EDI UN/EDIFACT Mapping Guide - iptoz.com - EDI UN/EDIFACT Mapping Guide Version 1.0 Page 5 of 54...

© COLORADO GROUP LTD 2005 May 2005 Colorado Group Ltd ABN 85 004 327 566 PO BOX 344, 140 Melbourne Street QLD 4001 Australia Telephone (61 7) 3877 3333 Facsimile (61 7) 3877 3171

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.

CGL - EDI UN/EDIFACT Mapping Guide

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Table of Contents

Table of Contents............................................................................................................. 2

1 UN/EDIFACT Specifications ................................................................................... 4

1.1 Definition of UN/EDIFACT .......................................................................................... 4

1.2 UN/EDIFACT Syntax .................................................................................................... 4 1.2.1 Structure of an Interchange .....................................................................................................4 1.2.2 Structure of a Message ............................................................................................................5 1.2.3 Segment Structure ...................................................................................................................5 1.2.4 Separators ................................................................................................................................6

1.3 UN/EDIFACT Documentation Conventions ............................................................... 6 1.3.1 Format and Picture of Data Elements .....................................................................................6 1.3.2 Status indicators.......................................................................................................................7

1.4 Interchange Structure.................................................................................................... 7

2 The Colorado Group Ltd Purchase Order ............................................................. 11

2.1 Introduction .................................................................................................................. 11

2.2 EDIFACT Version ....................................................................................................... 11

2.3 Status ............................................................................................................................. 11

2.4 Principles....................................................................................................................... 11 2.4.1 Types of Orders .....................................................................................................................11 2.4.2 Order Numbering...................................................................................................................11 2.4.3 Store Packing.........................................................................................................................11 2.4.4 Location Codes......................................................................................................................12

2.5 Standards ...................................................................................................................... 12 2.5.1 Decimal Places ......................................................................................................................12 2.5.2 Product Identification............................................................................................................12

2.6 Segment Usage.............................................................................................................. 13 2.6.1 Header Segments ...................................................................................................................13 2.6.2 Detail Segments.....................................................................................................................14 2.6.3 Summary Segments...............................................................................................................14

2.7 Segment Mapping......................................................................................................... 15 2.7.1 Header Segments ...................................................................................................................15 2.7.2 Detail Segments.....................................................................................................................21 2.7.3 Summary Segments...............................................................................................................26

2.8 Example......................................................................................................................... 28 2.8.1 Direct to Store Purchase Order – Single Store .....................................................................28 2.8.2 Direct To Store Purchase Order – Multiple Stores...............................................................29

3 The Despatch Advice Message ............................................................................... 30

3.1 Introduction .................................................................................................................. 30

3.2 EDIFACT Version ....................................................................................................... 30

3.3 Status ............................................................................................................................. 30

3.4 Principles....................................................................................................................... 30 3.4.1 Types of ASN’s .....................................................................................................................30 3.4.2 Location Codes......................................................................................................................30

3.5 Standards ...................................................................................................................... 31 3.5.1 Decimal Places ......................................................................................................................31


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3.5.2 Product Identification............................................................................................................31


3.7 Mapping ........................................................................................................................ 34 3.7.1 Header Segments ...................................................................................................................34 3.7.2 Detail Segments.....................................................................................................................38 3.7.3 Summary Segments...............................................................................................................44

3.8 Examples ....................................................................................................................... 45 3.8.1 Direct to Store Delivery ........................................................................................................45

4 The Colorado Group Ltd CONTRL Message ........................................................ 46

4.1 Introduction .................................................................................................................. 46

4.2 EDIFACT Version ....................................................................................................... 46

4.3 Status ............................................................................................................................. 46


4.5 Mapping ........................................................................................................................ 48 4.5.1 Header Segments ...................................................................................................................48 4.5.2 Summary Segments...............................................................................................................51

4.6 Appendix ....................................................................................................................... 52 4.6.1 File Naming Conventions......................................................................................................52


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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.

1.2.1 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 Functional Group Header Conditional

UNH Message Header Mandatory

User Data Segments

UNT Message Trailer Mandatory

UNE Functional 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.


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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.

1.2.3 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.


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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

1.3.1 Format and Picture of Data Elements The following conventions apply in the present documentation: A alphabetic characters N numeric characters An alpha-numeric characters a3 3 alphabetic characters, fixed length n3 3 numeric characters, fixed length an3 3 alpha-numeric characters, fixed

length a..3 up to 3 alphabetic characters n..3 up to 3 numeric characters an..3 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.


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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: UNA Interchange envelope: UNB .... UNZ Group envelope: UNG .... UNE Message envelope: 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.


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Segment UNA Service String Advice

Usage Required Max Use 1 Function 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.

DE Name Attributes UNA1 Component data element separator Required An1 :

Is used as a separator between component data elements contained within a composite data element (default value : )

UNA2 Data element separator Required An1

+

Is used to separate two simple or composite data elements (default value : + )

UNA3 Decimal notation Required An1

.

Is used to indicate the character used for decimal notation (default value : . )

UNA4 Release character Required An1

? Used to restore the separator and the terminator signs to their original specification (default value: ? )

UNA5 Reserved for future use Required An1

(default value : space )

UNA6 Segment terminator Required An1

‘

Used to indicate the end of segment data (default value : ‘ )


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Segment UNB Interchange Header

Usage Required Max Use 1 Function 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.

