Airconditioning for every season. How to communicate fast and efficient with Daikin Europe N.V.?

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1 How to communicate fast and efficient with Daikin Europe N.V.? Daikin Europe NV EDI PAGE 1 of 13 Created by Tom Tanghe and Danny Janssens

2 1 Table of contents 1 Table of contents What is EDI? Scope Why EDI? Timing of implementation Delivery schedule: October December Despatch advice: January 2004 onwards Label tag Commercial invoices Solutions offered for EDI Edifact standard messages Automatic integration with Bizconnect Manual interaction with Bizmail Contact persons in Daikin Europe NV for EDI project Questionnaire EDI project for suppliers...11 Daikin Europe NV EDI PAGE 2 of 13 Created by Tom Tanghe and Danny Janssens

3 2 What is EDI? EDI = Electronic Data Interchange between different computer systems with a minimum of human interaction EDI simplifies the exchange of business critical information between you and Daikin Europe NV. Your advantage: Solution for fast and error-free communication between you and Daikin Europe NV. Reduction of the administrative work by one-time data input Creating correct master data Improving the quality of exchanged messages Creating a privileged position at Daikin Europe NV by being EDI-enabled Generate more output from your existing IT infrastructure or benefit from your infrastructure which is already in place for other customers Interactive and/or integrated information exchange Daikin Europe NV EDI PAGE 3 of 13 Created by Tom Tanghe and Danny Janssens

4 3 Scope Only for suppliers subjected to Schedule Agreements with DENV! Purchase Orders are not in scope for the actual project Kind of EDI messages in scope: - Delivery schedule (DENV to supplier) (1) - Despatch advice (Supplier to DENV) (2) - Commercial invoice (3): Here Daikin Europe NV will investigate to use the Selfbilling invoice. With the Self billing invoice, Daikin Europe NV will send an invoice proposal to the supplier based on the actual goods received. In this way we can match each invoice with the delivered goods. 1 Delivery schedule 2 Despatch advice 3 Daikin Europe NV Commercial invoice supplier Daikin Europe NV EDI PAGE 4 of 13 Created by Tom Tanghe and Danny Janssens

5 4 Why EDI? Improve the Hi-cycle production: reduce the lead time to 1 week Fast and accurate information Prevent double input work Re-engineering of business process which leads to reduction of workload More transparency in the supply chain Improve traceability Daikin Europe NV EDI PAGE 5 of 13 Created by Tom Tanghe and Danny Janssens

6 5 Timing of implementation EDI Delivery Schedules EDI Despatch Advice Label Tag Commercial Invoices OCT '03 JAN '04 APR '04 JUL '04 EDI implementation schedule for Daikin Suppliers 5.1 Delivery schedule: October December 2003 The delivery schedule is primarily aimed at ensuring that data from Daikin Europe NV can directly update the supplier s order system via computer-to-computer communication. Our pilot suppliers will go live on the 1 st of October 2003 with this first message. Daikin Europe NV expects to implement all other suppliers, involved in this project, by the end of December This first step is quite easy as it will only replace the current Excel-file which you receive by Despatch advice: January 2004 onwards Despatch advice shall be sent within x time after the goods have been dispatched. Implementation of this message is done once the delivery schedule is in operational use. The second step will ask more effort from your side as Daikin Europe NV expects to receive a structured electronic message with each delivery. The exact content and structure of the Despatch advice -message is still to be defined. Once this structure is known, you will receive all necessary information. 5.3 Label tag In conjunction with the advanced shipping information (Despatch Advice message), Daikin Europe NV would implement a transport label as a next step. The intention of this label is the standardization of incoming parts in Daikin Europe NV. The type of label has not been decided, but we investigate to use the Odette transport label. Why Odette? European standard Already common practice in automotive sector Traceability of goods Final target: no re-labeling in the supply chain Daikin Europe NV EDI PAGE 6 of 13 Created by Tom Tanghe and Danny Janssens

7 Different formats A4, A5, A6 Timing for this transport label is not yet fixed. 5.4 Commercial invoices Implementation of this message is done once delivery schedule and dispatch note has been put into operational use. Daikin Europe NV EDI PAGE 7 of 13 Created by Tom Tanghe and Danny Janssens

