EDI UN/EDIFACT Mapping Guide

Transcription

1 EDI UN/EDIFACT Mapping Guide Based on the EANCOM 1997 Guideline using UN/EDIFACT Directories D.96A Note: This document was designed on the basis of another EDI trading supplier David Jones Limited. Colorado Group Ltd adopted a similar message structure to David Jones Limited, however with only a few minor adjustments that were not applicable to Colorado Group Ltd. COLORADO GROUP LTD 2005 May 2005 Colorado Group Ltd ABN PO BOX 344, 140 Melbourne Street QLD 4001 Australia Telephone (61 7) Facsimile (61 7)

2 Table of Contents Table of Contents UN/EDIFACT Specifications Definition of UN/EDIFACT UN/EDIFACT Syntax Structure of an Interchange Structure of a Message Segment Structure Separators UN/EDIFACT Documentation Conventions Format and Picture of Data Elements Status indicators Interchange Structure The Colorado Group Ltd Purchase Order Introduction EDIFACT Version Status Principles Types of Orders Order Numbering Store Packing Location Codes Standards Decimal Places Product Identification Segment Header Segments Detail Segments Summary Segments Segment Mapping Header Segments Detail Segments Summary Segments Direct to Store Purchase Order Single Store Direct To Store Purchase Order Multiple Stores The Despatch Advice Message Introduction EDIFACT Version Status Principles Types of ASN s Location Codes Standards Decimal Places...31 Version 1.0 Page 2 of 54

3 3.5.2 Product Identification Segment Header Segments Detail Segments Summary Segments Mapping Header Segments Detail Segments Summary Segments s Direct to Store Delivery The Colorado Group Ltd CONTRL Message Introduction EDIFACT Version Status Segment Header Segments Detail Segments Summary Segments Mapping Header Segments Summary Segments Appendix File Naming Conventions...52 Version 1.0 Page 3 of 54

4 1 UN/EDIFACT Specifications 1.1 Definition of UN/EDIFACT UN/EDIFACT: United Nations rules for Electronic Data Interchange for Administration, Commerce and Transport. They comprise a set of internationally agreed standards, directories and guidelines for the electronic interchange of structured data, and in particular that related to trade in goods and services, between independent computerised information systems - EDI systems. 1.2 UN/EDIFACT Syntax The UN/EDIFACT syntax rules set the standards for structuring data into segments, segments into messages, and messages into an interchange Structure of an Interchange An interchange may consist of the following segments: Segment ID Segment Name Status UNA Service String Advice Conditional UNB Interchange Header Mandatory UNG al Group Header Conditional UNH Message Header Mandatory User Data Segments UNT Message Trailer Mandatory UNE al Group Trailer Conditional UNZ Interchange Trailer Mandatory Segments starting with "UN" are called service segments. They constitute the envelope or the "packing" of the EDIFACT messages. User data segments contain the information itself, in a format specific to each message type. Version 1.0 Page 4 of 54

5 1.2.2 Structure of a Message Each data segment has a specific place within the sequence of segments in the message. They may occur in any of the following three sections of the message: Heading section - A segment occurring in this section relates to the entire message. Detail section - A segment occurring in this section relates to the detail information only. Summary section - Only segments containing totals or control information may occur in the summary section, eg. invoice total amount, number of lines in a purchase order, etc. The same segment type may occur in more than one of the message sections, eg. in the header and in the detail section, and/or more than once in the same section. Some segments may be repeated a certain number of times at their specific location in the message. The status, Mandatory or Conditional, and the maximum number of repetitions of segment types are indicated in the message structure. Within a message, specific groups of functionally related segments may be repeated; these groups are referred to as "segment groups". The maximum number of repetitions of a particular segment group at a specific location is included in the message definition. A segment group may be nested within other segment groups, provided that the inner segment group terminates before any outer segment group terminates Segment Structure A segment consists of: A segment tag: identifies the segment type Data element separators Simple, composite, or component data elements A segment terminator Data elements can be defined as having a fixed or variable length. A composite data element contains two or more component data elements. A component data element is a simple data element used in a composite data element. A data element can be qualified by another data element, the value of which is expressed as a code that gives specific meaning to the data. The data value of a qualifier is a code taken from an agreed set of code values. Version 1.0 Page 5 of 54

6 1.2.4 Separators In EANCOM four service characters (extracted from UNOA) have a special meaning and act as the default separators for EANCOM; ASCII HEX Apostrophe 27 Segment terminator Plus sign + 2A Segment tag and data element separator Colon : 3A Component data element separator Question mark? 3F Release character; immediately preceding one of the service characters, it restores their normal meaning. E.g. 10?+10=20 means 10+10=20. Question mark is represented by?? 1.3 UN/EDIFACT Documentation Conventions Format and Picture of Data Elements The following conventions apply in the present documentation: A N An a3 n3 an3 a..3 n..3 an..3 alphabetic characters numeric characters alpha-numeric characters 3 alphabetic characters, fixed length 3 numeric characters, fixed length 3 alpha-numeric characters, fixed length up to 3 alphabetic characters up to 3 numeric characters up to 3 alpha-numeric characters The format and picture of the data elements that will be used by Colorado Group Ltd in the following EDI documents comply with the UN/EDIFACT Standards however Colorado Group Ltd have specified the maximum lengths of the elements that will be expected to be sent/received. In many cases these are shorter then the UN/EDIFACT Standard lengths. With regards to elements of a date and time format, these are to be in YYMMDD format for envelops CCYYMMDD and HHMM format for document details. Version 1.0 Page 6 of 54

