Electronic Commerce. EDI with Debenhams

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1 Electronic Commerce EDI with Debenhams

2 1.0 Introduction Debenhams recognises the importance of electronic commerce in order to improve supply chain management. Effective implementation of Electronic Data Interchange (EDI) can significantly enhance the operational efficiency of all involved by exchanging information such as Orders and Despatch Notifications. Some of our suppliers will already be familiar with EDI but for others this will be a new and unfamiliar ground. We are aware that there may not be a simple solution for all our suppliers. There are many different EDI software suppliers and EDI network providers who some of you already have made some investment with. 2.0 What is the purpose of this guide? The purpose of this document is to provide you with the necessary details to set-up and communicate electronically with Debenhams. This document answers wide-ranging questions regarding EDI set-up/ implementation, carton labelling, common EDI failures and process flow. 3.0 Contact Details Issue Contact Telephone Setting up the Debenhams Service trading contact (Inter-connect) Interconnect request form is available on the B2B web-site. Centre * EDI Issues Debenhams Service Centre Order Issues B&M contact person Contact Appropriate Debenhams B&M representative ADAN Issues Taunton Finance PC Module (Debenhams EDI System ) Kewill Systems * For setting up Interconnect or any EDI issues, raise an incident with Debenhams Service Centre Tel: or via They will endeavour to resolve the incident or pass it on to the B2B team. Quote the following a) Your Vendor or Supplier Number (if available) b) Vendor Name c) Your Contact Name & Number d) Your Debenhams B&M contact Name & Department (if possible) e) Issue Details

3 Please Note For all issues/ queries it is necessary that Debenhams Service Centre is contacted as they are the first point of contact. An incident reference number is required at all times if the incident is to be investigated by the second line support. 4.0 Delivery process For Bulk delivery the supplier delivers to one of Debenhams DCs using a nominated carrier. Debenhams recommends using the B2B web based solution. For the Supplier Stock Pick (SSP) delivery method the supplier picks and packs the stock by store for delivery to one of Debenhams DCs using a nominated carrier. The SSP (Supplier Store Pick) delivery method was formerly known as Cross Dock so you may hear it referred to by either name. For Scan Direct deliveries the supplier picks and packs the stock by store and delivers direct to a store using either a nominated carrier or their own carrier as agreed with Debenhams. Debenhams SSP and Scanned Direct suppliers work on a very short lead time, the time between the date the order is approved and sent to the supplier and the delivery date of the stock to the Debenhams stores is usually less than a week. SSP and Scanned Direct suppliers will receive an order usually once a week or once a fortnight. The supplier will pick all the stock on the order that they have available and pack it by store. They will amend the EDI despatch on their systems so that the EDI ADAN message matches back exactly to the physical stock that is being despatched and label each carton with an EAN128 label produced by the EDI software. It is very important that the Despatch message is received by Debenhams prior to receipt of stock. When the EAN128 label is scanned in to and out of the warehouse or at the stores, we match the carton number scanned to that detailed in the Despatch (ADAN) Message to track the stock on our internal systems. Once the stock is scanned in to the relevant store the stock file is automatically updated with the information that was entered in to the despatch message for that store. The ADAN will also automatically cancel any quantity shortfalls. This is also called Auto DAN Downdate. For example, if the quantity received is actually less than the quantity on the ADAN then the Open quantity will be the balance not received against the ADAN. This could be for a variety of reasons such as the store hasn t scanned all receipts yet, the supplier didn t actually send it all or part of the consignment has been lost in transit. For suppliers not on auto DAN downdate the Open quantity will be the balance still to be received against the Original quantity. If the Despatch message is not received or is received late, if there is any invalid information on the despatch message or if the carton numbers scanned do not match those on the message this will appear on a rejection report. The Finance Development Team in Taunton will contact the supplier and get paper copies of the stock information. They then have to manually update the stock files individually for each product on each store (there are approx. 149 stores in total).

