How EDI accommodates GS1 GLN & GTIN

Transcription

1 This technical document guides a healthcare organization in its implementation of GS1 GLN and GTIN in EDI transaction sets version 4010 and higher. A wide cross section of the healthcare industry collaborated to develop this document to support EDI usage during the transition period from legacy identifiers to the GS1 Standards. Audience This document is intended for software providers and users of EDI in the healthcare supply chains that are already familiar with ANSI EDI. It is a document to bridge the gap between using agreed upon proprietary location and product identifiers to the use of the Global GS1 system. Purpose and Background GTIN and GLN are the foundations of standard processing of business transactions using the GS1 System. The GS1 System has always been voluntary but U.S. FDA regulation has changed this dynamic. Both the pharmaceutical barcode of 2004 and the 2013 Unique Device Identification (UDI) regulation have required indirectly the use of AIDC markings of GTINs on both pharmaceutical and medical device products. The GS1 System has always promoted both the physical aspects of the systems (barcodes and RFID tags) and their business transaction use to promote supply chain efficiency. This document should be used in connection with the GLN and GTIN tool kits to leverage the efficiencies gained. Recommendation It is recommend that once EDI business transactions have commenced using either GLN or GTIN, or both, the parties fill out the GLN and GTIN scorecard and request that they be added to the trading partner matrix. Prior to actual EDI transacting, the trading partners must ensure that the GLNs are validated in the GLN Registry and synched between trading partners. GTINs should be synched using the GDSN or the spreadsheet method, or both. GLN Global Location Number As the name implies, the GLN is the GS1 identification key for locations. The GLN can be used to identify physical locations and legal entities where there is a need to retrieve pre-defined information to improve the efficiency of communication with the supply-chain. EDI transactions using GS1 Standards 850 Purchase Order (Ship-to) 855 Order Acknowledgement (Ship-to) 856 Advance Ship Notice/Manifest (Ship-to) 810 Invoice (Ship-to, Bill-to) 832 Price Catalog (no minimum) 867 Sales Tracing Accommodated in the N1 (Name) segment of the above transactions Data Element 98-Entity Identifier Code (N101) has various codes to denote a party type, such as: ST Ship To (v4010 ) BT Bill To (v4010 ) DA Delivery Address (v ) (not supported by all manufacturers, check with partner / the partners EDI map) PO Party to Receive Invoice for Goods and Services (v4010 )(not supported by all manufacturers, check with partner / the partners EDI map) Data Element 66 Identification Code Qualifier (N103) code denotes an ID type, either: UL GLN (mandatory) 91 Assigned by Seller or Seller s Agent (optional, if needed for trading partner cross reference) 92 Assigned by Buyer or Buyer s Agent (optional, if needed for trading partner cross reference) Copyright 2013 GS1 US. All Rights Reserved. Page 1 of 7

2 Data Element 67 Identification Code (N104) is the value as denoted by the Identifier Code Qualifier Location Examples: (See Appendix B for more examples.) N1*DA*<Hospital Name>*UL*<GLN for Ship to Location> N1*ST*<Hospital Name>*91*<Vendor Defined Ship to Number> N1*PO*<Hospital Name> *UL*<GLN for Party to Receive Invoice> Note: For some EDI systems, either a legacy value (i.e. vendor location number) or a GLN value can be received not both. More than one N1 segment pertaining to the same party can only be transmitted if your trading partner has a system able to receive it. GTIN Global Trade Item Number GTINs can be assigned to any item (product or service) upon which there is a need to retrieve predefined information and that may be priced, or ordered, or invoiced at any point in any supply chain. Accommodated in various EDI segments that identify a product, such as the PO1, LIN, IT1, etc. Data element 235 Product/Service ID Qualifier denotes the identifier type: UK GTIN (14 digit. Validate & convert non 14 digit identifiers to 14 digit identifiers) (GTIN 12 digits found in a U.P.C. can be converted by adding two zeros to the left of that GTIN 12.) VN & VC Vendor s Item Number & Vendor s Catalog Number l MG Manufacturer s Item Number N4 or ND NDC Number and IN Buyer s Item Number Data element 234 denotes the Product ID value Transmit the UOM as required by the trading partners Note: When a customer uses GTIN and a different product identifier/ UOM and the transaction fails or does not match the GTIN must take precedence. The UOM doesn t matter. Product Examples: (See Appendix B for more examples.) LIN*001*UK* *VN* N LIN*001*UK* *IN* N PO1*001*****UK* *VN* N Note: In the 850 Purchase Order, 855 Purchase Order Acknowledgment, 856 Advance Ship Notice/Manifest, 810 Invoice and 820 Payment Order transaction sets, the GTIN and one or more identifiers for the product may be sent in the same product identification segment (using data element 235/234 pairs). Copyright 2013 GS1 US. All Rights Reserved. Page 2 of 7

