B2B EDI Interchange. SIAM-ACMA Initiative

Transcription

1 B2B EDI Interchange SIAM-ACMA Initiative

2 Contents 1 SIAM ACMA Business 2 Business Electronic Data Interchange Initiative Overview of the Initiative Existing State of Data Interchange in the Industry Business Case for ized Electronic Interchange Proposed Benefits Envisaged 9 2 Proposed Data interchange flow 11 3 The EDI s EDI Document Purchase Order Pre Requisite for the EDI Sender s End Pre Requisite for the EDI Receiver s End Triggers at Sender s End Triggers at Receiver s End Governance High Level Document Flow Definition of EDI s EDI Document - DELFOR Pre Requisite for the EDI Sender s End Pre Requisite for the EDI Receiver s End Triggers at Sender s End Triggers at Receiver s End Governance High Level Document Flow Definition of EDI EDI Document - DELJIT Pre Requisite for the EDI Sender s End Pre Requisite for the EDI Receiver s End Triggers at Sender s End Triggers at Receiver s End Governance High Level Document Flow Definition of EDI EDI Document Consignment Number (DESADV) Pre Requisite for the EDI Sender s End (Method 1) Pre Requisite for the EDI Receiver s End (Method 1) Triggers at Sender s End (Method 1) Triggers at Receiver s End (Method 1) 36 2

3 3.4.5 High Level Document Flow - Method 1 (Consignment Number generated by OEM) Pre Requisite for the EDI Sender s End (Method 2) Pre Requisite for the EDI Receiver s End (Method 2) Triggers at Sender s End (Method 2) Triggers at Receiver s End (Method 2) Governance (Method 2) High Level Document Flow - Method 2 (Consignment Number generated by Supplier) Definition of EDI EDI document - Invoice Pre Requisite for the EDI Sender s End Pre Requisite for the EDI Receiver s End Triggers at Sender s End Triggers at Receiver s End Governance High Level Document Flow Definition of EDI s EDI Document Gate Pass Pre Requisite for the EDI Sender s End Pre Requisite for the EDI Receiver s End Triggers at Sender s End Triggers at Receiver s End Governance Definition of EDI EDI Document Goods Inspection Report Pre Requisite for the EDI Sender s End Pre Requisite for the EDI Receiver s End Triggers at Sender s End Triggers at Receiver s End Governance High Level Document Flow Definition of EDI s EDI Document Goods Receipt Note Pre Requisite for the EDI Sender s End Pre Requisite for the EDI Receiver s End Triggers at Sender s End Triggers at Receiver s End Governance High Level Document Flow Definition of EDI EDI document-goods Rejection Note Pre Requisite for the EDI Sender s End Pre Requisite for the EDI Receiver s End Triggers at Sender s End Triggers at Receiver s End 78 3

4 3.9.5 Governance High Level Document Flow Definition of EDI EDI Document Debit Note Pre Requisite for the EDI Sender s End Pre Requisite for the EDI Receiver s End Triggers at Sender s End Triggers at Receiver s End Governance High Level Document Flow Definition of EDI EDI Document Credit Note Pre Requisite for the EDI Sender s End Pre Requisite for the EDI Receiver s End Triggers at Sender s End Triggers at Receiver s End Governance High Level Document Flow Definition of EDI EDI Document Remittance Advice Pre Requisite for the EDI Sender s End Pre Requisite for the EDI Receiver s End Triggers at Sender s End Triggers at Receiver s End Governance High Level Document Flow Definition of EDI EDI Document Purchase Order Amendment Pre Requisite for the EDI Sender s End Pre Requisite for the EDI Receiver s End Triggers at Sender s End Triggers at Receiver s End Governance Definition of EDI EDI Document Price Catalogue Pre Requisite for the EDI Sender s End Pre Requisite for the EDI Receiver s End Triggers at Sender s End Triggers at Receiver s End Governance Definition of EDI List of Contributors Report Contribution Survey and/or Workshop Contribution 128 4

5 1 SIAM ACMA Business 2 Business Electronic Data Interchange Initiative 1.1 Overview of the Initiative Society of Indian Automobile Manufacturers (SIAM) and Automotive Component Manufacturers Association of India (ACMA) have agreed to adopt an industry standard data interchange mechanism for all OEMs and suppliers to exchange data. The mechanism based on Electronic Data Interchange (EDI) standard adopted from international standards and localized specifically for Indian Automotive Industry is recommended for implementation at OEMs and suppliers to ensure consistency of data interchange. In the first phase of this project, the data interchange standard covers the Purchase to Pay Cycle at Automobile Manufacturers and the Order to Cash Cycle at Automotive Component Manufacturers. The draft standard is published herewith. We invite the Automobile Manufacturers and Automotive Component Manufacturers to review the draft standard, and provide us with inputs before 31st December 2011in order to finalize the same. Society of Indian Automobile Manufacturers (SIAM) Amit Kumar Manager (Tech) Society of Indian Automobile Manufacturers Core 4B, 5 th Floor, India Habitat Centre Lodi Road, New Delhi , India Phone: , amit@siam.in Automotive Component Manufacturers Association of India (ACMA) Chairman IT The Capital Court 6 th Floor, Olof Palme Marg, Munirka, New Delhi chairman.it@acma.in 1.2 Existing State of Data Interchange in the Industry Supply predictability, ease of inventory movement recording, electronic transmission of supply and commercial information to avoid duplication of data entry, have been important drivers for the Indian Automotive Industry which has seen a number of steps that have been taken to improve systems interfaces. Some typical transactions include: Scheduling of delivery of auto components Information on quality inspection data Delivery of invoicing instructions Dispatch intimation 5

