Electronic Data Interchange with KNV

Transcription

1 EDI Guidelines for suppliers Electronic Data Interchange with KNV 1

2 Table of contents 1. Preliminaries... page 3 2. Pre-requesites... page GLN... page Data transmission... page AS2... page FTP... page X.400 addresses... page SMTP ( )... page Addressing in messages... page 4 3. EDI communications... page 4 4. Phases of EDI introduction... page Preparation... page Testing... page Syntactic testing... page Semantic testing... page Acceptance... page Go-live... page 5 5. Productive operation... page INVOIC to KNV... page ORDRSP to KNV... page 5 6. GLN of KNV... page 6 7. KNV Clearing Centre... page 7 8. Information... page 7 2

3 1. Preliminaries Electronic Data Interchange, or EDI, is the electronic exchange of business data between computer systems in a structured form. In order that the interface is successfully established between diverse systems, it is necessary to have a common language, a standard. EANCOM has risen to the fore the world over in this regard, a language that is spoken in every country and in (almost) every industry. KNV uses EANCOM for communicating orders to publishers and distributors. We expect invoices and messages from publishers and distributors to be sent to us in electronic form. In order to identify business partners, EANCOM uses Global Location Numbers (GLN). The use of the GLN is essential, particularly with invoices. This document describes the conditions, set up and testing of EDI processes and the productive operation. The communication of catalogues using ONIX will not be described here. Please request this information separately from us if required. 2. Pre-requesites EDI is only partly an IT issue; the most important conditions for the successful deployment of EDI are of an organisational nature. Of paramount importance is the reconciliation of the master data of partners and items and the harmonisation of communication processes and times. 2.1 GLN KNV uses GLNs for all addresses and locations significant for the electronic data interchange. EDI invoices from suppliers can only be processed provided the supplier (invoicer) includes its GLN in these. In Germany, GLNs are assigned by GSl- Germany; more information is available on the internet: or check org to find the national GS1 organisation in your country. 2.2 Data transmission We are able to exchange EDI communications with you in the following ways AS2 FTP (SFTP) X.400 3

4 2.2.1 AS2 AS2 is a specification about how to transport data securely and reliably over the Internet. The user does not depend on technical protocols for proof of audit compliance but has the MDN as proof in the form of a message. If you wish to use AS2 to exchange data with KNV please ask for our AS2 package and send yours including certificates for test and production FTP On our FTP server we have set up directories to enable you to upload and download data, address: ftp.knv.de. We will provide you with your personal log-in data after you have contacted us X.400 addresses Test C=DE, A=viaT, O=Barsortiment, S=KNOBS Production C = DE, A = viat, O = KNO, S = KNO-EDI 3. EDI communications KNV utilises the following messages in accordance with EANCOM version D.96.A (1997) or D.01B MEDIA: ORDERS (orders) INVOIC (invoice) ORDRSP (purchase order response message) DESADV (dispatch advice message) We will gladly provide you with precise specifications of the following messages upon request. In these we adhere to the recommendations of the EDIfEUR and the former EANCOM working group of the business committee of the German Publishers and Booksellers Association (1996). We also support the new recommendations of GS1 Germany for EANCOM in the Media Sector. DESADV message will shortly be implemented for KNV Logistik GmbH in Erfurt. 2.3 Addressing in messages All orders for Koch, Neff & Volckmar GmbH Barsortiment are being placed by the buying department in Stuttgart. Each order includes the shipping address in Erfurt; invoicing address is always KNV Stuttgart. 4

5 4. Phases of EDI introduction Several phases must be completed before productive deployment of EDI is achieved; these phases are outlined below: 4.1 Preparation Definition of responsibilities on each side. Reconciliation of message types and procedures, harmonisation of master data, particularly the GLNs. Agreement of a road map with milestones for the introduction of EDI. Previous experience with suppliers has shown that it makes sense to convert the orders to EDI first, followed by INVOIC and ORDRSP. 4.2 Testing Each message to be used will be individually tested. The test phase is commenced following mutual reconciliation of the message types and specifications and completion of any development works required. A parallel operation may be agreed for a limited period Syntactic testing Then comes the syntactic test. This is where KNV tests incoming messages in the (test) EDI system solely for their formal correctness without reference to the contents Semantic testing Syntactically correct test messages will be tested at KNV by the competent operative department. In this respect it is very important, particularly in the case of EDI invoices, that real data is used. 4.3 Acceptance Following the successful completion of the tests and confirmation by the responsible technical staff of both sides. 4.4 Go-live Following acceptance. Depending on the agreement made, the exchange of paper documentation can be ceased at this point. 5. Productive operation Following the go-live, only EDI messages will usually be exchanged. The sender is then responsible for ensuring compliance with the standards verified during the testing phase, and that no syntactic or semantic errors occur. The exchange of individual messages with KNV is subject to the following conditions: 5.1 INVOIC to KNV For the introduction of the electronic invoice via EDI it will be necessary to conclude a separate agreement the Vereinbarung über den elektronischen Datenaustausch (EDI), Nachrichtentyp INVOIC mit EANCOM (EDI agreement, message type INVOIC with EANCOM). We send this to our suppliers at the appropriate time. Without this agreement it is not possible to waive the conventional paper invoice procedure 5.2 ORDRSP to KNV As is standard in the book trade, we only require ORDRSPs from suppliers for messages concerning non-deliverable items, not as order confirmations for items to be delivered immediately. Messages must always contain the reason why an item cannot be delivered immediately and must state the foreseeable delivery or publication date. 5

6 6. GLN of KNV Invoice to: KNV Stuttgart Koch, Neff & Volckmar GmbH Schockenriedstr Stuttgart Basis GLN: Department VKNR GLN Export Purchase Ship to: KNV Logistik Erfurt KNV Logistik GmbH Ferdinand-Jühlke-Str Erfurt Basis GLN: Department VKNR GLN Wholesale KNV Special Order Procurement KNV Export

7 7. KNV Clearing Centre If you do not have your own EDI system and do not want to acquire one, the KNV Clearing Centre will nevertheless offer you the option of exchanging electronic data with all business partners in the book trade. More information on this is available from our website under IT, Clearing Centre or send an to the head of our Clearing Centre, Uwe Janssen. 9 Informationen Zu EANCOM, 8. Information GLN etc.: on EANCOM, GLNs etc.: GS1-Germany GmbH Maarweg Maarweg , Köln Köln Outside Germany contact the national GS1 organization in your country ( Über On Internationale international standards Standards for the für book den trade: Buchhandel: EDItEUR EDItEUR United House North North Road, Road, London N7 9DP, United Kingdom London, N7 9DP, U.K. Contact at KNV: Uwe Janssen Sales IT Head of EDI Clearing Centre [email protected] October 2015 Legal notice: Koch, Neff & Volckmar GmbH, Clearing Centre, Schockenriedstraße 37, Stuttgart, [email protected], Internet: Directors: Frank Thurmann, Oliver Voerster, Registered in Stuttgart, District Court of Stuttgart: HRB 11907, VAT ID: DE Photography: Fotolia, Veer 7