DE Name Attributes S001 Syntax Identifier Required

0001 Syntax identifier Required 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 Required N1

3 Syntax version number 3

S002 Interchange Sender Required

0004 Sender identification Required 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.

0007 Partner identification code qualifier Required An..2

Qualifier to the code specified in DE 0004..

Colorado Group Ltd will use: ZZ


0008 Address for reverse routing Not Used

S003 Interchange Recipient Required

0004 Recipient identification Required An..13

ID number identifying party receiving the interchange.


0007 Partner identification code qualifier


Required An..2

Qualifier to the code specified in DE 0004..

Colorado Group Ltd will use: ZZ

0014 Routing address Not Used

S004 Date/Time of preparation Required

0017 Date Required N6

The date that the interchange sender prepared the interchange in the format YYMMDD.

(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).

0019 Time Required 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: 14:05

0020 Interchange control reference Required An..9

Unique reference number identifying the interchange, created by the interchange sender.


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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

Usage Required Max Use 1 Function To end and check the completeness of an interchange. DE Name Attributes 0036 Interchange control count Required n..6

Number of functional groups within the interchange.

0020 Interchange control reference Required An..9

The reference number included in DE 0020 of the UNB segment.


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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 : 008

2.4 Principles

2.4.1 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.

2.4.2 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.

2.4.3 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.


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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

2.5.1 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.

2.5.2 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.


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2.6 Segment Usage 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 “Usage” column indicates whether or not it will be used by Colorado Group Ltd.

2.6.1 Header Segments

Segment ID Segment Name Status Usage

Purpose

UNH Message Header Required Required

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 Required Required

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 Required Required

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 Required Required

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 Required Required

NAD Name and Address Required Required

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.


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2.6.2 Detail Segments


Purpose

Segment Group 25 Optional Required

LIN Line item Required Required

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 Required

This segment is used to specify the total quantity ordered for the current line identified in the LIN segment.


PRI Price details Required Required

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.


LOC Place/location identification Required

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.

2.6.3 Summary Segments


Purpose

UNS Section Control Required Required

This segment is used to separate the detail and summary sections of the message.

MOA Monetary amount Optional Required

This segment is used to indicate total amounts for the order.

CNT Control total Optional Required

This segment is used to provide message control totals.

UNT Message trailer Required Required

This segment is a mandatory UN/EDIFACT segment, and must always be the last segment in the message.


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2.7 Segment Mapping


Segment UNH Message Header

Usage Required Max Use 1 Function 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.

DE Name Attributes 0062 Message Reference Number Required An..14 Unique message reference assigned by the sender. S009 Message Identifier Required

0065 Message type identifier Required An..6

Code identifying a type of message.

ORDERS Purchase order message

0052 Message type version number Required An..3

Version number of a message type.

D

0054 Message type release number Required An..3

Release number with the message version.

96A

0051 Controlling agency Required An..2

Code identifying the agency controlling the specification, maintenance and publication of the message type.

UN UN/ECE/TRADE/WP.4

0057 Association assigned code Required 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

Example UNH+1+ORDERS:D:96A:UN:EAN008’


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Segment BGM Beginning of Message

Usage Required Max Use 1 Function 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.

DE Name Attributes C002 Document/Message Name Required

1001 Document/message name, coded Required 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.

3055 Code list responsible agency, coded Not used

Not required unless a code is used in DE 1001, which is EANCOM specific.

1000 Document/message number Not used

Not required.

1004 Document/message number Required AN..35

Reference number assigned to the document/message by the issuer.

1225 Message Function, coded Required 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.

Example BGM+220+1000100+9’


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Segment DTM Date/Time/Period

Usage Required Max Use 10 Function 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.

DE Name Attributes C507 Date/Time/Period Required

2005 Date/time/period qualifier Required 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 Required An..35

The value of a date, a date and time, a time or of a period in a specified representation.

2379 Date/time/period format qualifier Required An..3

Specification of the representation of a date, a date and time or of a period.

102 CCYYMMDD

Example DTM+137:19981211:102’

DTM+64:19990308:102’

DTM+61:19980312:102’


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Segment FTX Free text

Usage Dependent

Max Use 35

Function 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.

DE Name Attributes 4451 Text subject qualifier Required 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 Required 4440 Free text Required 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.

Example FTX+PUR+++PLEASE DELIVERY ORDER ASAP, LATE DELIVERIES INCUR SURCHARGE


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Segment Group Segment Group 1

Usage 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

Usage Not Used Max Use 1 Function 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.

DE Name Attributes C506 Reference Required

1153 Reference qualifier Required A..3

Code giving specific meaning to a reference.

1154 Reference number Required AN..35

Identification number the nature and function of which can be qualified by an entry in data element 1153 reference qualifier.

Example RFF+SD:1218’


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Usage Required Repeat 10

Segment NAD

Usage Required Max Use 1 Function 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 st ore orders. For an order with direct to one store, it will have the NAD+ST component.

DE Name Attributes 3035 Party qualifier Required A..3 Code giving specify meaning to the party.

ST Ship to SU Supplier BY Buyer

C082 Party Identification Details Required

Identification of a transaction party by code. EAN recommend the use of EAN location numbers however Colorado Group Ltd internal numbers will be used.