6 Payment intimation While such innovations have aided supply chain efficiencies, the lack of an industry-wide standard mechanism of data interchange has led to process or people related inefficiencies due to a variety of factors, including: Multiplicity of applications and portals Difference in transaction data formats Front end technology mismatches Limited integration Change management across multiple platforms Consider the figure below: 6

7 1.3 Business Case for ized Electronic Interchange Limited integration between applications, multiplicity of data interchange mechanisms and formats, can result in supply chain visibility issues, which can lead to: Inefficient inventory management of similar parts used by different OEMs resulting in part shortages or excess capacity. Inefficient and ineffective management of product failure information from different OEMs resulting in higher warranty costs. Increased manpower to manage and process supply chain transactions across multiple platforms Duplication of data entry especially where data is still communicated through phone, fax or e- mail based mechanisms 7

8 Higher risk to business because systems and processes become person dependent. Problems in reconciliation of debits/ credits. Problems in bank reconciliation, etc. A common industry platform and solution for data interchange can help in reducing these supply chain inefficiencies. 1.4 Proposed Given these imperatives, SIAM and ACMA have conducted a study to understand the current state of data interchange, problems and challenges faced, and have arrived at the UN/ standard as a reference model. The following steps were undertaken: Arrive at a list of transactions that are required in the current OEM Purchase to Pay and Component Manufacturer s Order to Cash Cycle Perform a survey of selected OEM and Component Manufacturers to understand current forms of data interchange, data formats and fields exchanged, in order to identify unique fields that are specific to the Indian automotive industry or are statutorily applicable in India. Perform workshops across Chennai, Bangalore, Pune and Delhi with selected OEM and Component Manufacturers in order to debrief the survey findings as well as discuss the new standard proposed, which added India localization fields to the standard Identify document types that are not available in but are widely interchanged in India. The Gate Pass (IND_GP) document type was hence identified. Based on feedback received from the workshops, the draft standards have been published herewith for feedback. The draft standards include the following EDI transaction types: Purchase Order (ORDERS) Purchase Order Amendment (ORDCHG) Delivery Forecast (DELFOR) Delivery Schedule (DELJIT) Consignment Number (DESADV) 8

9 Supplier Invoice (INVOIC) Gate Pass (IND_GP) Goods Inspection Report (INSRPT) Goods Receipt Note (RECADV) Goods Rejection Note (RETANN) Debit Note (DEBADV) Credit Note (CREADV) Remittance Advice (REMADV) Price Catalogue (PRICAT) 1.5 Benefits Envisaged It is envisaged that the B2B Initiative would lead to better responsiveness and more robust exchange of data. Cost savings would come from sharing of system resources and improved effectiveness of system support staff. Following benefits are envisioned as a result of a standard data interchange mechanism: The processes would be streamlined as implementation of EDI would mandate changes in the method of processing business documents and elimination of processes built around manual paper handling. The structure of documents would be standardized for exchange between OEMs and Suppliers. This would create an efficient ecosystem for running business. The trading partners would be able to make informed decisions due to improved flow of important and relevant information. This would ultimately result in reduced cycle times. 9

10 Since, each EDI message type would have pre-requisites and triggers to other EDI message types, it would be easy to link relevant the business documents thereby resulting in reduction of payment reconciliation issues. EDI messages would act as the single source for data exchanged between the trading partners. Communication via other media such as , hard copies (in case documents are not legal and hence require hard formats), phone etc would be eliminated resulting in effective planning and reporting. Since each EDI message references an earlier EDI in the supply chain transaction ID, the entire cycle of purchase orders through payments becomes easier for reconciliation. Data inconsistencies and process inefficiencies can be reduced by elimination of multiple manual interventions for data entry. 10

11 2 Proposed Data interchange flow The data interchange flow proposed below would be based on the new EDI standards defined as a part of the project. The RED text highlights the reference numbers that will help in financial reconciliations. Supplier OEM 11

12 3 The EDI s 3.1 EDI Document Purchase Order Pre Requisite for the EDI Sender s End After the finalization of contract between OEM and supplier, EDI for contract would have been triggered from OEM to the supplier. The negotiated price details are available in the contract number. Production Plan or an MRP run would trigger the need for PO, if required Pre Requisite for the EDI Receiver s End The customer contract reference number should have been updated in the supplier s system/ ERP. The incoming PO EDI message would need to be referenced with the customer contract reference Triggers at Sender s End PO number would be mapped to the contract number and the negotiated price details as per the contract would be available for the parts ordered in the PO. This makes the parts available for delivery forecast and delivery scheduling Triggers at Receiver s End PO generated by the OEM in its system/ ERP, would trigger the EDI message type for PO with details such as goods and the related quantity ordered, negotiated price, payment and delivery terms etc. As is understood, that static data such as Customer name, Tax details, Legal Registration Numbers (TIN, ESS, PAN etc) Amount in words etc. will not be passed through EDI process but would be stored in Masters both at OEM and Supplier s end. The PO details would be converted to the Sales Order details for the supplier and an SO number is generated. The approved PO details (as per EDI) would be available for suppliers to update the same in their ERP system. The details would be utilized for Delivery Schedules. All updates to negotiated price would trigger a notification to the supplier Governance Sender 11

