ORDERS message implementation guideline - GS1...ORDERS message implementation guideline Page 4 1. Introduction and acknowledgements 1.1 About this document The purpose of this document

ORDERS message implementation guideline

Version 1.0, March 2017


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Document summary

Document item Current value

Document Title ORDERS Message Implementation Guideline

Date Last Modified 24th March 2017

Current Document Issue Version 0.16

Status Final Draft

Document Description (one sentence summary)

This document gives guidance on how to implement the GS1 EANCOM ORDERS message

Log of changes

Version no

Date of change Summary of change

V 1.0 28th March 2017 Final version

Disclaimer

Whilst every effort has been made to ensure that the guidelines to use the GS1 standards contained in the document are correct, GS1 and any other party involved in the creation of the document HEREBY STATE that the document is provided without warranty, either expressed or implied, of accuracy or fitness for purpose, AND HEREBY DISCLAIM any liability, direct or indirect, for damages or loss relating to the use of the document. The document may be modified, subject to developments in technology, changes to the standards, or new legal requirements.


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Table of contents 46T1. 46T 46TIntroduction and acknowledgements 46T ...................................................................................... 4

46T1.1 46T 46TAbout this document 46T ........................................................................................................... 4 46T2.1 46T 46TContributors 46T ........................................................................................................................ 4 46T1.3 46T 46TCompliance 46T ......................................................................................................................... 4 46T1.4 46T 46TDocument change management 46T ........................................................................................ 4

46T2. 46T 46TIntroduction46T ............................................................................................................................ 5 46T3. 46T 46TAssumptions 46T ........................................................................................................................... 5 46T4. 46T 46TPrinciples of ordering 46T ............................................................................................................. 5 46T5. 46T 46TBenefits46T .................................................................................................................................. 6 46T6. 46T 46TScope 46T ..................................................................................................................................... 7

46T6.1 46T 46TIn scope46T .............................................................................................................................. 7 46T6.2 46T 46TOut of scope 46T ....................................................................................................................... 7

46T7. 46T 46TBusiness processes46T ............................................................................................................... 8 46T8. 46T 46TSuggested Implementation plan46T ............................................................................................. 9

46TBusiness Continuity plan 46T ................................................................................................................ 9 46T9. 46T 46TScenarios46T ............................................................................................................................. 10

46TMessage scenario matrix46T ............................................................................................................. 20 46T10. 46T 46TTechnical specifications (based on EANCOM 2002 Edition 2014) 46T ...................................... 21

46T10.1 46T 46TInterchange structure46T ........................................................................................................ 21 46T10.2 46T 46TMessage structure 46T ............................................................................................................ 21 46TPurchase Order Heading Section46T ................................................................................................ 23 46T10.3 46T 46TSegment structure 46T ............................................................................................................ 30 46T10.4 46T 46TFormat of data elements 46T ................................................................................................... 32 46T10.5 46T 46TSegment details46T ................................................................................................................ 33

46T11. 46T 46TAppendices46T .......................................................................................................................... 88 46TAppendix A: TRADACOMS conversion to EANCOM for Orders message 46T .................................... 88 46TAppendix B: Message examples 46T .................................................................................................... 92 46TAppendix C: Glossary of terms 46T ....................................................................................................... 93 46TAppendix D: References46T ................................................................................................................. 95


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1. Introduction and acknowledgements

1.1 About this document The purpose of this document is to create a best practice industry guideline for the use of the Orders message (ORDERS). It has been created by the GS1 EDI Standards Implementation Group (ESIG), whose members represent both Demand and Supply side.

The mission of this group is to promote the correct and consistent use of EDI through the use of GS1 EDI standards throughout the UK supply chain for the benefit of all GS1 UK members.

2.1 Contributors

Name Company Bal Bhama AG Thames

David Robinson Commerce Connections

Paul Oppenheimer Data Interchange

John Stokes Howarth Timber

Steve Turner Kewill

Rachel Schofield L’Oreal

James Shelley L’Oreal

Bob West L’Oreal

Phil Bach Mondelez

Dan Ganderton Mondelez

Jackie Stow Morrisons

Neil Brennan Nestle

Steve Braisher Pepsico

Jo Puri Tata Beverages

Simon Tompsett Waitrose

Shan Welch GS1 UK

John Hall GS1 UK

1.3 Compliance Compliance to this guideline means that users will not add attributes that are not available in the standard, or use attributes for other than their intended purpose.

1.4 Document change management Any requests for changes to this document will be handled through the ESIG Change Request Process.


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2. Introduction This best practice guide explains how buyers can use a specific EDI message to send orders to suppliers for goods or services, the different kinds of orders supported by this EDI message and how these are defined in the message. You may be considering implementing an ORDERS message or have been asked to accept such a message. This document gives guidance on how to do so and gives some of the benefits of using this EDI message. Order Response and Order Change messages are not included in this document but some highlevel information on their relationship to the Orders message can be found in the appendices. The first part of the document concentrates on the ordering process, its principles and the benefits of automation. The second part provides detailed guidance on how to implement the ORDERS message (part of the GS1 EANCOM standard) to support this process. If you are considering converting from TRADACOMS to EANCOM see Appendix A for more details.

3. Assumptions That Trading Partners are EDI capable and have the infrastructure to send the relevant messages That products should have GTINs assigned to them That each trading party has assigned Global Location Numbers (GLN) assigned to their party

information that all product attribute information is set up prior to the implementation of this message That it is agreed how Order information will be used and how binding it is Appropriate contractual agreements are in place before ordering begins

4. Principles of ordering

The recommended business practice is that one Purchase Order is placed for one delivery in one location at one time.

It is however possible to request deliveries in several locations, Deliveries of this nature are termed split deliveries. It is also possible to request deliveries on different dates within the same purchase order. Split deliveries may also take place to the same location on different dates over a period of time.

The Purchase Order message can be used to send blanket orders followed at a later date by a series of call-offs. The blanket order specifies a global product quantity per line item to be ordered over a period of time. The subsequent call-offs referring to the blanket order will request a part of the global quantity with specific delivery dates and locations.

The Purchase Order message can also be used to send rush orders i.e. orders requesting the immediate availability of goods.


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5. Benefits Some of the benefits of a best practice industry guideline are shown below:

An automated process is more efficient and reduces errors o Reduces manual errors o Potential re-allocation of resources due to reduction in manual intervention

Standard format for all trading partners to use Use of a single format reduces the need for suppliers to convert several formats to process into

internal systems Improves invoice accuracy through accurate processing of customer order Reduces complexity for suppliers since they have a standard format to implement

o Use of a single message format can speed up onboarding

Ability to trace product back to its source e.g. full tracking from Invoice -> Order Ensures the same standards/versions are used Ensures conformance to the appropriate industry standards

The diagram below shows where the Best Practice guideline sits within the message structure hierarchy.

Figure 1: Message Structure Hierarchy


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6. Scope The scope of this project is to create a best practice industry guideline for the use of the ORDERS message.