7 1.3.2 Status indicators (M)andatory data elements or composites in EDIFACT segments retain their status in EANCOM. In this document, the (R)equired is implied as mandatory. Additionally, there are five types of status with a (C)onditional EDIFACT status, whether for simple, component or composite data elements. They are listed below and can be identified when relevant by the abbreviations. REQUIRED R Indicates that the entity is required and must be sent. ADVISED A Indicates that the entity is advised or recommended. DEPENDENT D Indicates that the entity must be sent in certain conditions, as defined by the relevant explanatory note. OPTIONAL O Indicates that the entity is optional and may be sent at the discretion of the user. NOT USED N Indicates that the entity is not used and should be omitted. 1.4 Interchange Structure The interchange structure in an EDIFACT transmission is organised in several grouping levels. The service segments are the envelope of the groups. The first service segment possible in an interchange is the UNA segment which is used to define the separators being used in the interchange. The second service segment, UNB, indicates the beginning of the interchange. The next one, UNG, indicates the beginning of a group of messages of the same type, for example invoices. The last service segment, UNH, indicates the beginning of a given message. To each beginning service segment corresponds an ending service segment (note, UNA is not a beginning segment). Service string advice: Interchange envelope: Group envelope: Message envelope: UNA UNB... UNZ UNG... UNE UNH... UNT Segments UNG..UNE are conditional. Within EANCOM the use of the UNG..UNE segments is not recommended as the grouping of same message types is not considered to add significant value to simply including multiple same message types within one interchange, i.e. between UNB..UNZ. Colorado Group Ltd interchanges will not include these segments. Segments UNB..UNZ and UNH..UNT are mandatory. As part of the EDIFACT standard, it states: When using the default set of service string characters the UNA segment need not be sent. When it is sent it must immediately precede the UNB segment and contain the six service string characters selected by the interchange sender. The six default service string characters are: colon (:), plus (+), decimal (.), question mark (?), space ( ), and apostrophe ( ). Note: The space character is reserved for future use. The UNA segment does not require to be sent when using the default set of service string characters. However, Colorado Group Ltd will always send the UNA segment even though it is using the default service string characters. Version 1.0 Page 7 of 54

8 Segment UNA Service String Advice To define the separators being used in the interchange. This segment is used to inform the receiver of the interchange that a set of service string characters which are different to the default characters are being used. If this segment is used, it must be the first segment in the interchange file and immediately precede the UNB segment. UNA1 Component data element separator An1 : Is used as a separator between component data elements contained within a composite data element (default value : ) UNA2 Data element separator An1 + Is used to separate two simple or composite data elements (default value : + ) UNA3 Decimal notation An1. Is used to indicate the character used for decimal notation (default value :. ) UNA4 Release character An1? Used to restore the separator and the terminator signs to their original specification (default value:? ) UNA5 Reserved for future use An1 (default value : space ) UNA6 Segment terminator An1 Used to indicate the end of segment data (default value : ) Version 1.0 Page 8 of 54

9 Segment UNB Interchange Header To start, identify and specify an interchange. This segment is used to envelope the interchange and also to identify the party for whom the interchange is intended and the party who has sent the interchange. The principle of the UNB segment is the same as a physical envelope which covers one or more letters or documents and which details the address where delivery is to take place and the address from where the envelope has come. S001 Syntax Identifier 0001 Syntax identifier A4 Specifies which character set is going to be used in the interchange. UNOA Character set A controlled by UN/ECE 0002 Syntax version number N1 3 Syntax version number 3 S002 Interchange Sender 0004 Sender identification An..13 ID number identifying party sending the interchange. Colorado Group Ltd Sender ID: CGL Note: Colorado Group Ltd have limited to a maximum of 13 alpha-numeric characters instead of the standard 35 characters Partner identification code qualifier An..2 Qualifier to the code specified in DE Colorado Group Ltd will use: ZZ Note: Colorado Group Ltd have limited to a maximum of 2 alpha-numeric characters instead of the standard 4 characters Address for reverse routing Not Used S003 Interchange Recipient 0004 Recipient identification An..13 ID number identifying party receiving the interchange. Note: Colorado Group Ltd have limited to a maximum of 13 alpha-numeric characters instead of the standard 35 characters Partner identification code qualifier Note: Colorado Group Ltd have limited to a maximum of 2 alphanumeric characters instead of the standard 4 characters. Qualifier to the code specified in DE Colorado Group Ltd will use: ZZ 0014 Routing address Not Used S004 Date/Time of preparation 0017 Date N6 The date that the interchange sender prepared the interchange in the format YYMMDD. An..2 (Note: In the exception of the Purchase Order file, Colorado Group Ltd contains 8 characters for the date in format of: CCYYMMDD, please ensure the supplier s application can support for both 6 and 8 character date format) Time N4 The time that the interchange sender prepared the interchange in the format HHMM using 24 hour clock. So if it is 2.05pm, it will be: 14: Interchange control reference An..9 Unique reference number identifying the interchange, created by the interchange sender. Version 1.0 Page 9 of 54