13 - PO number should be mapped to the contract number. - The negotiated price as per the contract should be updated in the ERP. - Changes in pricing should be notified to the supplier for updating the price master. An amendment PO would be created which would be mapped to the blanket PO. Receiver - Sales Order (SO) should be created exactly as per the details in the PO. - PO details to be mapped to Sales Order Number for referencing. - Parts/ assemblies to be delivered to the OEM based on the PO details mentioned in the delivery schedule 12

14 3.1.6 High Level Document Flow 13

15 3.1.7 Definition of EDI s Purchase Order (ORDERS) Origin of Document - OEM S. No - Field Name Provider sample Field Name Code/Tag Name Description Part of the Structure Character Length 1 Message Header- Purchase Order 2 Message Identifier - Message Type 3 Message Identifier - Message version number 4 Message Identifier - Message release number 5 Message Identifier - Controlling Agency Coded. UNH-062 UNH-S UNH-S UNH-S UNH-S A service segment starting and uniquely identifying a message. The message type code for purchase orders is "Orders".The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group (If used) if not used, within the interchange, for the purpose of acknowledgement. The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group (If used) if not used, within the interchange, for the purpose of acknowledgement. The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group (If used) if not used, within the interchange, for the purpose of acknowledgement. The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group(if used) if not used, within the interchange, for the purpose of acknowledgement. 6 Beginning of the message Purchase Order Name BGM-C To indicate the type and function of a message and to transmit the identifying number. Header Mandatory Alphanumeric 14 Header Mandatory Alphanumeric 6 14

16 Purchase Order (ORDERS) Origin of Document - OEM S. No - Field Name Provider sample Field Name Code/Tag Name Description Part of the Structure Character Length 7 8 Parties and Instruction Customer code INP-C To identify the party enacting an instruction Supplier /Vendor Code INP-C Code qualifying a reference Parties and Instruction 9 Reference fields PO Purchase Order Number RFF-C OP To indicate the type and function of a message and to transmit the identifying number. 10 Reference Field Amendment number RFF-C To specify a reference. Header Optional Alphanumeric 3 11 Reference Field Party Ref No. REF-C To specify a reference 12 Date/Time/Period PO Date DTM-C To specify a date, and or time period 13 Date/Time/Period Date of Amendment DTM-C507 To specify date, and or Time 14 Date/Time/Period Expected Del. Date DTM To specify a reference 15 Date/Time/Period Party Ref Date DTM-C To specify date, and or Time 16 Date/Time/Period Print Date DTM-C To specify a date, and or time period 15

17 Purchase Order (ORDERS) Origin of Document - OEM S. No - Field Name Provider sample Field Name Code/Tag Name Description Part of the Structure Character Length 17 Name and Address Bill To Address NAD-3035-AA To Specify the name/address and their related function. 18 Name and Address Ship To address NAD-3035-ST To Specify the name/address and their related function. 19 Free Text Information Sales of good strictly prohibited FTX-C To provide free form or coded text information 20 Document/Message Details. 1 DOC-C To identify documents and details directly related to it. Header Optional Alphanumeric PO Category Name India Unique To Header Mandatory Alphanumeric Contact Information Contact Person CTA To identify a person or a department to whom communication should be directed. 23 Communication Contact Buyer , Telephone COM-C To identify a communication number of a department or a person to whom communication should be addressed. 24 Communication Contact Buyer Contact No. CTA-C To identify a communication number of a department or a person to whom communication should be 25 Free Text Part Category: Mass Production, after sales, raw materials,proto-type,vendor tooling. FTX-C addressed. To provide free form or coded text information 26 Duty/Tax/Fee Details Sales Tax TAX-C Code specifying a type of duty, tax or fee. 27 Duty/Tax/Fee Details Excise duty/tax TAX-C EXC Code specifying a type of duty, tax or fee. 28 Currency INR- Currency CUX-C To specify currencies used in transaction and relevant details for the rate of exchange 29 Payment Terms Payment Terms PYT To specify the terms of payment 30 Monetary Details MOA-C516 To specify a monetary amount 5 Header Optional Alphanumeric 512 Header Optional Alphanumeric 17 Header Optional Alphanumeric 512 Detail Optional Alphanumeric 3 Detail Optional Alphanumeric 3 Header Mandatory 1 This field may be useful in future 16

18 Purchase Order (ORDERS) Origin of Document - OEM S. No - Field Name Provider sample Field Name Code/Tag Name Description Part of the Structure Character Length 31 Transport Information TDT-8051 To Specify information regarding the transport such as mode of transport. 32 Location /Place Identification Plant Dc/Name/Storage location LOC-3227 To Identify a place or a location and or related locations. Detail Mandatory Alphanumeric 3 33 Terms of Delivery Terms of delivery notification TOD-4055 To specify terms of delivery 34 Package Details PAC-7224 To describe the number and type of package/physical units. 35 Package Identification PCI-C To specify marking and labels on individual packages or physical units. 36 Equipment Details EQD-8053 To identify a unit of equipment 37 Scheduling conditions. SCH-4017 To specify scheduling conditions. 38 Quantity QTY-C To specify a pertinent quantity 39 Quantity Measurement Unit code QTY-C To specify a pertinent quantity 40 Additional Price information Price Terms Apr-43 To provide information concerning pricing related to class of trade. 41 Allowance or Charge ALC-5463 To Identify an allowance or charge details 42 Quantity QTY-C To specify a pertinent quantity 43 Percentage Details PCD-C To specify percentage Information 44 Monetary Details MOA-C516 To specify a monetary amount Header Mandatory 5 Detail Optional Alphanumeric 3 Header Mandatory 45 Rate Details. RTE-C To specify rate information Header Mandatory Numeric Tax/Duty/Fee details TAX-5283 To specify relevant duty/tax/fee information. 47 Requirement and conditions RCS-7293 To specify sector/subject requirements and conditions 48 Dangerous goods DGS-C205 To identify dangerous goods. 17