6.1 In scope Orders sent from buyer to supplier Contingency order (high level info) VMI Ordering via a consolidator Import/Change of Ownership “Pre cut”: defined as a way to allow the supplier to procure materials and trims based on the

item quantities in the PO but doesn’t allow manufacture. The PO is later “cut” and the quantity of lines may change but the supplier can now manufacture.

Requirement to hold a "grouping reference" which spans orders. This is used to notify a consolidator which orders are to be put into the same lorry/container. Each order will be for a single supplier but the "grouping reference" (there may be a industry standard term for this) is used by the consolidator for transport planning.

Ability to create a human readable format if EDI or internal system fails Managing planned downtime Implementation – things to consider Appendices giving high level information on Ordersp/ordchg in relation to the order process

6.2 Out of scope Internal replenishment orders Consumer orders Ordering via the DELFOR message Made to Order Order Response message details Order change message details Order Tracking


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7. Business processes Order Definition: An Order (Purchase Order) is a commercial instruction issued by a Buyer to an external Supplier. The Order authorises the Supplier to deliver a specified quantity of products or services and may provide shipping information i.e. a delivery location and the date the products or services are required.

25TThe table below gives the various roles involved in the Orders process25T.

Orders organisation roles

Role Definition

Buyer An organisation that orders the product and will pay for it

Supplier An organisation that makes the product available for sale to a Buyer

Third Party Logistics Provider (3PL)

3PL=Party providing logistic services such as warehousing, re-packing products, distribution and assembly. This may include all or some of these services e.g. Consolidation where a consolidator manages deliveries on behalf of a Customer,combining stock coming from a number of suppliers into a fewer number of consolidated deliveries to the Customer. The suppliers retain the responsibility to supply stock via the consolidation centre. The consolidator receives a copy of the order from the buyer so that he can plan to pick stock and/or plan transport arrangements He may also be a Co-Packer running a packaging operation which consists of assembling either different products or the same products under the same packaging. Here the Supplier sends finished goods product A to co-packer for transformation into product B. Co-Packer will send product back to supplier for onward distribution.

DC An establishment (consisting of one or more warehouses and loading and unloading facilities) where the receipt, storage and distribution of goods take place.

Store A store may place an order directly on a supplier either for delivery to a store for store consumption, or for an individual consumer

Agent An organisation who acts as an intermediary between the Buyer and a Supplier who usually adds some value on behalf of the Supplier/customer (depending on who employs them) This may be as the receiver of the order who then sends it on to the supplier as part of their commercial role, or they receive a copy of the order sent to the supplier

Freight Forwarder

An organisation that manages the import processes ensuring the transportation, customs duties etc. are paid. They usually work on behalf of a Buyer and the Buyer order may be copied to them. They coordinate all the importation activities and therefore receive a copy of the order from the buyer


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8. Suggested Implementation plan Determine which Orders scenarios you want to implement (see examples in next section). If you are just beginning to use EDI, it may be best to start with a simple order scenario, choosing a limited set of products with a small group of suppliers. Alternatively, you may be implementing a new business process or migrating from TRADACOMS to EANCOM. However you decide to proceed, below are some pointers to help put together an implementation plan.

Determine which suppliers/products to implement initially Get agreement in principle with the suppliers

Assess IT systems readiness and impact on processes Create a joint implementation plan with the chosen suppliers including system and process

changes

Chart out scenarios relevant to business to check the message requirements are covered Decide which products/scenarios you want to implement first and create timeline for

implementing the rest of your scenarios Test the Order transactions end to end Pilot live data and review with suppliers Rollout to further

products/suppliers Create business continuity plan Test Business continuity plan

Business Continuity plan When putting together a business continuity plan you should include the following:

Planned down time: how you manage the process

Role of Solution Providers

Ability to create a human readable format if EDI or internal system fails

Provision for receiving Orders/ASNs/Invoices etc. if there is a failure at the Supplier/Buyer/3PL end


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9. Scenarios Examples of process flow models are shown below. (A matrix show the information required in each scenario is also provided further on in the document.)

Simple order

Here the Order is sent by the buyer to supplier who checks his ability to fulfil the order. (Once fulfilled, the order is delivered by the supplier as requested in the order message.)


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3PL Order 1

In this example the Order is sent by the buyer to their supplier and a copy is also sent to the 3PL so that they are aware what they will need to deliver. The supplier will check their ability to fulfil the order and send the product to the 3PL for consolidation. The 3PL will then send the consolidated delivery onto the buyer.


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3PL Order 2

In this scenario the Buyer sends the order to the supplier who checks their ability to fulfil the order and also sends a copy to their 3PL who will consolidate as necessary and deliver the goods to the buyer.

Del

iver

y


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Multiple call offs against a blanket order

This situation occurs when the central buying office places an order with a supplier for a product (or products) which are then delivered by the supplier (either themselves or via 3PL) direct to individual branches (stores) according to the order distribution requirements.

An alternative version of this process is the ‘blanket’ order. This process is done by raising a single PO to a supplier with an overall quantity and separate delivery dates and locations for delivery, to be made over a period of weeks or months, usually to the same destination.

The Call Off order should quote the blanket order number.


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Order via Agent

Here the buyer orders via an agent who has the relationship with the supplier. The agent will take the order and select a supplier (or suppliers) to fulfil the order and send either a copy of the original order if the supplier is to fulfil the whole order or, if the order is split across suppliers/products he will send new orders to fulfil the original buyer requirement. The supplier(s) confirm their ability to fulfil the order to the agent and send the goods direct to the buyer.


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Pick at Supplier

This is where a supplier is packaging goods for cross dock for multiple end points (e.g. stores) for the buyer, so specific goods and quantities for each end point need to appear on the order. The buyer will send the order detailing the end points for the supplier to package up as indicated. The supplier will check his ability to fulfil the order, package up the goods and send them to the buyer where they will be cross-docked to send out to the individual end points.


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Order for delivery to multiple sites

In this scenario the buyer sends an order to their supplier for delivery direct to the end user without any cross docking. The order contains the end user details so that the supplier knows the delivery address. The supplier checks their ability to fulfil the order and then delivers as required.


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Vendor Managed Inventory (VMI) order

VMI: This is where the supplier is responsible for the Buyer’s inventory and raises the order on behalf of him. The supplier will determine when the inventory needs replenishing and raise an order on themselves, sending a copy of the order to the buyer.


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Order for delivery to the end customer

The buyer sends an order to their supplier and a copy to their customer who needs a copy of the order to enable them to receive into stock when the supplier delivers directly to them. The supplier will check their ability to fulfil the order and deliver direct to their buyer’s customer who will be able to book the goods into stock since they can match the delivery against the copy of the order they have received.


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Order for truck/container loading

This scenario enables suppliers to know how to load their trucks/containers through the use of a ‘Grouping Reference’ in the order. This helps plan for e.g. for priority deliveries, balancing etc.

The buyer creates the order and includes the grouping reference which he then sends to his supplier who, after checking if he can fulfil the order, loads the truck/container according to the grouping reference.

