Electronic Data Interchange (EDI) Requirements

Transcription

1 Electrnic Data Interchange (EDI) Requirements 1.0 Overview 1.1 EDI Definitin 1.2 General Infrmatin 1.3 Third Party Prviders 1.4 EDI Purchase Order (850) 1.5 EDI PO Change Request (860) 1.6 Advance Shipment Ntificatin (856) 1.7 EDI Functinal Acknwledgement (997) 1.8 EDI Text Message (864) 1.9 EDI Issues 2.0 Vendr Chargeback Plicy 2.1 Glssary f Terms 2.2 Table f Terms & Definitins 1.0 Overview Technlgy and the use f infrmatin have redefined retailing. Genesc is cmmitted t better serving ur custmers thrugh superir use f technlgy and infrmatin. We need ur vendrs t be equally cmmitted t basic merchandise technlgy standards. Technlgy has pened new ways f ding business tgether. It allws us t reduce and eliminate paperwrk while eliminating repetitive effrts. Merchandise flws thrugh ur distributin center in hurs cmpared t days in years past. This is nly pssible if the merchandise is prperly marked and prepared by the vendr and the apprpriate dcuments are transmitted. Our required standards meet basic industry practices. Belw are listed ur minimal standards: 1. Send and receive EDI Purchase Orders. 2. Mark 100% f yur merchandise with quality industry standard vendr generated UPC tickets. 3. Send an accurate, cmplete EDI Advance ship Ntice at the cartn level, prir t the receipt f the shipment. 4. Mark all cartns with crrespnding UCC-128 shipping cntainer labels. 5. Ship prduct in accrdance with ur purchase rder and shipment standards. 6. Fllw Genesc s Transprtatin Ruting Instructins fr shipping merchandise. 7. Fllw ur Accunts Payable requirements fr submitting invices and related crrespndence. 1.1 Electrnic Data Interchange (EDI) EDI is a standards based methdlgy in which trading partners exchange business dcuments such as Purchase Orders and Advance Ship Ntices in an autmatic and electrnic way. EDI is critical t the way Genesc manages its supply chain everyday.

2 1.2 General Infrmatin Genesc requires all vendrs exchange business dcuments via EDI. In sme instances, specific vendrs and/r merchandise types may be exempted frm this requirement by Genesc. Genesc requires the fllwing EDI dcument types: 850 (Purchase Order) 860 (Purchase Order Change Request Buyer Initiated) 856 (Shipment Ntice/Manifest) 997 (Functinal Acknwledgement) 864 (Text Message) r The Genesc EDI Department will assist in the testing and implementatin. Vendrs in an EDI test status will prcess and ship Cmpany merchandise using the hard cpy PO. After successful EDI certificatin, vendrs will prcess and/r ship cmpany merchandise using EDI generated dcuments nly. Requests fr implementatin, EDI status, r EDI prductin issues shuld be directed t [email protected]. The transmittal f EDI Purchase Order's (850) t the VAN are at 3:00 am, 11:00 am, 3:00 pm, and 7:00 pm Fr all EDI transactins, Genesc requires a 997 Functinal Acknwledgement t be returned within 24 hurs. 1.3 Third Party Prviders Fr thse that d nt have an in-huse EDI system, there are varius third party slutins available, including hsted systems and web-frms based slutins. There is n requirement t use a specific slutin r cmpany, as lng as it meets Genesc EDI requirements. Fr a list f Genesc recmmended prviders please refer t the EDI Implementatin Dcument. 1.4 EDI Purchase Order (850) Orders can nt be created until UPC cdes are set up in Genesc s systems. In special circumstances, Genesc may prvide UPC s fr vendrs wh cannt create their wn. Missing r incrrect UPC cdes disrupt rder prcessing. EDI prductin vendrs shuld ONLY use the EDI 850 purchase rder, and shuld nt prcess rders submitted via ther methds unless apprved by Genesc.