3039 Party id identification Required AN..35

Code giving specify meaning to the party. The code specified in this data element is given meaning by data element 3035.

When 3035 = “ST” the Colorado Group Ltd store number to which the merchandise is to be delivered will be specified.


Identification for a code list.

3055 Code list responsible agency, coded Required AN..3

Code giving specify meaning to the party. 92 Assigned buyer or buyer’s agency

Example NAD+SU+1296::92’ NAD+ST+50001::92’ NAD+BY+1700::92


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2.7.2 Detail Segments Segment Group Segment Group 25

Usage Required Repeat 200,000

Segment LIN Line item

Usage Required Max Use 1 Function 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.

DE Name Attributes 1082 Line item number Required N..6 Application generated number of the count of the order lines.

1229 Action request/notification, coded Not Used

EAN Australia does not recommend the use of this field.

C212 Item number identification Required

7140 Item number Required 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).

7143 Item number type, coded Required AN..3

Identification of the type of item number. EN International Article Numbering Association

Example LIN+1+932353300899:EN’


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Segment QTY Quantity

Usage Required Max Use 10 Function 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.

DE Name Attributes C186 Quantity details Required

6063 Quantity qualifier Required A..3

Code giving specific meaning to a quantity. 21 Ordered quantity

6060 Quantity Required N..15

The total quantity ordered of the item identified in the LIN segment.

Example QTY+21:24’


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Segment PRI Price details

Usage Required Max Use 1 Function 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.

DE Name Attributes C509 Price information Required

5125 Price qualifier Required 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.

5118 Price Required 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.

5375 Price type, coded Not Used

Code identifying the type of price of an item.

5387 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.

6411 Measure unit qualifier Required A..3

Indication of the unit of measurement in which weight (mass), capacity, length, area, volume or other quantity is expressed.

EA Each

Example PRI+NTP:18.48:::12:EA’ Cost Price per 12 consumer units is $18.48


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Usage Conditional Repeat 9999

Segment LOC Place/location identification

Usage Required Max Use 1 Function 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 detai ls represent the direct to store distributions.

DE Name Attributes 3227 Place/location qualifier Required AN..3

Code identifying the function of a location. 7 Place of delivery

C517 Location identification Required

3225 Place/location identification Required A..35

Store for which the items have been ordered for. EANCOM recommend the use of EAN location numbers.


Not required


92 Assigned by buyer or buyer's agent

Example LOC+7+2101::92’


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Usage Required Max Use 1 Function 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.

DE Name Attributes C186 Quantity details Required

6063 Quantity qualifier Required AN..3

Code giving specific meaning to a quantity. 11 Split Quantity

6060 Quantity Required 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.

Example QTY+11:10’


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Segment UNS Section control

Usage Required Max Use 1 Function This segment is used to separate the detail and summary sections of the message.

DE Name Attributes 0081 Section identification Required A1 S Detail/summary section separation

Example UNS+S’

Segment MOA Monetary amount

Usage Required Max Use 1 Function This segment is used to indicate total amounts for the order.

DE Name Attributes C516 Monetary amount Required

5025 Monetary amount type qualifier Required AN..3 Indication of type of amount.

86 Message total monetary amount 5004 Monetary amount Required N..18

When DE 5025 = “86”

)1(*)1*(

)/(CostPrice*OrderedQty1 xx

xx

nx

x

SalesTaxDiscount

QtyUom

+−∑

=

Example MOA+86:35622’


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Segment CNT Control total

Usage Required Max Use 1 Function This segment is used to provide message control totals.

DE Name Attributes

C270 Control Required

6069 Control qualifier Required AN..3 2 Total number of line items in message

6066 Control value Required N..18

The number of LIN segments in the message.

Example CNT+2:15’

Segment UNT Message Trailer

Usage Required Max Use 1 Function 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.

DE Name Attributes 0074 Number of segments in a message Required 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.

0062 Message reference number Required An..14

The message reference number detailed here should equal the one specified in the UNH segment.

Example UNT+45+1


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2.8 Example

2.8.1 Direct to Store Purchase Order – Single Store Purchase order 1037480 contains 3 items and is to be delivered to the one store 40001. The distribution of the order is in the table below:

# Barcode Style Colour Size Total 40001

1 9323533000899 5465 RUBY 8 1 1

2 9323533000905 5465 RUBY 10 6 6

3 9323533000912 5465 RUBY 12 5 5

# Message data Explanation

1. UNH+1+ORDERS:D:96A:UN:EAN008’ Start of order message #1

2. BGM+220+1037480+9’ Original transmission of Colorado Ltd order number 1037480

3. DTM+137:20041211:102’ Order date is 11 December 2004

4. DTM+64:20040308:102’ Earliest delivery date is 9 March 2004

5. DTM+61:20040312:102’ Cancel the order if not delivered by 12 March 2004

6. FTX+PUR+++PLEASE DELIVER TO STORE’ Special instruction

7. NAD+ST+40001::92’ Order is to be shipped to Store 40001

8. 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 1296

10. LIN+1++9323533000899:EN’ Item identified by EAN-13 9323533000899

11. QTY+21:1’ The total quantity ordered is 1

12. PRI+NTP:179.50::1:EA’ Cost price is $179.50

13. LOC+7+40001::92' Store 40001 has requested stock

14. QTY+11:1' A quantity of 1 to be packed for store 2101











25. UNS+S’ End of the detail section

26. MOA+86:284.00’ Total cost of the order (quantity 1)*$179.50 + 6 * $9.50 + 5*$9.50

27. 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).


