10.0 Electronic Data Interchange (EDI) Requirements

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1 10.0 Electrnic Data Interchange (EDI) Requirements 10.1 General Infrmatin The Cmpany requires all vendrs t exchange business dcuments via EDI. These dcuments include; purchase rders (850 PO), purchase rder changes (860 POC Buyer Initiated), advance shipment ntices (856 Shipment Ntice/Manifest), universal prduct cdes (832 Price/Sales Catalg) and transactin acknwledgments (997 Functinal Acknwledgement). The vendr can cntact the Cmpany in rder t establish an EDI system fr business t business cmmunicatins. In sme instances, specific vendrs and/r merchandise types may be exempted frm this requirement by the Cmpany. Vendrs are asked t review the New Supplier Manual which details the EDI prcess and then cntact Cntracts Administratin within 10 days f initial merchandise transactin by representatives f the Cmpany and vendr persnnel. This will ensure the EDI prcess begins withut delay. The Cmpany will assist vendrs in the develpment, testing, and transmissin f EDI messages t and frm the vendr and Cmpany. Vendrs in an EDI test status will prcess and ship Cmpany merchandise using the hard cpy PDF Purchase Order. After successful EDI certificatin, vendrs will prcess and/r ship Cmpany merchandise using EDI generated dcuments nly (i.e. 850, 856, 860, etc). The vendr is nt t use faxed cpies f the Cmpany s PO fr prcessing, ruting, and shipping, merchandise. Vendrs wh d nt use EDI dcuments nce enabled will be subject t a per dcument chargeback fr nn-cmpliance. The Cmpany utilizes electrnic data interchange ( EDI ), VICS X12 Frmat standard fr the transmissin and receipt f data using the fllwing messages: 832 (Price/Sales Catalg) * 850 (Purchase Order) 856 (Shipment Ntice/Manifest) 860 (Purchase Order Change Request Buyer Initiated) 997 (Functinal Acknwledgement) *An alternative Price/Sales Catalg ptin is available fr vendrs wh may nt have an 832 catalg; refer t the New Supplier Manual fr details. The Cmpany prcesses vendr transmissins nce an hur, 24 hrs./day, 7 days/week. Vendr files are psted t the Cmpany s merchandise system upn successful receipt and prcessing. Sectin Revised: May 2016 V1.0 Sectin 10 Page 1

2 10.1 General Infrmatin Cntinued Vendrs receiving a failed transactin ntificatin pertaining t an inbund message (i.e. 850, 860) will need t submit a request, via , t SPICE Technlgies fr re-transmissin f the failed file within 24 business hrs f the ntificatin. If the failure cncerns an utbund message (i.e. 856, 997) t the Cmpany, please resend all new transmissins using a new Interchange Cntrl Header ( ISA ) number fr the failed file. Message receipt failure ntificatins are transmitted via the 997 message with rejected R status. Ging frward, additinal EDI transactin messages will be included fr exchange f infrmatin between the Cmpany and its vendrs. The fllwing EDI transactin sets (nt inclusive) are scheduled fr develpment in the future: 810 (Invice) 10.2 Electrnic UPC Catalg (832) The Cmpany will establish a UPC data trading relatinship with all UPC enabled vendrs. Once this relatinship is established, all rders surced by the Cmpany s buyers are t be labeled with the vendr s UPC (e.g. UCC 12, EAN, r ther apprved frmat). Shipments delivered missing the vendr s UPC will be subject t chargebacks specified in Sectin 2 f this guide. The Cmpany DOES NOT use any UPC catalg service prvider (i.e. GXS r QRS) t retrieve UPC cdes fr the entry, receipt, and prcessing f vendr merchandise. All UPC data accessed by the Cmpany must match item style descriptins cntained n crrespnding POs (hard cpy PDF r electrnic). UPC enabled vendrs are required t update their nline UPC catalgs with all UPC cdes related t PO items within 20 business days frm receipt f the Cmpany s Buy Template/Line Sheet (xls frmat). This infrmatin is used fr entry f the vendr s item int the merchandise system and the cmpletin f an apprved PO. Items missing UPC cdes and/r style, clr, pack cde infrmatin will delay the entry and transmissin f a PO (EDI PO r hard cpy) and will be subject t chargebacks specified in Sectin 2. Vendrs requesting exemptin frm this requirement will need t cntact the Cmpany s Cmpliance team (see Sectin 12). Incrrect r missing UPC cdes at time f delivery f merchandise t the Cmpany s DC (NLS) are subject t chargebacks (per Sectin 2). The Cmpany fllws the VICS industry standard requiring a 30 mnth waiting perid fr fashin merchandise befre reuse f existing UPC prduct cdes. Any questins r cncerns regarding this requirement shuld be directed t the Cmpany s Merchandise Infrmatin Office (see Sectin 12). Sectin Revised: May 2016 V1.0 Sectin 10 Page 2

