Receiving Advice/Acceptance Certificate - SERVICE PARTS ONLY

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1 Receiving Advice/Acceptance Certificate - SERVICE PARTS ONLY INFORMATION TMM REQUIRES FROM TRADING PARTNER SCOPE THIS INFORMATION INCLUDES START-UP INFORMATION SPECIFIC TO TRADING PARTNER. APPROACH THE FOLLOWING INFORMATION WILL BE REQUIRED BEFORE THE TRADING PARTNER CAN COMPLETE CERTIFICATION TO EXCHANGE INFORMATION WITH TMM. 1. PRIMARY CONTACT NAME, ADDRESS & TELEPHONE NUMBER, & FAX NUMBER. 2. ALTERNATE CONTACT NAME, ADDRESS & TELEPHONE NUMBER, & FAX NUMBER. 3. PLANT NAME, ADDRESS, TMM S SUPPLIER NUMBER &DUNS NUMBER. 4. CONFIRM START-UP DATE. Toyota EDI Master Implementation Manual Ver 1.4

2 Toyota 861 (Receiving Advice) Transaction Routing TMS 861 (Receiving Advice) NAPO TEMA Suppliers Weekly Supplier Implementation Expectations Supplier EDI implementation expectations for each project will follow the same standard guidelines. The goal for each EDI implementation project is to achieve 100% supplier EDI implementation of all transactions by their first use date. Therefore, each project will be assigned the following milestones to be met by suppliers while implementing their applicable EDI transactions. They are: Supplier returns EDI survey to Toyota Supplier sets test date (as referenced on survey) Supplier begins testing Supplier completes testing Toyota s North American suppliers are required to comply with Toyota s EDI implementation efforts as stated in the terms and conditions for North American suppliers. Therefore, Toyota expects full cooperation by our North American suppliers with Toyota s EDI program. EDI compliance is a fundamental expectation of our commercial relationship. Any supplier who has an issue with EDI compliance by the set milestone should consult the TEMA buyer with details. 5

3 DATA REQUIREMENTS MISCELLANEOUS STANDARD: ANSI X12 - AIAG VERSION: EDI ACKNOWLEDGMENT DOCUMENTATION CHANGES SEPARATORS WRAPPED DATA FREQUENCY VALUE ADDED NETWORK (VAN) FUNCTIONAL ACKNOWLEDGMENT - TEMA DOES WANT TO RECEIVE A FUNCTIONAL ACKNOWLEDGMENT OF THE 861 BY THE TRADING PARTNER. TMM WILL GIVE TRADING PARTNERS A MINIMUM OF FOUR WEEKS NOTICE BEFORE IMPLEMENTING FORMAT CHANGES. HEX VALUES: SEGMENT : 65 ELEMENT : 64 SUB-ELEMENT : 66 ALL DATA WILL BE TRANSMITTED / RECEIVED IN AN 80 BYTE RECORD LENGTH. DAILY INFORMATION BROKER DIVISION OF STERLING COMMERCE 4600 LAKEHURST CT. P.O. BOX 7160 COLUMBUS, OH CONTACT: Option # 1 10

4 HOW TO BECOME CERTIFIED SCOPE: BEFORE A TRADING PARTNER CAN DO PRODUCTION EDI WITH TMM, THEY MUST BE CERTIFIED, THAT IS COMPATIBLE WITH TMM'S EDI ENVIRONMENT. APPROACH: EVERY TRADING PARTNER MUST SHOW COMPATIBILITY WITH TMM S: 1. NETWORK 2. COMMUNICATION SOFTWARE 3. DATA FORMAT CERTIFICATION IS FORMALLY COMPLETED WHEN STERLING COMMERCE/INFORMATION BROKER HAS COMPLETED ALL NETWORK AND TRANSACTION TESTING. THE LENGTH OF THE PARALLEL TESTING WILL BE DETERMINED BY TMM. 11

5 GENERAL INFORMATION AND PROBLEM REPORTING SCOPE: INCLUDES TRADING PARTNERS PROBLEMS AND INQUIRIES CONCERNING TMM S MAILBOX, NETWORK, OR DATA FORMAT. EDI SYSTEMS & NETWORK CONTROL PROBLEMS INDICATED DURING TESTING & CERTIFICATION ALL INQUIRIES - INFORMATION BROKER: PLEASE CONTACT: Option #1 12

6 861 - Receiving Advice/Acceptance Certificate Functional Group=RC This Draft Standard for Trial Use contains the format and establishes the data contents of the Receiving Advice/Acceptance Certificate Transaction Set (861) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide for customary and established business and industry practice relative to the notification of receipt or formal acceptance of goods and services. Pos Id Segment Name Req Max Use Repeat Notes Usage ISA Interchange Control Header M 1 GS Functional Group Header M 1 Heading: Pos Id Segment Name Req Max Use Repeat Notes Usage 010 ST Transaction Set Header M BRA Beginning Segment for Receiving M 1 N1/020 Advice or Acceptance Certificate 070 DTM Date/Time Reference M 10 LOOP ID - N N1 Name M 1 Detail: Pos Id Segment Name Req Max Use Repeat Notes Usage LOOP ID - RCD RCD Receiving Conditions M SN1 Item Detail (Shipment) O LIN Item Identification O PRF Purchase Order Reference O 25 Summary: Pos Id Segment Name Req Max Use Repeat Notes Usage 010 CTT Transaction Totals O 1 N3/ SE Transaction Set Trailer M 1 Pos Id Segment Name Req Max Use Repeat Notes Usage GE Functional Group Trailer M 1 IEA Interchange Control Trailer M 1 Notes: 1/020 This transaction set is a Receiving Advice unless BRA04 contains a value of "8". When BRA04 contains a value of "8", the transaction set is an Acceptance Certificate and the units received is the units accepted. 3/010 The number of line items (CTT01) is the accumulation of the number of RCD segments. If used, hash total (CTT02) is the sum of the value of quantities received (RCD02) for each RCD segment. 13

7 ISA - Interchange Control Header Pos: Max: 1 Not Defined - Mandatory Loop: N/A 16 To start and identify an interchange of zero or more functional groups and interchange-related control segments ISA01 I01 Authorization Information Qualifier M ID 2/2 Description: Code to identify the type of information in the Authorization Information Only Send Code 00 ISA02 I02 Authorization Information M AN 10/10 Description: Information used for additional identification or authorization of the interchange sender or the data in the interchange; the type of information is set by the Authorization Information Qualifier (I01) Only Send Sender's Name ISA03 I03 Security Information Qualifier M ID 2/2 Description: Code to identify the type of information in the Security Information Only Send Code 01 ISA04 I04 Security Information M AN 10/10 Description: This is used for identifying the security information about the interchange sender or the data in the interchange; the type of information is set by the Security Information Qualifier (I03) Sender Duns # ISA05 I05 Interchange ID Qualifier M ID 2/2 Description: Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified Typically Send Code ZZ ISA06 I06 Interchange Sender ID M AN 15/15 Description: Identification code published by the sender for other parties to use as the receiver ID to route data to them; the sender always codes this value in the sender ID element Typically Send DUNS - Supplier Code (i.e ) ISA07 I05 Interchange ID Qualifier M ID 2/2 Description: Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified Only Send Code 01 ISA08 I07 Interchange Receiver ID M AN 15/15 Description: Identification code published by the receiver of the data; When sending, it is used by the sender as their sending ID, thus other parties sending to them will use this as a receiving ID to route data to them Refer To Note 1 ISA09 I08 Interchange Date M DT 6/6 Description: Date of the interchange ISA10 I09 Interchange Time M TM 4/4 Description: Time of the interchange ISA11 I10 Interchange Control Standards Identifier Description: Code to identify the agency responsible for the control standard used by the message that is enclosed by the interchange header and trailer M ID 1/1 14

8 Only Send Code U ISA12 I11 Interchange Control Version Number Description: Code specifying the version number of the interchange control segments Only Send Code ISA13 I12 Interchange Control Number Description: A control number assigned by the interchange sender ISA14 I13 Acknowledgment Requested Description: Code sent by the sender to request an interchange acknowledgment (TA1) Only Send 0 - "No" ISA15 I14 Usage Indicator Description: Code to indicate whether data enclosed by this interchange envelope is test, production or information Only Send Codes TOP - "Test" or "Production" ISA16 I15 Component Element Separator Description: Type is not applicable; the component element separator is a delimiter and not a data element; this field provides the delimiter used to separate component data elements within a composite data structure; this value must be different than the data element separator and the segment terminator M ID 5/5 M N0 9/9 M ID 1/1 M ID 1/1 M 1/1 Notes: 1 TMM S DUN S NUMBER TEMA 15