4 Accuracy checks are also carried out on every order either on site at the suppliers premises once they have packed the stock or at the DC. The cartons for a set percentage of stores on that order will be opened (this percentage is dependant on the suppliers recent accuracy levels) and the contents checked against the despatch message. If the percentage of errors exceeds a pre-determined level the number of stores checked will be increased, this can result in the whole order being checked if necessary. Suppliers receive violation charges from Debenhams if they do not provide accurate and timely despatch information or if manual stock updates are required. It is therefore vital that: SSP suppliers deliveries are not delayed The Despatch message is received prior to receipt of the stock The Despatch message is accurate The carton numbers on the EAN128 labels match those detailed in the Despatch message * For SSP and Scan Direct suppliers Debenhams recommends using the Kewill System as this has been catered to Debenhams requirements. 5.0 What is EDI EDI is the flow of structured messages between trading partners. It requires translation software at each end. Both parties must have an electronic mailbox provided by a Value Added Network (VAN). Messages are sent from the originator's software to their mailbox and are then forwarded on to the recipient's mailbox where the messages stay until collected. Debenhams sends EDI messages to the supplier via a BT mailbox across a VAN. The supplier takes the information directly into their system, uses it as required, and then sends agreed messages back to Debenhams in a pre-arranged format (EDI FACT standards). The following table shows EDI messages in use by Debenhams along with their version numbers. Sample Messages and Full Message implementation Guides (MIG's) are available on the B2B Web site. Types of EDI messages and versions used by Debenhams. Message Name EDIFACT Message Name Version No Date Version Released Comments on Use Purchase Order ORDERS D96a Jan 08 Used for all Debenhams orders (New Orders) to merchandise suppliers Order Response ORDRSP D93a Sept 97 Sent to acknowledge receipt of a purchase order and also any changes to a purchase order. Order Change ORDCHG D96a Jan 08 Used to communicate alterations to a purchase order (ie changes to dates, quantities, prices etc) Availability Report INVRPT 90.1 Aug 94 Used to submit stock availability for buying Compulsory for Electronic Trading Y Y Y Y if required by the buying team

5 teams to raise orders against Sales Report SLSRPT D93a Aug 97 Used to send weekly sales by SKU at total company level or at store level. N Despatch Advice (ADAN) DESADV 90.1 Jan 95 Used by SSP, Scanned Y for SSP, Scanned Direct and COS suppliers Direct and COS to confirm delivery Suppliers quantities by carton and carton numbers. Price Catalogue PRICAT D96a Nov 95 Used by suppliers to send Y if a non ranged in product details for non COS supplier ranged product for COS orders Invoice INVOIC D93a Jan 98 Used to pass an As agreed with electronic invoice directly Debenhams in to Debenhams accounts Finance Department payable system for electronic matching HMC Tax Summary Message Remittance Advice TAXCON D93a Jan 98 Required by HMC to support the INVOICE message. REMADV D93a Used to send remittance advice information to suppliers Y if INVOICE is used As agreed with Debenhams Finance Department Please Note - Acknowledging an order / order change does not imply acceptance of the order details, only receipt of the order. 6.0 Which EDI network will Debenhams be using? BT will be managing Debenhams connections to all the network providers. They will set-up the interconnects between different networks. See Interconnect form for EDI messages. EDI sender / receiver code: EDI*NET Identity: EDI How often does Debenhams collect the mail? Debenhams connects to its mailbox hourly during the working day, at regular intervals overnight and at weekends to send and receive messages. Changes can be made to an order at any time by the buying team and this will generate an order change, which is sent out to suppliers overnight. Suppliers are expected to check their mailbox at least once a day dependant on their order cycle. The mailbox must be checked regularly for changes to orders and these must be acknowledged. 8.0 How do we implement EDI?