Figure 4: Business process flow model

Message scenario matrix Click below to see the Best Practice use of the EANCOM ORDERS message. It shows segments and codes that can be used for each of the scenarios outlined in the above diagrams. See the EANCOM manual for the full Orders specification, including code lists.

Scenario matrix .xlsx

10. Technical specifications (based on EANCOM 2002 Edition 2014)

The UN/EDIFACT syntax sets the rules for structuring data into segments, segments into messages, and messages into an interchange.

10.1 Interchange structure An interchange may consist of the following segments:

Segments starting with "UN" are called service segments. They constitute the envelope or the "packaging" of the UN/EDIFACT messages.

User data segments contain the information itself, in a format specific to each message type.

10.2 Message structure 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:

a. Heading section: A segment occurring in this section relates to the entire message

b. Detail section: A segment occurring in this section relates to the detail information only

c. Summary section: Only segments containing totals or control information may occur in the summary section, e.g. 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, for example 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.

UNA

UNB

UNH

UNT

UNZ

Interchange Header

Message Header

Message Trailer

Interchange Trailer

USER DATA SEGMENTS

Mandatory

Mandatory

Mandatory

Mandatory


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For further details refer to the EANCOM Manual, Part 1 EDIFACT and EANCOM Section 5 Appendix 1.

Message structure chart

The message structure chart is a sequential chart which presents the message in the sequence in which it must be formatted for transmission. Every message is structured and consists of three sections; a header, detail, and summary section. An example of a message structure chart follows:

Figure 6: Example message structure chart

The structure chart should always be read from top down and left to right (please note that the message detailed is simply an example message and does not bear any relevance to real EANCOM messages).

Any segments shown below that are greyed out, are not necessary for the previously described process flows and not included in section 9.5 Segment Details. Please refer to the EANCOM Manual for further details if you wish to use any of these segments.


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All other segments below (unless Mandatory) are optional and should be used according to your business requirements e.g. if you do not send equipment information then there is no need to send the Equipment related segments in your message.

0BPurchase Order Heading Section

UNH 1 M 1 - Message header

BGM

2 M 1 - Beginning of message

DTM

3 M 35 - Date/time/period

PAI

4 C 1 - Payment instructions

ALI

5 C 5 - Additional information

FTX

6 C 99 - Free text

SG1

C 9999 - RFF-DTM

RFF

7 M 1 - Reference

DTM

8 C 5 - Date/time/period

SG2 * C 99 - NAD-LOC-FII-SG3-SG5

NAD

9 M 1 - Name and address

LOC

10 C 99 - Place/location identification

FII + 11 C 5 - Financial institution information

SG3

C 99 - RFF

RFF

12 M 1 - Reference

SG5

C 5 - CTA-COM

CTA

13 M 1 - Contact information

COM

14 C 5 - Communication contact


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SG6

C 5 - TAX-MOA

TAX

15 M 1 - Duty/tax/fee details

MOA

16 C 1 - Monetary amount

SG7

C 5 - CUX-DTM

CUX

17 M 1 - Currencies

DTM


SG8 * C 10 - PAT-DTM-PCD-SG9

PAT X 19 M 1 - Payment terms basis

DTM


PCD

21 C 1 - Percentage details

SG9 + C 9999 - MOA

MOA

22 M 1 - Monetary amount

SG10

C 10 - TDT-SG11

TDT

23 M 1 - Details of transport

SG11 * C 10 - LOC-DTM

LOC

24 M 1 - Place/location identification

DTM + 25 C 5 - Date/time/period

SG12

C 5 - TOD-LOC

TOD

26 M 1 - Terms of delivery or transport


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LOC

27 C 2 - Place/location identification

SG13 + C 99 - PAC-SG14

PAC + 28 M 1 - Package

SG14 + C 5 - PCI-RFF-DTM-GIN

PCI + 29 M 1 - Package identification

RFF + 30 C 1 - Reference


GIN + 32 C 10 - Goods identity number

SG15 + C 10 - EQD

EQD + 33 M 1 - Equipment details

SG19

C 99 - ALC-ALI-DTM-SG20-SG21-SG22-SG23-SG24

ALC

34 M 1 - Allowance or charge

ALI


DTM


SG20

C 1 - QTY-RNG

QTY

37 M 1 - Quantity

RNG

38 C 1 - Range details

SG21

C 1 - PCD-RNG

PCD

39 M 1 - Percentage details


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RNG


SG22

C 2 - MOA-RNG

MOA


RNG


SG23

C 1 - RTE-RNG

RTE

43 M 1 - Rate details

RNG


SG24

C 5 - TAX-MOA

TAX


MOA


Purchase Order Detail Section

SG28 * C 200000- LIN-PIA-IMD-MEA-QTY-ALI-DTM-MOA-GIN-QVR-FTX-G32-SG33- SG34-SG37-SG38-SG39-SG43-SG49

LIN

47 M 1 - Line item

PIA

48 C 25 - Additional product id

IMD

49 C 99 - Item description

MEA

50 C 99 - Measurements

QTY

51 C 99 - Quantity

ALI + 52 C 5 - Additional information

DTM



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MOA


GIN

55 C 1000 - Goods identity number

QVR

56 C 1 - Quantity variances

FTX

57 C 99 - Free text

SG32 * C 25 - PRI-CUX-DTM

PRI

58 M 1 - Price details

CUX

59 C 1 - Currencies


SG33

C 9999 - RFF-DTM

RFF

61 M 1 - Reference

DTM


SG34 * C 99 - PAC-QTY-SG36

PAC

63 M 1 - Package

QTY + 64 C 5 - Quantity

SG36

C 5 - PCI-RFF-DTM-GIN

PCI

65 M 1 - Package identification

RFF

66 C 1 - Reference

DTM


GIN

68 C 10 - Goods identity number


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SG37

C 9999 - LOC-QTY-DTM

LOC

69 M 1 - Place/location identification

QTY

70 C 1 - Quantity

DTM


SG38

C 10 - TAX-MOA

TAX


MOA


SG39

C 999 - NAD-SG42

NAD

74 M 1 - Name and address

SG42

C 5 - CTA-COM

CTA

75 M 1 - Contact information

COM

76 C 5 - Communication contact

SG43

C 99 - ALC-ALI-DTM-SG44-SG45-SG46-SG47-SG48

ALC

77 M 1 - Allowance or charge

ALI


DTM


SG44

C 1 - QTY-RNG

QTY

80 M 1 - Quantity

RNG



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SG45

C 1 - PCD-RNG

PCD

82 M 1 - Percentage details

RNG


SG46

C 2 - MOA-RNG

MOA


RNG


SG47

C 1 - RTE-RNG

RTE

86 M 1 - Rate details

RNG


SG48

C 5 - TAX-MOA

TAX


MOA


SG49

C 10 - TDT

TDT

90 M 1 - Details of transport

Purchase Order Summary Section

UNS

91 M 1 - Section control

MOA


CNT

93 C 10 - Control total

UNT

94 M 1 - Message trailer

© Copyright GS1 Edition 2014


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10.3 Segment structure A segment consists of:

A segment tag: identifies the segment type Data element separators Simple and/or composite 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.