3 8.3 Electrnic PO (850) The Cmpany uses an 850-transactin set fr the prcessing, ruting, and shipping f merchandise. This message will nt be generated until after receipt f the vendr s UPC (832) cdes fr crrespnding PO items and entry int the Cmpany s merchandise system. Missing r invalid UPC cdes will delay the transmissin f 850 messages. Vendrs are required t acknwledge the receipt f all 850 transmissins, within 72 business hrs, thrugh the use f the electrnic Functinal Acknwledgement message ( 997 ). Any 850 transmissins nt acknwledged by the vendr within the time frame may be subject t chargebacks specified in Sectin 2. The exact vendr style/clr number and descriptin cntained in the 850 item data must be used when sending a crrespnding 856 message t the Cmpany. UPC data cntained in the 850/860 item data must be used when sending a crrespnding 856 message t the Cmpany. Any missing/incrrect data r style/clr substitutins may be subject t chargeback per Sectin 2 f this Guide. Once a vendr has been placed in a prductin status fr the 850, prcessing, ruting, and shipping f Cmpany merchandise needs t be initiated using the 850. Vendrs in a prductin status fr the 850 message are nt t use cpies f rders submitted via r fax unless apprved by the Cmpany. Any rders apprved and submitted using ne f the previusly mentined methds will need t be validated upn receipt f crrespnding 850 messages Electrnic Shipment Ntice/Manifest ASN (856) The Cmpany uses an 856 transactin set fr the receipt and prcessing f vendr merchandise. Vendr item style/clr number and descriptin cntained in crrespnding 850 r 860 transmissins must be used n the 856 message. Any 856 message transmitted t the Cmpany which fails t validate when cmpared t crrespnding 850/860 message may be subject t chargeback as specified in Sectin messages can be transmitted t the Cmpany at any time during rder fulfillment. The Cmpany s requires all ASN transmissins t be sent a minimum f 72 hrs. (3 business days) prir t delivery f merchandise t the Cmpany s facilities r named shipping pint. ASN 856 messages shuld be transmitted at the time merchandise is released t transprtatin prvider in rder t facilitate greater efficiencies. Any 856 message nt yet received at the time f request fr appintment will be frbidden t deliver until the 856 is transmitted. Sectin Revised: May 2016 V1.0 Sectin 10 Page 3

4 10.4 Electrnic Shipment Ntice/Manifest ASN (856) Cntinued Any ASN 856 message received after delivery f merchandise t the Cmpany s facilities will be subject t the chargebacks specified in Sectin 2. The Cmpany requires a single ASN 856 per shipment and lcatin. Any vendr shipping frm multiple lcatins will need t create a crrespnding ASN reflective f the shipment frm a specific lcatin. The Cmpany des nt allw a single ASN 856 per cartn within the shipment. One ASN per PO/Shipment/Lcatin is required. ASN s 856 s nt meeting this requirement will be subject t chargebacks as utlined in Sectin 2. Upn successful translatin f an 856 transmissin, the vendr will receive the Cmpany s Functinal Acknwledgement message ( 997 ). Vendrs failing t receive a 997 message frm the Cmpany will need t ntify SPICE Technlgies (see Sectin 12 fr cntact infrmatin) Electrnic PO Change Request Buyer Initiated (860) The Cmpany uses an 860 transactin set fr the transmissin f changes made t a previusly transmitted 850 message. This message is generated upn mdificatin and apprval f the rder in the Cmpany s merchandise system. Vendrs in a prductin EDI status fr 860 transactin sets are nt t accept any rder changes submitted via , fax, r telephne unless authrized by the Cmpany. Any changes apprved and submitted using ne f the previusly mentined methds will need t be validated upn receipt f crrespnding 860 messages. Vendrs are required t acknwledge the receipt f all 860 transmissins, within 72 business hrs. (3 business days), thrugh the use f the electrnic functinal acknwledgement message (997). Vendrs receiving a failure ntice n any part f an 860 transmissin need t cntact SPICE Technlgies immediately (see Sectin 12). An 860 message is the nly apprved methd t change a valid prductin 850 message. Manually faxed change request messages r s are nt t be used by an EDI-enabled vendr unless apprved by the Cmpany and may be subject t chargebacks (see Sectin 2). Sectin Revised: May 2016 V1.0 Sectin 10 Page 4

5 10.6 Functinal Acknwledgment Message (997) The Cmpany uses a 997 transactin set fr the acknwledgement f vendr and Cmpany EDI transmissins. Vendrs will need t generate a 997 message fr each Cmpany inbund file received within 72 business hrs. (3 business days). The Cmpany will generate a detailed 997 message fr each vendr inbund file. All Cmpany generated 997 messages need t be recnciled r researched (fr rejectin ntices) within 24 business hrs. Vendrs using a third party EDI service must ensure their selected prvider is reviewing all 997 messages transmitted by SPICE Technlgies. Missing vendr inbund 997 messages may be subject t chargeback as specified in Sectin 2. Vendrs failing t receive a Cmpany 997 message must cntact the Cmpany s EDI Prvider, SPICE Technlgies immediately fr reslutin and must cntact the Cmpany s vendr cmpliance team t advise f issues (see Sectin 12 fr cntact infrmatin) EDI Message Frmats Vendrs can btain cpies f the Cmpany s EDI mapping specificatins by cntacting Vendr Relatins r SPICE Technlgies (see Sectin 12). Vendrs may als btain cpies f these dcuments via the Cmpany s vendr website within the EDI Sectin. Sectin Revised: May 2016 V1.0 Sectin 10 Page 5

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