remains blank Truck type code 1 K Not required by tedrive; remains blank Blank 3 M Blank November 2007 Page 10 of 15 VDA4913.pdf

11 Record Type 713 Ver. 02 Descr.: UNIQUE DATA ELEMENTS OF ADVICE NOTE Field Position Definition Length K/M E.g.: Remarks Record type 3 M '713' Constant Version number 2 M '02' Constant Advice Note Number 8 M Right-aligned with leading zeroes, only numeric characters. See Shipment date 6 M Form YYMMDD. Must agree with carrier transfer date (712-06) Receiving location 5 M 4A Enter code from release, left-aligned. See Type of shipment 2 M 11 Enter code in line from section Customer s code 4 K Not required by tedrive; remains blank Transaction/order number 12 M Must now be transmitted. See Procedure code 2 K Not required by tedrive; remains blank Blank 4 M Remains blank Plant Code customer 3 M 4A Enter code from release, left-aligned. See 3.6. All packing slips must be made up for a specific plant Consignment 8 K Not required by tedrive; remains blank Goods recipient number 9 K Not required by tedrive; remains blank ASN correction code 1 M Standard is blank Storage location 7 K Not required by tedrive; value ignored. customer Supplier number 9 K Not required by tedrive; remains blank Point of consumption 14 K Not required by tedrive; remains blank Release number 4 K Not required by tedrive; remains blank Customer s reference 6 K Not required by tedrive; remains blank Blank 19 M Blank November 2007 Page 11 of 15 VDA4913.pdf

12 Rec. Type 714 Ver. 03 Descr.: ADVISE NOTE LINE ENTRIES Field Position: Definition Leng th K/ M E.g.: Remarks Record type 3 M '714' Constant Version number 2 M '03' Constant Customer's part number 22 M See 3.5. Left justified Vendor's part number 22 M Not required by tedrive; remains blank Country of origin 3 M Coded values, see Shipment quantity 13 M To be entered by the supplier. See 3.8. Right-aligned with leading zeroes, 3 decimal places Unit of measure 1 2 M Part related (ex release) Cumulative quantity 13 M Right-aligned with leading zeroes and three decimal places. See 3.8. shipped Unit of measure 2 2 K Part related VAT percentage 3 K Not required by tedrive; remains blank Blank 1 K Not required by tedrive; remains blank Item number advise note 3 M To be generated automatically starting with 001 for every new advise note number and incrementing by 1 for every part number; leading zeroes Production sequencing 1 K Not required by tedrive; remains blank. code Heat-number 15 K Only for raw material deliveries, to be keyed in by the supplier. Only one part number per advice note should be allowed. No validation. Left justified Requirement-code 1 M S For deliveries of production material, enter S ; for deliveries of spare parts, enter E ; for other deliveries enter M. BLANK = not specified Hazardous material code 8 K Not required by tedrive. Value ignored Preference status 1 M Enter Code from Customs goods 1 M Not required by tedrive. Value ignored Lighting tax 1 K Not required by tedrive; remains blank Inventory status 1 M Not required by tedrive; remains blank Engineering change 2 M Not required by tedrive. Value ignored. affected Blank 8 M Blank November 2007 Page 12 of 15 VDA4913.pdf

13 Rec. type: 715 Ver. 02 Descr.: PACKAGING DATA Field Position: Definition Length K/M E.g.: Remarks Record type 3 M '715' Constant Version number 2 M '02' Constant Packaging code customer 22 M To be entered by the supplier relative to the part number; leftaligned, max. 8 characters Packaging code supplier 22 M Not required by tedrive, but may be entered by the supplier for its own package. Enter left-aligned Number of packages 13 M To be entered by the supplier relative to the part number; right justified with leading zeroes. No decimal places Position number for 3 M Transfer advice note entry, record type 714, pos. 12 packaging Quantity in package 13 K Not required by tedrive; remains blank Package serial number from 9 K Left-aligned entry Package serial number to 9 K Left-aligned entry Packaging dimensions 12 K Transport volume measurements - length, width, heights in mm. See Stackability 1 K Not required by tedrive. Value ignored Storage request number 15 K Not required by tedrive; remains blank Blank 4 M Blank November 2007 Page 13 of 15 VDA4913.pdf

14 Rec. Type 716 Ver. 02 Descr.: TEXT DATA ON ITEM Field Position: Definition Length K/M E.g.: Remarks Record type 3 M '716' Constant Version number 2 M '02' Constant 03/ Text 1 22 K Not required by tedrive; remains blank. 03/2 28 Blank 1 M Blank 03/ Package slip no. 8 K Required for separated packaging check slip, left-aligned. 03/4 37 Control item 1 K Not required by tedrive; remains blank. indicator 03/ Blank 8 M Blank Text 2 40 K Comments and remarks on the item Text 3 40 K Comments and remarks on the item continued Blank 3 M Blank Rec. Type 717 Descr.: SINGLE PACKAGE RECORD FOR ITEM Field Position: Definition Length K/M E.g.: Remarks Not used by tedrive. Rec. Type 718 Descr.: PRODUCTION NUMBER DATA Field Position: Definition Length K/M E.g.: Remarks Not used by tedrive November 2007 Page 14 of 15 VDA4913.pdf

15 Rec. type 719 Ver. 02 Description TRAILER ADVISE NOTE AND TRANSPORTATION DATA Field Position: Definition Length K/M E.g.: Remarks Record type 3 M '719' Constant Version number 2 M '02' Constant Counter record type M Number record type 711 transmitted Counter record type M Number record type 712 transmitted Counter record type M Number record type 713 transmitted Counter record type M Number record type 714 transmitted Counter record type M Number record type 715 transmitted Counter record type M Number record type 716 transmitted Counter record type M Number record type 718 transmitted Counter record type M Number record type 719 transmitted Counter record type M Number record type 717 transmitted Blank 59 M Blank November 2007 Page 15 of 15 VDA4913.pdf