DC Labeling Implementation Guide

Transcription

1 DC Labeling Implementation Guide DC Labeling Implementation Guide 1 Revision date: June 14, 2006

2 Table of Contents 1 Labeling Requirements for Non-Rx Vendors... Page Pallet Labeling Requirements for Non-Rx Vendors.. Page Case Labeling Requirements for Non-Rx Vendors... Page EAN/UCC-14 Label Sample.. Page Dated Products that have Expiration Dates and/or Lot Numbers.. Page Issues Associated with using Express Carriers for Non-Rx Shipments. Page Detailed UCC-128 Label Requirements for Non-Rx Vendors.. Page 5 2 Labeling Requirements for Rx Vendors. Page Serialized Case Labeling Requirements for Rx Vendors... Page Case Labeling Requirements for Refrigerated Products Page HDMA Case Labeling Requirements for Rx Vendors.. Page HDMA Label Sample Option 1. Page HDMA Label Sample Option 2. Page Issues Associated with using Express Carriers for Rx Shipments..... Page Detailed UCC-128 Label Requirements for Rx Vendors..... Page 10 3 Standard UCC-128 4" x 6" Label Layout. Page 11 4 Sample UCC-128 Label Page Bar Code Symbology Requirements. Page 12 5 UCC-128 Label Physical Requirements. Page 13 6 Alternative Solutions for UCC-128 Labels Page 14 7 Frequently Asked Questions... Page 15 DC Labeling Implementation Guide 2 Revision date: June 14, 2006

3 1 Labeling Requirements for Non-Rx Vendors 1.1 Pallet Labeling Requirements for Non-Rx Vendors Walgreens requires 100% accurate Advance Ship Notice (ASN) documents transmitted to us a minimum of 4 hours prior to the arrival date, in order to utilize the UCC-128 label for automation of our receiving process. Upon arrival of the shipment, the UCC-128 label on the pallet is scanned and the corresponding ASN document is located in our system. The 18-digit Serialized Shipping Container Code (SSCC-18) in zone I of the UCC-128 label is the key that links the physical product to its matching ASN, by means of the Marks And Numbers (MAN) segment. Pallet level UCC-128 labeling is always required, regardless of the type of pallet used - full pallets containing all identical products, pallets containing mixed products, or partial pallets. If shipping individual cases instead of pallets, the UCC-128 label is required on each case. Please refer to section 1.4, "Issues Associated with using Express Carriers for Non-Rx Vendors". 1.2 Case Labeling Requirements for Non-Rx Vendors All cases are to be marked with the EAN/UCC-14 Shipping Container Code (previously referred to as the SCC-14, commonly known as the case code), the product description, inner case pack (if applicable) and the manufacturer stock number. Such markings should be applied by the manufacturer, either imprinted directly onto the corrugate or by means of a label affixed to the carton. These industry standard markings are necessary in order to identify the product, and are not related to the location to where they are shipped. When shipping loose or non-palletized cases, a UCC-128 label is required on each case. Please refer to section 1.4, "Issues Associated with using Express Carriers for Non-Rx Vendors" EAN/UCC-14 Label Sample The following example is based on a UCC-12 value of The EAN/UCC-14 for this UCC-12 would be This sample bar code is encoded using the ITF-14 scheme, which is a composition of the bar code symbology used (Interleaved 2 of 5, also known as I2of5 or Code 25 Interleaved) and the length of 14 digits. Please refer to the Frequently Asked Questions section at the end of this document for additional information regarding EAN/UCC-14 specifications. DC Labeling Implementation Guide 3 Revision date: June 14, 2006

