855 Reverse Purchase Order BEST PRACTICES AND COMMON ERRORS MODIFIED: 6/12/2017
The 855 reverse PO will allw the vendr t create, mdify r delete a PO via EDI. The 855 reverse PO is typically used by and has the largest impact n ur live nursery area. Hwever, ther areas use this as well fr example: appliance, lumber, and building materials. It is imprtant t transmit a perfect 855 reverse PO. By ding s, there are n data errrs and n research r fllw-up required. The accuracy and timeliness f the reverse PO is vital t the stre s ability t receive the prduct when it arrives. BEST PRACTICES Original PO Use Lwe s 855 specs - When setting up the 855 t test with Lwe s, cnfirm yur map matches ur 855 specificatins. If yu are already in prductin and are receiving errrs frm Lwe s n the 855, please review the 855 specs and business examples t ensure yur dcument is mapped crrectly. RP reference number - When Lwe s receives an riginal 855 reverse PO, it must cntain the RP reference number. We will bunce the 855 reverse PO against the RP/MP cmbinatin and verify: Stre number is valid fr the RP Item is valid fr the RP/MP Price matches the MP Ship date - The ship date is requested fr cllect and prepaid rders but this is nt mandatry. Stre/PO/Vendr Number - We use the stre/po/vendr Number cmbinatin t lcate a PO and apply a change reverse PO against it. Since we find the riginal and write ver tp f it, the vendr is nt allwed t change a stre/po/vendr Number. If they send in a valid stre number but it s the wrng stre number, they must vid the PO. Then they need t send in a new riginal PO with the crrect stre number. Change/Vid Allwed changes - The vendr will be allwed t make the fllwing changes. Add r Delete SKU(s) Change the SKU quantities Change the Arrival Date t tday s date r ut ne full year Change the Ship Date t tday s date r ut ne full year Change the crss-dck lcatin (must be a valid DC lcatin) Vid the Purchase Order Sending a change - When a change is sent, the vendr is required t include the entire PO, nt just what is changing. We will find the riginal PO, validate the change, and write ver tp f it with the changed PO. Multiple changes can be made t the same PO at ne time. The vendr can send riginal and change the same day. Nne f the items n the change have t match the items that were previusly n the purchase rder. WWW.LOWESLINK.COM - 2 -
If an arrival date is sent in that is less than the ship date (arrival date<ship date), a warning message will g t the Replenishment Specialist and the arrival date will nt be updated. If the vendr sends in a change t add an item number that is 0, the Replenishment Specialist will receive an errr and the item will nt pst t the rder. If the vendr sends in a change fr an item with a quantity less than 0 (ie: -8), a warning message will g t the Replenishment Specialist and the item will pst t the PO with a quantity f 0. If a change is sent in t delete an item ff the PO, the quantity will be zer the next day. The stre will als shw a zer quantity fr the item the next day after the change is sent in. PO already exists in system - If the PO already exists in ur system, the vendr can send a replace r cancellatin against the 850 PO r the 855 reverse PO the next day. (i.e., A PO created tday will nt be in the system befre the 855 Reverse PO is prcessed. Therefre, the vendr cannt make a change t a stck PO created that day). Stre/PO/Vendr Number - We use the stre/po/vendr Number cmbinatin t lcate a PO and apply a change reverse PO against it. Since we find the riginal and write ver tp f it, the vendr is nt allwed t change a stre/po/vendr Number. If the vendr sends in a valid