Service characters In EANCOM, four characters, extracted from character set level A, have a special meaning and act as the default service characters for EANCOM:

Apostrophe ' = segment terminator

Plus sign + = segment tag and data element separator

Colon : = Component data element separator (separating simple data elements within a composite data element)

Question mark ? = Release character which, when immediately preceding one of the service characters, restores that character’s normal meaning. For example, 10?+10=20 means 10+10=20. Question mark is represented by ??

There is an additional service character available in syntax 4

Asterisk * = Repetition separator

Syntax version 4 EANCOM 2002 is published in UN/EDIFACT syntax version 4, in which additional enhancements to version 3 have been included.

As well as the additional service character two new service messages have been added: AUTACK which applies security services (digital signature) to other UN/EDIFACT structures and KEYMAN which provides a capability of managing security keys and certificates.

From a user point of view there may be four reasons to implement EANCOM syntax version 4. They are that it:

Enables extensive coverage of written languages of the world, Provides a payroll deduction advice message (PAYDUC),


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enables the EANCOM code list version to be explicitly identified, Provides for digital signatures. For further details refer to the EANCOM Manual Syntax 4, Part 1 EDIFACT and EANCOM Section 5 Appendix1.

Segment Layout When reading the segment layout (in both syntax 3 and 4) the segments are presented in the sequence in which they appear in the message. The segment or segment group tag is followed by the (M)andatory / (C)onditional indicator, the maximum number of occurrences and the segment description.

Reading from left to right:

Column one: the data element tags and descriptions are shown (UN/EDIFACT)

Column two: the UN/EDIFACT status (M or C), the field format, Following the UN/EDIFACT information

Then EANCOM specific information is provided in the third, fourth, and fifth columns.

Column three: status indicator for the use of (C)onditional UN/EDIFACT data elements (see description below)

Column four: restriction indicator (see description below)

Column five: notes and code values used for specific data elements in the message.

Status indicators

(M)andatory data elements or composites in UN/EDIFACT segments retain their status in EANCOM.

Additionally, there are five types of status with a (C)onditional UN/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.

If a composite is flagged as N, NOT USED, all data elements within that composite will have blank status indicators assigned to them.

Restriction indicators

- Restricted (*) A data element marked with an asterisk (*) in the fourth column of the segment details of a message indicates that the listed codes in column five are the only codes available for use with the data element at the same level as the asterisk, in the current segment, in the current message.


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- Open. All data elements in which coded representation of data is possible, and in which a restricted set of code values is not indicated, are open. The available codes are listed in the Data Elements and Code Sets Directory (Part III of the EANCOM manual). Code values may be given as examples or there may be a note on the format or type of code to be used.

In the EANCOM Manual different colours are used for the code values in the HTML segment details: restricted codes are in red and open codes in blue.

10.4 Format of data elements The following conventions apply:

Character type

a : Alphabetic characters n : Numeric characters an : Alpha-numeric characters

Size

Fixed : All positions must be used Variable : Positions may be used up to a specified maximum

Examples

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


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10.5 Segment details This section gives the basic set of segments recommended as best practice when implementing the ORDERS message. Codes relevant for the scenarios given in section 9 are included below. Additional codes are available in the full message in the EANCOM manual. Anything in a section that is not relevant is greyed out. For the full ORDERS specification, including complete code lists, please refer to the EANCOM manual. See Appendix B for message examples.

46TUNH46T - M 1 -

46TMessage header 46T

Function: A service segment starting and uniquely identifying a message. The message type code for the Purchase order message is ORDERS.

Note: Purchase order messages conforming to this document must contain the following data in segment UNH, composite S009: Data element 0065 ORDERS 0052 D 0054 01B 0051 UN

21T EDIFACT

19TEAN 19T* Description

46T006246T

Message reference number

M an..14

18TM 21T Sender's unique message reference. Sequence number of the messages in the interchange. DE 0062 in the UNT will be exactly the same. Sender generated.

S009

MESSAGE IDENTIFIER

M

18TM 21T 21T

46T006546T

Message type

M an..6

18TM 18T*

46TGeneral explanations46T 46TORDERS

= Purchase order message

46T005246T

Message version number

M an..3

18TM 18T*

46TGeneral explanations46T 46TD

= Draft version/UN/EDIFACT Directory

46T005446T

Message release number

M an..3

18TM 18T*

46TGeneral explanations46T 46T01B

= Release 2001 - B

46T005146T

Controlling agency

M an..2

18TM 18T*

46TGeneral explanations46T 46TUN

= UN/CEFACT


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46T005746T

Association assigned code

C an..6

18TR 18T*

46TGeneral explanations46T 46TEAN010

= GS1 version control number (GS1 Permanent Code)

Indicates that the message is the EANCOM version 010 of the UNSM Purchase Order.

46T006846T

Common access reference

C an..35

18TN 21T 21T

S010

STATUS OF THE TRANSFER

C

18TN 21T 21T

46T007046T

Sequence of transfers

M n..2

21T 21T 21T

46T007346T

First and last transfer

C a1

21T 21T 21T

Segment Notes: This segment is used to head, identify and specify a message. DE's 0065, 0052, 0054, and 0051: Indicate that the message is an UNSM Purchase Order based on the D.01B directory under the control of the United Nations. Example: UNH+ME000001+ORDERS:D:01B:UN:EAN010'


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46TBGM 46T - M 1 -

46TBeginning of message46T

Function: A segment by which the sender must uniquely identify the order by means of its name and number and when necessary its function.

21T EDIFACT


C002

DOCUMENT/MESSAGE NAME

C

18TR 21T

46TGeneral explanations46T

46T100146T

Document name code

C an..3

18TR 18T*

46TGeneral explanations46T 46T220 = Order 46T221

= Blanket order

46T226 = Call off order

46T227 = Consignment order

46T237 = Cross docking services order

46T401 = Transshipment order

46T402 = Cross docking order

When applicable it is recommended to use the more descriptive document name code for an order instead of the general 220 Purchase Order value. All references other than the document number DE 1004 are in the RFF segment.

46T113146T

Code list identification code

C an..17

18TN 21T 21T

46T305546T

Code list responsible agency code

C an..3

18TD 18T*

46TGeneral explanations46T 46T9 = GS1

This data element must only be used if DE 1001 contains an GS1 Code.

46T100046T

Document name

C an..35

18TO 21T 21T

C106

DOCUMENT/MESSAGE IDENTIFICATION

C

18TR 21T 21T

46T100446T

Document identifier

C an..35

18TR 21T Order Number assigned by document sender. For global unique identification of documents Global Document Type Identifier (GDTI) is available.

46T105646T

Version identifier

C an..9

18TN 21T 21T

46T106046T

Revision identifier

C an..6

18TO 21T 21T


Page 36

46T122546T

Message function code

C an..3

18TR 18T*

46TGeneral explanations46T 46T9 =

Original

46T16 =

Proposal

46T31 =

Copy

46T46 =

Provisional

The message function, coded is a critical data element in this segment. It applies to all data indicated in the message. The following definitions apply for the restricted codes:

9 = Original - An original transmission of a purchase order. 16 = Proposal - A proposed or suggested order. 31 = Copy - A copy of an order for a third party for information purposes. 46 = Provisional - A provisional order.