4 1.3 Dated Products that have Expiration Dates and/or Lot Numbers All products that have expiration dates and/or lot numbers are required to have this information clearly marked on the shipping case and contained within the ASN at the item level. If the consumer pack expiration date is encoded (preferably in an open coded format), the shipping case must still have a human readable expiration date legibly marked on the outside of the case. Both expiration dates (on the case and consumer pack) must be equal, meaning the merchandise inside the case must expire on the same date printed on the outside of the case. When the expiration date is supplied, the lot number is also expected. For items that may have a lot number without an expiration date, the lot number is still required. All merchandise must be shipped to a Walgreens facility with a minimum of 12 months to expiration (Short date month). Limited exceptions can be granted, only by approval of the Category Manager. If no expiration date is provided, a three-year expiration is assumed. 1.4 Issues Associated with using Express Carriers for Non-Rx Vendors Occasionally, there may be a need to ship individual cases (for example, a small quantity left over after a pallet has been filled to capacity, or only a small number of cases were ordered) via an express carrier such as FedEx, UPS, Airborne, DHL, etc. Unfortunately, such carriers are unable to guarantee that a collection of loose cases will be delivered at the same drop-off, which can cause issues with only one ASN being received for what constitutes multiple shipments. To reduce such issues, we encourage one of the following workarounds: If small quantities of individual cases are sent via an express carrier, the best way to ensure they do not become separated in transit and possibly delivered at different times, is to treat each case as its own shipment. This requires a unique UCC-128 shipping label and separate ASN document for each case. If sending multiple individual shipments is not feasible, we recommend either shrink-wrapping the collection of cases together where possible, or bundling them into a single master carton (also known as a master pack) to ensure that only one physical shipment arrives. Please note that some carriers impose size or weight restrictions on what they will ship, which may necessitate two or more smaller bundles/master cartons. Each bundle should be treat as its own shipment, with its own unique UCC-128 label and ASN document. If your carrier will not accept large bundles of cartons as one shipment, please consider assembling a partial pallet for the order, and shipping via a Less Than Truckload (LTL) carrier. DC Labeling Implementation Guide 4 Revision date: June 14, 2006

5 1.5 Detailed UCC-128 Label Requirements for Non-Rx Vendors The following section details the usage requirements for each zone on the UCC-128 label. Zone A: Conditional (Either zone A and/or F is needed) Ship From name and address. Zone B: Conditional (At least one of zones B, C, G or H is required) Ship To name and address. Zone C: Conditional (At least one of zones B, C, G or H is required) Ship To postal code - bar coded, prefixed with (420). Zone D: Recommended Carrier Information - SCAC, Carrier Name, PRO Number and Bill of Lading Number. Zone E: Mandatory Trading Partner Data - PO Number and Gross Weight. PO Number corresponds to the PRF segment of the ASN. Zone F: Conditional (Either zone A and/or F is needed) Walgreens 6-digit Marketing Vendor Number - bar coded, prefixed with (90). Corresponds to the REF segment of the ASN when the Code Qualifier is 'VR'. Zone G: Conditional (At least one of zones B, C, G or H is required) Final Destination Code - Walgreen DUNS+4 Warehouse ID - bar coded, prefixed with (91). Corresponds to the N1 segment of the ASN when the Code Qualifier is "ST". Zone H: Conditional (At least one of zones B, C, G or H is required) Walgreen Warehouse ID - large printed text. Zone I: Mandatory Serial Shipping Container Code - bar coded, prefixed with (00). Corresponds to the MAN segment in the Tare or Pack level of the ASN. DC Labeling Implementation Guide 5 Revision date: June 14, 2006