3 Appendix A: Order-to-Cash Lifecycle Checklist for Implementing EDI using GS1 GLN and GTIN GLN EDI Implementation Checklist Assure your GLN assignments are validated in the GLN Registry Identify which trading partners can / will support EDI transactions with GLNs. Assure you have reconciled your GLNs with those trading partners. With the guidance of your subject matter expert(s), IT department, Finance department, EDI expert(s), and MMIS/ERP software vendor(s), and/or service provider(s): Establish your business processes and IT systems to support transacting with either the GLN or the old account number, dependent upon the trading partner you are transacting: GLN (qualifier UL ) (mandatory) Or Alternative location identifier (qualifier 91 or 92 ) Optional usage Reference the examples found in Appendix B of this document. GTIN EDI Implementation Checklist Identify which trading partners can / will support EDI transactions with GTINs. With the guidance of your subject matter expert(s), IT department, Finance department, EDI expert(s), and MMIS/ERP software vendor(s), and/or service provider(s): Establish your business processes and IT systems to support transacting with the 14-digit GTIN. Determine which combination of identifiers you will transact with each of your trading partners. Some of the identifiers are: GTIN-14 (qualifier UK ) Manufacturer part number (qualifier MG ) Vendor item number (qualifier VN ) Vendor catalog number (qualifier VC ) NDC (qualifier N4 or ND ) Buyer Item Number (qualifier IN ) Identify the Unit of Measure (UOM) if required by the trading partners. Reference the examples found in Appendix B of this document. Copyright 2013 GS1 US. All Rights Reserved. Page 3 of 7

4 Appendix A: Order-to-Cash Lifecycle Checklist for Implementing EDI using GS1 GLN and GTIN General References You May Wish to Consult: Healthcare Provider Tool Kit: GLN and GTIN Healthcare Supplier Tool Kit: GLN and GTIN Hospital Checklist for Software System Readiness (Also for use in working with your software vendor well beyond EDI transactions.) GTIN Identification of Pharmaceutical Products and Medical Devices Note: During the FDA UDI rule compliance transition period, some manufacturers may not have GTINs on all products. Providers may have to transmit both GTINs and vendor codes. A dialogue with your trading partners is very important. Questions? Contact GS1 US Customer Service: T: E: info@gs1us.org Learn more about GS1 Healthcare US : Copyright 2013 GS1 US. All Rights Reserved. Page 4 of 7

5 Appendix B: Examples for EDI Transactions with GLN and GTIN 832 Price/Sales with GTIN and GLN ST*832* BCT*PC*D175*001*******00 Price catalog and number REF*BC*C00204 Buyer s contract number DTM*007* Effective date N1*SU*Hearts Alive*UL* Supplier GLN N1*BT*ST LUKE CLINIC*UL* Bill To GLN N3*801 S MAIN ST Address N4*WALPANUK*MI City/State LIN**UK* Product ID GTIN G53*001 Change maintenance DTM*007* Effective date G55*UK* Consumer product ID/GTIN 1 Line item SE*14* Purchase Order with GTIN and GLN ST*850* BEG*00*SA* ** Standalone order, 3/1/2004 REF*DP*PHARMACY Pharmacy department PER*BD*GLADYS JONES*TE* Buyer name FOB*PP*OR*CONNECTICUT FOB DTM*002* Delivery requested 3/15/2004 TD5****M Motor delivery N1*ST*ST LUKE CLINIC PHARMACY*UL* Ship to St Luke Clinic PH w/gln N3*801 S MAIN ST Address N4*WALPANUK*MI City/State PO1**20*CA*5*FX*UK* *PI* cases of product w/gtin SE*13* Copyright 2013 GS1 US. All Rights Reserved. Page 5 of 7

6 Appendix B: Examples for EDI Transactions with GLN and GTIN 855 Purchase Order Acknowledgments with GTIN and GLN ST*855* BAK*00*AC* * ***** Acknowledgement with detail PER*CR*ST LUKES*TE* Customer relations contact FOB*PP*OR*CONNECTICUT FOB Connecticut DTM*002* Delivery requested 3/15/2004 TD5****M Motor carrier N1*ST*ST LUKE CLINIC PHARMACY*UL* Ship to St Luke Clinic Pharmacy w/gln N3*801 S MAIN ST Address N4*WALPANUK*MI City/State PO1**20*CA*5*FX*UK* *PI* cases of product w/ GTIN ACK segment corresponding with PO1 line SE*12* Advance Ship Notice/Manifest with GTIN & GLN ST*856* BSN*00*SN392828* *1015*0001 HL*01**S REF*BM*X MAN*AA* DTM*011* N1*ST*ST LUKE CLINIC PHARMACY*UL* HL*02*01*O PRF* HL*03*02*P LIN**UK* SN1**20*CA SE*14* Shipment ID and transaction date Shipment level Bill of lading number Serial Shipping Container Code (SSCC) Ship date Ship to St Luke Clinic Pharmacy w GLN Order level Order number Pack level Product ID w/ GTIN 20 cases 810 Invoices with GTIN & GLN ST*810* BEG* *INV302939* * ****00 REF*DP*PHARMACY PER*AR*HILDE BROOKS*TE* N1*BT*ST LUKE CLINIC*UL* N1*ST*ST LUKE CLINIC PHARMACY*UL* IT1**20*CA*5**UK* *PI* DTM*11* SE*10* Invoice date and number Pharmacy department Accounts Receivable contact Bill to St Luke Clinic w/ GLN Shipped to St Luke Clinic Pharmacy 20 cases at $5 per case w/ GTIN Shipped date Copyright 2013 GS1 US. All Rights Reserved. Page 6 of 7

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