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2.8.2 Direct To Store Purchase Order – Multiple Sto res Purchase order 1030057 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 40001 40002 40003

1 9323533000899 5465 RUBY 8 1 1 0 0

2 9323533000905 5465 RUBY 10 6 4 1 1

3 9323533000912 5465 RUBY 12 7 5 1 1

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+220+1030057+9’ Original transmission of Colorado Group Ltd order number 1030057

3. DTM+137:20041211:102’ Order date is 11 December 2004

4. DTM+64:20040308:102’ Earliest delivery date is 9 March 2004

5. DTM+61:20040312:102’ Cancel the order if not delivered by 12 March 2004

6. 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 1800

9. 10. LIN+1++9323533000899:EN’ Item identified by EAN-13 9323533000899 11. QTY+21:1’ The quantity ordered is 1 12. PRI+NTP:179.5::1:EA’ Cost price is $179.50 13. 14. LOC+7+40001::92’ Split delivery for store 40001 15. QTY+11:1’ The delivery quantity for store 40001 is 1 16. 17. LIN+2++9323533000905:EN’ Item identified by EAN-13 9323533000905 18. QTY+21:6’ The quantity ordered is 6 19. PRI+NTP:179.5::1:EA’ Cost price is $179.50

20. 21. LOC+7+40001::92’ Split delivery for store 40001 22. QTY+11:4’ The delivery quantity for store 40001 is 4 23. 24. LOC+1+40002::92’ Split delivery for store 40002 25. QTY+11:1’ The delivery quantity for store 40002 is 1 26. 27. LOC+7+40003::92’ Split delivery for store 40003 28. QTY+11+1’ The delivery quantity for store 40003 is 1 29. 30. LIN+3++9323533000912:EN’ Item identified by EAN-13 9323533000912 31. QTY+21:7’ The quantity ordered is 7 32. PRI+NTP:179.5::1:EA’ Cost price is $179.50 33. 34. LOC+7+40001::92’ Split delivery for store 40001 35. QTY+11:5’ The delivery quantity for store 40001 is 4 36. 37. LOC+1+40002::92’ Split delivery for store 40002 38. QTY+11:1’ The delivery quantity for store 40002 is 1 39. 40. LOC+7+40003::92’ Split delivery for store 40003 41. QTY+11+1’ The delivery quantity for store 40003 is 1 42. 43. UNS+S End of the detail section 44. MOA+86:2513.00’ Total cost of the order (1+7+6)*$179.50 45. 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).


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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 : 005

3.4 Principles

3.4.1 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 .

3.4.2 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.


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3.5 Standards

3.5.1 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.

3.5.2 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 Usage 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 Usage indicates its application in the Colorado Group Ltd DESADV message. There are three types of status:

Required Indicates that the entity is required and must be sent.

Dependent Indicates that the entity must be sent in certain conditions, as defined by the relevant explanatory note.

Not Used 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.


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Purpose

UNH Message Header Required Required

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 Required Required

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 Required Required

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.


RFF Reference Required Required

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 Required

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.


NAD Name and Address Required Required

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 Required

This segment is used to provide information on equipment that will be used in the despatch of the products ordered.

3.6.2 Detail Segments Segment ID Segment Name Status Usage

Purpose


CPS Consignment Packing Sequence Required Required

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.


PAC Package Required Required

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.


PCI Packing Identification Required Required

This segment is used to provide markings and labels information relevant to the packaging unit and level identified in the PAC segment.


GIN Goods Identify Number Required Required

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.


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Purpose


LIN Line Item Required Required

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 Required Required

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.


LOC Place/Location Identification Required

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.

3.6.3 Summary Segments Segment ID Segment Name Status Usage

Purpose

Comment

CNT Message Control Required Required

This segment is used to provide message control information for checking on the message receiver's in-house system.

UNT Message Trailer Required Required

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.


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3.7 Mapping

3.7.1 Header Segments Segment UNH Message Header

Usage Required Max Use 1 Function 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.

DE Name Attributes 0062 Message Reference Number Required An..14 Unique message reference assigned by the sender. S009 Message Identifier Required An..6

Identification of the type, version, etc of the message being sent.


Code identifying a type of message.

DESADV Despatch advice message


Version number of a message type.

D


Release number with the message version.

96A


Code identifying the agency controlling the specification, maintenance and publication of the message type.



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

Example UNH+1+DESADV:D:96A:UN:EAN005’


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Segment BGM

Usage Required Max Use 1 Function 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.

DE Name Attributes C002 Document/Message Name Required Identification of a type of document/message by code or name.

1001 Document/message name, coded Required AN..3

Document/message identifier expressed in code.

351 Despatch advice

C106 Document/Message Identification Required

Identification of a document/message by its number and eventually its version or revision. The version and revision components are not used.

1004 Document/message number Required AN..35

Reference number assigned to the document/message by the issuer.