6 2 Labeling Requirements for Rx Vendors Current and developing pedigree legislation in Florida, Indiana, California, Texas and other states has created new data exchange requirements that Walgreens is implementing to facilitate item receipt. In order to help comply with these laws, Walgreens requires unique case-level serialization of Rx products, which means a pallet-level UCC-128 label cannot be used as it does not meet these needs. 2.1 Serialized Case Labeling Requirements for Rx Vendors Each individual case requires its own unique UCC-128 label, in addition to the manufacturer or HDMA markings described in section 2.2 below. 100% accurate Rx Advance Ship Notice (Rx ASN) documents are still mandatory, transmitted to us a minimum of 4 hours prior to the arrival date, to facilitate the automation of our receiving process. Upon arrival of the shipment, each case's UCC-128 label is scanned and the corresponding Rx ASN document is located in our system. The 18-digit Serialized Shipping Container Code (SSCC-18) in zone I of the UCC-128 label is the key that links the physical product to its matching Rx ASN, by means of the Marks And Numbers (MAN) segment. Walgreens then uses the additional Rx information present within the Rx ASN to facilitate the generation of a pedigree document. 2.2 Case Labeling Requirements for Refrigerated Rx Products Please note that products requiring refrigeration must be clearly marked on the outer case as follows: *** REFRIGERATED PRODUCTS *** 2.3 HDMA Case Labeling Requirements for Rx Vendors The Healthcare Distribution Management Association (HDMA) is an organization that provides information and resources regarding best practices for prescription drug distribution, including labeling guidelines for pharmaceutical products. However, since the HDMA labels do not provide case-level serialization as needed to meet pedigree requirements, it does not replace the UCC-128 label, which is still required in addition to the HDMA label. All cases require product identification markings consisting of the following four data fields: Item NDC (National Drug Code) Expiration date Lot number (also referred to as the control number) Case quantity (also known as the inner pack, or number of SKU's) Such markings should be applied by the manufacturer, either imprinted directly onto the corrugate or by means of a label affixed to the carton. These markings are necessary in order to identify the product, and are not related to the location to where they are shipped, nor do they provide serialization. For reference, examples of two versions of HDMA labels are provided on the following pages. A third option is available but not listed here, as it does not meet Walgreens requirements. The full HDMA guideline document is available directly from their website: DC Labeling Implementation Guide 6 Revision date: June 14, 2006

7 2.3.1 HDMA Label Sample Option 1 The first option proposed by the HDMA encodes the expiration date and lot number together into the upper bar code, preceded by the appropriate AI (Application Identifier). The NDC and quantity are encoded together into the lower bar code, but separated by the appropriate AI. Note that the NDC is encapsulated within the GTIN (Global Trade Item Number). A slight variation of the first option includes the quantity in the upper bar code, in addition to the expiration date and lot number. The lower bar code contains the NDC and the quantity as before. DC Labeling Implementation Guide 7 Revision date: June 14, 2006

8 2.3.2 HDMA Label Sample Option 2 The second option supplies the expiration date and lot number encoded into the upper bar code, but separated by the corresponding AI's. The lower bar code provides the NDC (within the GTIN) and quantity. A variation of the second option provides the expiration date, lot number and quantity within the upper bar code, again separated by the appropriate AI's. The lower barcode remains the same, with the NDC and quantity encoded appropriately. DC Labeling Implementation Guide 8 Revision date: June 14, 2006

9 2.4 Issues Associated with using Express Carriers for Rx Shipments Depending on the quantities ordered, there may be a need to ship individual cases of product, using an express carrier such as FedEx, UPS, Airborne, DHL, etc. Unfortunately, such carriers are unable to guarantee that a collection of loose cases will arrive all as one shipment at one delivery time. This can cause issues with one single Rx ASN being received for what in effect may become multiple shipments. To reduce such issues, we encourage one of the following workarounds: If small quantities of individual cases are sent via an express carrier, the best way to ensure they do not become separated in transit and possibly delivered at different times, is to treat each case as its own shipment. This requires a unique UCC-128 shipping label and separate ASN document for each case. If sending multiple individual small shipments is not feasible, we recommend shrink-wrapping the collection of cases together where possible, to ensure that only one physical shipment arrives. However, some carriers impose size or weight restrictions on what they will ship. If your carrier will not accept large bundles of cartons as one shipment, please consider assembling a partial pallet for the order, and shipping via a Less than Truckload (LTL) carrier. Although strongly discouraged, some situations necessitate shipping master cartons (also known as master packs). These are cases that contain multiple different items with only one outside label. If it is determined that a master carton is unavoidable, each case within the master carton must have both the UCC-128 label (for serialization purposes) and the HDMA label (for item identification purposes). Please refer to sections 2.1 and 2.2 respectively for specifications on these required labels. Lastly, the master carton must be clearly marked as such on the outside, using the words "Master Carton" or similar verbiage. For EDI purposes, this would be handled as if it were a pallet. DC Labeling Implementation Guide 9 Revision date: June 14, 2006

10 2.5 Detailed UCC-128 label requirements for Rx vendors The following section details the usage requirements for each zone on the UCC-128 label. Zone A: Mandatory Ship From name and address. Zone B: Conditional (At least one of zones B, C, G or H is required) Ship To name and address. Zone C: Conditional (At least one of zones B, C, G or H is required) Ship To postal code - bar coded, prefixed with (420). Zone D: Mandatory Carrier Information - SCAC, Carrier Name, PRO Number and Bill of Lading Number. Zone E: Mandatory Trading Partner Data - PO Number and Gross Weight. PO Number corresponds to the PRF segment of the ASN. Zone F: Mandatory Walgreens 6-digit Marketing Vendor Number - bar coded, prefixed with (90). Corresponds to the REF segment of the ASN when the Code Qualifier is 'VR'. Zone G: Conditional (At least one of zones B, C, G or H is required) Final Destination Code - Walgreen DUNS+4 Warehouse ID - bar coded, prefixed with (91). Corresponds to the N1 segment of the ASN when the Code Qualifier is "ST". Zone H: Conditional (At least one of zones B, C, G or H is required) Walgreen Warehouse ID - large printed text. Zone I: Mandatory Serial Shipping Container Code - bar coded, prefixed with (00). Corresponds to the MAN segment in the Tare or Pack level of the ASN. DC Labeling Implementation Guide 10 Revision date: June 14, 2006

11 3 Standard UCC-128 4" x 6" label layout The following diagram outlines the dimensions and zone assignments of the UCC-128 label. 2.0" 2.0" ZONE A ZONE B 0.8" ZONE C ZONE D 0.8" ZONE E 0.8" ZONE F 0.8" ZONE G ZONE H 0.8" ZONE I 2.0" 4.0" DC Labeling Implementation Guide 11 Revision date: June 14, 2006

12 4 Sample UCC-128 Label The following depicts a sample label with all zones populated. Zone A FROM: XYZ Supplier 1155 Vendor St. Chicago, IL TO: Walgreens Jupiter W Walgreen Drive Jupiter, FL Zone B Zone C SHIP TO POST: (420) CARRIER: YFSY Yellow Freight PRO#: BOL#: Zone D PO NUMBER: Zone E WEIGHT: 100 lbs Zone F VENDOR: (90) Zone G FOR: (91) W001 W001 Zone H SSCC-18: (00) Zone I 4.1 Bar Code Symbology Requirements The preferred symbology for the bar coded zones on the UCC-128 label is the standard Code 128. The UCC/EAN-128 variation may also be used, as long as a sample label can be provided to Walgreens and is tested and verified as compatible. DC Labeling Implementation Guide 12 Revision date: June 14, 2006

13 5 UCC-128 Label Physical Requirements The following table describes the data content requirements within the UCC-128 label. Zone A Title: FROM: Dimensions: 2.0"W x 0.8"H Text size: 10pt Data content: 1) Ship From name and address (May include logo) Zone B Title: TO: Dimensions: 2.0"W x 0.8"H Text size: 10pt Data content: 1) Ship To name and address (Must include 4-digit Warehouse ID) Zone C Title: SHIP TO POST: Dimensions: 2.0"W x 0.8"H Text size: 10pt Data content: 1) Ship To postal code 2) Bar coded postal code Minimum bar code dimensions: 1.0"W x 0.4"H Zone D Title: CARRIER: Dimensions: 2.0"W x 0.8"H Text size: 10pt Data content: 1) SCAC 2) Carrier Name 3) PRO Number 4) BOL Number Zone E Title: n/a Dimensions: 4.0"W x 0.8"H Text size: 10pt Data content: 1) Walgreens PO number, product serial number, or part number (identified as appropriate). 2) Gross weight. Zone F Title: VENDOR: Dimensions: 4.0"W x 0.8"H Text size: 10pt Data content: 1) Walgreens Marketing Vendor Number 2) Bar coded vendor number Minimum bar code dimensions: 1.0"W x 0.4"H Zone G Title: FOR: Dimensions: 2.0"W x 0.8"H Text size: 10pt Data content: 1) Ship To DUNS+4 Warehouse ID 2) Bar coded Ship To DUNS+4 Zone H Title: n/a Dimensions: 2.0"W x 0.8"H Text size: 36pt Data content: 1) Walgreens 4-digit Warehouse ID Minimum bar code dimensions: 1.0"W x 0.4"H Zone I Title: n/a Dimensions: 4.0"W x 2.0"H Text size: 14pt Data content: 1) Serial Shipping Container Code 2) Bar coded Serial Shipping Container Code Minimum bar code dimensions: 3.0"W x 1.25"H DC Labeling Implementation Guide 13 Revision date: June 14, 2006