6 The first step would be to contact your software provider for information. We would envisage a period of 3 months is required to set everything up. If you are already EDI capable, we would envisage a period of 8 weeks for testing. You will be asked to commit to a date for that you will be ready for testing. We will contact you to confirm or discuss a date that is mutually convenient. When a target Commence Testing date has been agreed, it is your responsibility to ensure that the necessary software and amendments to your systems have been implemented. It is also recommended that the necessary connections to your EDI VAN are in place at least one week before the Commence Testing date. To ensure a smooth transition to Electronic Trading we will commence a testing program as follows: 1 st stage of testing For outbound messages: We will send you the outbound test message to your mailbox to verify end-to-end connectivity. For inbound messages: You will send us an acknowledgement to our mailbox to verify end-to-end connectivity. 2 nd stage of testing For outbound messages: We send you orders and order changes For inbound messages: You will send us an acknowledgement 3 rd stage of testing For outbound messages: We send you orders and order changes For inbound messages: You will send us an acknowledgement and an ADAN We will also require samples of an EAN128 outer carton label, which we will scan to verify the data. Initially sample labels can be sent from the test printer, however we would require label from the printer where labels will be regularly generated. If you send or receive Availability reports, Pricat files and Invoices, we would require an example of those too. 4 th stage of testing Once both parties are satisfied, we will the jointly agree a live date.

7 9.0 EAN128 OUTER CARTON LABEL. As part of Debenhams Logistics policy and in order to improve logistics through the supply chain EAN 128 bar code technology must be incorporated into the Outer Carton labels used by Debenhams' suppliers who pick by store. With EAN128 labels attached to the outside of cartons it is possible for the cartons to be scanned at various points in the supply chain so that less manual intervention is required, thus reducing potential errors. It also allows for greatly increased speed at the point of receipt as the system will already know what is contained in the delivery, and all it has to do is match the carton numbers up with the supplier account number and the previously transmitted ADAN. Since all Debenhams deliveries are already required to have carton labels attached, this should not present a major change to the processes involved for the supplier. Existing in house software may need to be enhanced to allow printing of EAN128 bar code labels for outer carton marking in order to achieve the full benefits outlined above. The information to create these labels must be taken from the existing ADAN data, and also from additional information input by the supplier either manually or automatically through internal systems. The carton labels can be produced on an existing laser printer or a thermal printer where one is available. In addition two printed reports must also be created: Consolidated Advice Note (CAN) - to summarise the carton information for the carrier Carton Content Report (CCR) - this is required for Goods In at the DC and is optional as the suppliers packing note may be suitable For details see EAN128 Labelling Guidelines document which is available on the B2B web site. This document details the label formatting and also has examples of CAN & CCR Changes to the System Once Debenhams EDI is implemented, any changes the supplier makes to their system that may affect the EDI system, labels or paperwork must be notified to Debenhams in advance. Testing can then be carried out, as appropriate, to ensure that no problems are encountered by either party as a result of these changes. Debenhams must be intimated at least 8 weeks in advance about the nature of changes. Supplier needs to raise an incident with the Debenhams Service Centre and give relevant details Common issues faced by Vendors. Order/ Order Change has not been received from Debenhams; Control Reference Number is out of Sync I have not received an EDI file or the Control Reference number is missing a) Check with your Debenhams B&M representative that the Order has been approved. Orders need to be approved in Debenhams REX System, only then will they be transmitted to Vendors system. b) Check if the file has been rejected in your system

8 c) Check with your VAN provider if they are holding any file at their end. d) If this does not help then contact Debenhams Service Centre and raise an incident detailing the issue. Supplier Barcode or Supplier Reference is incorrect on Order message Problem - Suppliers Barcode is incorrect on the EDI message Solution Vendor needs to contact their Debenhams Buying and Merchandising counter-part and ask them to correct the Supplier Barcode or Supplier Reference (as the case may be) in Debenhams Windows Rex System and ask them to resend the order again. ADAN sent by Vendor but not received by Debenhams Problem ADAN has been sent, but has not been received by Debenhams Solution a) Check your internal system for any errors. For Vendors using Kewill PC-Module system an incident needs to be raised with Kewill to resolve the issue. b) Check with your VAN provider if the message has been received by them and has been picked up by Debenhams VAN provider BT. c) If the message has been picked up by BT, i) Call Debenhams Service Centre and raise an incident to notify them about the failure at Debenhams end. Also quote the control reference number, the time when this message was sent to Debenhams and Pos on the ADAN message, as this will help in investigating the failure. Debenhams will then investigate the point of failure. ii) Notify Taunton finance about the failure as it helps them to keep track of the issue. ADAN message has failed Problem - An ADAN message can fail due to following reasons 1) Carton number is repeated Debenhams holds carton numbers for a year, hence care should be taken that these are not repeated within 1 year. 2) Carton number is left Blank 3) Carton number is not numeric 4) Barcode segment is left blank with in the message 5) Incorrect Barcode on ADAN message 6) ADAN has been sent for the same PO/ Store twice An ADAN message can only be received once for the same PO/ Store combination. This is also known as split deliveries. 7) ADAN will be rejected if Store sent on ADAN message does not exist on the actual PO. 8) PO on the ADAN does not belong to the supplier 9) PO on the ADAN is invalid 10) Debenhams allotted Supplier Number on the ADAN is invalid/ incorrect. 11) Store Location Code or Location EAN number is left blank. ADAN message will not be processed if 1) Control Reference number is repeated for inbound messages The message will not be processed. Solution Debenhams will contact the Vendor regarding the error and ask the vendor to correct the data and resend the ADAN. Please Note