46T434346T

Response type code

C an..3

18TD 18T*

46TGeneral explanations46T 46TAC

=

Acknowledge - with detail and change

46TAB =

Message acknowledgement

46TAI =

Acknowledge only changes

46TNA =

No acknowledgement needed

This DE is used if the order issuer wishes to explicitly indicate whether an acknowledgement is required or not.

Segment Notes: This segment is used to indicate the type and function of a message and to transmit the identifying number. Example: BGM+220+128576+9'


Page 37

46TDTM 46T ‐ M 35 ‐

46TDate/time/period46T 46TGeneral explanations46T

Function: A segment specifying general dates and, when relevant, times related to the whole message. The segment must be specified at least once to identify the order date.

Examples of the use of this DTM segment are: Lead times that apply to the whole of the Order and, if no schedule is to be specified, the delivery date. The Date/time/period segment within other Segment group should be used whenever the date/time/period requires to be logically related to another specified data item. e.g. Payment due date is specified within the PAT Segment group.

21T EDIFACT


C507

DATE/TIME/PERIOD

M

18TM 21T 21T

46T2005

Date or time or period function code qualifier

M an..3

18TM 18T*

46TGeneral explanations46T 46T246T

= Delivery date/time, requested

46T1046T = Shipment date/time, requested

46T1146T = Despatch date and/or time

46T3746T = Ship not before date/time

46T3846T = Ship not later than date/time

46T6346T = Delivery date/time, latest

46T6446T = Delivery date/time, earliest

46T7646T = Delivery date/time, scheduled for

46T13746T = Document/message date/time

46T20046T = Pick-up/collection date/time of cargo

46T23546T = Collection date/time, latest

By including code 235, it will enable the user to support a new concept called Primary Freight, where the buyer is responsible for the pick up of goods from the supplier. This will enable the buyer to specify the latest time (up to this particular date/time) the supplier has to get the goods ready to be collected by.

46T2380

Date or time or period value

C an..35

18TR 21T 21T

46T2379

Date or time or period format code

C an..3

18TR 21T 46T10246T = CCYYMMDD

46T20346T = CCYYMMDDHHMM

46T61646T = CCYYWW

46T71846T = CCYYMMDD-CCYYMMDD

Segment Notes: This segment is used to specify the date of the Order and, where required, requested dates concerning the delivery of the goods. DE 2005: Identification of the 'Document/message date/time' (code value 137) is mandatory in an EANCOM message. Example: DTM+137:20170830:102'


Page 38

This example dates the message as the 30th of August 2017. DTM+2:20171001:102' This example requests delivery on the 1st of October 2017. DTM+63:201710181430:203' This example indicates that the latest date/time for the delivery is 2:30pm on the 18th of October 2017.


Page 39

46TSG146T ‐ C 9999 ‐

46TRFF-DTM46T

A group of segments for giving references and where necessary, their dates, relating to the whole message e.g. contract number, import/export license number, reservation number.

46TRFF 46T ‐ M 1 ‐

46TReference46T

Function: A segment identifying the reference by its number and where appropriate a line number within a document.

21T EDIFACT


C506

REFERENCE

M

18TM 21T 21T

46T1153

Reference code qualifier

M an..3

18TM 21T 46TBO = Blanket order number

46TCR = Customer reference number

46TCT46TIA

= =

Contract number Internal vendor number

46TON = Order number (buyer)

46TPD = Promotion deal number

46TPL = Price list number

46TUC = Ultimate customer's reference number

46TUC46TYB4

= =

Order number (supplier) Order Shipment grouping reference

46T1154

Reference identifier

C an..70

18TR 21T 21T

46T1156

Document line identifier

C an..6

18TO 21T 21T

46T4000

Reference version identifier

C an..35

18TN 21T 21T

46T1060

Revision identifier

C an..6

18TN 21T 21T

Segment Notes: 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. Example: RFF+CT:652744' RFF+PL:AUG2017'


Page 40


Page 41

46TSG146T ‐ C 9999 ‐

46TRFF-DTM46T

A group of segments for giving references and where necessary, their dates, relating to the whole message e.g. contract number, import/export license number, reservation number.

46TDTM 46T ‐ C 5 ‐


Function: A segment specifying the date/time related to the reference.

21T EDIFACT


C507

DATE/TIME/PERIOD

M

18TM 21T 21T

46T2005


M an..3

18TM 18T*

46TGeneral explanations46T 46T171

= Reference date/time

46T2380


C an..35

18TR 21T 21T

46T2379


C an..3

18TR 21T 46T102 = CCYYMMDD

Segment Notes: This segment is used to specify dates relating to the references given in the preceding RFF segment. Example: DTM+171:20170825:102'


Page 42

46TSG246T ‐ C 99 ‐

46TNAD-LOC-FII-SG3-SG546T

A group of segments identifying the parties with associated information.

46TNAD 46T ‐ M 1 ‐

46TName and address46T

Function: A segment identifying names and addresses of the parties, in coded or clear form, and their functions relevant to the order. Identification of the seller and buyer

parties is mandatory for the order message. It is recommended that where possible only the coded form of the party ID should be specified e.g. The Buyer and Seller are known to each other, thus only the coded ID is required, but the Consignee or Delivery address may vary and would have to be clearly specified, preferably in structured format.

21T EDIFACT


46T303546T

Party function code qualifier

M an..3

18TM 21T 46TBY46TCA

= =

Buyer Carrier

46TCNCS

= =

Consignee Consolidator

46TDP = Delivery party

46TIVLSP

= =

Invoicee Logistics service provider

46TSR46TSU

= =

Supplier's agent/representative Supplier

46TUD = Ultimate Customer

C082

PARTY IDENTIFICATION DETAILS

C

18TA 21T


46T3039

Party identifier

M an..35

18TM 21T GLN -Format n13

46T1131


C an..17

18TN 21T 21T

46T3055


C an..3

18TR 18T*

46TGeneral explanations46T 46T9 = GS1

C058

NAME AND ADDRESS

C

18TO 21T This composite may only be used to fulfill the requirements of directive 2003/58/EC, article 4.

46T3124

Name and address description

M an..35

18TM 21T 21T

46T3124


C an..35

18TO 21T 21T


Page 43

46T3124


C an..35

18TO 21T 21T

46T3124


C an..35

18TO 21T 21T

46T3124


C an..35

18TO 21T 21T

C080

PARTY NAME

C

18TD 21T 21T

46T3036

Party name

M an..35

18TM 21T Party Name in clear text.

46T3036

Party name

C an..35

18TO 21T 21T

46T3036

Party name

C an..35

18TO 21T 21T

46T3036

Party name

C an..35

18TO 21T 21T

46T3036

Party name

C an..35

18TO 21T 21T

46T3045

Party name format code

C an..3

18TO 21T 21T

C059

STREET

C

18TD 21T 21T

46T3042

Street and number or post office box identifier

M an..35

18TM 21T Building Name/Number and Street

46T3042


C an..35

18TO 21T Name and/or P.O. Box.

