EDI Business Rules and Standards with Bombardier Recreational Products Inc. (BRP)

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1 Bombardier Recreational Products Inc. 565 de la Montagne Street Valcourt, Quebec, Canada J0E 2L0 T EDI Business Rules and Standards with Bombardier Recreational Products Inc. (BRP) All BRP suppliers are expected to be an Electronic Data Interchange trading partner regardless of the number of parts provided since it is an effective, cost-saving way to conduct business and minimize paper usage. Utilizing this format allows for a more efficient transfer of information from BRP into a supplier's business application. Suppliers are expected to utilize the full functionality of an EDI transaction by directly integrating the transaction into their business applications. Thus, the supplier recognizes that applying the full benefits of electronic commerce permits eliminating unnecessary process activities such as data entry. Suppliers who chose a standalone EDI product will not eliminate process activities, but will meet the current BRP requirements to be EDI capable. EDI compliance is considered a fundamental requirement of doing business with BRP and ASN compliance will be reported on the Vendor Rating System. Ski-Doo Lynx Sea-Doo Evinrude Johnson Rotax Can-Am

2 EDI Transaction Requirements by Business Location EDI Products Bombardier Recreational Products requires that all suppliers be EDI capable and does not recommend a specific communication method (Internet or VAN) or software capability (standalone or one that integrates with another piece of software). It will be the supplier's responsibility to, as required: Select the EDI communication method and software Obtain the BRP standards from InterTrade, our service provider Set up the necessary EDI transactions based upon the BRP business location's business requirements Test and obtain certification status from the BRP EDI coordinator and InterTrade within the timeframe agreed upon by the supplier and the BRP EDI coordinator. Page 2

3 EDI Transaction Testing All EDI transactions must be tested with InterTrade within the agreed upon timeframe and prior to BRP sending and receiving Production Data via EDI. The EDI tests require the supplier to incur fees of $150 CAD per transaction which must be prepaid to InterTrade prior to tests. The testing fee covers transmission from test environment, analysis by InterTrade and any corrections needed as well as any necessary retransmissions until the certification is obtained, provided they are sent within a timely manner. When the supplier's EDI system is set up with the required transactions, InterTrade must be contacted to make the testing arrangements at During the test phase, all testing data and responses will be sent to the BRP EDI ID for testing, which is T. The EDI ID stays after testing phase without the "T". It is the responsibility of the supplier to implement the lessons learned from the testing experience to the production environment, which includes system modification(s) implemented with the appropriate procedure and training of the individual(s) creating the ASNs in compliance with the aforesaid procedure(s). If any changes were made between the approval of compliance testing and the go live date, a new test loop is required to assure ourselves that all transactions are still functional. Trading Partner Expectations Once the supplier becomes EDI capable all communication of Bombardier Recreational Product requirements and notification to Bombardier Recreational Product of inbound shipments is done electronically. It is the supplier's responsibility to train the appropriate staff in the processes necessary to receive forecast information and orders as well as to send ASNs. Bombardier Recreational Products has performance metrics in place that will measure the accuracy of the ASNs. Therefore, guidelines have been established to insure an accurate Electronic Exchange between both parties: All 850 orders received via EDI must be approved before shipping the orders. The header and each line needs to be approved before sending the acknowledgement via EDI. Page 3

4 All 860 order changes must also be approved before shipping and sending the invoice. BRP will only send the header or the line item that has changed. Therefore, only the change must be approved. A refusal of the order or the order change must be sent via an 855 or an 865 EDI transaction. If there is a refusal, it must be accompanied by an sent to the BRP buyer informing him of the reason for refusal. The invoice must be sent according to the terms and conditions approved via the 850 and/or 860 transaction. For North American suppliers, no shipping schedule change will be permitted without approved notification within the agreed upon electronic exchange contract. BRP planners will use reasonable effort to limit the changes within this period. For Overseas suppliers, no shipping schedule change will be permitted without approved notification within the agreed upon electronic exchange contract. BRP planners will use reasonable effort to limit the changes within this period. An ASN will be sent no later than 1 hour after shipment has left the dock for North American and European suppliers. An ASN will be sent no later than the paper cut-off date for overseas suppliers. Holidays are the supplier's responsibility, whereas if a shipment date cannot be met because of a Holiday or other closures, the supplier must contact the BRP planner to have the date changed. Further Business Processes with EDI The packaging requirements as well as pricing will not be sent via the 830 and 862 EDI transaction. These requirements will be sent in the 850 transaction. The loading guidelines for suppliers that will receive sequenced requirements will be sent via by the appropriate BRP personnel. FOR REQUIRED QUANTITIES THAT HAVE NOT BEEN COMPLETELY SHIPPED (AND CONFIRMED VIA THE ASN), THE REMAINING QUANTITY WILL BE RESENT UNTIL COMPLETELY SHIPPED. The OCPS Agreement remains in effect with the exception of the "Transportation Lead Time" (Please refer to the memorandum). Page 4