19 Purchase Order (ORDERS) Origin of Document - OEM S. No - Field Name Provider sample Field Name Code/Tag Name Description Part of the Structure Character Length 49 Lin No. Sr.No LIN-7143-SN To Identify a line Item and configuration 50 Additional Product ID Part No. PIA-7143-BH Coded identification of an item type 51 Item Description Item Code IMD- C To describe an item in either an industry or free format Detail Mandatory Alphanumeric 3 Detail Optional Alphanumeric 3 Detail Optional Alphanumeric Additional Product ID Material Code/Part Code PIA-7143-BH Coded identification of an item type Detail Optional Alphanumeric 3 53 Additional Product ID Part Description/Material description PIA-7143-PD Coded identification of an item type Detail Optional Alphanumeric 3 54 Measurements Unit of Measure` MEA-6311-ABW Code qualifying the purpose of the measurement. Detail Optional Alphanumeric 3 55 Characteristic/Class ID CCI-7059 To Identify and describe a specific characteristic. 56 Payment Terms PYT-C To specify the terms of payment 57 Monetary Details Sub Total/Line items total MOA-C To specify a monetary amount 58 Price Details. Price of line item per unit PRI-C PU Code qualifying the type of monetary amount. Detail Mandatory Alphanumeric 3 Detail Mandatory Alphanumeric 3 Detail Mandatory Alphanumeric 3 Detail Mandatory Alphanumeric 3 59 Monetary Details Good line item amount MOA-C To describe a pertinent Detail Mandatory Alphanumeric 3 amount 60 Monetary Details Total line Amount MOA-C To describe a pertinent amount Detail Mandatory Alphanumeric 3 61 Date/Time/Period Price effective date DTE-C To specify a date, and or time Detail Optional Alphanumeric 3 period 62 Reference Field REF-C To specify a reference. Detail Mandatory Alphanumeric 3 63 Package Details PAC-7224 To describe the number and type of package/physical units. Detail Mandatory 64 Reference Field REF-C To specify a reference. Detail Mandatory Alphanumeric 3 65 Quantity Measurements/Unit QTY-C To specify a pertinent Quantity Detail Mandatory Alphanumeric 8 18

20 Purchase Order (ORDERS) Origin of Document - OEM S. No - Field Name Provider sample Field Name Code/Tag Name Description Part of the Structure Character Length 66 Package Identification Container type PCI-C To specify marking and labels on individual packages or physical units. 67 Location /Place Identification Plant Dc/Name/Storage location LOC-3227 To Identify a place or a location and or related locations. 68 Tax/Duty/Fee details Excise duty/tax TAX-C EXC Code specifying a type of duty, tax or fee. 69 Name and Address NAD-3035 To specify the name/address and their related function. Detail Mandatory Alphanumeric 35 Detail Mandatory Alphanumeric 3 Detail Optional Alphanumeric 3 Detail Mandatory Alphanumeric 3 70 Reference Field Drawing doc number REF-C AAL To specify a reference. Detail Mandatory Alphanumeric 3 71 Document/Message Details. DOC-C002 To identify documents and details directly related to it. 72 Contact Information Contact Person name/department CTA-C3139 To indentify a person or department to whom the communication should be directed. 73 Allowance or Charge ALC-5463 To Identify an allowance or charge details Detail Mandatory Alphanumeric 3 Detail Mandatory Alphanumeric 3 Detail Mandatory Alphanumeric 3 74 Quantity PO Quantity QTY-C To specify a pertinent Detail Mandatory Alphanumeric 35 quantity. 75 Percentage Details Discount expressed as percentage PCD-C To specify percentage Detail Mandatory Alphanumeric 3 Information 76 Monetary Details Total Amount/Value MOA-C To specify a monetary amount Detail Mandatory Alphanumeric Rate Details Rate RTE-C To specify rate information. Detail Mandatory Numeric Terms of Delivery Terms of delivery notification TOD-4055 To specify terms of delivery Detail Mandatory Alphanumeric 3 79 Equipment Details EQD-8053 To identify a unit of equipment 80 Scheduling conditions. SCH-4017 To specify scheduling conditions. 81 Quantity QTY-C6060 To specify a pertinent quantity. 82 Requirement and conditions RCS-7293 To specify sector/subject requirements and conditions Detail Mandatory Alphanumeric 3 Detail Mandatory Alphanumeric 3 Detail Mandatory Alphanumeric 35 Detail Mandatory Alphanumeric 3 19