46T3042


C an..35

18TO 21T 21T

46T3042


C an..35

18TO 21T 21T

46T316446T

City name

C an..35

18TD 21T City/Town name, clear text

C819

COUNTRY SUB-ENTITY DETAILS

C

18TD 21T


46T3229

Country sub-entity name code

C an..9

18TO 21T 21T


Page 44

46T1131


C an..17

18TO 21T 21T

46T3055


C an..3

18TO 21T 21T

46T3228

Country sub-entity name

C an..70

18TO 21T County/State, clear text.

46T325146T

Postal identification code

C an..17

18TD 21T Postal Code

46T320746T

Country name code

C an..3

18TD 21T ISO 3166 two alpha code

Segment Notes: This segment is used to identify the trading partners involved in the Order process. Identification of the buyer and supplier of goods and services is mandatory using DE's 3035 and C082. Additionally, the invoicee and/or delivery party should be specified if different to the buyer. The delivery address given in NAD at header level is the main delivery address for all line items. It can however be overridden at line level by the use of Segment Group 37 LOC/QTY/DTM to indicate split deliveries. If specific information is needed for this address such as Dock Number, etc, it must be provided in the following LOC segment using DE 3227. Example: NAD+BY+5412345000013::9' NAD+SU+4012345500004::9' NAD+DP+5412345000013::9' Dependency Notes: The following composites and data elements are only used when a coded name and address can not be used or there is a requirement to furnish the full name and address for the trading party. The affected composites and data elements are as follows: C080 - C059 - 3164 - C819 - 3251 - 3207

46TSG246T ‐ C 99 ‐

46TNAD-LOC-FII-SG3-SG546T

A group of segments identifying the parties with associated information.

46TLOC46T ‐ C 99 ‐

46TPlace/location identification46T

Function: A segment giving more specific location information of the party specified in the NAD segment e.g. internal site/building number.

21T EDIFACT


46T322746T

Location function code qualifier

M an..3

18TM 18T*



Page 45

46T7 = Place of delivery

C517

LOCATION IDENTIFICATION

C

18TA 21T


46T3225

Location name code

C an..25

18TA 21T GLN - Format n13

46T1131


C an..17

18TO 21T 21T

46T3055


C an..3

18TD 21T 46T9 = GS1 DE 3055 must be used if DE 3225 is used and does not contain an UN/LOCODE.

46T3224

Location name

C an..256

18TO 21T 21T

C519

RELATED LOCATION ONE IDENTIFICATION

C

18TN 21T 21T

46T3223

First related location name code

C an..25

21T 21T 21T

46T1131


C an..17

21T 21T 21T

46T3055

Code list responsible agency code C an..3 21T 21T 21T

46T3222

First related location name

C an..70

21T 21T 21T

C553

RELATED LOCATION TWO IDENTIFICATION

C

18TN 21T 21T

46T3233

Second related location name code

C an..25

21T 21T 21T

46T1131


C an..17

21T 21T 21T

46T3055


C an..3

21T 21T 21T

46T3232

Second related location name

C an..70

21T 21T 21T

46T547946T

Relation code

C an..3

18TN 21T 21T

Segment Notes: This segment is used to indicate any location related to the party specified in the NAD segment. It is recommended that GLN be used for the identification of all locations.


Page 46

Example: LOC+7+5412345678908::9'


Page 47

46TSG346T ‐ C 99 ‐

46TRFF 46T

A group of segments giving references only relevant to the specified party rather than the whole order.

46TRFF 46T ‐ M 1 ‐

46TReference46T

Function: A segment identifying the reference by its number and where appropriate a line number within a document.

21T EDIFACT


C506

REFERENCE

M

18TM 21T 21T

46T1153

Reference code qualifier

M an..3

18TM 18T*

46TGeneral explanations46T 46TADE

= Account number

46TFC = Fiscal number

46TIA = Internal vendor number

46TIT = Internal customer number

46TVA = VAT registration number

46T1154

Reference identifier

C an..70

18TR 21T 21T

46T1156

Document line identifier

C an..6

18TN 21T 21T

46T4000

Reference version identifier

C an..35

18TN 21T 21T

46T1060

Revision identifier

C an..6

18TN 21T 21T

Segment Notes: This segment is used to specify reference numbers related to the party specified in the previous NAD segment. Example: RFF+VA:GB87765432'


Page 48

46TSG646T ‐ C 5 ‐

46TTAX-MOA46T

A group of segments specifying tax related information.

46TTAX46T ‐ M 1 ‐

46TDuty/tax/fee details 46T

Function: A segment specifying a tax type, category and rate, or exemption, relating to the whole order e.g. Value Added Tax at the standard rate is applicable for all items.

21T EDIFACT


46T528346T

Duty or tax or fee function code qualifier

M an..3

18TM 21T 46T5 = Customs duty

46T7 = Tax

C241

DUTY/TAX/FEE TYPE

C

18TD 21T


46T5153

Duty or tax or fee type name code

C an..3

18TO 21T 46TGST = Goods and services tax

46TVAT = Value added tax

46T1131


C an..17

18TO 21T 21T

46T3055


C an..3

18TD 21T 21T

46T5152

Duty or tax or fee type name

C an..35

18TO 21T 21T

C533

DUTY/TAX/FEE ACCOUNT DETAIL

C

18TO 21T


46T5289

Duty or tax or fee account code

M an..6

18TM 21T 21T

46T1131


C an..17

18TO 21T 21T

46T3055


C an..3

18TD 21T 21T

46T528646T

Duty or tax or fee assessment basis value

C an..15

18TO 21T 21T

C243

DUTY/TAX/FEE DETAIL

C

18TA 21T


46T5279

Duty or tax or fee rate code

C an..7

18TO 21T 21T


Page 49

46T1131


C an..17

18TO 21T 21T

46T3055


C an..3

18TD 21T 21T

46T5278

Duty or tax or fee rate

C an..17

18TR 21T 21T

46T5273

Duty or tax or fee rate basis code

C an..12

18TO 21T 21T

46T1131


C an..17

18TO 21T 21T

46T3055


C an..3

18TD 21T 21T

46T530546T

Duty or tax or fee category code

C an..3

18TD 21T 46TA = Mixed tax rate

46TE = Exempt from tax

46TS = Standard rate

46T344646T

Party tax identifier

C an..20

18TO 21T 21T

46T122746T

Calculation sequence code

C an..3

18TN 21T 21T

Segment Notes: This segment is used to indicate the type, category, and rate of tax for the order. Example: TAX+7+VAT+++:::20+S' Dependency Notes: DE C241, and 5305: Tax types and categories will vary from country to country. They should be defined by national guidelines.

46TSG646T ‐ C 5 ‐

46TTAX‐MOA 46T

A group of segments specifying tax related information.

46TMOA 46T ‐ C 1 ‐

46TMonetary amount46T

Function: A segment specifying the amount for the identified tax/fee.

