Your First Steps... (00) GS1 standards for Transport & Logistics SSCC GTIN. Order Number

Transcription

1 Your First Steps... GS1 standards for Transport & Logistics SSCC GTIN (00) Order Number

2 CONTENTS STEP 1 Where do you stand? STEP 2 Which standards should you use and how will they benefit you? STEP 3 Implementing GS1 standards, how do you begin? STEP 4 Where can you get help? This guide entitled Your first steps, written especially for transport carriers, aims to help you discover and better understand how GS1 standards can facilitate your transport operations and save you money. We invite you to follow this step by step approach to GS1 standardisation: Before starting, perform a self-diagnosis What are the standards used by the Transport and Logistics industry and how can they benefit you? Do you know where you stand? Which standard should you implement? Find out more about the various implementation steps with the help of the services proposed by GS1 Australia

3 Have your customers asked you about GS1 standards? Would you like to enjoy their benefits? Do you aim to offer your customers top-quality service? Are you planning to expand your business? STEP 01 Where do you stand? How do you manage the transport orders you receive from your customers? Do you relabel the pallets or shipments you receive and/or transport? Do you send a transport status message to your customers to inform them of the delivery of their goods? How do you manage the invoices you send to your customers? The following tables will help you understand where you stand in terms of automating your transport operations and pose a number of questions about your information exchange processes related to the transport of goods. Please feel free to contact GS1 Australia for a personalised diagnosis.

4 Transport Instruction Labelling of Logistic Units Sent to the carrier by the shipper Contains information required for the performance of the contract of carriage Do you receive transport instructions by fax and/or phone? Do you re-enter the transport instructions sent by your customers into your system? If you answered yes to one of the questions above, GS1 standards can help you automate the receipt of transport instructions and decrease the number of disputes related to the manual management of these orders. Contains all information required for the identification of the goods and their delivery Do you scan the label affixed to the logistic unit by the shipper? Do you relabel the parcels and/ or pallets you transport? Do you provide label printing equipment for each of your customers? If you answered yes to the second and/or third question above, GS1 standards can help you avoid duplication of effort in terms of relabelling and can reduce costs related to the reprinting of specific labels.

5 Transport Status Invoice Details operations in transit along the way, from the truck s departure until it reaches its destination Do you manually enter transport status reports into your system? Do you make transport status reports available to your customers on a web portal? If you answered yes to one of the questions above, GS1 standards can help you automate the delivery of transport status reports and decrease the number of disputes related to the manual management of these reports. Contains all information relating to the payment of transport services Do you generate paper invoices? Do you transmit your invoices by post or ? Do you manually reconcile invoices with payments made by your customers? Do you archive a paper copy of invoices? If you answered yes to one of the questions above, GS1 standards can help you automate the management of your invoices and related payments and decrease the number of disputes related to the manual management of these documents.

6 STEP 02 Which standards should you use and how will they benefit you? GS1 standards constitute a set of tools designed to automate transport and logistic processes and ensure that the exchange of information on transported goods is reliable. The GS1 standard logistics label Contains all information required for the identification of the goods and and their delivery, in both unencoded form and in bar codes. Characteristics: This label is a standard that can be used by all supply chain participants for the logistics tracking of transported goods It is ideally affixed by the shipper and may be reused by the carrier when it takes over the goods The logistic label indentified by an SSCC, a unique tracking code for ligistics units The SSCC is a unique identification number that is part of the ISO License Plate. It is used to uniquely identify any transportable unit in an international and multisectoral context. This standard allows businesses working with several business sectors to clearly recognise and identify each parcel.