10 Segment UNB Interchange Header S005 Recipient s Reference password Not Used 0022 Recipient s reference/password 0025 Recipient s reference/password qualifier 0026 Application reference Not Used 0029 Processing priority code Not Used 0031 Acknowledgment request Not Used 0032 Communications agreement identification Not Used 0035 Test indicator Dependent Segment UNZ Interchange Trailer To end and check the completeness of an interchange Interchange control count n..6 Number of functional groups within the interchange Interchange control reference An..9 The reference number included in DE 0020 of the UNB segment. Version 1.0 Page 10 of 54

11 2 The Colorado Group Ltd Purchase Order 2.1 Introduction The Purchase Order message is transmitted by Colorado Group Ltd to a supplier to order goods and to specify the relevant quantities, delivery dates and locations of delivery. It is currently used for the day to day ordering transaction in 2 formats: One purchase order, one delivery window with multiple delivery locations One purchase order, one delivery window, one delivery location 2.2 EDIFACT Version Colorado Group Ltd will utilise the Australian Retail Industry Message Implementation Guideline based on the EANCOM 1997 implementation guidelines of the UN/EDIFACT standard for the development of its purchase order message. The EANCOM 1997 guidelines are based upon UN/EDIFACT Directories D.96A. (The Grocery Industry Supply Chain Committee originally sponsored these guidelines, but later broaden to include sponsorship from the Australian Retailers Association Electronic Commerce Committee.) 2.3 Status MESSAGE TYPE : ORDERS REFERENCE DIRECTORY : D.96A EANCOM SUBSET VERSION : Principles Types of Orders Colorado Group Ltd will only be sending direct to store purchase orders. All direct to store purchase orders must be packed by store and is then delivered directly to our stores not to our warehouse Order Numbering Colorado Group Ltd purchase order numbers allows up to 8 digits. Each purchase order number is unique to each order, and it should not be altered in anyway. A purchase order can be resent in the transmission for amended purchase order or the order is to be cancelled or the buyer requests to be resent due to lost in transmission Store Packing For purchase orders, the EDIFACT standard states that the delivery address as specified in the NAD segment at header level is overridden by the use of Segment LOC at line level. This indicates split deliveries. For Colorado Group Ltd, the NAD segment delivery address is overridden with the LOC segment at line level for when it is delivered to a single store. Whether the order is direct to a single store or multiple stores, Colorado Group Ltd requests the supplier to pack the order by store and deliver directly to the stores. Version 1.0 Page 11 of 54

12 2.4.4 Location Codes Colorado Group Ltd will be identifying all store locations by using the Colorado Group Ltd 6 digit numeric codes. Colorado Group Ltd will inform suppliers of any new store codes or any changes to current ones. Suppliers are responsible for maintaining an updated list of store codes. 2.5 Standards Decimal Places For all purchase order documents all elements that are to be represented with decimal places will be rounded to two decimal places. This standard will be applied to all documents received by Colorado Group Ltd Product Identification The electronic purchase order from Colorado Group Ltd will be transmitted with only the unique product number (European Article Number or Universal Product Code) as a form of product identification. Suppliers will inform Colorado Group Ltd of any changes to currently master filed product numbers. Version 1.0 Page 12 of 54

13 2.6 Segment The segments are presented in the sequence in which they appear in the message. Each segment and loop is described, and their EANCOM status is specified. The column indicates whether or not it will be used by Colorado Group Ltd Header Segments Segment ID Segment Name Status Purpose UNH Message Header This segment is used to head, identify and specify a message. It will be used to identify the message is an EANCOM version 008 of the UNSM Purchase Order message based on the D.96A directory under the control of the United Nations. BGM Beginning of Message This segment is used to indicate the type and function of the message and to transmit the identifying number. The Colorado Group Ltd purchase order number will be included in this segment. DTM Date/Time/Period This segment is used to specify the date of the purchase order or any dates related to the delivery of goods. This segment will be used to communicate three dates, the order date, the earliest delivery date and the latest delivery date. FTX Free Text Optional Dependent Special instructions of relevance to the supplier will be sent via this segment. Segment Group 1 Optional Not Used RFF Reference This segment is used to specify other references which relate to the transmission, for example, contract numbers, price list numbers, etc. The references given at this point are valid for the whole order unless superseded by references at line level. Colorado Group Ltd will not use this segment. Segment Group 2 NAD Name and Address This segment is used to identify the trading partners involved in the Order process. This segment will always be used to specify the Colorado Group Ltd supplier number with which the order is being placed. However, it may also be used to specify a delivery location when the order is to be delivered centrally. LOC Place/location identification Optional Not Used This segment is used to indicate tax amounts for the previous TAX segment. Version 1.0 Page 13 of 54