1225 Message Function, coded Required 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.

Example BGM+351+587441+9'


Usage Required Max Use 10 Function 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.

DE Name Attributes C507 Date/Time/Period Required Date and/or time, or period relevant to the specified date/time/period type.

2005 Date/time/period qualifier Required 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 (Required)

2380 Date/time/period Required AN..8

The value of a date, a date and time, a time or of a period in a specified representation.

2379 Date/time/period format qualifier Required AN..3


102 CCYYMMDD

Example DTM+17:19990503:102’

DTM+132:20000504:102’


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Segment RFF Reference

Usage Required Max Use 1 Function 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.

DE Name Attributes C506 Reference Required Indication of a reference.

1153 Reference qualifier Required A..3

Code giving specific meaning to a reference.

ON Purchase order 1154 Reference number Required 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.

Example RFF+ON:1030057’


Usage Required Max Use 1 Function 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.

DE Name Attributes C507 Date/Time/Period Required Date and/or time, or period relevant to the specified date/time/period type.

2005 Date/time/period qualifier Required AN..3

Code giving specific meaning to a date, time, or period.

171 Reference date 2380 Date/time/period Required 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.

2379 Date/time/period format qualifier Required AN..3


102 CCYYMMDD

Example DTM+171:19991108:102


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Segment NAD

Usage Required Max Use 1 Function This segment is used to identify the trading partners involved in the Despatch Advice message.

This segment will be used to identify the delivery location for the shipment.

DE Name Attributes 3035 Party qualifier Required AN..3 Code giving specific meaning to the party.

ST Ship to SU Supplier

C082 Party Identification Details Required

Identification of a transaction party by code.

3039 Party id identification Required AN..35

Code giving specific meaning to the party.


Identification for a code list.


Code giving specific meaning to the party.. 92 Assigned buyer or buyer’s agency

Example NAD+SU+1800::92


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3.7.2 Detail Segments



Segment CPS Consignment Packing Sequence

Usage Required Max Use 1 Function 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.

DE Name Attributes 7164 Hierarchical ID number Required AN..12 A unique number assigned by the supplier to identify a level within a hierarchical structure. The

first level should be assigned the value 1.

7166 Hierarchical parent ID Dependent AN..12

Identification number of the next higher hierarchical data segment within a hierarchical structure.

7075 Packaging level ID Dependent AN..12

Identification number - indication of level of packaging specified.

1 Inner Level of packing, if it exists, that is immediately subordinate to the intermediate packaging level

2 Intermediate Level of packaging, if it exists, that is immediately subordinate to the outer packaging level

3 Outer Level for packed merchandise, outermost packaging for a shipment

Example CPS+1 Shipment CPS

CPS+2+1+3 First package within the shipment


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Segment PAC Package

Usage Required Max Use 1 Function This segment can be used to identify the total number of packages per hierarchical level

identified in the CPS segment, in a shipment.

DE Name Attributes 7224 Number of packages Required Number of individual parts of a shipment either unpacked, or packed in such a way that they can

not be divided with out first undoing the packing.

C531 Packing Details Not Used

C202 Package Type Required

Type of package by name or by code from a specified source.

7065 Type of packages identification Required AN..17

Coded description of the form in which goods are presented

PK Package SL Slipsheet BG Bag CT Carton 09 Returnable Pallet (EAN Code)


Identification of a code list

3055 Code list responsible agency, coded Dependent AN..3

Code identifying the agency responsible for a code list.

9 EAN

Example PAC+8++CT’ 8 cartons

PAC+1++201::9’ A pallet of type ISO 1


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Usage Dependent Notes This segment group should be used whenever a SSCC has been produced for the level

identified by the CPS segment. All cartons should be identified by a SSCC, but this may not necessarily be the case for the shipment itself.

Repeat 1000

Segment PCI Package Identification

Usage Required Max Use 1 Function To specify markings and labels on individual packages or physical units.

DE Name Attributes 4233 Marking instructions, coded Required AN..3 Code indicating instructions on how specified packages or physical units should be marked.

33E Marked with serial shipping container code (EAN Code)

Example PCI+33E’


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Segment GIN Goods identity number

Usage Required Max Use 1 Function To give specific identification numbers either as single numbers or ranges.

DE Name Attributes 7405 Identity number qualifier Required AN..3 Code specifying the type/source of identity number.

BJ Serial shipping container code

C208 Identity number range Required Goods item identification numbers, start and end of consecutively numbered range.

7402 Identity number Required AN..35

A value given to an object for identification purposes. The SSCC allocated to the package will be specified in this data element.

Example GIN+BJ+35412345000000001’


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Usage Dependent Note This segment group should only be used when the level of the shipment identified by the CPS

segment contains items. For example the Shipment level CPS will most often contain a number of packages identified by a SSCC, therefore this segment group will not be included in that case.

Repeat 9999

Segment LIN Line item

Usage Required Max Use 1 Function To identify a line item and configuration being despatched. Items will only be identified by their

unique product number (barcode). The product number can be in the formats EAN-8, UPC-A or EAN-13.

DE Name Attributes 1082 Line item number Required N..6 Application generated number of the item lines within the Despatch Advice.

1229 Action request/notification, coded Not Used Code specifying the action to be taken or already taken.

C212 Item number identification Required

7140 Item number Required AN..35

The item number of the item being despatched, this should be in the standard formats of EAN-8, UPC-A, or EAN-13.

7143 Item number type, coded Required A..3

Identification of the type of item number. Though UPC-A product numbers will be supported, the EAN code should be used in this field exclusively. The difference between the different formats is cosmetic to JOLTS-2 as they all have the same check digit formula.

EN EAN

Example LIN+1++9310063010009:EN’


Usage Required Max Use 10 Function 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.

DE Name Attributes C186 Quantity Details Required Quantity information in a transaction.

6063 Quantity qualifier Required AN..3 Code giving specific meaning to a quantity.

12 Despatch quantity

6060 Quantity Required N..15 Number of products identified in the LIN segment despatched within the current package/level.

Example QTY+12:400 400 items have been despatched


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Usage Required Note This segment is used to identify the ship for location of a delivery.

Repeat 100

Segment LOC Place/location identification

Usage Required Max Use 100 Function This segment is used to identify the ship for location of a delivery

DE Name Attributes 3227 Place/location qualifier Required AN..3

Code identifying the function of a location. 7 Place of delivery

C517 Location identification Required

3225 Place/location identification Required A..25

Store for which the items have been ordered for. Colorado Group Ltd Codes are to be used.


Not required


92 Assigned by buyer or buyer's agent

Example LOC+7+40001::92’


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Segment CNT Control Total

Usage Required Max Use 1 Function This segment is used to provide message control information for checking on the message

receiver's in-house system.

DE Name Attributes C270 Control Required

6069 Control qualifier Required AN..3

2 Total number of line items in the message

6066 Control values Required N..18

Number of LIN segments in the message.

Example CNT+2:25

Segment UNT Message Trailer

Usage Required Max Use 1 Function To end and check the completeness of a message.

DE Name Attributes 0074 Number of segments in a message Required An..6 The total number of segments in the message is detailed here. This includes the segments from

UNH…UNT (inclusive of UNH & UNT segments).

0062 Message reference number Required An..14

The message reference number detailed here should equal the one specified in the UNH segment.

Example UNT+45+1


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3.8 Examples

3.8.1 Direct to Store Delivery ASN for order: 1030057 that is to be delivered direct to store. The order contains 4 lines and these lines are packaged in 2 bags.

Message data Explanation

1. UNH+1+DESADV:D:96A:UN:EAN005’ Message #1 is a Despatch Advice.

2. BGM+351+45678+9’ ASN #45678 3. DTM+137:20040430:102’ ASN was created 30 April 2004 4. DTM+11:20040430:102’ Shipping date 30 April 2004 5. DTM+17:20040503:102’ Estimated delivery date 3 May 2004

6. RFF+ON: 1030057’ The ASN relates to the Colorado Group Ltd purchase order 1030057

7. DTM+171:20041211:102’ The order date was 11 December 2004 8. NAD+ST+40001::92’ Ship to Colorado Group Ltd store 40001

9. NAD+SU+1800::92’ Supplier identified by Colorado Group Ltd reference number 1800

10. CPS+1’ Shipment Level (no parent). 11. PAC+2++BG’ The shipment contains two bags.

12. CPS+2+1+3’ The final level of packaging is specified for store location in following LOC segment

13. PAC+1++BG Outer packaging level, bag 14. PCI+33E’ Bag is marked with a SSCC 15. GIN+BJ+00654356798765432123’ SSCC identifying the bag 16. 17. LIN+1++9323533000899:EN’ Item identified by EAN-13 article number 18. QTY+12:1’ 1 item has been included 19. 20. LIN+1++932353000905:EN’ Item identified by EAN-13 article number 21. QTY+12:2’ 2 items have been included

22. CPS+3+1+3’ The final level of packaging is specified for store location in following LOC segment

23. PAC+1++BG’ Outer packaging level, bag 24. PCI+33E’ Bag is marked with a SSCC 25. GIN+BJ+00654356798765432888’ SSCC identifying the bag 26. LIN+1++9323533000912:EN’ Item identified by EAN-13 article number 27. QTY+12:1’ 1 item has been included 28. LIN+1++9323530000929:EN’ Item identified by EAN-13 article number 29. QTY+12:4’ 4 items have been included 30. CNT+2:4’ Number of LIN segments is 4

31. UNT+31+123456’ Number of segments within message #123456 is 31


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4 The Colorado Group Ltd CONTRL Message

4.1 Introduction The purpose of the Syntax and Service Report (CONTRL) message is to indicate receipt of the interchange, and if necessary, whether the syntax of all contained segments is correct and supported by the recipient. The CONTRL message is used to report on the syntax level of an interchange not the business information/data content contained. The purpose of the Syntax and Service Report message is to provide confirmation of each sent message type. This will require: • Suppliers to send a CONTRL message to Colorado Group Ltd on the receipt of a Colorado

Group Ltd Purchase Order (ORDERS) message type; • Colorado Group Ltd to send a CONTRL message to its suppliers on the receipt of a

Despatch Advice (DESADV) message type. Colorado Group Ltd is to use the Syntax and Service Report in the same way as the Functional Acknowledgment transaction set. To ensure consistency between documents the term Functional Acknowledgment will be used in place of the EDIFACT term Syntax and Service Report.

4.2 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.

