1/17/2018. EDI Customer Documents Overview of the Customer Document Sets. Presented by Shawn Paul

Transcription

1 EDI Customer Documents Overview of the Customer Document Sets Presented by Shawn Paul 1

2 AGENDA What are Customer Documents? Begin at the Beginning What is EDI? Document Flow And more Questions WHAT IS EDI? Electronic Data Interchange (EDI) is an electronic communication method which allows Trading Partners to exchange business documents, such as purchase orders and invoices, with suppliers and manufacturers These transaction sets are structured documents containing data segments and elements utilizing agreed message standards and versions The documents are traded all over the world 2

3 What Are Customer Documents? Any document that fits in the procure to pay cycle of a business The Purchase Order is where it all begins Flow Common Documents Supplier 1 - Purchase Order (850/875) 2a, 3a Functional Acknowledgement (997) Trading Partner 3-Invoice (810/880) 2 - ASN (856) 1a - PO Acknowledgment (855) 3

4 Inbound Purchase Order (850/875) Purchase Order 850: The EDI 850 is a Purchase Order transaction set, used to place an order for goods or services. The 850 generally provides the same information you would find in a paper Purchase Order (PO) document Grocery Products Purchase Order 875: The EDI 875 transaction set is a Grocery Products Purchase Order. Paper Purchase Order ****PURCHASE ORDER**** TO: SHIP TO: Selling Company Buying Company, INC W. Lake Street 8450 Ford Parkway Minneapolis, MN P.O. Box 1000 St. Paul, MN BILL TO: (same) BUYER S CONTACT: R. J. Dittmeyer Header Area F.O.B. Method of Payment: Not specified Trans. Resp.: Origin (Shipping Point). SHIPPING POINT COLLECT P.O.#: 17X3232 Date: 09/01/99 Control #: QUANTITY ORDERED RECEIVED PLEASE SUPPLY ITEMS LISTED BELOW PRICE UNIT PN EKC HI-BIAS TYPE II 123 EA 12 2 PN SD-BLASTER SUPR-PERF 345 EA 50 3 PN-444UU44 MWMRC RW CDS 5 30 EA PN-283H5A7 COAX CONNECT 23 EA 5 Detail Area Number of Line Items 4 Total Quantity 1206 Summary Area 4

5 Inbound Purchase Order (850/875) ISA*00* *00* *ZZ* *ZZ* *990617*1110 GS*PO* * *990617*1232*00223*X* ST*850* BEG*00*SA*17XY3232*00*990901* *AC N1*ST*BUYING COMPANY, INC. N2*PURCHASING & MAIL DEPT. N3*PO BOX 1000 N4*ST. PAUL*MN*55030 PER*BD*R.J. DITTMEYER*TE*(612) N1*SF*SHIP FROM COMPANY N2*2800 W. LAKE ST. N4*MINNEAPOLIS*MN*55448 PO1*1*144*EA*123*CA*PI*PN *VP* PID*F****EKC HI-BIAS TYPE II PO1*2*12*EA*345*CA*PI*PN *VP* PID*F****SD-BLASTER SUPR PERF PO1*3*50*EA*30*CA*PI*PN444UU44*VP* PID*F****MWMRC RW CDS 5 PO1*4*1000*EA*23*CA*PI*PN283H5A7*VP* PID*F****COAX CONNECT CTT*1*123 SE*14* GE*1*00223 IEA*1* Header Area Detail Area Summary Area Functional Acknowledgement (997) Sent as a response to other EDI transactions received Does not indicate acceptance or rejection simply receipt 5

6 Functional Acknowledgement (997) ISA*01* *01* *ZZ*ABCDEFGHIJKLMNO*ZZ* * *1719*U*00400* *0*P*> GS*FA* * * *1100*1*X*004010VICS ST*997*0001 AK1*PO*1421 AK9*A*1*1*1 SE*4*0001 GE*1*1 IEA*1* Purchase Order Acknowledgement (855) Acknowledges the receipt of the Purchase Order from the trading partner and whether it was: Accepted Rejected Accepted with changes All items accepted, change to freight terms or cash terms (Header level changes only) Change or reject one or more lines, no header level changes Header level changes and one or more line items changed or rejected 6