14 2.6.2 Detail Segments Segment ID Segment Name Status Purpose Segment Group 25 Optional LIN Line item This segment is used to identify the item being ordered. The detail section of the Purchase Order is formed by a repeating group of segments, always starting with the LIN segment. Items will only be identified by their unique product/article number. QTY Quantity Optional This segment is used to specify the total quantity ordered for the current line identified in the LIN segment. Segment Group 28 Optional PRI Price details This segment is used to detail the price for the current product identified in the LIN segment. This segment will be used to specify both the cost and retail price of the item. The calculation (cost) price detailed in the Purchase Order will always be the Net Unit Price, i.e., Gross Price + Charges Allowances. Segment Group 33 Optional LOC Place/location identification This segment is used to identify the locations for distribution of the item. QTY Quantity Optional This segment is used to indicate the delivery quantity for the delivery location specified in the previous LOC segment. The total of all quantities specified in segment group 33 for the line must equal the value for the total quantity detailed in the QTY segment at line level. When a delivery location has been specified in the Header NAD segment, segment group 33 should be used for store packaging Summary Segments Segment ID Segment Name Status Purpose UNS Section Control This segment is used to separate the detail and summary sections of the message. MOA Monetary amount Optional This segment is used to indicate total amounts for the order. CNT Control total Optional This segment is used to provide message control totals. UNT Message trailer This segment is a mandatory UN/EDIFACT segment, and must always be the last segment in the message. Version 1.0 Page 14 of 54

15 2.7 Segment Mapping Header Segments Segment UNH Message Header This segment is used to head, identify and specify a message. It will be used identify the message is a EANCOM version 008 of the UNSM Purchase Order message based on the D.96A directory under the control of the United Nations Message Reference Number An..14 Unique message reference assigned by the sender. S009 Message Identifier 0065 Message type identifier An..6 Code identifying a type of message. ORDERS Purchase order message 0052 Message type version number An..3 Version number of a message type. D 0054 Message type release number An..3 Release number with the message version. 96A 0051 Controlling agency An..2 Code identifying the agency controlling the specification, maintenance and publication of the message type. UN UN/ECE/TRADE/WP Association assigned code An..6 Code, assigned by the association responsible for the design and maintenance of the message type concerned, which further identifies the message. EAN008 EAN version control number UNH+1+ORDERS:D:96A:UN:EAN008 Version 1.0 Page 15 of 54

16 Segment BGM Beginning of Message This segment is used to indicate the type and function of the message and to transmit the identifying number. The Colorado Group Ltd purchase order number will be included in this segment. C002 Document/Message Name 1001 Document/message name, coded AN..3 Document/message identifier expressed in code. 220 Order 1131 Code list qualifier Not used EANCOM guidelines do not recommend the use of this data element Code list responsible agency, coded Not used Not required unless a code is used in DE 1001, which is EANCOM specific Document/message number Not used Not required Document/message number AN..35 Reference number assigned to the document/message by the issuer Message, coded An..3 Code indicating the function of the message. 7 Duplicate - A retransmission involving the same parties, on the specific request of the receiver. Colorado Group Ltd will also send order as a duplicate if the order has been amended or cancelled. 9 Original- An original transmission of a purchase orders. BGM Version 1.0 Page 16 of 54

17 Segment DTM Date/Time/Period 0 This segment is used to specify the date of the Order and, where required, requested dates concerning the delivery of the goods. Specifically, this segment will be used to specify the delivery window of the order as well as the mandatory document date. C507 Date/Time/Period 2005 Date/time/period qualifier An..3 Code giving specific meaning to a date, time or period. 61 Cancel if not delivered by this date 64 Delivery date/time, earliest 137 Document/message date/time 2380 Date/time/period An..35 The value of a date, a date and time, a time or of a period in a specified representation Date/time/period format qualifier An..3 Specification of the representation of a date, a date and time or of a period. 102 CCYYMMDD DTM+137: :102 DTM+64: :102 DTM+61: :102 Version 1.0 Page 17 of 54

18 Segment FTX Free text Dependent Max Use 35 This segment is used to provide free form information for the entire purchase order. Special instructions pertinent to the supplier will be communicated via this segment Text subject qualifier a..3 Code specifying the subject of the free text. PUR Order instruction 4453 Text function, coded Not used C107 Text reference Not Used 4441 Free text, coded Not Used 1131 Code list qualifier Not Used 3055 Code list responsible agency, coded Not Used C108 Text literal 4440 Free text An..250 The special instruction to be communicated to the supplier. Note: The variable length of 250 characters is only specific to Colorado Group Ltd (the EDIFACT standard is up to 70 characters which can be up to 5 lines of text or the segment can be repeated). Colorado Group Ltd will only send one FTX segment with up to 250 characters, should there be any special instructions to be sent. FTX+PUR+++PLEASE DELIVERY ORDER ASAP, LATE DELIVERIES INCUR SURCHARGE Version 1.0 Page 18 of 54

19 Segment Group Segment Group 1 Not Used Colorado Group Ltd will not use this segment. This segment will be excluded in the Purchase Order Message File. Repeat 10 Segment RFF Reference Not Used This segment is used to specify other references that relate to the transmission, for example, contract numbers, price list numbers, etc. The references given at this point are valid for the whole order unless superseded by references at line level. C506 Reference 1153 Reference qualifier A..3 Code giving specific meaning to a reference Reference number AN..35 Identification number the nature and function of which can be qualified by an entry in data element 1153 reference qualifier. RFF+SD:1218 Version 1.0 Page 19 of 54