21 Purchase Order (ORDERS) Origin of Document - OEM S. No - Field Name Provider sample Field Name Code/Tag Name Description Part of the Structure Character Length 83 Stages STG-9421 To provide information related to the kind of stage in process. 84 Quantity QTY-C6060 To specify a pertinent quantity. Detail Mandatory Alphanumeric 3 Detail Mandatory Alphanumeric Dangerous goods DGS-8273 To identify dangerous goods. Detail Mandatory Alphanumeric 3 86 Contact Information CTA-C3139- To indentify a person or department to whom the communication should be directed. 87 Section Control UNS-0081 To separate the header, detail and summary sections of the message. 88 Allowance or Charge ALC-5463 To Identify an allowance or charge details 89 Free Text Information Amount in words MOAC To provide free form or coded text information 90 Free Text Information Terms of conditions FTX-C To provide free form or coded text information 91 Free Text Information Authorized Signatory FTX-C To provide free form or coded text information 92 Message trailer UNT-0074 To end and check the completeness of the message 93 Message trailer UNT-0062 To end and check the completeness of the message Detail Mandatory Alphanumeric 3 Trailer Mandatory Alphanumeric 1 Trailer Mandatory Alphanumeric 3 Detail Optional Alphanumeric 512 Trailer Optional Alphanumeric 512 Trailer Optional Alphanumeric 512 Trailer Mandatory Alphanumeric 10 Trailer Mandatory Alphanumeric 14 20

22 3.2 EDI Document - DELFOR Pre Requisite for the EDI Sender s End Delivery forecast is prepared based on the MRP generated for the production plan. The PO EDI message type should have been executed for parts for which forecast is generated Pre Requisite for the EDI Receiver s End EDI message type for an SO number should have been created for the delivery forecast to be referenced to the SO number Triggers at Sender s End Generation of delivery forecast would provide a trigger for production planning at the supplier s end. EDI for delivery schedule (DELJIT) would be triggered by the OEM after the EDI for delivery forecast has been shared with the supplier Triggers at Receiver s End Once the EDI for delivery forecast is received by the supplier, it is required to acknowledge the receipt of the forecast details which is provided using the EDI message for acknowledgement (such as APERAK in UN/ ). Delivery forecast would then be referenced to the internal Sales Order Number (optional) Governance Sender Receiver - Frequency of forecasting and the forecast period needs to be fixed by each OEM at its end. - Delivery Schedule should not be created before the creation of the Delivery Forecast - Delivery forecast can be referenced to the Sales Order number of the supplier which in turn would be referenced to the PO number. However, this requirement is not mandatory and can be implemented based on business need. - Parts/ assemblies to be delivered to the OEM based on the PO details mentioned in the delivery schedule 21

23 3.2.6 High Level Document Flow Note - The Consignment number could be sent with DELJIT or could be created by the supplier after the confirmation of the delivery. This would depend on the process agreed between the trading partners. 22

24 3.2.7 Definition of EDI Delivery Forecast (DELFOR) Origin of Document - OEM S. No - Field Name Provided Sample Field Name Code/Tag Name Description Part of the Structure Character Length 1 Message Header UNH-062 To head,identify and specify a message - DELFOR Header Mandatory Alphanumeric 14 2 Message Identifier - Message Type UNH-S The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group(if used) if not used, within the interchange, for the purpose of acknowledgement. - DELFOR Header Mandatory Alphanumeric 6 3 Message Identifier - Message version number UNH-S The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group(if used) if not used, within the interchange, for the purpose of acknowledgement. 4 Message Identifier - Message release number UNH-S The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group(if used) if not used, within the interchange, for the purpose of acknowledgement. 23

25 Delivery Forecast (DELFOR) Origin of Document - OEM S. No - Field Name Provided Sample Field Name Code/Tag Name Description Part of the Structure Character Length 5 Message Identifier - Controlling Agency Coded. UNH-S The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group(if used) if not used, within the interchange, for the purpose of acknowledgement. 6 Beginning of the message Devilry Schedule BGM-C To indicate the type and function of a message and to transmit the identifying a number 7 Free Text Information Text Information FTX-C To specify free text information or coded text information 8 Name and Address Supplier name NAD-3035-VN To specify the name/address and their related function. Header Optional Alphanumeric Name and Address Buyer name and address printed. NAD-3035-BY To specify the name/address and their related function. 10 Free Text Information Free Text FTX-C To provide free text information Header Optional Alphanumeric Date/Time/Period Forecast Period DTM-C To specify a date/time period. 12 Date/Time/Period Forecast Period Start DTM-C To specify a date/time period. 13 Date/Time/Period Forecast Period End DTM-C To specify a date/time period. 14 Reference Field Supplier code REF-C VR To specify a reference 15 Contact Information CTA-3139 To identify a person or a department to whom the communication should be directed. 24

26 Delivery Forecast (DELFOR) Origin of Document - OEM S. No - Field Name Provided Sample Field Name Code/Tag Name Description Part of the Structure Character Length 16 Transport Information TDT-8051 To specify information regarding transport such as mode of transport, means of transport etc.. 17 Processing Information GEI-9649 To indentify processing information. 18 Name and Address Supplier Information NAD-3035-VN To specify the name/address and their related function. 19 Reference Field REF-C To specify a reference 20 Document /Message Details DOC-C Contact Information CTA-3139 To identify documents and details directly related to it. To identify a person or a department to whom the communication should be directed. 22 Transport Information TDT-8051 To specify information regarding transport such as mode of transport, means of transport etc.. 23 Line item Sr.No. LIN-7143-SN To Indentify a line item and configuration Detail Mandatory Alphanumeric 3 24 Item Description Part name IMD Item Description Engine Type IMD Item Description Model IMD-7077 To describe an item in either an industry or free format Detail Optional Alphanumeric 3 To describe an item in either an industry or free format Detail Optional Alphanumeric 3 To describe an item in either an industry or free format Detail Optional Alphanumeric 3 27 Adina Product Part No. PIA-7143-BH To describe an item in either an industry or free format Detail Optional Alphanumeric 3 25

27 Delivery Forecast (DELFOR) Origin of Document - OEM S. No - Field Name Provided Sample Field Name Code/Tag Name Description Part of the Structure Character Length 28 Reference Field REF-C To specify a reference Detail Mandatory Alphanumeric 3 29 Contact Information CTA-3139 To identify a person or a department to whom the communication should be directed. Detail Mandatory Alphanumeric 3 30 Transport Information TDT-8051 To specify information regarding transport such as mode of transport, means of transport etc.. Detail Mandatory Alphanumeric 3 31 Quantity Confirmed quantity QTY-C To specify a pertinent quantity Detail Mandatory Alphanumeric 3 32 Quantity Line Wise total QTY-C To specify a pertinent quantity Detail Optional Alphanumeric 3 33 Reference Field REF-C To specify a reference Detail Mandatory Alphanumeric 3 34 Scheduling conditions - Firm Firm Schedule SCH To specify scheduling conditions Detail Mandatory Alphanumeric 3 35 Quantity Invoice quantity QTY-C To specify a pertinent quantity Detail Mandatory Alphanumeric 3 36 Reference Field REF-C To specify a reference Detail Mandatory Alphanumeric 3 37 Package Information PAC-C TO describe the number and type of Detail Mandatory Alphanumeric 3 38 Package identification PCI-C Name and Address NAD Document /Message Details DOC-C Contact Information CTA-3139 To specify markings and labels on individual packages Detail Mandatory Alphanumeric 35 To specify the name/address and their related function. Detail Mandatory Alphanumeric 3 To identify documents and details directly related to it. Detail Mandatory Alphanumeric 3 To identify a person or a department to whom the communication should be directed. Detail Mandatory Alphanumeric 3 26

28 Delivery Forecast (DELFOR) Origin of Document - OEM S. No - Field Name Provided Sample Field Name Code/Tag Name Description Part of the Structure Character Length 42 Quantity Planned quantity QTY-C To specify a pertinent quantity Detail Optional Alphanumeric 3 43 Reference Field REF-C To specify a reference Detail Mandatory Alphanumeric 3 44 Scheduling conditions Tentative schedules- Month SCC To specify scheduling conditions Detail Mandatory Alphanumeric 45 Quantity Total Quantity QTY-C To specify a pertinent quantity Detail Mandatory Alphanumeric 3 46 Reference Field REF-C To specify a reference Detail Mandatory Alphanumeric 3 47 Transport Information TDT-8051 To specify information regarding transport such as mode of transport, means of transport etc.. Detail Mandatory Alphanumeric 3 48 Price Information PRI-C To specify price Information Detail Mandatory Alphanumeric 3 49 Message trailer UNT-0074 Number of segments in a message Trailer Mandatory Numeric Message trailer UNT-0062 To end and check the completeness of the message Trailer Mandatory Alphanumeric 14 27

29 3.3 EDI Document - DELJIT Pre Requisite for the EDI Sender s End DELFOR should have been triggered before the delivery schedule is created. Purchase Order details for the parts required as per the delivery schedule should be available in the system. Creation of a delivery schedule based on the Master Production Schedule (MPS) would trigger the EDI message type for delivery schedule. A delivery schedule number would be created Pre Requisite for the EDI Receiver s End PO and SO details should have been updated in the supplier s system Triggers at Sender s End Consignment number can be sent as a part of the DELJIT if generated by the OEM or would be generated by the supplier after the delivery has been confirmed. This would depend on the process agreed Triggers at Receiver s End Once the EDI for delivery schedule is received by the supplier, it is required to acknowledge the receipt of the schedule details which is provided using the EDI message for acknowledgement (such as APERAK in UN/ ). This is a system acknowledgment of receipt of file. The delivery order would be created at the supplier s end. The delivery order is an internal document Governance Sender - The delivery schedule number would be mapped to the PO numbers for the parts requested as per the delivery schedule. - Depending on the process agreed between the supplier and the OEM: A Consignment number mapped to the delivery schedule number to be generated when the supplier accepts the delivery. In this case, Consignment number would be generated by the OEM and sent as part of delivery schedule. 28

30 Consignment number could be generated by the supplier after confirming the delivery as per the delivery schedule. - Any changes to the Delivery Schedule by the OEM should be done prior to the generation of Consignment number. Receiver - Parts/ assemblies to be scheduled for delivery to the OEM only after the generation of the Consignment number. - Delivery schedule to be referenced to the Sales Order number of the supplier which in turn is referenced to the PO number. The requirement for a functional acknowledgement (APERAK) for communicating application related errors would be made optional. The trading partners would need to agree on the transactions for which APERAK would be made mandatory. However, acknowledgement on the receipt of DELJIT and DESADV would be made mandatory 29

31 3.3.6 High Level Document Flow * Note Consignment number may be created as a part of the DELJIT by the OEM or may be created by the Supplier after confirming the delivery. The EDI message definition for Consignment Number would be covered under DESADV 30

32 3.3.7 Definition of EDI Delivery Schedule (DELJIT) Origin of Document - OEM S. No - Field Name Provider sample Field Name Code/Tag Name Description Part of the Structure Character Length 1 Message Header UNH-062 To head,identify and specify a message Header Mandatory Alphanumeric 14 2 Message Identifier - Message Type 3 Message Identifier - Message version number 4 Message Identifier - Message release number 5 Message Identifier - Controlling Agency Coded. UNH-S The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group(if used) if not used, within the interchange, for the purpose of acknowledgement. - DELJIT UNH-S The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group(if used) if not used, within the interchange, for the purpose of acknowledgement. UNH-S The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group(if used) if not used, within the interchange, for the purpose of acknowledgement. UNH-S The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group(if used) if not used, within the interchange, for the purpose of acknowledgement. Header Mandatory Alphanumeric 6 6 Beginning of the message Delivery Schedule Name BGM-C To indicate the type and function of a message and to transmit the identifying a number 7 Date/Time/Period Current Date DTM-C To specify a date,and to time, or period 31

33 Delivery Schedule (DELJIT) Origin of Document - OEM S. No - Field Name Provider sample Field Name Code/Tag Name Description Part of the Structure Character Length 8 Schedule Dates DTM- C To specify date,and or time, or period Date/Time/Period 9 Delivery or supply date/time DTM- C To specify date,and or time, or period Date/Time/Period 10 Reference Field - Scheduling number Supplier/vendor code REF-C VR To specify a reference Detail Mandatory Alphanumeric 3 11 Name and Address OEM Code NAD-3035-BY To provide free form or coded text information 12 Name and Address Supplier Address and Name NAD-3035-SU To specify the name/address and their related function. Header Optional Alphanumeric 3 13 Contact Information Fax Number, Phone Number CTA-3139 To identify a person or a department to whom the communication should be directed. 14 Sequence Details SEQ-1050 To provide details relating to the sequence Detail Mandatory Alphanumeric Package Information PAC-7224 TO describe the number and type of Detail Mandatory Numeric 3 16 Free Text Instructions given out. FTX-C To provide free form or coded text information Trailer Optional Alphanumeric Package identification PCI-C To specify markings and labels on individual packages Detail Mandatory Alphanumeric 35 32

34 Delivery Schedule (DELJIT) Origin of Document - OEM S. No - Field Name Provider sample Field Name Code/Tag Name Description Part of the Structure Character Length 18 Good Identity Number - KANBAN Number KANBAN Number GIN-7405-AL To give specific identification numbers, either as single number or ranges Detail Optional Alphanumeric 3 19 Line Item No. Sr.No LIN-7143-SN To identify a line item and configuration. Detail Mandatory Alphanumeric 3 20 Item Description Item Description IMD-7077 To describe an item in either an industry or free format Detail Optional Alphanumeric 3 21 Additional Product ID Item Code/Part Code PIA-7143-PD To describe an item in either an industry or free format Detail Optional Alphanumeric 3 22 Reference Field Delivery schedule Number REF-C AAN To specify a reference 23 Transport Information TDT-8051 To specify information regarding transport such as mode of transport, means of transport etc.. Detail Mandatory Alphanumeric 3 24 Location Details Plant details NAD-3035-SK Name and address Header Optional Alphanumeric 3 25 Location Details Unloading Location LOC-3227 To identify a place or a location and or related locations Detail Mandatory Alphanumeric 3 26 Contact Information Phone Numbers details CTA-3139 To identify a person or a department to whom the communication should be directed. Detail Mandatory Alphanumeric 3 27 Quantity Quantity Details Month wise QTY-C To specify a pertinent quantity Detail Mandatory Alphanumeric 3 33

35 Delivery Schedule (DELJIT) Origin of Document - OEM S. No - Field Name Provider sample Field Name Code/Tag Name Description Part of the Structure Character Length 28 Quantity quantity per Pack QTY-C To specify a pertinent quantity Detail Mandatory Alphanumeric 3 29 Quantity Confirmed quantity QTY-C To specify a pertinent quantity Detail Mandatory Alphanumeric 3 30 Quantity Planned quantity QTY-C To specify a pertinent quantity Detail Mandatory Alphanumeric 3 31 Quantity - Minimum order quantity MOQ QTY-C To specify a pertinent quantity Detail Mandatory Alphanumeric 3 32 Schedule conditions - Frequency Code Current month, next month SCH - C To specify scheduling conditions Detail Mandatory Alphanumeric 3 33 Scheduling conditions - Firm Firm Schedule/Pend Schedule SCC To specify scheduling conditions Detail Mandatory Alphanumeric 3 34 Scheduling conditions - Planning Tentative schedules- Month SCC To specify scheduling conditions Detail Mandatory Alphanumeric 3 35 Reference Field Agreement number REF-C AJS To specify a reference Detail Mandatory Alphanumeric 3 36 Price Information PRI-C To specify price Information Detail Mandatory Alphanumeric 3 37 Message trailer UNT-0074 Number of segments in a message Trailer Mandatory Numeric 10 34

36 Delivery Schedule (DELJIT) Origin of Document - OEM S. No - Field Name Provider sample Field Name Code/Tag Name Description Part of the Structure Character Length 38 Message trailer UNT-0062 To end and check the completeness of the message Trailer Mandatory Alphanumeric Free Text Authorized Signature FTX-C To provide free form or coded text information Detail Optional Alphanumeric Reference Number Line Item Number REF-C LI To specify a reference Detail Optional Alphanumeric 3 41 Reference Number SBU - Strategic business Unit Number REF-C To specify a reference Detail Optional Alphanumeric 3 42 Reference Field PO number REF-C OP To specify a reference 43 Reference Field Invoice Number REF-C IV To specify a reference Detail Mandatory Alphanumeric 3 44 Free Text Instruction - In the form of test/remarks FTX-C To provide free form or coded text information Detail Optional Alphanumeric