8 6 Solutions offered for EDI Daikin Europe NV proposes 3 possible solutions for electronic communication with our suppliers. The first 2 solutions (Edifact standard and Bizconnect) are already available and are the preferred solutions to work with Daikin Europe NV. The third solution (Bizmail) is not yet in the scope of this project and will be decided after receiving input from your side. Daikin Europe NV internet internet suppliers VAN Bizmail Bizconnect Edifact interface 6.1 Edifact standard messages Automatic integration with your ERP-software Format and content of the messages are defined according to the international EDIFACT standard Messages that will be used: Delivery schedule: DELFOR Despatch advice: DESADV Commercial invoice: message format to be decided Messages are transmitted over a VAN (Value Added Network) or via OFTP (Odette File Transfer Protocol), assuring end-to-end document traceability. This solution is right for you in case you already work with EDI for other (probably automotive) customers and have the complete infrastructure in place or in case you plan to use Edifact in the near future. Cost: The communication costs will be charged by the telephone-principle. All messages sent from Daikin Europe NV to suppliers will be charged to Daikin Europe NV. All messages sent from suppliers to Daikin Europe NV will be charged to the suppliers. 6.2 Automatic integration with Bizconnect Bizconnect allows you to automatically integrate messages over the internet into your ERP-software Bizconnect allows you to integrate electronically with Daikin Europe NV, without heavy investments. Daikin Europe NV EDI PAGE 8 of 13 Created by Tom Tanghe and Danny Janssens

9 Automation of tasks is done with a scheduler, which takes care of a fast exchange of messages between Daikin Europe NV and your back-office application, like your accountancy software or ERP-system. The content of the exchanged files is very similar to the EDIFACT messages but are in a CSV (comma separated) format. Bizconnect is a software tool which is distributed by our third-party vendor Certipost, who is also responsible for the translation and distribution of messages. Cost: The use of Bizconnect requires a yearly membership fee. These costs will be charged to our suppliers. License and maintenance costs are included in this fee. Messages sent from the supplier to Daikin Europe NV will also be charged to the supplier. 6.3 Manual interaction with Bizmail Bizmail is a smart web-based mailbox for trading documents which can be compared with Hotmail TM, but for business messages. You do not have to invest in software and network-infrastructure which are needed for the traditional EDI, but integration with your in house software is not possible. Therefore there is only manual interaction and no automatic integration. Bizmail will allow you to both receive and send messages in structured way, according to the Daikin Europe NV-standards. Cost: The use of Bizmail will require a yearly membership fee that will be charged to our supplier. Messages sent from the supplier to Daikin Europe NV will also be charged to the supplier. Daikin Europe NV EDI PAGE 9 of 13 Created by Tom Tanghe and Danny Janssens

10 7 Contact persons in Daikin Europe NV for EDI project Information technology related matters: Tom Tanghe Application system engineer Project leader IT +32 (0) David Longueville Application system engineer Technical workgroup +32 (0) Business related matters: Stefaan Simpelaere Project responsible Co-department manager +32 (0) Danny Janssens Project leader business Production planning +32 (0) Daikin Europe NV EDI PAGE 10 of 13 Created by Tom Tanghe and Danny Janssens

11 8 Questionnaire EDI project for suppliers Please send back before 24/09/2003 Fax back to: Your contact details Tom Tanghe Company:... IS department Name + first name:... FAX (+32) 59/ Function:... TEL:... FAX: Which of the proposed solutions is best suited for your company? a) Edifact messages b) Bizconnect c) Bizmail 2. In case you have marked Edifact messages (otherwise skip this question) Do you already use the DELFOR message with other customers? Yes No Do you already use the DESADV message with other customers? Yes No How much time do you need to map our incoming message (in days)? The related Message Implementation Guide is available in the Appendix... days How much time do you need to generate an outgoing message (in days)?.. days Is the implementation done in house or by third party consultants? In house Third party 3. In case you have marked Bizconnect (otherwise skip this question) Bizconnect requires a piece of software to be installed on your system. Is software installation done by own IT-people or by third party consultants? In house Third party How much time do you need to map our incoming CSV message (in days)? The related file description is available in the Appendix... days Daikin Europe NV EDI PAGE 11 of 13 Created by Tom Tanghe and Danny Janssens

12 How much time do you need to generate an outgoing (Despatch Advice) CSV message (in days)?.. days Is the implementation of the above CSV messages done in house or by third party consultants? In house Third party 4. In case you have marked Bizmail (otherwise skip this question) 5. Transport label Why do you prefer this solution? Are you able to put Odette transport labels on the Daikin parts, in case we decide to use the Odette format? a) Yes, we currently use it for other customers b) Yes, but currently not used c) No If you currently exchange the Edifact DESADV message with other customers (otherwise skip this question), does your message include an Odette reference number? a) Yes b) No Remarks concerning transport label? 6. Electronic invoicing Does your company currently use electronic invoicing with other customers? a) Yes Daikin Europe NV EDI PAGE 12 of 13 Created by Tom Tanghe and Danny Janssens

13 b) No, but we plan to use it in the near future c) No In case you answered a or b (otherwise skip): a) We (will) use the commercial invoice b) We (will) use the self-billing invoice 7. Is the scope of this EDI project and the impact for your company clear? a) Yes b) Not completely. I would like to have a telephone conference to discuss things in further detail. c) Not completely. I would like to come over to Daikin Europe NV for an information session (date to be agreed). 8. Other remarks/questions End of questionnaire. Daikin Europe NV EDI PAGE 13 of 13 Created by Tom Tanghe and Danny Janssens