20 Segment Group Segment Group 2 Repeat 10 Segment NAD This segment is used to identify the trading partners involved in the Order process. The supplier of the goods and the delivery location for the order will be specified in this segment. The delivery location will be specified in this segment in two circumstances: Where the order has been raised for a single store; Where the order has been raised for delivery to a warehouse or cross-docking. This requires the order to be delivered to the warehouse for internal transfer to stores specified in the distribution of the order. Note: Delivery to warehouse or cross-docking does not apply to Colorado Group Ltd. The EDIFACT standard states that the delivery address specified in this segment is overridden by the use of Segment Group 33 so as to indicate split deliveries. Colorado Group Ltd will only deal with direct to store orders. For an order with direct to one store, it will have the NAD+ST component Party qualifier A..3 Code giving specify meaning to the party. ST Ship to SU Supplier BY Buyer C082 Party Identification Details Identification of a transaction party by code. EAN recommend the use of EAN location numbers however Colorado Group Ltd internal numbers will be used Party id identification AN..35 Code giving specify meaning to the party. The code specified in this data element is given meaning by data element When 3035 = ST the Colorado Group Ltd store number to which the merchandise is to be delivered will be specified Code list qualifier Not used Identification for a code list Code list responsible agency, coded AN..3 Code giving specify meaning to the party. 92 Assigned buyer or buyer s agency NAD+SU+1296::92 NAD+ST+50001::92 NAD+BY+1700::92 Version 1.0 Page 20 of 54

21 2.7.2 Detail Segments Segment Group Segment Group 25 Repeat 200,000 Segment LIN Line item This segment is used to identify the item being ordered. The detail section of the Purchase Order is formed by a repeating group of segments, always starting with the LIN segment. Items will only be identified by their unique product/article number Line item number N..6 Application generated number of the count of the order lines Action request/notification, coded Not Used EAN Australia does not recommend the use of this field. C212 Item number identification 7140 Item number AN..35 The article number of the item being ordered in the format EAN-8, UPC-A, and EAN-13. The item will only be identified in the purchase order by the product number (barcode) Item number type, coded AN..3 Identification of the type of item number. EN International Article Numbering Association LIN :EN Version 1.0 Page 21 of 54

22 Segment QTY Quantity 0 This segment is used to specify the total quantity ordered for the current line identified in the LIN segment. If split deliveries are being used, the quantities for the split delivery are specified in segment group 33. The totals for all quantities expressed in the QTY's at segment group level must equal the value in this QTY segment. C186 Quantity details 6063 Quantity qualifier A..3 Code giving specific meaning to a quantity. 21 Ordered quantity 6060 Quantity N..15 The total quantity ordered of the item identified in the LIN segment. QTY+21:24 Version 1.0 Page 22 of 54

23 Segment Group Segment Group 28 Repeat 25 Segment PRI Price details This segment is used to detail the price for the current product identified in the LIN segment. This segment will be used to specify both the cost and retail price of the item. The calculation (cost) price detailed in the Purchase Order will always be the Net Unit Price, i.e., Gross Price + Charges Allowances. C509 Price information 5125 Price qualifier A..3 Identification of a type of price. NTP Calculation net including taxes, the price stated is the net price including all allowances and charges, and including taxes. This code will be used to identify the cost price Price N..15 The cost price of the item detailed in the Purchase Order will always be the Unit Invoice Cost, ie., Gross Price + Charges Allowances. Calculation CostPrice * (1-Discount) * (1+SalesTax) * (1+CostGSTRate) Where Cost Price, Discount, Sales Tax and GST are all attributes of PO Detail Price type, coded Not Used Code identifying the type of price of an item Price type qualifier Not Used A..3 Code identifying pricing specification 5284 Unit price basis Dependent Basis on which the unit cost price/rate applies. This data element will only be used when specifying the cost price of the ordered item Measure unit qualifier A..3 Indication of the unit of measurement in which weight (mass), capacity, length, area, volume or other quantity is expressed. EA Each PRI+NTP:18.48:::12:EA Cost Price per 12 consumer units is $18.48 Version 1.0 Page 23 of 54

24 Segment Group Segment Group 33 Conditional Repeat 9999 Segment LOC Place/location identification This segment is used to identify the location of delivery for a split delivery order. When a delivery location has been specified in the header segment NAD, these details should be used for store packing only. Otherwise these details represent the direct to store distributions Place/location qualifier AN..3 Code identifying the function of a location. 7 Place of delivery C517 Location identification 3225 Place/location identification A..35 Store for which the items have been ordered for. EANCOM recommend the use of EAN location numbers Code list qualifier Not Used Not required 3055 Code list responsible agency, coded AN Assigned by buyer or buyer's agent LOC ::92 Version 1.0 Page 24 of 54

25 Segment QTY Quantity This segment is used to indicate the delivery quantity for the delivery location specified in the previous LOC segment. The total of all quantities specified in segment group 33 for the line, must equal the value for the total quantity detailed in the QTY segment at line level. C186 Quantity details 6063 Quantity qualifier AN..3 Code giving specific meaning to a quantity. 11 Split Quantity 6060 Quantity N..15 The distribution quantity for the store specified in the previous LOC segment. Note: Colorado Group Ltd will send a zero quantity if the item is to be cancelled on the order. QTY+11:10 Version 1.0 Page 25 of 54