9 GS - Functional Group Header Pos: Max: 1 Not Defined - Mandatory Loop: N/A 8 To indicate the beginning of a functional group and to provide control information GS Functional Identifier Code M ID 2/2 Description: Code identifying a group of application related transaction sets Only Send Code RC GS Application Sender's Code M AN 2/15 Description: Code identifying party sending transmission; codes agreed to by trading partners Senders DUNS GS Application Receiver's Code M AN 2/15 Description: Code identifying party receiving transmission; codes agreed to by trading partners Refer To Note 1 GS Date M DT 8/8 Description: Date expressed as CCYYMMDD GS Time M TM 4/8 Description: Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99) GS06 28 Group Control Number M N0 1/9 Description: Assigned number originated and maintained by the sender GS Responsible Agency Code M ID 1/2 Description: Code identifying the issuer of the standard; this code is used in conjunction with Data Element 480 Only Send Code X GS Version / Release / Industry Identifier Code Description: Code indicating the version, release, sub release, and industry identifier of the EDI standard being used, including the GS and GE segments; if code in DE455 in GS segment is X, then in DE 480 positions 1-3 are the version number; positions 4-6 are the release and sub release, level of the version; and positions 7-12 are the industry or trade association identifiers (optionally assigned by user); if code in DE455 in GS segment is T, then other formats are allowed Only Send Code M AN 1/12 Semantics: 1. GS04 is the group date. 2. GS05 is the group time. 3. The data interchange control number GS06 in this header must be identical to the same data element in the associated functional group trailer, GE02. Comments: 1. A functional group of related transaction sets, within the scope of X12 standards, consists of a collection of similar transaction sets enclosed by a functional group header and a functional group trailer. 16

10 ST - Transaction Set Header Pos: 010 Max: 1 Heading - Mandatory Loop: N/A 2 To indicate the start of a transaction set and to assign a control number ST Transaction Set Identifier Code M ID 3/3 Description: Code uniquely identifying a Transaction Set Only Send Code 861 ST Transaction Set Control Number Description: Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set M AN 4/9 Semantics: 1. The transaction set identifier (ST01) used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set). 17

11 BRA - Beginning Segment for Receiving Advice or Acceptance Certificate Pos: 020 Max: 1 Heading - Mandatory Loop: N/A 7 To indicate the beginning of a Receiving Advice or Acceptance Certificate Transaction Set and transmit an identifying number, date, and time BRA Reference Identification M AN 1/30 Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier Shipment Identification BRA Date M DT 8/8 Description: Date expressed as CCYYMMDD Shipment Date BRA Transaction Set Purpose Code M ID 2/2 Description: Code identifying purpose of transaction set TMS uses "00" to indicate an original document "00" = Original BRA Receiving Advice or Acceptance Certificate Type Code Description: Code specifying type of receiving advice TMS uses "2" to indicate post receipt advice "2" = Post Receipt Advice M ID 1/1 Semantics: 1. BRA02 is the date that the receiving advice transaction set is created. 18

12 DTM - Date/Time Reference Pos: 070 Max: 10 Heading - Optional Loop: N/A 2 To specify pertinent dates and times DTM Date/Time Qualifier M ID 3/3 Description: Code specifying type of date or time, or both date and time TMS uses "011" to indicate date shipped "011" = Date Shipped DTM Date Description: Date expressed as CCYYMMDD Shipment Date X DT 8/8 19

13 Loop N1 Pos: 130 Loop: N1 Optional Repeat: 200 N/A To identify a party by type of organization, name, and code Loop Summary: Pos Id Segment Name Req Max Repeat Usage Use 130 N1 Name M 1 20