EDIFACT

EAN * Description


Page 50

C516

MONETARY AMOUNT

M

M

46T502546T

Monetary amount type code qualifier

M an..3

M 46T12446T = Tax amount

46T12546T = Taxable amount

46T500446T

Monetary amount

C n..35

R

46T634546T

Currency identification code

C an..3

N

46T634346T

Currency type code qualifier

C an..3

N

46T440546T

Status description code

C an..3

N

Segment Notes: This segment is used to indicate tax amounts for the previous TAX segment. Example: MOA+124:154.54'


Page 51

46TSG746T - C 5 -

46TCUX-DTM 46T

A group of segments specifying the currencies and related dates/periods valid for the whole order.

46TCUX 46T - M 1 -

46TCurrencies 46T 46TGeneral explanations46T

Function: A segment identifying the currencies required in the order e.g. the order currency. A rate of exchange may be given to convert a reference currency into a target

currency.

21T EDIFACT


C504

CURRENCY DETAILS

C

18TR 21T 21T

46T6347

Currency usage code qualifier

M an..3

18TM 18T*

46TGeneral explanations46T 46T2 = Reference currency

46T6345


C an..3

18TR 21T ISO 4217 three alpha.

46T6343


C an..3

18TR 18T*

46TGeneral explanations46T 46T4 = Invoicing currency

46T9 = Order currency

46T10 = Pricing currency

46T11 = Payment currency

46T12 = Quotation currency

46T6348

Currency rate value

C n..4

18TN 21T 21T

C504

CURRENCY DETAILS

C

18TD 21T The second occurrence of this composite is only used if a target currency is being specified.

46T6347


M an..3

18TM 18T*

46TGeneral explanations46T 46T3 = Target currency

46T6345


C an..3

18TR 21T ISO 4217 three alpha.

46T6343


C an..3

18TR 18T*

46TGeneral explanations46T 46T4 = Invoicing currency

46T9 = Order currency

46T10 = Pricing currency


Page 52

46T11 = Payment currency

46T12 = Quotation currency

46T6348

Currency rate value

C n..4

18TO 21T 21T

46T540246T

Currency exchange rate

C n..12

18TD 21T The rate of exchange is only used if a target currency has been identified in the second occurrence of C504.

46T634146T

Exchange rate currency market identifier

C an..3

18TN 21T 21T

Segment Notes: This segment is used to specify currency information for the complete order. The CUX segment is mandatory for international exchanges. When specifying Reference and Target Currencies for international trade, one occurrence of CUX is all that is required. The reference currency is identified in the first occurrence of composite C504, with the target currency specified in the second occurrence of C504. The rate of exchange between the two is detailed in DE 5402. The general rule for calculating the rate of exchange is as follows: Reference Currency multiplied by Rate = Target Currency. Example: CUX+2:EUR:9' CUX+2:EUR:9+3:GBP:4+0.90243'


Page 53

46TSG746T ‐ C 5 ‐

46TCUX-DTM 46T

A group of segments specifying the currencies and related dates/periods valid for the whole order.

46TDTM 46T ‐ C 5 ‐


Function: A segment specifying the date/time/period related to the rate of exchange.

21T EDIFACT


C507

DATE/TIME/PERIOD

M

18TM 21T 21T

46T2005


M an..3

18TM 18T*

46TGeneral explanations46T 46T134 = Rate of exchange date/time 46T194 = Start date/time 46T206 = End date/time

46T2380


C an..35

18TR 21T 21T

46T2379


C an..3

18TR 21T 46T102 = CCYYMMDD

46T203 = CCYYMMDDHHMM

Segment Notes: This segment is used to specify dates related to the previous CUX segment. Example: DTM+134:20170801:102'


Page 54

46TSG1546T ‐ C 10 ‐

46TEQD46T

A group of segments providing information relating to equipment identification and ownership, relating to the whole order.

46TEQD46T ‐ M 1 ‐

46TEquipment details 46T

Function: A segment to define information regarding equipment to be used in conjunction with the whole order, and if required, to indicate responsibility for supply of the

equipment.

21T EDIFACT


46T805346T

Equipment type code qualifier

M an..3

18TM 21T 46TCN46TPA

= =

Container Pallet

C237

EQUIPMENT IDENTIFICATION

C

18TN 21T 21T

46T8260

Equipment identifier

C an..17

21T 21T 21T

46T1131


C an..17

21T 21T 21T

46T3055


C an..3

21T 21T 21T

46T3207

Country name code

C an..3

21T 21T 21T

C224

EQUIPMENT SIZE AND TYPE

C

18TO 21T


46T8155

Equipment size and type description code

C an..10

18TO 21T 21T

46T1131


C an..17

18TO 21T 21T

46T3055


C an..3

18TD 21T 21T

46T8154

Equipment size and type description

C an..35

18TO 21T 21T

46T807746T

Equipment supplier code

C an..3

18TN 21T 21T

46T824946T

Equipment status code

C an..3

18TN 21T 21T


Page 55

46T816946T

Full or empty indicator code

C an..3

18TN 21T 21T

Segment Notes: This segment is used to provide information on equipment which will be used in the despatch of the products ordered. Example: EQD+CN'


Page 56

46TSG1946T - C 99 -

46TALC-ALI-DTM-SG20-SG21-SG22-SG23-SG2446T

A group of segments specifying allowances and charges for the whole order. Allowances and charges in the heading section of a message are independent from those in the detail section, e.g. ALC at detail level does not override ALC at heading level.

46TALC46T - M 1 -

46TAllowance or charge46T 46TGeneral explanations46T

Function: A segment identifying the charge or allowance and, where necessary its calculation sequence.

EDIFACT

EAN * Description

46T546346T

Allowance or charge code qualifier

M an..3

M 46TA46T = Allowance

46TC46T = Charge

46TN46T = No allowance or charge

C552

ALLOWANCE/CHARGE INFORMATION

C

O

46T1230

Allowance or charge identifier

C an..35

D If code '69' is used in DE 5189, the agreement number must be specified in DE 1230.

46T5189

Allowance or charge identification code

C an..3

O 46T146T = Handling commission

46T3246T = Courier fee

46T6946T = Charge for a customer specific finish

46T447146T

Settlement means code

C an..3

O 46T346T = Vendor check/cheque to customer

46T546T = Charge to be paid by vendor

46T646T = Charge to be paid by customer

46T122746T


C an..3

D 46T146T = First step of calculation

46T246T = Second step of calculation

etc, etc, etc....... 46T946T

= Ninth step of calculation

The calculation sequence indicator is used when multiple allowances and/or charges are applicable. If various allowances and/or charges percentages, quantities, monetary amounts or rates are applicable to the same base price, then the calculation sequence indicator will always equal one. If the various allowances and/or charges are applied against a fluctuating price (constantly because of the application of other allowances and/or charges) then the sequence of calculation is indicated using this data element. If the allowance or charge is not to be applied against a fixed price then the calculation sequence indicator must be included.