26 2.7.3 Summary Segments Segment UNS Section control This segment is used to separate the detail and summary sections of the message Section identification A1 S UNS+S Detail/summary section separation Segment MOA Monetary amount This segment is used to indicate total amounts for the order. C516 Monetary amount 5025 Monetary amount type qualifier AN..3 Indication of type of amount. 86 Message total monetary amount 5004 Monetary amount N..18 When DE 5025 = 86 x n = 1 x x OrderedQty *(CostPrice / QtyUom ) *(1 Discount )*(1 + SalesTax ) x x x MOA+86:35622 Version 1.0 Page 26 of 54

27 Segment CNT Control total This segment is used to provide message control totals. C270 Control 6069 Control qualifier AN..3 2 Total number of line items in message 6066 Control value N..18 The number of LIN segments in the message. CNT+2:15 Segment UNT Message Trailer To end and check the completeness of a message. This segment is a mandatory UN/EDIFACT segment. It must always be the last segment in the message Number of segments in a message An..6 The total number of segments in the message is detailed here. This is the total number of segments used in the message, from the UNH UNT (inclusive of UNH and UNT segments) segments Message reference number An..14 The message reference number detailed here should equal the one specified in the UNH segment. UNT+45+1 Version 1.0 Page 27 of 54

28 Direct to Store Purchase Order Single Store Purchase order contains 3 items and is to be delivered to the one store The distribution of the order is in the table below: # Barcode Style Colour Size Total RUBY RUBY RUBY # Message data Explanation 1. UNH+1+ORDERS:D:96A:UN:EAN008 Start of order message #1 2. BGM Original transmission of Colorado Ltd order number DTM+137: :102 Order date is 11 December DTM+64: :102 Earliest delivery date is 9 March DTM+61: :102 Cancel the order if not delivered by 12 March FTX+PUR+++PLEASE DELIVER TO STORE Special instruction 7. NAD+ST+40001::92 Order is to be shipped to Store NAD+BY+CGL::92' Colorado Group Ltd is the Buyer, identified by code: CGL 9. NAD+SU+1296::92 Order has been placed with supplier identified by Colorado Group Ltd reference number LIN :EN Item identified by EAN QTY+21:1 The total quantity ordered is PRI+NTP:179.50::1:EA Cost price is $ LOC ::92' Store has requested stock 14. QTY+11:1' A quantity of 1 to be packed for store LIN :EN Item identified by EAN QTY+21:6 The total quantity ordered is PRI+NTP:9.50::1:EA Cost price is $ LOC ::92' Store has requested stock 19. QTY+11:6' A quantity of 6 to be packed for store LIN :EN Item identified by EAN QTY+21:5 The total quantity ordered is PRI+NTP:9.50::1:EA Cost price is $ LOC ::92' Store has requested stock 24. QTY+11:5' A quantity of 5 to be packed for store UNS+S End of the detail section 26. MOA+86: Total cost of the order (quantity 1)*$ * $ *$ CNT+2:3 There is 3 lines in the order 28. UNT+28+1 There are 28 segments in the message (inclusive of the UNH and UNT segments). Version 1.0 Page 28 of 54

29 2.8.2 Direct To Store Purchase Order Multiple Stores Purchase order contains 3 items and is to be delivered to multiple stores. The distribution of the order is in the table below: # Barcode Style Colour Size Total RUBY RUBY RUBY The order is to be delivered direct to the stores in the distribution. Message data Explanation 1. UNH+1+ORDERS:D:96A:UN:EAN008 Start of order message #1 2. BGM Original transmission of Colorado Group Ltd order number DTM+137: :102 Order date is 11 December DTM+64: :102 Earliest delivery date is 9 March DTM+61: :102 Cancel the order if not delivered by 12 March FXT+PUR+++PLEASE DELIVER ASAP Special instruction 7. NAD+BY+CGL::92 Colorado Group Ltd is the Buyer, identified by code: CGL 8. NAD+SU+1800::92 Order has been placed with supplier identified by Colorado Group Ltd reference number LIN :EN Item identified by EAN QTY+21:1 The quantity ordered is PRI+NTP:179.5::1:EA Cost price is $ LOC ::92 Split delivery for store QTY+11:1 The delivery quantity for store is LIN :EN Item identified by EAN QTY+21:6 The quantity ordered is PRI+NTP:179.5::1:EA Cost price is $ LOC ::92 Split delivery for store QTY+11:4 The delivery quantity for store is LOC ::92 Split delivery for store QTY+11:1 The delivery quantity for store is LOC ::92 Split delivery for store QTY+11+1 The delivery quantity for store is LIN :EN Item identified by EAN QTY+21:7 The quantity ordered is PRI+NTP:179.5::1:EA Cost price is $ LOC ::92 Split delivery for store QTY+11:5 The delivery quantity for store is LOC ::92 Split delivery for store QTY+11:1 The delivery quantity for store is LOC ::92 Split delivery for store QTY+11+1 The delivery quantity for store is UNS+S End of the detail section 44. MOA+86: Total cost of the order (1+7+6)*$ CNT+2:3 There are 3 lines in the order 46. UNT+35+1 There are 35 segments in the message. (Inclusive of UNH and UNT segments). Version 1.0 Page 29 of 54