14 N1 - Name Pos: 130 Max: 1 Detail - Optional Loop: N1 4 To identify a party by type of organization, name, and code N Entity Identifier Code M ID 2/3 Description: Code identifying an organizational entity, a physical location, property or an individual TMS uses "VN" to indicate vendor code "VN" = Vendor Code N Name X AN 1/60 Not used Description: Free-form name N Identification Code Qualifier X ID 1/2 Description: Code designating the system/method of code structure used for Identification Code (67) TMS uses "92" to indicate assigned by buyer "92" = Assigned by Buyer N Identification Code Description: Code identifying a party or other code TMS assigned vendor code X AN 2/80 Syntax: 1. R At least one of N102, N103 is required 2. P If either N103, N104 is present, then all are required Comments: 1. This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party. 21

15 Loop RCD Pos: 010 Loop: RCD Mandatory Repeat: N/A To report receiving conditions and specify contested quantities Loop Summary: Pos Id Segment Name Req Max Repeat Usage Use 010 RCD Receiving Conditions M SN1 Item Detail (Shipment) O LIN Item Identification O PRF Purchase Order Reference O 25 22

16 RCD - Receiving Conditions Pos: 010 Max: 1 Detail - Mandatory Loop: RCD 15 To report receiving conditions and specify contested quantities RCD Assigned Identification O AN 1/20 Not used Description: Alphanumeric characters assigned for differentiation within a transaction set RCD Quantity Units Received or Accepted X R 1/9 Description: Number of Units Received or Accepted Quantity received by the warehouse RCD03 C001 Composite Unit of Measure OT Comp Description: To identify a composite unit of measure (See Figures Appendix for examples of use) 355 Unit or Basis for Measurement Code M ID 2/2 Description: Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken TMS uses "PC" to indicate pieces. "PC" = Pieces RCD Quantity in Question X R 1/9 Description: Number of units contested because of physical condition or status of units Quantity in question - Damaged quantity RCD07 C001 Composite Unit of Measure OT Comp Description: To identify a composite unit of measure (See Figures Appendix for examples of use) 355 Unit or Basis for Measurement Code M ID 2/2 Description: Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken TMS uses "PC" to indicate pieces "PC" = Pieces RCD Receiving Condition Code X ID 2/2 Description: Code designating physical condition or status of units received in a specific shipment Receiving condition code. TMS uses "01" to indicate damaged quantity "01" = Damaged Quantity RCD Quantity in Question X R 1/9 Description: Number of units contested because of physical condition or status of units Quantity in question - Shortage Quantity RCD10 C001 Composite Unit of Measure OT Comp Description: To identify a composite unit of measure (See Figures Appendix for examples of use) 355 Unit or Basis for Measurement Code M ID 2/2 Description: Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken TMS uses "PC" to indicate pieces "PC" = Pieces RCD Receiving Condition Code Description: Code designating physical condition or status of units received in a specific shipment Receiving condition code. TMS uses "02" to indicate shortage quantity X ID 2/2 23

17 "02" = Shortage Quantity RCD Quantity in Question Description: Number of units contested because of physical condition or status of units Quantity in question - Overage Quantity RCD13 C001 Composite Unit of Measure Description: To identify a composite unit of measure (See Figures Appendix for examples of use) 355 Unit or Basis for Measurement Code Description: Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken TMS uses "PC" to indicate pieces "PC" = Pieces RCD Receiving Condition Code Description: Code designating physical condition or status of units received in a specific shipment TMS uses "03" to indicate overage quantity "03" = Overage Quantity RCD Quantity in Question Description: Number of units contested because of physical condition or status of units Quantity in question - Rejected Quantity RCD16 C001 Composite Unit of Measure Description: To identify a composite unit of measure (See Figures Appendix for examples of use) 355 Unit or Basis for Measurement Code Description: Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken TMS uses "PC" to indicate pieces "PC" = Pieces RCD Receiving Condition Code Description: Code designating physical condition or status of units received in a specific shipment TMS uses "08" to indicate rejected quantity "08" = Rejected Quantity X R 1/9 OT Comp M ID 2/2 X ID 2/2 X R 1/9 OT Comp M ID 2/2 X ID 2/2 Syntax: 1. R At least one of RCD02, RCD04, RCD06 is required 2. P If either RCD02, RCD03 is present, then all are required 3. P If either RCD04, RCD05 is present, then all are required 4. P If either RCD06, RCD07, RCD08 is present, then all are required 5. P If either RCD09, RCD10, RCD11 is present, then all are required 6. P If either RCD12, RCD13, RCD14 is present, then all are required 7. P If either RCD15, RCD16, RCD17 is present, then all are required Semantics: 1. RCD01 is the receiving advice line item identification. Comments: 1. See the Data Element Dictionary for a complete list of receiving condition IDs. 2. RCD06 through RCD20 provide for five different quantities whose condition upon receipt is under question. 24