9 The ADAN message needs to be accurate at all times, if an error is discovered later in the stage e.g. a line has been missed or a particular store is incorrect, etc, the supplier needs to contact the Taunton Finance Department and advise them about the error. Debenhams cannot scan Carton Labels This may happen due to following reasons Potential Problem - Label Print quality may be the issue. Solution - Change printer or printer cartridge as the case may be Potential Problem - Label Crinkling Solution - a) this may be a training issue, where labels are not being applied correctly by the warehouse staff. b) Board grade needs to be changed to improve stacking strength. Potential Problem - Barcode Size is not correct Solution - Adhere to the dimensions as per the EAN128 Labelling guide. Potential Problem - Carrier applying their labels on top of EAN128 labels Solution - Advise carrier to stop gluing their labels on top of EAN128 labels Potential Problem - Carton Number repeating on the label (for the same store) Solution - a) This could be a training issue where packing staff reprint the labels and apply the same on 2 different cartons. Warehouse staff needs to be made aware about best practice to prevent this from happening. I.e. to destroy the original label and then reprint a duplicate, this would prevent duplicate labels being applied to 2 different cartons. b) EDI system needs to be changed so as to check that the label has not been printed previously. If a label has been printed previously then the user has to be Alerted that the original carton label needs to be destroyed before applying the new label. Potential Problem - Carton Number repeating on the label (for a different store) Solution - a) A Carton label will not scan if the Carton number on the label has been previously (Debenhams retain Carton data for 12 months). Vendors EDI system needs to be changed so that it will not generate carton labels with Duplicate carton numbers irrespective of the store. Ramifications of sending incorrect ADANS AND/ OR Carton Labels An incorrect ADAN/ Carton Labels can have the following effects i) Incorrect Stock files Stock count will not tally with figures on the system. ii) iii) Manual intervention by Debenhams to correct vendor errors. Slow or no movement of stock in Supply Chain. The stock cannot be moved from the DC or store to the shop floor till the products are identified, leading to loss of sales & wastage of warehouse/ store space.

10 iv) Possibility of goods being returned to the vendor - if it is found that the delivery has higher than acceptable limit of incorrect labels. v) Possibility of goods being returned to the vendor - if it is found that ADAN is incorrect or has not been sent by the Vendor. vi) Possibility of Violation Charges being applied to Vendors for correcting vendor inaccuracies. vii) Possibility of New Orders not being raised till the issue is corrected by the Vendor APPENDIX A - Glossary of Terms ADAN AUTO DOWN DATE Advance Delivery Advice Note. Used only by Supplier Store Pick suppliers. It is an electronic confirmation of the contents of a delivery transmitted via EDI. Auto Dan Downdate Auto DAN Downdate is where the ADAN tells us what the supplier sent against what was ordered and will automatically cancel any quantity shortfall. B2B CAN CCR COS DAN DC EAN EAN 8 EAN 13 EAN 128 EC EDI SSP VAN For example, if the quantity received is actually less than the quantity on the ADAN then the Open quantity will be the balance not received against the ADAN. This could be for a variety of reasons such as the store hasn t scanned all receipts yet, the supplier didn t actually send it all or part of the consignment has been lost in transit. Business to Business (Electronic Commerce). Consolidated Advice Note Electronically produced by Supplier Store Pick suppliers to confirm quantities of cartons of a delivery by store. Cartons Contents Reports Electronically produced by Supplier Store Pick suppliers to detail the contents of cartons Customer Order Service A service provided to customers allowing them to order a specific product direct from the supplier via a Debenhams store. Delivery Advice Note Manual paperwork for bulk deliveries giving details of the products. Also used as proof of delivery. Distribution Centre. European Article Number European standard barcode label with 8 characters used on small articles e.g. Jewellery. European standard barcode using 13 characters. European standard barcode used for outer carton marking on SSP deliveries. Electronic Commerce Term use to describe EDI, , internet, extranet and other forms of electronic trading. Electronic Data Interchange A means of communicating and transacting (orders and invoices) electronically with suppliers using structured messages. Supplier Store Pick Process where the supplier picks and packs stock by store before despatch. Value Added Network a communications network used for exchange of EDI messaging.