30 3 The Despatch Advice Message 3.1 Introduction The purpose of the Despatch Advice message within the suite of UN/EDIFACT messages is to advise of the detailed contents of a delivery. The message enables a hierarchical description of a shipment, starting with the highest level (shipment) and ending with the lowest level (items). For the purpose of this document the Despatch advice message will be referred to as an Advance Shipping Notice (ASN). ASN s together with Serial Shipping Container Codes (SSCCs) will be used by Colorado Group Ltd to enable faster and more accurate receipt of merchandise. Colorado Group Ltd receiving stores will use scanning technology to receive the deliveries. 3.2 EDIFACT Version Colorado Group Ltd will utilise the EANCOM 1997 implementation guidelines of the UN/EDIFACT standard for the development of its despatch advice message. The EANCOM 1997 guidelines are based upon UN/EDIFACT Directories D.96A. Please note that this version is still in draft format by UN/EANCOM. Slight changes may be required in the future however Colorado Group Ltd foresees no great structural or logical changes in the message. 3.3 Status MESSAGE TYPE : DESADV REFERENCE DIRECTORY : D.96A EANCOM SUBSET VERSION : Principles Types of ASN s The recommended business practice is that a Despatch advice messages to be prepared by the supplier for each delivery location and should relate to a single order Location Codes Suppliers are expected to identify all Colorado Group Ltd stores by using the Colorado Group Ltd codes only. Suppliers are responsible for maintaining an updated list of store codes. Colorado Group Ltd will inform suppliers of any new stores or any changes that may be required to current codes. Version 1.0 Page 30 of 54

31 3.5 Standards Decimal Places For all ASN (DESADV) documents all elements that are to be represented with decimal places will be rounded to two decimal places. This standard will be applied to all documents received by Colorado Group Ltd Product Identification Product numbers (EAN/UPC) appearing in an ASN will be master filed by Colorado Group Ltd prior to the creation of the purchase order. Suppliers will inform Colorado Group Ltd of any changes to currently master filed product numbers. 3.6 Segment The table below lists the segments and segment groups of the ASN (DESADV) message as specified by the EANCOM implementation guidelines. Colorado Group Ltd will only use segments of the ASN if they are required within the implementation guidelines, or are aligned with the purpose of the message at Colorado Group Ltd. The column Status refers the EANCOM guideline user status, while indicates its application in the Colorado Group Ltd DESADV message. There are three types of status: Dependent Not Used Indicates that the entity is required and must be sent. Indicates that the entity must be sent in certain conditions, as defined by the relevant explanatory note. Indicates that the entity is not used and should be omitted from messages. When a segment group or composite data element is flagged as Not Used all segments within the group or data elements within the composite will have blank status indicators assigned to them. Version 1.0 Page 31 of 54

32 3.6.1 Header Segments Segment ID Segment Name Status Purpose UNH Message Header This segment is used to head, identify and specify a message. It will be used to identify the message is an EANCOM version 008 of the UNSM Despatch Advice message based on the D.96A directory under the control of the United Nations. BGM Beginning of Message This segment is used to indicate the type and function of the message and to transmit the identifying number. The reference number specified within this segment is the ASN number, which will be used is later communications between Colorado Group Ltd and its supplier about the shipment. DTM Date/Time/Period This segment is used to specify the date of the Despatch Advice or any dates related to the delivery of goods. This segment will be used specifically to identify the shipping date and the expected date of delivery to Colorado Group Ltd. Segment Group 1 Optional RFF Reference This segment is used to provide references that apply to the whole transaction. This segment will be used to refer back to the purchase order for which the ASN has been created. DTM Date/Time/Period Optional This segment is used to specify dates relating to the references given in the previous RFF segment.. The order date of the purchase order for which the ASN refers will be specified in this segment. Segment Group 2 NAD Name and Address This segment is used to identify the trading partners involved in the Despatch Advice message. This segment will primarily be used to specify the delivery location of the despatch. Segment Group 8 Optional Not Used EQD Equipment Details This segment is used to provide information on equipment that will be used in the despatch of the products ordered Detail Segments Segment ID Segment Name Status Purpose Segment Group 10 CPS Consignment Packing Sequence This segment is used to identify the sequence in which packing of the delivery occurs. This segment will identify dependencies among and the content of hierarchically related groups of data segments. Segment Group 11 Optional PAC Package This segment in two different ways, first to identify the total number of packages per hierarchical level identified in the CPS segment, in a shipment. The contents of each package are subsequently described in the following LIN segment. The second way this segment will be used is to describe the packaging of the current level. Segment Group 13 Optional PCI Packing Identification This segment is used to provide markings and labels information relevant to the packaging unit and level identified in the PAC segment. Segment Group 14 Optional GIN Goods Identify Number This segment is used to provide identification numbers relevant to the packaging unit and level identified in the PAC segment. SSCCs produced by suppliers and attached to packages will be referenced in this segment. Version 1.0 Page 32 of 54