3 1.5 EDI PO Change Request (860) Purchase rder changes are cmmunicated via the EDI 860 dcument. Althugh yu may additinally receive change ntificatin via ther methds, please give precedence t the Advance Ship Ntice (856) The purpse f the ASN is t cnvey shipment detail prir t physical delivery f the prduct. It reduces dcumentatin and ensures accuracy f prducts shipped and received, reducing check-in and ff-lading time. An ASN represents a SINGLE shipment that can cntain partial, cmplete, r multiple PO s. Multiple ASN s fr ne PO and multiple PO s n ne ASN are bth acceptable. Never cmbine multiple shipments n ne ASN. The UCC-128 labels cnnect the physical units f a shipment with the electrnic infrmatin. UCC-128 labels are scanned and matched and electrnically t the infrmatin in the ASN, and then the shipment is received int inventry The data transmitted frm the trading partner t us cntains all infrmatin pertinent t shipment f prduct like: Purchase Order Number, Pr Number, Bill f Lading Number, Date f shipment, and Quantity by size. The ASN cupled with the use f UCC128 shipping label greatly increases autmatin f delivery and receiving which increases the speed f prduct t the stres. The UPC and Genesc stck number are required n the ASN. An 856 can be transmitted t Genesc at any time after rder has been picked up by the carrier. Genesc requires all ASN s be received prir t delivery f merchandise t cntainer translad facilities, cnslidatin pints, distributin center, and stres. Incmplete, incrrect, r late ASN's may result in charge backs. 1.7 Functinal Acknwledgment (997) The EDI 997 transactin verifies receipt f an EDI transmissin and indicates if there are EDI standards cmpliance errrs. Vendrs must return a 997 within 24 hurs fr each transmissin received. Genesc returns a 997 message fr each transmissin received. Cntact the Genesc EDI Department immediately at [email protected] if the 997 indicates EDI cmpliance errrs r is missing.

4 1.8 EDI Text Message (864) The EDI 864 is used t cmmunicate EDI issues such as late Functinal Acknwledgments, and general infrmatin such as special ntices r infrmatin update requests. If yu cannt supprt the 864, please prvide a regularly mnitred cntact as an alternative. 1.9 Cmmn EDI Issues Cmmn issues that arise everyday are: Shipment arrives at destinatin, but required data (EDI 856) is nt available. Genesc is unable t prcess the freight withut an ASN. ASN received but has errrs, usually due t UPC r SSCC mismatch. Destinatin is the West Cast facility Maerks/Hudd, but ASN des nt cntain the SCAC cde f HDDR indicating this. ASN s intended fr Maersk/Hudd MUST cntain a SCAC f HDDR in the TD5.03 f the ASN. 997 t the vendr indicates EDI cmpliance errrs, but n actin is taken t address the issue. ASN issues MUST be reslved befre freight can be received. Please read ur Ruting Guide and EDI requirements available at Vendr Chargeback Plicy The purpse f a chargeback is t recver perating expenses incurred fr crrecting vendr errrs. This plicy creates a means f feedback, ensures cst recvery, supprts the gals f Genesc, and allws everyne t share in the success f Genesc. Charge backs are nt intended t create revenue fr Genesc. T request Cmpany supprting dcumentatin (i.e. phts, etc) related t a chargeback, please prvide vendr persnnel cntact infrmatin t Genesc s Vendr Cmpliance team via at [email protected]. Be sure t include the fllwing infrmatin: Name f Cntact Title Mailing Address Phne Number Fax Number Address PO number Deductin type (TR, FRT, PA, etc) Once this has been received, supprting dcumentatin regarding the chargeback will be sent. Any questins r cncerns pertaining t chargeback issuance, negtiatin, and/r refunds need t be directed t Genesc s Vendr Cmpliance team. All vendr shipments delivered in errr will be dcumented and be subject t charge backs. Additinally, a single vendr shipment with multiple errrs may have each ccurrence individually dcumented and charged back.

5 2.1 Glssary f Terms This guide cntains many cmpany terms and acrnyms, which may be unfamiliar t the reader. The purpse f this sectin is t prvide the reader with a clear definitin f the terms r acrnyms fund in this dcument, which may nt therwise be defined in this guide. This table is nt inclusive f all terms and acrnyms used in this guide. Please cntact Vendr Cmpliance when additinal assistance is necessary t ensure cmpliance with this Guide. 2.2 Table f Terms & Definitins

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7 Cntact T establish an EDI relatinship with us, cntact the EDI department at [email protected].