37 3.4 EDI Document Consignment Number (DESADV) Pre Requisite for the EDI Sender s End (Method 1) When the OEM shares the delivery schedule with the supplier, the supplier should have acknowledged and accepted the schedule. The EDI message type for acknowledgement (APERAK) should have been generated Pre Requisite for the EDI Receiver s End (Method 1) EDI for delivery schedule (DELJIT) should have been shared with the supplier. The Consignment Number should have been generated by the OEM and communicated to the supplier. Acknowledgement of delivery schedule (APERAK) should have been provided by the supplier Triggers at Sender s End (Method 1) Once the DESADV has been triggered by the supplier, the supplier would prepare and dispatch the consignment according to the packing details, transporter details etc mentioned in the EDI. This sets the stage for creation of an invoice for the consignment and generation of message type INVOIC Triggers at Receiver s End (Method 1) Generation of Consignment number by the OEM would mark the status of the line items in the delivery schedule to Pending for delivery. Generation of Consignment number by the OEM and DESADV, subsequently, by the supplier acts as the pre-requisite for the creation of Goods Receipt Note (GRN) and the EDI message type RECAVD at the receiving area/ stores of the OEM 36

38 3.4.5 High Level Document Flow - Method 1 (Consignment Number generated by OEM) Method 1 is recommended when the OEM and suppliers agree on an arrangement whereby parts/ assemblies are supplied under JIT/ pull/ Kanban systems 37

39 3.4.6 Pre Requisite for the EDI Sender s End (Method 2) When the OEM shares the delivery schedule with the supplier, the supplier should have acknowledged and accepted the schedule which would mean that the supplier has confirmed its ability to meet the demand of the OEM as per the delivery schedule. The EDI message type for acknowledgement (APERAK) should have been generated Pre Requisite for the EDI Receiver s End (Method 2) EDI for delivery schedule (DELJIT) should have been shared with the supplier. Acknowledgement of delivery schedule (APERAK) should have been provided by the supplier Triggers at Sender s End (Method 2) Generation of Consignment number by the supplier acts as the pre-requisite for the creation of Supplier s invoice and of the EDI message type INVOIC Triggers at Receiver s End (Method 2) After creation of Consignment number by the supplier, the supplier would prepare and dispatch the consignment according to the packing details, transporter details etc mentioned in the EDI for Consignment Number. This would be a precursor to creation of Goods Inspection Report by the OEM Governance (Method 2) Sender - A Consignment number referenced to the delivery schedule number should be generated only when the delivery schedule is acceptable to the supplier and the supplier has enough resources to supply as per the delivery schedule. - Any changes to the Delivery Schedule by the OEM should be done prior to the generation of Consignment number. Receiver - Parts/ assemblies to be scheduled for delivery to the OEM only after the receipt of the Consignment number from the OEM if the Consignment number is required to be generated by the OEM. - Invoice for the material to be shipped to the OEM should be created after the generation of the Consignment number. There, also, may be a scenario where 38

40 invoice number is generated by the supplier without the Consignment Number being generated by the supplier itself. - Invoice number should be referenced to the Consignment number. The requirement for a functional acknowledgement (APERAK) for communicating application related errors would be made optional. The trading partners would need to agree on the transactions for which APERAK would be made mandatory. However, acknowledgement on the receipt of DELJIT and DESADV would be made mandatory 39

41 High Level Document Flow - Method 2 (Consignment Number generated by Supplier) Supplier (Sender) OEM (Receiver) Method 2 is recommended when components are supplied as a per a pre-defined and agreed delivery schedule which is not based on JIT/ pull/ Kanban systems 40

42 Definition of EDI Consignment Number - DESADV Origin of Document - Supplier S. No - Field Name Provider sample Field Name Code/Tag Name Description Part of the Structure Character Length 1 Message Header- Balance Enquiry - DESADV UNH-062 A service segment starting and uniquely identifying a message. The message type code for Invoices is "DESADV" Header Mandatory Alphanumeric 14 2 Message Identifier - Message Type UNH-S The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group(if used) if not used, within the interchange, for the purpose of acknowledgement. Header Mandatory Alphanumeric 6 3 Message Identifier - Message version number UNH-S The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group(if used) if not used, within the interchange, for the purpose of acknowledgement. 4 Message Identifier - Message release number UNH-S The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group(if used) if not used, within the interchange, for the purpose of acknowledgement. 41

43 Consignment Number - DESADV Origin of Document - Supplier S. No - Field Name Provider sample Field Name Code/Tag Name Description Part of the Structure Character Length 5 Message Identifier - Controlling Agency Coded. UNH-S The combination of data elements in 0062 and S009 shall be used to identify uniquely the message within is group(if used) if not used, within the interchange, for the purpose of acknowledgement. 6 Beginning of the Message Name of the Document - Despatch Advice Message BGM-C To indicate the type and function of a message and to transmit the identifying number. 7 Date/Time Period Delivery Date and Time DTM-C To specify date, and/or time, or period 8 Reference Field Party reference Number RFF-C AUB To specify a reference 9 Name and Address Consignee name and address NAD-3035-SU To specify, the name/address and their related functionality. Header Mandatory Alphanumeric 3 10 Reference Field Consignment No. RFF-C AUB To specify a reference Header Optional Alphanumeric 3 11 Reference Field Party Code RFF-C ACK To specify a reference 12 Contact Information CTA-3139 TO identify the person or department to whom the communication should be directed. 13 Terms of Delivery TOD-4055 To specify the terms of delivery of transport Header Mandatory Alphanumeric 3 42