18 SN1 - Item Detail (Shipment) Pos: 020 Max: 1 Detail Mandatory Loop: RCD 3 To specify line-item detail relative to shipment SN Assigned Identification O AN 1/20 Not used Description: Alphanumeric characters assigned for differentiation within a transaction set SN Number of Units Shipped M R 1/10 Description: Numeric value of units shipped in manufacturer's shipping units for a line item or transaction set Vendor shipped quantity SN Unit or Basis for Measurement Code Description: Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken TMS uses "PC" to indicate pieces "PC" = Pieces M ID 2/2 Syntax: 1. P If either SN105, SN106 is present, then all are required Semantics: 1. SN101 is the ship notice line-item identification. Comments: 1. SN103 defines the unit of measurement for both SN102 and SN

19 LIN - Item Identification Pos: 040 Max: 100 Detail Mandatory Loop: RCD 3 To specify basic item identification data LIN Assigned Identification O AN 1/20 Not used Description: Alphanumeric characters assigned for differentiation within a transaction set LIN Product/Service ID Qualifier M ID 2/2 Description: Code identifying the type/source of the descriptive number used in Product/Service ID (234) TMS uses "BP" to indicate part number "BP" = Part Number LIN Product/Service ID Description: Identifying number for a product or service Part Number M AN 1/48 Semantics: 1. LIN01 is the line item identification Comments: 1. See the Data Dictionary for a complete list of IDs. 2. LIN02 through LIN31 provide for fifteen different product/service IDs for each item. For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU. 26

20 PRF - Purchase Order Reference Pos: 100 Max: 25 Detail Mandatory Loop: RCD 3 To provide reference to a specific purchase order PRF Purchase Order Number M AN 1/22 Description: Identifying number for Purchase Order assigned by the orderer/purchaser Customer Purchase Order Number PRF Release Number O AN 1/30 Not used Description: Number identifying a release against a Purchase Order previously placed by the parties involved in the transaction PRF Change Order Sequence Number Description: Number assigned by the orderer identifying a specific change or revision to a previously transmitted transaction set Purchase Order Date O AN 1/8 27

21 CTT - Transaction Totals Pos: 010 Max: 1 Summary Mandatory Loop: N/A 1 To transmit a hash total for a specific element in the transaction set CTT Number of Line Items Description: Total number of line items in the transaction set Number of LIN Segments M N0 1/6 Comments: 1. This segment is intended to provide hash totals to validate transaction completeness and correctness. 28

22 SE - Transaction Set Trailer Pos: 020 Max: 1 Summary - Mandatory Loop: N/A 2 To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments) SE01 96 Number of Included Segments M N0 1/10 Description: Total number of segments included in a transaction set including ST and SE segments SE Transaction Set Control Number Description: Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set M AN 4/9 Comments: 1. SE is the last segment of each transaction set. 29

23 GE - Functional Group Trailer Pos: Max: 1 Not Defined - Mandatory Loop: N/A 2 To indicate the end of a functional group and to provide control information GE01 97 Number of Transaction Sets Included M N0 1/6 Description: Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element GE02 28 Group Control Number Description: Assigned number originated and maintained by the sender M N0 1/9 Semantics: 1. The data interchange control number GE02 in this trailer must be identical to the same data element in the associated functional group header, GS06. Comments: 1. The use of identical data interchange control numbers in the associated functional group header and trailer is designed to maximize functional group integrity. The control number is the same as that used in the corresponding header. 30

24 IEA - Interchange Control Trailer Pos: Max: 1 Not Defined - Mandatory Loop: N/A 2 To define the end of an interchange of zero or more functional groups and interchange-related control segments IEA01 I16 Number of Included Functional Groups M N0 1/5 Description: A count of the number of functional groups included in an interchange IEA02 I12 Interchange Control Number Description: A control number assigned by the interchange sender M N0 9/9 31

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