7 Benefits: By using the GS1 standard label, successive relabelling can be replaced by a single label affixed by the consignor Its benefits include: unique identification of shipping units; significant time savings due to the automation of shipping entries and verifications; information is provided more quickly, reliably and accurately to the originator through the scanning of the label in receiving; significant time savings by eliminating the need for labels to be successively affixed by all actors in the chain; more reliable information by eliminating the repeated re-transcription and re-entry of the same information; a tie-in with standardised international EDI messages thanks to the information they contain; improved tracking throughout the logistics chain, due primarily to the use of the ISO unique ID standard for transportable units. Postal Code Service Type Name of Carrier Consignor Consignee Carrier: ABC Transport Co From: (Shipper) To: (Destination) GS1 LOGISTICS XYZ Trading Centre Axxess Corporate Park 760 Harris Street Unit 100/45 Gilby Road ULTIMO NSW 2007 AUSTRALIA Mt Waverley VIC 3149 Contact: Despatch Date: 15/07/2013 Requested Delivery Date: 17/07/2013 Shippers notes: Sortation: Logistics Unit: Pallet Pieces: 1/1 Special Handling: N/A Dangerous Goods: N/A Gross Weight (kg): 112 Dimensions (mm) : 1165 (w) x 1165 (d) x 1650 (h) = 2.239m3 Delivery Timeslot: N/A Shipper Contact: Consignment ID: Transport Section Routing Code in GS1-128 Bar Code (AI 403) The manufacturer can use the free text section to display unencoded information, such as the brand name, product description, internal product code etc. Decoded translation of the information contained in the bar code, with keywords The GS1-128 Bar C ode that contains the unique SSCC (403) 708C Additional information: Cust order: 9865/XP Internal Reference: GS1 Private Label Product Q x 12 CONTENT: COUNT: 24 USE BY: 16 JULY 2015 LOT/BATCH: GS1507MW SSCC: (02) (17) (37) 24 (10) GS1507MW Customer Section (00)

8 The Transport Instruction message in EDI Its technical name is the IFCSUM (Forwarding and Consolidation Summary); it includes information required for the performance of the contract of carriage. The transport instruction message is also available in GS1 XML format. Characteristics: The EDI transport instruction is an electronic message that describes the shipment from its point of departure to its destination. It is issued by a shipper and may include several orders for several consignees. Whether you are a manufacturer, distributor, logistics service provider or carrier, the practical points listed below summarize the additional benefits provided by the implementation of this standard. Use of the standardised transport order results in: Elimination of the need for relabelling by carriers Implementation of a stable and portable solution More reliable data (baseline data, transport plan, tracking etc.) Correspondence between physical flows and information flows Reliable tracking and transparency between the shipper, the carrier and the consignee Printing of shipping documents before the arrival of the truck Loading dock optimisation thanks to the pre-notification Consolidation of several orders REMINDER EDI (Electronic Data Interchange) means: the exchange of structured data from computer to computer according to standardised prewritten messages via electronic means of communication between independent partners

9 The Transport Status message in EDI Its technical name is the IFTSTA* (International Multimodal Status Report); it is used to inform the shipper of the progress of such operations as pick-up of goods, passage through platforms, dispatch of goods, delivery, return delivery etc. * Also available in GS1 XML format. Characteristics: The transport status report is an electronic message that details operations in transit along the way, from the truck s departure until it reaches its destination. The practical points listed below summarize the constraints and additional benefits provided for carriers by the implementation of this standard. Use of the standardised transport status report results in: Improved after-sales service Improvement in the recording of events in the Transport information system

10 The standardised Invoice message Its technical name is the INVOIC; the invoice is a fundamental component of the business relationship. As a critical accounting document and element of legal proof, processing speed and quality are crucial for triggering payment. By switching to electronic billing, you reduce administrative costs and increase your visibility on outstanding payments. Characteristics: Fiscal dematerialisation of the invoice consists in: eliminating the transmission of paper invoices exchanging invoices from computer to computer or via Electronic Data Interchange (EDI) Benefits: Reduced administrative costs (by eliminating paper, printing, postage, paper handling, re-entry etc.) Reduced archiving costs (by eliminating the physical storage facility) Automation and streamlining of processes (automatic matching, processing speed, data integration, reconciliation etc.) Improved access to information (data centralisation with multiple access) Improvement of the business relationship (improved data quality, faster processing and fewer disputes, etc.)

11 Gains related to GS1 standards The implementation of GS1 labelling and EDI standards can help you achieve: ORGANISATIONAL GAINS FINANCIAL GAINS BUSINESS GAINS Productivity gains: Reduction or elimination of data entry time Reduction in additional labelling Reduction in paper consumption Indirect gains Reduction in disputes Better management of transport operations Optimised tracking of parcels and other units shipped (through messaging) Dissemination of more detailed information Reduction in specific development Better customer service Service offering adaptable to different sectors and transport segments Access to local and global markets Differentiation: for the same level of transport service, the use of GS1 standards can be considered a competitive advantage and help build customer loyalty and lasting business relationships Real dollar savings can be realised by: Reducing transaction costs through the adoption of the GS1 standard Transport Instruction Message; Saving on labour costs by eliminating the need to manually re-label logistic units; Reducing administration burden by using the GS1 standard Transport Status Message Adopting the standard Invoice Message will reduce account reconciliation time and can improve cash flow by reducing the settlement period ** These savings may vary in relation to the size of the firm, the maturity of its information system, type of transport etc.