7 Purchase Order Acknowledgement (855) ISA*01* *01* *ZZ*ABCDEFG HIJKLMNO*ZZ* *101127*1719*U* 00400* *0*P*> GS*PR* * * *1719*1 421*X*004010VICS ST*855*1001 BAK*00*AC*ABC123* ***** DTM*067* N1*ST**21*HO1000A00 PO1*1*10*CA*72.95*CT*UK* ACK*IA*10*CA*067* **UK* PO1*2*25*BX*15.75*CT*UK* ACK*IA*25*BX*067* **UK* CTT*2 SE*10*1001 GE*1*1421 IEA*1* Outbound Invoices (810) Outbound EDI Invoices are like the incoming PO in that they will contain header, detail and summary sections. Commonly contain: Invoice Details such as invoice number and date Carrier information, PRO #, and / or BOL number or other shipping information. Payment Terms Item information including prices and quantities Discounts and / or Allowances that were previously agreed upon with the Trading Partner Benefits of EDI Invoicing include faster and more accurate payments 7

8 Outbound Invoices (810) ISA*01* *01* *ZZ*ABCDEFGHIJKLMNO*ZZ * *101127*1719*U*00400* *0*P*> GS*IN* * * *1710*1320*X* VICS ST*810*1004 BIG* *217224* *P REF*DP*099 REF*IA*99999 N1*ST**92*123 ITD*01*3***0**60 IT1*1*4*EA*8.60**UP* IT1*2*2*EA*15.00**UP* IT1*3*2*EA*7.30**UP* IT1*4*4*EA*17.20**UP* IT1*5*8*EA*4.30**UP* IT1*6*4*EA*4.30**UP* IT1*7*6*EA*1.50**UP* IT1*8*6*EA*1.50**UP* TDS*21740 CAD*****GTCT**BM*99999 CTT*8 SE*18*1004 GE*1*1320 IEA*1* Inventory Inquiry / Advice (846) Used to communicate inventory information between you and your Trading Partner. Commonly used with.com Trading Partners Various item information can be included, not limited to: Quantity on Hand Quantity Committed Quantity on Purchase Order / Work Order Available date if Item is out of stock Cost to Trading Partner Information may be for a single warehouse location or multiple warehouse locations. 8

9 Inventory Inquiry / Advice (846) ISA*01* *01* *ZZ*ABCD EFGHIJKLMNO*ZZ* *101127*1 719*U*00400* *0*P*> GS*IB* * * *171 9*1421*X*004010VICS ST*846*1001 BIA*13*PI*4589* DTM*040* N1*DS*HC DISTRIBUTOR*21*78YU0JN90 PER*IC*M.J. SMITH*TE* *EM*FEEDBACK@1edisource.com LIN*1*MG*1000*UK* *LT* PID*F****DRAPE, SMALL TOWEL, CLEAR PLASTIC, ADHESIVE STRIP CTT*1 SE*9*1001 GE*1*1421 IEA*1* Outbound Advance Ship Notice (856) Provides the trading partner with shipment date and contents in advance of it being received by the trading partner. Allows trading partner to receive shipments quickly and accurately. Level of detail depends on trading partner requirements. Used in conjunction with Serial Shipping Container Code labels to identify products. Facilitates automated routing of cartons through the trading partner s warehouse. Time sensitive, which makes it a challenging document. 9

10 Outbound Advance Ship Notice (856) ASN s consist of multiple levels of data Shipment: Summarizes information about the shipment, such as number of cartons/ pallets, weight, shipping method, carrier, bill of lading and/or pro number and ship to address. Order: Details information about the particular order, including purchase order number and date, and buying party (if different from ship to address). Tare: Details information for each pallet or consolidated container, including number of cartons and a pallet-level UCC-128 number. This is not always used. Pack: Details of each pack (carton or pallet) in the shipment. Includes the carton-level UCC- 128 number as an identifier. Item: Details of each item with in each pack. It may include item number, quantity, weight, expiration date, lot number, etc. Outbound Advance Ship Notice (856) Two common types of packing structure for ASN s Standard Pack Easier, more straight forward Works well when sending full cartons of a single item or full pallets of a single item Also referred to as SOIP format (Shipment/Order/Item/Pack) Pick and Pack Can be more complicated Used if shipping multiple different items in a carton or full cartons of multiple items on a pallet Also referred to as SOPI format (Shipment/Order/Pack/Item) 10