11 13.0 APPENDIX B Process Flow Connect to Network Receive EDI Messages Translate Orders Acknowledge Orders Take either of the following paths Store Pick merchandise Print labels and CCR Manually label cartons Store Pick merchandise Create ADAN Print labels and CCR Apply labels to cartons Apply labels to cartons Create ADAN Connect to Network Send EDI ADAN Message Print CAN Despatch Goods

12 14.0 APPENDIX C Process Flow - Detail Connect to VAN / Receive EDI Messages This process is either done at pre scheduled intervals or on an ad hoc basis. When connected, any messages waiting to go out from the supplier will be passed to the supplier's mailbox for onward transmission, and any messages awaiting delivery to the supplier will be picked up. Translate Orders This process will be completed by your in house EDIFACT compliant EDI translation software. Acknowledge Orders It is a legal requirement that all orders are acknowledged by suppliers once they have been received. No EDI ADAN or associated delivery will be accepted against an order unless an acknowledgement has been sent first. Pick Stock by Store This is self-explanatory. Manually Label Cartons When picking stock for each store it may be necessary to manually mark each carton so that it can be easily identified and matched against the relevant EAN128 label at a later stage. A suggestion for marking the carton is to use the three digit store number followed by the carton number to be used. i.e. 075 / 1, 075 / 2 etc. Existing in house processes may already cater for allocating sequential numbers to cartons and printing labels at an earlier stage. In this case the sequence of events may be different and it may not be necessary to manually label cartons. The information that has been generated for the ADAN must then be used to create an EAN128 bar code on a label. The same information must be repeated in plain text on the label with some additional details. Create ADAN Information The Despatch Advice Note must be created in accordance with the Debenhams EDIFACT Message specification as outlined in the Debenhams Despatch Advice Message Implementation Guide. The information required to complete the message must be created from a combination of in house information and the information contained in the original EDIFACT ORDERS message. Print Carton Content Report (CCR) Once the ADAN information is available the next step is to print the Carton Content Report and the EAN128 carton labels (if they have not already been printed at an earlier stage). NB: The Carton Content Report must be placed inside the first carton for each store. A sample CCR is included in Appendix A. Send EDI ADAN Message Once the ADAN information is available and the carton labels printed, the next step is to construct the EDI file and send it back to Debenhams.

13 It is suggested that an ad hoc connection to the Value Added Network is made to transmit the completed ADAN message, rather than wait for the next scheduled connection if this method is being used. Print Consolidated Advice Note (CAN) The CAN provides information about the number of cartons delivered to each store. A minimum of three copies must be produced: Supplier Copy Carrier Copy Distribution Centre Copy NB: Debenhams Nominated Carriers will not accept deliveries unless they are accompanied by a CAN. Apply Labels Once the message has been sent back to Debenhams and the carton labels printed the labels must be attached (if they are not already) and the goods made ready for despatch. Despatch Goods This process remains as per Debenhams Supplier Delivery Procedures as outlined in the Supplier Manual. NB: Additional violation charges may be applied in the event of late or non transmission of ADAN's.

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