4.3 Status MESSAGE TYPE : CONTRL REFERENCE DIRECTORY : D.96A EANCOM SUBSET VERSION : 002

4.4 Segment Usage

4.4.1 Header Segments Segment ID Segment Name Status Usage

Purpose

UNH Message Header Mandatory Required

This segment is used to head, identify and specify a message.

UCI Interchange Response Mandatory Required

This segment is used to identify the interchange being responded to.


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4.4.2 Detail Segments Segment ID Segment Name Status Usage

Purpose

Segment Group 1 Conditional Not Used

UCM Message Response Mandatory

This segment is used to identify specific messages within the interchange identified in the previous UCI segment.

Segment Group 2 Conditional Not Used

UCS Segment Error Indication Mandatory

This segment is used to identify the position of a segment within a message. This segment is only used to identify segments within the message identified in the UCM segment which has errors.

UCD Data Element Error Indication Conditional

This segment is used to identify the position of a component or composite data element within a segment. This segment is only used to identify component or composite data elements within the segment identified in the UCS segment which have errors.

4.4.3 Summary Segments Segment ID Segment Name Status Usage

Purpose

UNT Message Trailer Mandatory Required

This segment is a mandatory UN/EDIFACT segment. It must always be the last segment in the message.


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4.5 Mapping

4.5.1 Header Segments Segment UNH Message Header

Usage Required Max Use 1 Function To head, identify and specify a message. DE Name Attributes 0062 Message reference number Required An..14 Senders unique message reference. Sequence number of messages in the interchange. DE

0062 in the UNT will have the same value. Generated by the sender.

S009 Message Identifier Required


Indicates that the message is a Syntax and Service Report message.

CONTRL Syntax and service message


D Draft directory


96A Version 96A




Indicates that the message is an EANCOM version 002 of the Syntax and Service Report message.

EAN002 EAN Version Control Number

0068 Common access reference Not Used

Not used in the EANCOM implementation guidelines.

S010 Status of the transfer Not Used

0070 Sequence message transfer number Not Used


0073 First/last sequence message transfer indication Not Used


Example UNH+001+CONTRL:2:2:UN:EAN002'


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Segment UCI Interchange Response

Usage Required Max Use 1 Function To identify the subject interchange, to indicate acknowledgement or rejection (action taken) of

the UNA, UNB and UNZ segments, and to identify any error related to these segments. Depending on the action code it may also indicate the action taken on the functional groups and messages within that interchange. Data elements 0085, 0013 and S011 are only used when errors are being reported.

DE Name Attributes 0020 Interchange control reference Required To identify the interchange being responded to this data element must contain the same values

as was specified in the UNB segment of the original interchange.

S002 Interchange Sender Required

0004 Sender identification Required

To identify the interchange being responded to this data element must contain the same values as was specified in the UNB segment of the original interchange.

007 Partner identification code qualifier Required

14 EAN International

0008 Address for reverse routing Not Used

S003 Interchange Recipient Required

0010 Recipient identification Required

To identify the interchange being responded to this data element must contain the same values as was specified in the UNB segment of the original interchange.

0007 Partner identification code qualifier Required

14 EAN International

0014 Routing address Not Used

0083 Action, coded Required

4 This level and all lower levels rejected 6 UNB/UNZ rejected 7 This level acknowledged, next lower level acknowledged if not explicitly

rejected 8 Interchange received


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Segment UCI Interchange Response

0085 Syntax error, coded Dependent

This data element is used to indicate the status of the interchange and in cases where errors are present to identify the error.

� 2 Syntax level or version not supported

� 7 Interchange recipient not actual recipient

� 12 Invalid value

� 13 Missing

� 14 Value not supported in this position

� 15 Not supported in this position

� 16 Too many constituents

� 17 No agreement

� 18 Unspecified error

� 19 Invalid decimal notation

� 20 Character invalid as service character

� 21 Invalid character(s)

� 22 Invalid service character(s)

� 23 Unknown interchange sender

� 24 Too old

� 25 Test indicator not supported

� 26 Duplicate detected

� 27 Security function not supported

� 28 References do not match

� 29 Control count does not match number of instances received

� 30 Functional groups and messages mixed

� 32 Lower level empty

� 33 Invalid occurrence outside message or functional group

� 37 Invalid type of character(s)

� 39 Data element too long

� 40 Data element too short

� 41 Permanent communication network error

� 42 Temporary communication network error

� 43 Unknown interchange recipient

0013 Segment tag, coded Dependent

If there are errors in the UNA, UNB or UNZ segments the segment in question will be identified in this data element.

S011 Data element Position Dependent

0098 Erroneous data element position in segment Required

The numerical count position of the simple or composite data element in error. The segment tag and each simple and composite data element position number within the segment.

0104 Erroneous component data element position

The numerical count position of the component data element in error. Each component data element position defined in the composite data element description shall cause the count to be incremented.

Example UCI+10001+5412345000013:14+5412345000020:14+8'


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4.5.2 Summary Segments Segment UNT Message Trailer

Usage Required Max Use 1 Function 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. DE Name Attributes 0074 Number of segments in a message Required The total number of segments in the message is specified here.

0062 Message reference number Required

The message reference numbered detailed here should equal the one specified in the UNH segment.