11 Outbound Advance Ship Notice (856) ISA*01* *01* *ZZ*ABCD N1*OB*XYZ LIN*2*VP*99887D*UP* RETAIL EFGHIJKLMNO*ZZ* *101127*1 N3*P SN1*2*6*EA O BOX *U*00400* *0*P*> N4*ATLANTA*GA* **SN*9999 PO4*1*6*EA GS*SH* * * *104 N1*SF*1 PID*F****RED EDI SOURCE WIDGET 5*49*X* N3*31875 CTT*4*30 SOLON ROAD ST*856*0008 N4*SOLON*OH*44139 BSN*14*829716* *142428*0002 SE*31*0008 HL*1**S HL*2*1*O GE*1*49 TD1*PCS*2****A3*60.310*LB PRF* *** IEA*1* TD5**2*XXXX**XXXX HL*3*2*I REF*BM* LIN*1*VP*87787D*UP* REF*CN* SN1*1*24*EA DTM*011* PO4*1*24*EA N1*SH*1 PID*F****BLUE EDI SOURCE WIDGET N3*31875 HL*4*2*I SOLON RD N4*SOLON*OH*44139 Outbound Advance Ship Notice (856) ISA*01* *01* *ZZ*ABCDEFGHIJKLMNO*ZZ* *101127*1719*U*004 00* *0*P*> GS*SH* * * *1045*49*X* ST*856*0008 BSN*14*829716* *142428*0002 HL*1**S TD1*PCS*2****A3*60.310*LB TD5**2*XXXX**XXXX REF*BM* REF*CN* DTM*011* N1*SH*1 EDI SOURCE N3*31875 SOLON RD N4*SOLON*OH*44139 N1*OB*XYZ RETAIL N3*P O BOX N4*ATLANTA*GA* **SN*9999 N1*SF*1 EDI SOURCE N3*31875 SOLON ROAD N4*SOLON*OH*44139 HL*2*1*O PRF* *** HL*3*2*I LIN*1*VP*87787D*UP* SN1*1*24*EA PO4*1*24*EA PID*F****BLUE WIDGET HL*4*2*I LIN*2*VP*99887D*UP* SN1*2*6*EA PO4*1*6*EA PID*F****RED WIDGET CTT*4*30 SE*31*0008 GE*1*49 IEA*1*

12 Outbound Advance Ship Notice (856) Most trading partners that require the ASN, also require a Serial Shipping Container Code Label on each carton (also known as a UCC-128 label). The label includes a unique number that identifies a specific Logistics Unit. A Logistics Unit is a product carrying unit for which there is a need to provide identification and tracking through the supply chain. Examples of a Logistics Unit are Padded Mailers Cases / Cartons Pallets Trailers Shipping Containers This is an ISO Standard for all Transport Labels. Outbound Advance Ship Notice (856) - Label 12

13 Outbound Advance Ship Notice (856) - Label Serialized Shipping Container Code Outbound Advance Ship Notice (856) Application identifiers define specific data elements There are over 90 Application Identifiers Common ones are (00) Serial Shipping Container Code (01) Global Trade Item Number (02) GTIN of Trade Items contained in a Logistics Unit (11) Production Date (410) Ship to Deliver to Global Location Number 13

14 Purchase Order Change Request (860) An EDI 860 Purchase Order Change is an electronic version of a transaction used to request the change of a purchase order that has already been sent The 860 may also be used by buyers to confirm their acceptance of changes to purchase orders made by the sellers The document provides information describing the original purchase order, as well as changes to that purchase order Changes may include: - Add items - Change items - Change dates - Change quantity - Price change - Reschedule Order Status Inquiry(869) The EDI Order Status Inquiry (869) document is commonly used by trading partners to request status information regarding entire the Purchase Order or selected line items. The 869 Order Status Inquiry is transmitted to the supplier by the trading partner A 997 Functional Acknowledgment is sent back The supplier responds with an 870 Order Status Report 14

15 Order Status Report (870) The EDI 870 Order Status Report is commonly used by vendors to report the current status of a customer s order in response to the Order Status Inquiry (869) Each Status Report transaction refers to a single order from the customer The transaction data commonly includes: - Vendor information - Reference identifying the specific order in question - Details of the order including item, quantity and price - Order status information - Explanation of status Status Codes: - AP Allocation - DE Deleted Order - ED Expect to Ship By - CC Shipment Complete on (Date) - IN In Process Price/Sales Catalog (832) The EDI 832 Price/Sales Catalog transaction set is used to electronically request or provide the prices of goods or services in the form of a catalog. The 832 is used by manufacturers to provide detailed product information to their supply chain, including retailers, distributors, dealers The 832 generally includes two basic sets of information Product information - Seller name and contact information - Terms of sale information, including discounts available - Item identification and description - Item Color and Size information - Item physical details including type of packaging Price - Item pricing information including quantity and unit of measure 15

16 Payment Order/Remittance Advice (820) The 820 transaction set provides the EDI format for transmitting information relating to payments. It is typically used in conjunction with an electronic transfer of funds for payment of goods. The 820 transaction is used by businesses directly to individual suppliers to communicate the details of a pending payment, including adjustments reflected in the payment. The information provided in an 820 document includes: - Payer and payee identification - Bank and account IDs - Invoice number(s) - Adjustments from an invoice - Billed and paid amounts This information allows the suppliers to reconcile payments they receive against invoices they have issued. Payment Order/Remittance Advice (820) ISA*01* *01* *ZZ*ABCD PT*0 REF*PO* DTM*999* EFGHIJKLMNO*ZZ* *101127*1 RMR*IV*999735** * *31.83*PT 719*U*00400* *0*P*> *0 REF*PO* DTM*999* GS*RA* * * *172 RMR*IV*999736**7.78*7.94*0.16*PT*0 6*299*X* REF*PO* ST*820*0289 DTM*999* BPR*I* *C*ACH*PBC RMR*IV*999744**342.17*349.15*6.98*PT*0 TRN*1* REF*PO* CUR*BY*USD DTM*999* REF*ZZ* RMR*IV*999741**946.68*966*19.32*PT*0 DTM*020* N1*PE*1 REF*PO* EDI SOURCE DTM*999* REF*VR* N1*PR*ABC RMR*OS* **-1.18*-1.18*0*CM*0 CORP ENT*1 RMR*IV*999742**631.55*644.44*12.89*PT*0 REF*PO* DTM*999* REF*PO* SE*35*0289 GE*1*299 DTM*999* IEA*1* RMR*IV*999734**489.81*499.81*10*PT*0 REF*PO* DTM*999* RMR*IV*999740**882.51*900.52*18.01* 16

17 Payment Order/Remittance Advice (820) ISA*01* *01* *ZZ*ABCDEFGHIJKLMNO*ZZ* *101127*1719*U*004 00* *0*P*> GS*RA* * * *1726*299*X* ST*820*0289 BPR*I* *C*ACH*PBC TRN*1* CUR*BY*USD REF*ZZ* DTM*020* N1*PE*1 EDI SOURCE REF*VR* N1*PR*ABC CORP ENT*1 RMR*IV*999742**631.55*644.44*12.89*PT*0 REF*PO* DTM*999* RMR*IV*999734**489.81*499.81*10*PT*0 REF*PO* DTM*999* RMR*IV*999740**882.51*900.52*18.01*PT*0 REF*PO* DTM*999* RMR*IV*999735** * *31.83*PT*0 REF*PO* DTM*999* RMR*IV*999736**7.78*7.94*0.16*PT*0 REF*PO* DTM*999* RMR*IV*999744**342.17*349.15*6.98*PT*0 REF*PO* DTM*999* RMR*IV*999741**946.68*966*19.32*PT*0 REF*PO* DTM*999* RMR*OS* **-1.18*-1.18*0*CM*0 REF*PO* DTM*999* SE*35*0289 GE*1*299 Other Common Documents DOC # DESCRIPTION DIRECTION 753 Request For Routing Instructions Outbound 754 Routing Instructions Inbound 812 Credit/Debit Adjustment Inbound 816 Organizational Relationships Inbound 830 Planning Schedule with Release Capability Inbound 852 Product Activity Data Inbound 862 Shipping Schedule Inbound 864 Text Message Inbound 865 Purchase Order Change Acknowledgment/Request - Sel Outbound 940 Warehouse Shipping Order Outbound 945 Warehouse Shipping Advice Inbound 17

18 Q & A 18