12 STEP 03 Implementing GS1 standards, how do you begin? The self-diagnosis you completed in step 1 of this guide will help you assess your current situation as regards the standardisation process and consider further steps you should take to move forward with this project. Some crucial steps you should consider taking when you embark on the implementation of GS1 standards at your company are explained below. Prior planning and internal organisation 1. Measure your level of automation and potential use of GS1 standards (you can use some of the questions posed in step 1) 2. Identify shortfalls and areas needing improvement 3. Familiarise yourself with the existing documentation and information available on GS1 standards (GS1 best practices guide, GS1 training, etc.) Choosing the scope of the solution 4. Implementation of EDI: choose the right EDI tool for your company 5. Implementation of logistics labels: choose an automatic scanning and/ or printing system for logistics labels Check with your partners to find out if they already use GS1 standards in their interaction with other carriers! This will facilitate the implementation of GS1 standards at your company.

13 The right EDI tool for your company EDI can be implemented in several different ways. The flowchart below will help you determine which solution is right for you. YES Does your information system support external communications? YES Do you wish to integrate EDI into your information system? NO Do you wish to implement the project yourself or outsource it? NO IMPLEMENT YOURSELF OUTSOURCE Web-based EDI Integrated EDI Third Party Solution Provider Regardless of the solution you choose, implementing EDI is a major project that includes a change management component that must be coordinated with users. This component of the project is more substantial for integrated EDI than for Webbased EDI or outsourced EDI. The entire company is concerned by this project. Before going into production mode, a test phase with a pilot partner is necessary (with dual transmission of messages via both EDI and traditional methods). This allows you to correct the remaining anomalies and launch the system. IMPORTANT: the date of the switchover to EDI mode, as well as the backup procedure, must be perfectly understood by the concerned partner. For more information on the implementation of EDI, contact GS1 Australia on 1300 BARCODE ( )

14 An automatic scanning and/ or printing system for logistics labels When you print standard logistics labels, a certain number of rules must be observed to optimise the legibility of your labels. A high-quality bar code is essential to ensure legibility throughout the product s marketing cycle. Scanning incidents generate errors, delays and business disputes. Ensuring you have the correct combination of software and hardware will ensure a quality outcome when printing logistics labels. Before you invest in label printing software and hardware, you should ask yourself a number of questions: 1. Does the software support SSCCS? 2. Does the software offer the GS1-128 Bar Code font (GS1-128 is the standard bar code that represents the SSCC for logistic units)? 3. Is my printer of choice a direct thermal or thermal transfer printer? 4. Am I using a reputable label stock supplier? 5. Is the label software and/or printer vendor(s) a GS1 Australia Alliance Partner?* For more information contact: GS1 Australia National Number: Contact gs1aust@gs1au.org Website: http: // GS1 Australia solution provider directory: *GS1 Alliance Partners are more likely to understand the requirements of the GS1 standards and have these requirements built into their products and services For more information on printing logistics labels and GS1-128 Bar Codes, > download the implementation guide info/industry_guidelines/gl_transport.pdf

15 STEP 04 Where can you get help? GS1 is available to assist you Training Understanding GS1 standards for the Transport and Logistics industry GS1 Australia offers you specific training sessions on logistics labels and the EDI messages used in the transport sector (transport order, transport status, invoice etc.). For more information, contact GS BARCODE ( ) or by at Technical support A free hotline is available for GS1 members at 1300 BARCODE ( ) or by at info@gs1au.org. This service provides answers to your questions on logistics labels, EDI transport messages and the implementation of these standards. Documentation For more information on Transport and Logistics go to: http// Contact Bonnie Ryan, Industry Manager Trade & Transport T +61 (3) M +61 (0) E bonnie.ryan@gs1au.org GS1 Alliance Partner solution providers are available to assist you Solution providers (members of GS1 Alliance Partners) are available to assist you with the practical implementation of GS1 standards. They fully understand GS1 standards and can provide solutions that incorporate them; they are at your service to help you select the best solution for your business and your needs. Consult the list of GS1 Solution Partners on our website

16 GS1 is a registered trademark of GS1 AISBL Head Office Axxess Corporate Park Unit 100/45 Gilby Rd Mt Waverley VIC 3149 Locked Bag 2 Mt Waverley VIC 3149 T F Sydney Office Lakes Business Park Building 4B, 2-4 Lord St Botany NSW 2019 Locked Bag 7002 Botany NSW 1455 T F _0813 National Number: 1300 BARCODE ( ) ABN: