Electronic Trading Overview for International Vendors. An overview for International suppliers. September 2013

Transcription

1 Target Australia Pty Ltd (A.B.N ) Thompson Road Box 41 North Geelong Vic 3215 Telephone: (03) Electronic Trading Overview for International Vendors An overview for International suppliers September 2013 Target Australia Pty Ltd Document version 1.3 September 2013

2 Document Contents Introduction... 1 Mandatory Transactions... 2 Purchase Orders (PO)... 2 Types of Purchase Orders... 3 Purchase Order Release... 3 Order processing... 3 Purchase Order Changes... 3 Regional Orders EDI... 4 New Stores... 4 Advance Ship Notice (ASN)... 5 Target ASN matching process... 5 Substitute products (APNs/GTIN/EAN)... 6 Target Receiving process... 6 Glossary of Terms... 7 Document version 1.3

3 Introduction Welcome to Electronic Trading with Target. In addition to current use of contract, this will be our way of doing business in the international supply chain in the future where pick and pack services are required. EDI will allow Target to give you our store allocations, making sure we have the right stock in the right stores and reducing carton costs for you. It is how products will physically move from you, our suppliers, through our distribution centres and stores to our customers. Information is transmitted using Electronic Data Interchange (EDI) business documents. Electronic Business-to-Business embodies three key principles: Cost effectiveness Speed Integrity. Electronic Business-to-Business is about removing manual processes and paper (where possible), and replacing them with electronic transactions. Most of these transactions centre on ordering and data flow. Because of these developments, a new level of co-operation is required with you our trading partners. In its simplest form, Electronic Business-to-Business transactions follow this approach: Document version 1.3 1

4 Mandatory EDI Transactions The following diagram illustrates the mandatory transactions used during the Electronic trading process. Purchase Order Acknowledgments (POA) and Recipient Created Tax Invoice s (RCTI) will not be used. Each of these transactions is described in more detail in the following pages. Purchase Orders (PO) Electronic orders are created and sent based on one order per deliver to location, ie. a separate order for each delivery location. Orders are sent in one nightly batch after orders have been approved during the day, with the ability to re-send orders during the day as required. We expect you to poll your electronic mailboxes at least twice a day to begin with, to collect these orders. Purchase Orders contain the following detail: Purchase Order number, date, and the Deliver Not Before date & Consolidator date Release indicator (original order and subsequent changes) European Article Number s (EAN) EAN qty s Advert / Event type & New Line merchandise and packaging indicator 'Deliver to' locations and final destination locations Document version 1.3 2

5 Types of Purchase Orders Purchase Order Release The Purchase Order Release contains the quantity break up of an order. Once accepted, these quantities and locations are locked in. After validating the order, you are expected to proceed with processing and deliver according to the order details. Order processing Your contract contains all vital information for the delivery, including regional order splits by key code and APN and freight forwarder delivery date. The EDI order will just contain the store pick and pack break up to allow you to scan pack the order and should match the contract. Communicate any discrepancy by contacting TGA Sourcing or the Buying Office. Discrepancies must be advised prior to transmission of the first Advance Ship Notice (ASN) for the order. After an ASN has been sent, the quantities and other details are locked in and cannot be changed. Where the resolution of the discrepancy results in an amendment to our order quantity and end destinations, a revised version of the complete order may be sent to you via EDI and /fax. You will be required to re validate and must ensure order processing is suspended until you receive a Purchase Order change that you agree to. Where you believe resolution is unlikely to occur using the electronic process, contact TGA Sourcing or the Buying Office and seek advice before proceeding further. Purchase Order Changes Any of the following can be changed on a PO, until Target has accepted an ASN: Delivery Window and Date Advertised. The order delivery locations. Order quantities. Key code cost. Key codes in the order. The pack-size (inner/outer). Order Cancellation. ** When a change has been made the PO will be re-transmitted to your EDI mailbox. The retransmitted copy overwrites previous copies of the EDI order. ** In certain cases a cancelled order will be replaced with a new order. It is important to only deliver on the new order. Document version 1.3 3

6 Regional Order Process To facilitate regional orders, Target &/or Target Country will originally send a purchase order of 11 digits which will contain the PO number (7 digits) plus the default distribution centre number of Suppliers are not to deliver to this blanket purchase order. Once an order has been allocated, Suppliers will receive additional purchase orders with an amended 4-digit distribution centre number at the end. Suppliers may receive up to 5 additional purchase orders representing 4 delivery points as per the below table. Example PO : Do not deliver as the order has not been allocated or broken up to stores yet. Once this is completed by the Target Buying Office, the order will change to look like the below: PO = this stock is for MELB in Victoria PO = this stock is for MELB in Victoria PO = this stock is for BRIS in Queensland PO = this stock is for PERTH in Western Australia PO = this stock is for SYD in New South Wales If you receive an order with 5700 as the last 4 digits, but you need to start scan packing the stock, you should contact your TGA Sourcing Merchandiser. They will contact the Target Buying Office and remind them to allocate the purchase order. This should normally happen automatically. Distribution Centre State Target Distribution Centre Number TC Distribution Centre Number Melbourne VIC Toll In2Store (GOH) VIC 5983 N/A All Purpose QLD CTI Logistics WA Phoenix NSW Toll In2Store (GOH) NSW 5897 N/A Confectionery VIC New Stores If you receive a store number that is unknown to you in an EDI purchase order, it is likely to be a new Target store that should be added into your scan pack system. Ask your solution provider about this in training. Any new store numbers are listed on the below web site under DC + Store Search. Document version 1.3 4