14 6 Alternative Solutions for UCC-128 Labels If your company is in need of a labeling solution to meet our UCC-128 requirements and avoid noncompliance, the following list of suppliers has been provided as a courtesy. Please note that Walgreens does not explicitly recommend any of these providers, they are listed simply for your reference. There are many companies who provide similar services that can be easily located online. Pre-printed label suppliers: Bar Code Graphics: Sells pre-printed labels, software packages and blank label stock. Barcodes Inc: Sells pre-printed labels and software packages, as well as printers and accessories. "Do-it-yourself" software suppliers: Ciax: Sells fonts and software to use in conjunction with Microsoft Word or Excel for custom solutions. Jolly Technologies: Sells software packages with custom layout abilities that link into existing databases and printers. Full software / hardware solution providers: NiceLabel: Offers a range of services, including integration solutions and stand-alone printers and hardware. Wasp: Provides a wide range of software, printers, accessories and complete solutions. DC Labeling Implementation Guide 14 Revision date: June 14, 2006

15 7 Frequently Asked Questions The following section provides answers to commonly asked questions, and gives additional information on topics mentioned within this document. What is an SSCC-18? The SSCC-18 is an industry-standard number used to provide serialization of transported goods. When used in conjunction with the EDI ASN document, it facilitates the automation of the receiving process, and eliminates the need to manually inspect the contents of every case. A simple breakdown of the format of the number is as follows. A prefix of 00 is used as an Application Identifier (AI) indicating the SSCC-18 format. This prefix is not part of the 18-digit number, but is encoded within the bar code to make it 20 digits in length. Position 1 Positions 2-8 Positions 9-17 Position 18 Extension Digit Any value between 0 and 9. Was previously used to indicate packaging type. UCC Company ID Your UCC company ID, padded with leading zeros to be 7 digits in length. Serial Number A 9-digit shipping container serial number assigned by the supplier. Check Digit The checksum digit is generated using the Modulo 10 formula, as follows: 1. Sum all the digits in the odd positions (beginning with the extension digit in position 1). 2. Multiply the sum by Sum all the digits in the even positions (beginning with the UCC company ID in position 2) 4. Add the sum of the even positions to 3 times the sum of the odd positions. 5. The check digit is the number which, when added to the overall sum, yields the next multiple of 10. Note that the AI prefix is not included in the check digit calculation. How long before the SSCC-18 numbers can be re-used? Walgreens requires that the SSCC-18 numbers used must remain unique for a minimum of 3 years, and should not be re-used within that timeframe. What if I can't provide the SSCC-18 number? It is vital to follow the widely accepted industry standard for bar coding shipping containers/cartons. This issue will need to be addressed and your plans and options discussed with Walgreens. Where can I find more information on the SSCC-18 barcode? The following document provides additional details on implementation and usage: The following website also provides detailed information on bar codes and standards. DC Labeling Implementation Guide 15 Revision date: June 14, 2006