5 You will receive our division number and storage location information via EDI; we ask that you pack your shipments according to the division and storage location. You will be required to send an ASN per division and storage location. All paper work that accompanies a shipment but also be scanned and sent to this address: Should a supplier fail to respect these rules which in turn results in an inaccurate ASN, the supplier will be responsible for any related damages to BRP, including but not limited to any costs of non-delivery, delays, shortages, overages or line stoppage. Also, BRP reserves the right to impose a monetary penalty to a Supplier for any inaccurate ASN. Page 5

6 Material Replenishment Process BRP is committed to reducing the overall costs in the material replenishment process. Electronic Commerce is recognized as a way to transfer information quickly and accurately throughout the supply chain. BRP also recognizes that the more integrated the electronic commerce methods are throughout the supply chain, the more effective and efficient the supply chain can be. EDI Process Flow BRP generates Ship Schedule (862) BRP scans master label or kanban label or analyzes daily requirements X Dock sorts shipment and stages according to BRP production site X Dock or BRP prints labels with Storage Unit location X Dock or BRP receives ASN into inventory X Dock or BRP receives shipment and verifies quantities according to shipping manifest or pack list BRP sends Purchase order, Purchase order change, Forecast (850, 860, 830) Supplier sends order acknowledgement SUPPLIER Supplier sends ASN and invoice to BRP Supplier receives Material requirements Supplier Prepares shipment Supplier Scans labels and generates ASN and Shipment manifest or Generates ASN and Prints Bar Code labels Supplier ships material to X Dock or BRP through Freight carrier Page 6

7 EDI compliance process Supplier analyzes EDI Guideline Supplier maps their EDI system Supplier contacts BRP and InterTrade to arrange testing dates Supplier and InterTrade test the 850,855,860,865,830, 862,856,997 InterTrade sends/ receives test document(s) to supplier s mailbox Supplier sends/ receives document(s) Supplier is EDI compliant Did supplier translate document and send Acknowledgement (997) yes InterTrade & BRP Production environment EDI compliance no InterTrade contacts supplier to resolve issue Supplier receives and translates document InterTrade sends test document to supplier s mailbox InterTrade certifies transactions BRP sets up Transaction and supplier sets up transactions in Production environment yes Did supplier s ASN meet BRP requirements no InterTrade reviews ASN ensuring it meets BRP 856 standards Supplier sends ASN to InterTrade mailbox Supplier creates ASN (856) Page 7

8 Q & A 1. What is contained in the 830 transaction? The 830 will contain 6 months of weekly requirements with a Monday date. The balance is expressed in monthly buckets with the first Monday of the Month. The 830 will contain all requirements up until the end of the validity date. The weekly quantities are the quantities that will be needed during that week including the Monday. Non fulfilled requirements will be resent on the next update ASN quantities will be deducted from quantities left to deliver The 15 working day requirements of the 862 will be contained in the first 3 weeks of the 830 transaction. 2. What is contained in the 862 transaction? The 862 will contain 15 working days of daily requirements and will be sent everyday to always assure 15 working days of visibility. The ASN quantities will be deducted which means that the 862 will always have up to date information. Any unfulfilled quantities will be resent with the past date. If a past date is resent and a shipment has been made, it may mean that the ASN is blocked in our ERP system and needs a correction to go through. Or that the ASN never reached our system. In this case, the planner will communicate with their contact and inform her/him of the issue. In this case, it is not an authorization to ship again but a flag that there is an issue that must be investigated. 3. Why does the 862 not represent our agreed firm zone? The firm and material zones are zones that have been agreed upon in a contract with our Purchasing department. These zones will always be respected however they must be distinct to the 862 visibility. If changes are needed within the firm zone, the planner/supplier will be advised by and an approval is needed before the change is sent in the Will the 830 and 862 contain the same information as the BRP portal? The same information will be in both transactions except for the unit price. 5. How do I see if there are changes in the 830 or 862? If there are changes within the firm zone, an would have preceded the change being sent. Furthermore, there are no flags or code advising that there is a change. The transactions being sent are always full replace which means that they will completely replace the previous transaction. You must provide your system of a way to compare two documents to highlight changes. Page 8

9 6. Will a deleted quantity be sent with a 0 quantity? There will be no 0 quantities sent to cancel out changes. The date and quantity will no longer be sent. If the change is within your firm zone, you will have been advised. If the change is outside of this zone, the 830 is a full replace of the previous document. 7. Will new Purchase orders be created for go live? Depending on the division it may happen. However, for Valcourt there will be no new PO during implementation. The new purchase orders will follow the usual calendar. Page 9

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