7 Advance Ship Notice (ASN) Creating Shipping Container Marks (SCM) or carton labels and an Advance Ship Notice (ASN) requires that all merchandise is picked and packed by location as detailed on the Purchase Order and as per the ratio pack (on some orders) from the contract. IF scan packing a ratio pack creates more cartons OR will delay the process, it is not required. In order to ensure the integrity of data, and that the Advance Ship Notice accurately details the quantity shipped, Target have established an accreditation process that is undertaken during implementation. As a rule your system must: Allow the contents of the Purchase Order to be interfaced directly to your picking system, where applicable. Compile the Advance Ship Notice from the data collected using either each item s EAN, carton TUN/GTIN or carton barcode. This data is stored during the individual carton or bag packaging operation with links to specific carton labels. This ensures the Advance Ship Notice detail matches the physical shipment. Generate a unique EAN/UCC Code 128 shipping label to be affixed during the individual carton or bag packing operation. The ASN must identify all the APNs that are in each carton Transmit the Advance Ship Notice to Target on completion of the packing process for the entire shipment prior to delivery to our freight forwarder. Be capable of sending multiple ASNs for one PO and including a Final Shipment CC flag with each ship to DC location. Target will clear electronic mailboxes every 15 mins to expedite processing. You will be sent a functional acknowledgment to confirm electronic receipt of the ASN. You should track all transactions sent, by ensuring that you receive functional acknowledgments. The Advance Ship Notice will be matched to the Purchase Order to ensure incoming goods were ordered. The Shipping Container Marks carton label is an essential ingredient of the receiving process. Ensure labels are always readable/scannable and positioned correctly on each carton. Refer to the Target Supply and Delivery handbook, ecommerce edition for further details. This can be downloaded from our Supplier Website (see above). Target ASN matching process Where the Advance Ship Notice matches the order without exception, delivery & receipt at an Australian DC will proceed uninterrupted. Advance Ship Notice matching will fail and require manual intervention where: ASN quantity is higher or lower than the order quantity EAN not ordered or not an authorised substitute Incorrect pack ratio (pack ratio s should be as per the contract) Document version 1.3 5

8 Substitute products (APNs/GTIN/EAN) Overseas Electronic Trading The term APN (Australian product number) is used in Australia but in other countries it can be used as GTIN (Global Trade Identification number) or EAN (European Article Number) Target expects suppliers to supply the exact Australian product number (APN) that is on the order. In some situations there are acceptable interchangeable Australian product numbers (APN s) for the same product but these can only be supplied by prior arrangement with the Target Buyer before the order is generated. Target Receiving process The terms and conditions of delivery to each location are not changed as a result of Electronic Trading. You are required to maintain the standards and conditions outlined in the Supplier Delivery Handbook for Local Suppliers. This document is also available from our supplier web site. Target expects to be able to scan merchandise as it arrives at receiving locations in Australia. For this to occur the ASN must have been transmitted and matched by us prior to the goods being shipped to the freight forwarder. DC Receiving staff will validate that all Serial Shipping Container Codes (SSCC) as noted in the ASN are physically received by scanning each Shipping Container Mark (SCM) at the receiving dock. When all SCMs are accounted for the internal processes at target will update the stock and Purchase Order records. Cartons will be checked on a random basis to ensure contents exactly match Advance Ship Notice details. Errors in Advance Ship Notice details versus actual cartons contents will: Incur time delays in processing and increase costs Increase the incidence of Out of Stocks and lost sales Identify suppliers for 100% Purchase Order integrity checks Carton contents that match ASN details exactly will: Minimise processing time and optimise costs Improve in-stock and sales Identify suppliers for less frequent integrity checks. It is important to note that you should still follow the existing booking procedure with the freight forwarder the only difference is you can make the booking at unit level instead of carton level. Orders that require scan packing will have Target Supplier Store Labelled on the contract. Document version 1.3 6

9 Glossary of Terms ACRONYM TERM DEFINITION OF USE ADM APN ASN DC EAN EDI GTIN GS1 Key code PO ASN Discrepancy Memo Australian Product Number Advanced Shipping Notice Distribution Centre European Article Number Electronic Data Interchange Global Trade Identification Number Global Solutions 1 regulating industry standards for EDI Internal Target product number Purchase Order Issued via where the full amount for an ASN has not been received at the DC. Number assigned to a registered product by GS1 now called GTIN EDI record containing Suppliers packing details for a shipment. Location where stock is received consolidated and despatched to stores. Number assigned to a registered product by GS1 now called GTIN Electronic method of sending orders to Suppliers using a universal format. GTIN describes a family of GS1 global data structures Company responsible for issuing the Company Code required for SSCC labels and issue of GTINS (EAN/APN). Used in Target systems to identify products along with the GTIN Issued to supplier via EDI details goods to be supplied. SCM Serial Container Mark Name given to full Compliant Label. srcti SSCC Summary Recipient Created Tax Invoice Serial Shipping Container Code Issued on receipt of goods at DC A unique number allocated to each transport unit (carton or bag) SCM Label. Document version 1.3 7