16 What is an EAN/UCC-14? The EAN/UCC-14 refers to the 14-digit number used to identify a fixed content shipping container. Previously referred to as the SCC-14, or UPC Shipping Container Code, the format is as follows. Position 1 Positions 2-13 Positions 14 Indicator Digit Used to identify the type of item(s) inside the container. 0 is used to indicate that the EAN/UCC-14 on the container is different than the UCC-12 on the item(s) inside the container. 1-8 are used to indicate that the items inside the container share the same UCC-12 (positions 2-13). 9 is used to indicate that the items within the container share the same UCC- 12 but have variable weights. UCC-12 Position 2 is always 0, and positions 3-13 are the first 11 digits of the UCC-12. Check Digit The checksum digit is calculated using the Modulo 10 algorithm, as follows: 1 Sum all the digits in the odd positions (beginning with the indicator digit in position 1). 2 Multiply the sum by 3. 3 Sum all the digits in the even positions (beginning with the UCC-12 in position 2) 4 Add the sum of the even positions to 3 times the sum of the odd positions. 5 The check digit is the number which, when added to the overall sum, yields the next multiple of 10. Where can I find more information on the EAN/UCC-14 barcode? The GS1US (formerly known as the Uniform Code Council) website provides extensive information. Who is the HDMA and how are they involved? The Healthcare Distribution Management Association (HDMA) is an organization that provides information and resources regarding the distribution of healthcare products, including labeling guidelines for pharmaceutical drugs, with reference to NDC, lot numbers and expiration date markings. Further information is provided at their website: with additional publications available from their online store: What if I can't provide the UCC-128 label in this format? If you are unable to supply a shipping label that conforms to this standard, but have an existing label already in use elsewhere, please contact Walgreens to determine whether or not this could be used. What if I can't send a shipping label at all? Can't you just use the info in the ASN? The UCC-128 label is needed for automation of our receiving process, and is a mandatory requirement for all shipments to our Distribution Centers. It is the key that links the physical delivery to the electronic ASN in our system, and without the UCC-128 label present to match with the corresponding EDI document, the sender may be subject to cost recovery charges for non-compliance and manual handling of their shipments. Correct labeling (and matching ASN) will increase the speed and efficiency of our receiving process, further enhancing the supply chain process for both companies. DC Labeling Implementation Guide 16 Revision date: June 14, 2006

17 What is an Rx ASN and why is it different from a normal ASN? Walgreens developed the Rx ASN by building on the existing standard ASN and adding new drugrelated fields, to help comply with pedigree legislation. It still contains all of the required shipping and product information needed for warehousing and logistics purposes, but introduces a number of new data elements, such as manufacturer name, drug name, expiration date, lot number, shipping address information, license numbers and unique identification numbers. Without these additional data elements, it will greatly increase the manual steps and associated costs involved in receiving pharmaceutical products and delay movement of those items, ultimately to our store shelves. Why is Walgreens doing this? For non-rx suppliers, compliance will contribute to reduced lead times, lower safety stock, better instock position at our Distribution Centers, and more accurate orders to our suppliers. Appropriate receipt and purchase order updates based on ASN line item status will further improve visibility into item movement, providing a better tool to ensure optimum movement of the best selling items. Increased sales through these improvements in accuracy, efficiency and stock position, not to mention a reduction in invoicing exceptions based on accurate system costs and receipt quantities, will be mutually beneficial. For Rx suppliers, in addition to all of the above noted benefits, the pedigree legislation (effective in Florida as of July 1 st, 2006) requires Walgreens to capture the pedigree information prior to dispensing pharmaceutical products to customers. What is a pedigree? Pedigrees are certified records that contain information regarding a prescription drug and its movement throughout the supply chain. The record tracks the movement of a product from the manufacturer, through any wholesalers or repackagers, to the destination or entity dispensing the drug. Where can I find more information about pedigree legislation? Details regarding pedigree laws can be found on the Florida Department of Public Health website: Where can I find more information about Walgreens requirements? Details regarding related shipping and routing compliance can be found on the Walgreens SupplierNet website, located at underneath the Logistics tab. Additional information such as Distribution Center addresses, specifications and implementation guides are located underneath the E-Trading tab. Who can I contact at Walgreens? If you require further assistance please contact us via at: asn.project@walgreens.com. DC Labeling Implementation Guide 17 Revision date: June 14, 2006