Example UNT+10+001'

© COLORADO GROUP LTD 2005 May 2005 Colorado Group Ltd ABN 85 004 327 566 PO BOX 344, 140 Melbourne Street QLD 4001 Australia Telephone (61 7) 3877 3333 Facsimile (61 7) 3877 3171

4.6 Appendix

4.6.1 File Naming Conventions Colorado Group Ltd has adopted a file naming standards in its EDI interchange files. All files received or sent will go through our middleware system (Broker). This Broker system will handle the file transfer between Colorado Group Ltd and the Suppliers’ FTP servers. For further information regarding the Broker system, please refer to the Colorado Group Ltd – Communications Document. No.

File Type

File Naming Standard

Incoming/Outgoing File (In view of Colorado Group Ltd receiving or sending the file)

Example

1

Purchase Order Message

RMSTOEXTEDI_<ReceiverID>_EDIPO_YYYYMMDDHHMINNSSS.EDI Key: (Note: Filename is not case sensitive). RMSTOEXTEDI_: This value must be used. <ReceiverID>: This is the organisation id as assigned to the Supplier for the file interchange. It can be provided by Colorado Group Ltd, if supplier does not already have a unique organisation id which they already trade with other parties through EDI. This can be up to 13 alpha-numeric characters. For Colorado Group Ltd receiving the file it will be: CGL _EDIPO_: This value must be used. YYYYMMDD: This represents the date of the file was created, in format: Y = Year, M = Month and D = Day. E.g. 20050523 HHMINNSSS: This represent the time of the file was created, in format: Using the 24 Hour Clock, in EST time. H = Hour, MI = Minute, NN = Sec and SSS = Milliseconds E.g. 162546354 (is equal to 4.25 PM of 46 seconds and 354 milliseconds). .EDI: This value must be used. “EDI” is the file extension.

Outgoing

RMSTOEXTEDI_123456789_EDIPO_20050523093024259.EDI


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2

Functional Acknowledgement or Control Message

EXTEDITORMS_<ReceiverID>_EDIACK_YYYYMMDDHHMINNSSS.EDI Key: (Note: Filename is not case sensitive). EXTEDITORMS_: This value must be used. <ReceiverID>: This is the organisation id as assigned to the Supplier for the file interchange. It can be provided by Colorado Group Ltd, if supplier does not already have a unique organisation id which they already trade with other parties through EDI. This can be up to 13 alpha-numeric characters. For Colorado Group Ltd receiving the file it will be: CGL _EDIACK_: This value must be used. YYYYMMDD: This represents the date of the file was created, in format: Y = Year, M = Month and D = Day. E.g. 20050523 HHMINNSSS: This represent the time of the file was created, in format: Using the 24 Hour Clock, in EST time. H = Hour, MI = Minute, NN = Sec and SSS = Milliseconds E.g. 162546354 (is equal to 4.25 PM of 46 seconds and 354 milliseconds). .EDI: This value must be used. “EDI” is the file extension.

Incoming

EXTEDITORMS_CGL_EDIPO_20050523103548346.EDI

3

ASN or Despatch Advice Message

EXTEDITORMS_<ReceiverID>_EDIASN_YYYYMMDDHHMINNSSS.EDI Key: (Note: Filename is not case sensitive). EXTEDITORMS_: This value must be used. <ReceiverID>: This is the organisation id as assigned to the Supplier for the file interchange. It can be provided by Colorado Group Ltd, if supplier does not already have a unique organisation id which they already trade with other parties through EDI. This can be up to 13 alpha-numeric characters. For Colorado Group Ltd receiving the file it will be: CGL _EDIASN_: This value must be used. YYYYMMDD: This represents the date of the file was created, in format: Y = Year, M = Month and D = Day. E.g. 20050523 HHMINNSSS: This represent the time of the file was created, in format: Using the 24 Hour Clock, in EST time.

Incoming

EXTEDITORMS_CGL_EDIASN_20050523163044255.EDI


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H = Hour, MI = Minute, NN = Sec and SSS = Milliseconds E.g. 162546354 (is equal to 4.25 PM of 46 seconds and 354 milliseconds). .EDI: This value must be used. “EDI” is the file extension.

4

Functional Acknowledgement or Control Message

RMSTOEXTEDI_<ReceiverID>_EDIACK_YYYYMMDDHHMINNSSS.EDI Key: (Note: Filename is not case sensitive). RMSTOEXTEDI_: This value must be used. <ReceiverID>: This is the organisation id as assigned to the Supplier for the file interchange. It can be provided by Colorado Group Ltd, if supplier does not already have a unique organisation id which they already trade with other parties through EDI. This can be up to 13 alpha-numeric characters. For Colorado Group Ltd receiving the file it will be: CGL EDIACK_: This value must be used. YYYYMMDD: This represents the date of the file was created, in format: Y = Year, M = Month and D = Day. E.g. 20050523 HHMINNSSS: This represent the time of the file was created, in format: Using the 24 Hour Clock, in EST time. H = Hour, MI = Minute, NN = Sec and SSS = Milliseconds E.g. 162546354 (is equal to 4.25 PM of 46 seconds and 354 milliseconds). .EDI: This value must be used. “EDI” is the file extension.

Outgoing

RMSTOEXTEDI_123456789_EDIACK_20050523165014157.EDI

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