33 Segment ID Segment Name Status Purpose Segment Group 15 Optional LIN Line Item This segment is used to identify the line item being despatched. Items will only be identified within this segment by their article number. Article numbers can be in the format EAN-8, UPC-A, or EAN-13. This segment is used to describe the current line item. QTY Quantity This segment is used to specify the quantity of the product identified in the LIN segment which is about to be, or, has been despatched. Quantities will be specified in terms of retail units. Segment Group 18 Optional LOC Place/Location Identification This segment is used to identify the location of delivery for a split delivery despatch advice. This segment can also be used to identify a delivery location for a specific line item which might be different to the delivery location specified in the NAD or LOC segment in the heading section. QTY Quantity Optional This segment is used to indicate the delivery quantity for the delivery location specified in the previous LOC segment. The total of all quantities specified in segment group 18 for the line must equal the value for the total quantity detailed in the QTY segment at line level Summary Segments Segment ID Segment Name Status Purpose Comment CNT Message Control This segment is used to provide message control information for checking on the message receiver's in-house system. UNT Message Trailer This segment is a mandatory UN/EDIFACT segment. It must always be the last segment in the message. This is the total number of segments used in the message, from the UNH UNT (inclusive of UNH and UNT segments) segments. Version 1.0 Page 33 of 54

34 3.7 Mapping Header Segments Segment UNH Message Header This segment is used to identify the sequence in which packing of the delivery occurs. This segment will identify dependencies among and the content of hierarchically related groups of data segments Message Reference Number An..14 Unique message reference assigned by the sender. S009 Message Identifier An..6 Identification of the type, version, etc of the message being sent Message type identifier An..6 Code identifying a type of message. DESADV Despatch advice message 0052 Message type version number An..3 Version number of a message type. D 0054 Message type release number An..3 Release number with the message version. 96A 0051 Controlling agency An..2 Code identifying the agency controlling the specification, maintenance and publication of the message type. UN UN/ECE/TRADE/WP Association assigned code An..6 Code, assigned by the association responsible for the design and maintenance of the message type concerned, which further identifies the message. EAN005 EAN version control number UNH+1+DESADV:D:96A:UN:EAN005 Version 1.0 Page 34 of 54

35 Segment BGM This segment is used to indicate the type and function of the message and to transmit the identifying number. The reference number specified within this segment is the ASN number, which will be used is later communications between Colorado Group Ltd and its supplier about the shipment. C002 Document/Message Name Identification of a type of document/message by code or name Document/message name, coded AN..3 Document/message identifier expressed in code. 351 Despatch advice C106 Document/Message Identification Identification of a document/message by its number and eventually its version or revision. The version and revision components are not used Document/message number AN..35 Reference number assigned to the document/message by the issuer Message, coded AN..3 Code indicating the function of the message. 5 Replace - Message replacing a previous message. 7 Duplicate - A re-transmission involving the same parties, on the specific request of the receiver. 9 Original- An original transmission of a Despatch advice. BGM ' Segment DTM Date/Time/Period 0 This segment is used to specify the date of the Despatch Advice or any dates related to the delivery of goods. This segment will be used specifically to identify the shipping date and the expected date of delivery to Colorado Group Ltd. Note Supplier s ability to provide despatch and estimated delivery dates will need to be investigated further. In addition, it needs to be determined how this information would be used by Colorado Group Ltd. C507 Date/Time/Period Date and/or time, or period relevant to the specified date/time/period type Date/time/period qualifier AN..3 Code giving specific meaning to a date, time, or period. 11 Despatch date and or time 17 Delivery date/time estimated 137 Document/message date/time () 2380 Date/time/period AN..8 The value of a date, a date and time, a time or of a period in a specified representation Date/time/period format qualifier AN..3 Specification of the representation of a date, a date and time or of a period. 102 CCYYMMDD DTM+17: :102 DTM+132: :102 Version 1.0 Page 35 of 54

36 Segment Group Segment Group 1 Repeat 10 Segment RFF Reference This segment is used to provide references that apply to the whole transaction. This segment will be used to refer back to the purchase order for which the ASN has been created. Note The version number of the order can not be specified in this segment. C506 Reference Indication of a reference Reference qualifier A..3 Code giving specific meaning to a reference. ON Purchase order 1154 Reference number AN..35 Identification number the nature and function of which can be qualified by an entry in data element 1153 reference qualifier. The order number for which the ASN relates will be specified with the ON code. RFF+ON: Segment DTM Date/Time/Period This segment is used to provide references that apply to the whole transaction. This segment will be used to refer back to the purchase order for which the ASN has been created. C507 Date/Time/Period Date and/or time, or period relevant to the specified date/time/period type Date/time/period qualifier AN..3 Code giving specific meaning to a date, time, or period. 171 Reference date 2380 Date/time/period AN..35 The value of a date, a date and time, a time or of a period in a specified representation. The date of the order (communicated in the purchase order) will be specified in this data element Date/time/period format qualifier AN..3 Specification of the representation of a date, a date and time or of a period. 102 CCYYMMDD DTM+171: :102 Version 1.0 Page 36 of 54