stre number but it s the wrng stre number, they must vid the PO. Then they need t send in a new riginal PO with the crrect stre number. Cannt mdify - The vendr may nt mdify any Purchase Order that has been vuchered, inviced, vided r received. Multiple line items - If the 855 cntains multiple line items fr the same item number, (i.e. different clr daisies), then ur system will add up all the line items and then grup them under ne item number. This causes an issue with the Canadian Payables System as the system des line by line matching. The vendr must submit the invice with 1 line item ttal t match the PO in ur system. Using a different RP number - If the vendr sends in a change fr an 850 (a PO that was riginated frm Lwe s) and uses a different RP reference number than the riginal rder was placed under, Lwe s will find the riginal RP and use the reference number n that RP t pst the change. Nte: This will nt wrk if the RP has been deleted. Cancellatins - Fr cancellatins, the entire PO needs t be resent t delete the rder. Fr a replacement change, the entire rder needs t be resent with the changes included. If an item is left ff f the change, it will be deleted ff the PO. PO RESERVATION LwesLink - There is a dcument n LwesLink, under the EDI tab, listed with the 855 Reverse PO Implementatin Guide and Business Examples that explains the PO Reservatin prcess. Wh needs PO Reservatin? - PO Reservatin is nly needed fr traditinal EDI vendrs. Our WebFrm applicatin will assign a PO number fr trading partners wh use this applicatin. WWW.LOWESLINK.COM - 3 -
Hw des the system knw the PO was assigned t the crrect vendr? - We assign a blck f PO numbers t a specific vendr number. We d an edit check t make sure that the vendr wh was assigned the PO number is the vendr wh actually transmitted it t us. If they used a PO assigned t a different vendr, they will receive an errr message. It is pssible fr a vendr with multiple vendr numbers t send in a PO number fr ne vendr number that was assigned t ne f their ther vendr numbers. If this ccurs, this will cause an errr message. PO numbers - Each vendr is allwed t reserve up t 75% f the ttal PO cunt used fr the previus 12 mnths. They can reserve these numbers themselves. PO numbers last fr a year. They are then rlled ff at the end f the fiscal mnth they expired. If a PO number has been assigned by PO Reservatin, it can nt be manually keyed int the system by the Lwe s Replenishment Specialist. If the Lwe s Replenishment Manager has a new vendr r a vendr wh needs a larger ttal PO cunt than was used in the previus year, the Replenishment Manager can increase the ttal PO cunt fr the vendr. 824 APPLICATION ADVICE There are tw types f 855 data errrs that will be reprted in the 824: 1) ACCEPTED WITH ERRORS (WARNING) d nt need t resend 855. 2) REJECTED 855 must be resent t be visible in Lwe s system. After the Original 855 is transmitted, all subsequent 855s shuld be sent as a 855 Change ONLY IF the Original 855 rejected and did nt pst t Lwe's systems. Fr bth warning & reject 855 errrs, vendrs shuld identify what caused the errr and make the necessary system applicatin changes t eliminate the errr in future 855 EDI transactins. If there are data discrepancies with the 855 data, the 997 that Lwe's returns fr the 855 may indicate the 855 was Accepted but the 824 will include the data discrepancies. Nte, Lwe's will always send an E in the 997 t indicate 855 data that was rejected r was prcessed with warnings. Bth the 997 and 824 dcuments sent by Lwe's shuld be used t address any data discrepancies with the 855. Fr 855s that are rejected, a Replacement 855 is required within 24 hurs f the rejected status being cmmunicated t yur cmpany via the EDI 824 dcument. WHY DOESN T THE LOWE S STORE HAVE THE PO? Is this a timing issue? Was the 855 Reverse PO sent after the 7PM prcessing run? Did yu receive the 997, Functinal Acknwledgment frm Lwe s? We cnfirm all 855 reverse PO s with a 997, Functinal Acknwledgment. If yu didn t receive a 997 frm us, we didn t receive the 855 reverse PO and yu shuld retransmit the rder. If the 997 was received, have yu lked fr an 824 Applicatin Advice fr errr messages? WWW.LOWESLINK.COM - 4 -
COMMON ERRORS Errr cdes RO - Reject Original - the vendr must fix and resend RC - Rejected Change - the vendr must fix and resend WO - Warning Original - the vendr des nt have t fix the PO but may need t make changes befre submitting the invice. Example: pricing errrs. WC - Warning Change - the vendr des nt have t fix the PO but may need t make changes befre submitting the invice. 855 Reverse PO Original errr messages - We are currently wrking with IT t btain a current list f riginal errr messages. We will have these listed fr yur cnvenience in the near future. 855 Reverse PO Change errr messages - The vendr can receive the fllwing errr messages if their 855 Change Reverse PO is nt crrect. (Rejected Changes/Cancellatins - Vendr is asked t Research) RC - PO ALREADY PAID, CHANGE/CANCEL NOT PROCESSED RC - PO ALREADY PAID, CHANGE/CANCEL NOT PROCESSED RC - PO ALREADY VOIDED, CHANGE/CANCEL NOT PROCESSED (Rejected Changes/Cancellatins - Vendr is asked t Resend as Change/Cancellatin) RC - CROSSDOCK LOCATION. NOT VALID DC -RESEND AS CHANGE RC - PO DID NOT CONTAIN ANY ITEMS -RESEND AS CHANGE RC - REFERENCE NUMBER INVALID -RESEND AS CHANGE\CANCELLATION RC - VENDOR NOT VALID FOR RP -RESEND AS CHANGE\CANCELLATION (Rejected Changes/Cancellatins - Vendr is asked t Call Buyer) RC - CANNOT CHANGE/CANCEL SOS PO -CALL BUYER RC - CANNOT FIND UNIQUE MATCH FOR PO -CALL BUYER RC - ITEM NOT ON LOWE''S MP -CALL BUYER RC - NOT AN ACTIVE LOWE''S ITEM, ITEM DROPPED -CALL BUYER RC - NO SELLING SHIFT, ITEM DROPPED FROM PO -CALL BUYER RC - PO NOT FOUND -CALL BUYER (Rejected Change-Vendr is asked t Resend As Original) RC - NO VALID ITEMS ON PO, PO VOIDED - RESEND AS ORIGINAL (Rejected Change - Misc) RC - PO ALREADY DISPATCHED - CHANGES CANNOT BE MADE (Warnings - 855 Changes/Cancellatins) WC - ARRIVAL DATE < 30 DAYS AGO OR > 1 YEAR -RESEND AS CHANGE WC - ARRIVAL DATE < SHIP DATE - DATE CHANGES IGNORED WC - QUANTITY IS LESS THAN ZERO -RESEND AS CHANGE WC - ITEM NOT IN CONVERSION FACTOR, ITEM POSTS -CALL BUYER WC - I TEM NOT ON LOWE''S RP, ITEM PROCESSED -CALL BUYER WC - ITEM NOT ON STORE STOCK MASTER, ITEMS POSTS -CALL BUYER WC - NO MP COST FOUND FOR ITEM, ITEM POSTS -CALL BUYER WWW.LOWESLINK.COM - 5 -
WC - QUANTITY IS LESS THAN ZERO -RESEND AS CHANGE WC - SHIP DATE < 30 DAYS AGO OR > 1 YEAR -RESEND AS CHANGE (Price Discrepancy) PO CHANGE: USED AVG COST PO CHANGE: USED PO MASTER PRICE - HIGHER VENDOR P PO CHANGE: USED MP COST PO CHANGE: USED 'MP POOL COST PO CHANGE: USED 'STORE AVG TRANSMISSION TIMES We prcess the 855 Reverse PO transactins daily at apprximately 8pm. 855 Reverse PO riginals, changes and vids are cllected thrughut the day and prcessed after ur last inbund run each night. Partners shuld have their Reverse POs t Lwe s by 6:30pm ET t insure they are prcessed each night. Any Reverse POs received after 6:30pm ET will be prcessed the fllwing night. Remember, transmitting gd, accurate and timely 855 s are critical t the verall stre receiving prcess. If the PO is nt in the stre system, the stre cannt receive the prduct when it arrives. WWW.LOWESLINK.COM - 6 -