Page 57

C214

SPECIAL SERVICES IDENTIFICATION

C

D This composite is only used if the buyer knows the type of allowance or charge. 46TGeneral explanations46T

46T7161

Special service description code

C an..3

R 46TDDA 46T = Dealer discount/allowance (GS1 Temporary Code)

46TTD46T = Trade discount

46TX4046T = Allowance/charge regulated by law (GS1 Temporary Code)

46T1131


C an..17

O

46T3055


C an..3

D *

46TGeneral explanations46T 46T946T

= GS1

This data element is only used if an GS1 code is used in data element 7161.

46T7160

Special service description

C an..35

O

46T7160


C an..35

O

Segment Notes: This segment is used to specify any allowances or charges related to the complete order. If allowances and charges are applicable for a specific line item then they must be indicated using segment group 43. As the calculation price type (data element 5125 PRI segment) used in the purchase order is always a net price, allowances and/or charges specified in the ALC segment are for information purposes only. Example: ALC+A+++1'

46TSG2846T ‐ C 200000 ‐

46TLIN-PIA-IMD-MEA-QTY-ALI-DTM-MOA-GIN-QVR-FTX-SG32-SG33-SG34-SG37-SG38-SG39-SG43-SG49 46T

A group of segments providing details of the individual ordered items. This Segment group may be repeated to give sub-line details.

46TLIN46T ‐ M 1 ‐

46TLine item 46T

Function: A segment identifying the line item by the line number and configuration level, and additionally, identifying the product or service ordered. Other product identification

numbers e.g. Buyer product number, etc. can be specified within the following PIA segment.

21T EDIFACT


46T108246T

Line item identifier

C an..6

18TR 21T Application generated number of the count of the order lines.


Page 58

46T122946T

Action request/notification description code

C an..3

18TN 21T 21T

C212

ITEM NUMBER IDENTIFICATION

C

18TD 21T This composite will only be used for the identification of GS1 codes. If another coding structure is required, e.g. HIBC, then this composite will not be used and the code will be detailed in the PIA segment. 46TGeneral explanations46T

46T7140

Item identifier

C an..35

18TR 21T Format n..14 GTIN - this is the number of the article being ordered.

46T7143

Item type identification code

C an..3

18TR 18T*

46TGeneral explanations46T 46TSRV

= GS1 Global Trade Item Number

46T1131


C an..17

18TN 21T 21T

46T3055


C an..3

18TN 21T 21T

C829

SUB-LINE INFORMATION

C

18TD 21T This composite is only used when sub-lines are required.

46T5495

Sub-line indicator code

C an..3

18TR 18T*

46TGeneral explanations46T 46T1 = Sub-line information

46T1082

Line item identifier

C an..6

18TR 21T 21T

46T122246T

Configuration level number

C n..2

18TN 21T 21T

46T708346T

Configuration operation code

C an..3

18TN 21T 21T

Segment Notes: This segment is used to identify the item being ordered. If Global Trade Item Numbers are available it is mandatory to use GTIN within the LIN segment. The detail section of the Purchase Order is formed by a repeating group of segments, always starting with the LIN segment. Dependency Notes: C829 is only used when sub-lines are required. Example: LIN+1++5412345111115:SRV' FOR A COMPLETE DESCRIPTION ON THE USAGE OF SUB-LINES PLEASE REFER TO PART I, SECTION 4.10 of the EANCOM Manual.


Page 59


Page 60

46TSG2846T ‐ C 200000 ‐

46TLIN-PIA-IMD-MEA-QTY-ALI-DTM-MOA-GIN-QVR-FTX-SG32-SG33-SG34-SG37-SG38-SG39-SG43-SG49 46T


46TPIA46T ‐ C 25 ‐

46TAdditional product id46T

Function: A segment providing either additional identification to the product specified in the LIN segment (e.g. Harmonized System number), or provides any substitute product

identification.

21T EDIFACT


46T434746T

Product identifier code qualifier

M an..3

18TM 18T*

46TGeneral explanations46T 46T1 =

Additional identification

46T2 =

Identification for potential substitution

46T4 =

Substituted for

46T5 =

Product identification

46TX1 =

No substitution accepted (GS1 Temporary Code)

Product Id function coded has the following restricted coded functions: 1 - Additional Identification - To provide an additional identity for the product identified in theLIN segment. The additional identification can consist of : A supplemental identification which provides more information complementary to the main trade item number provided in the LIN segment, e.g., a batch number, promotional variant number, product group number, etc. An alternative identification which may be used where no main trade item number has been provided in the LIN segment, e.g., a buyers article number, an HIBC code, etc. 2 - Identification for substitution - To provide the trade item number of a product which can substitute the product identified by the trade item number provided in the LIN segment when the latter is temporarily unavailable, e.g., a similar or identical product coded with a different GTIN (article coded in a different country), a different size unit of the same product, a similar product with for example a different brand name. 4 - Substituted for - The given item number is the number of the original product substituted for another identified in the LIN segment. 5 - Product Identification - To provide the primary product identification code when no GTIN has been provided in the LIN segment. GTIN should not be used in conjunction with this code value. It should be noted that when this code is used the product code specified here is the code which should be used for invoicing purposes. X1 - No substitution accepted - The buyer will not accept any other product code than the one specified in the LIN segment. The code specified in the LIN segment is repeated in the PIA segment to confirm the only code acceptable.

C212


M

18TM 21T



Page 61

46T7140

Item identifier

C an..35

18TR 21T 21T

46T7143


C an..3

18TR 21T 46TAC = HIBC (Health Industry Bar Code)

46TIB = ISBN (International Standard Book Number)

46TIN = Buyer's item number

46TSA = Supplier's article number

46TSRV = GS1 Global Trade Item Number

46T1131


C an..17

18TO 21T 21T

46T3055


C an..3

18TD 21T 46T9 = GS1

46T91 = Assigned by supplier or supplier's agent

46T92 = Assigned by buyer or buyer's agent

C212


C

18TO 21T


46T7140

Item identifier

C an..35

18TR 21T 21T

46T7143


C an..3

18TR 21T 21T

46T1131


C an..17

18TO 21T 21T

46T3055


C an..3

18TD 21T 21T

C212


C

18TO 21T


46T7140

Item identifier

C an..35

18TR 21T 21T

46T7143


C an..3

18TR 21T 21T

1131


C an..17

18TO 21T 21T

3055


C an..3

18TD 21T 21T

C212


C

18TO 21T General explanations

7140

Item identifier

C an..35

18TR 21T 21T

7143


C an..3

18TR 21T 21T


Page 62

1131


C an..17

18TO 21T 21T

3055


C an..3

18TD 21T 21T

C212


C


7140

Item identifier

C an..35

18TR 21T 21T

7143


C an..3

18TR 21T 21T

1131


C an..17

18TO 21T 21T

3055


C an..3

18TD 21T 21T

Segment Notes: This segment is used to specify additional or substitutional item identification codes such as a buyer's, or seller's item number. Examples: PIA+1+ABC1234:IN' In this example the PIA segment is used to provide an additional identification to the trade item number provided in the LIN segment. The GTIN 5412345111115 provided in the LIN segment refers to the internal buyer's item number ABC1234. PIA+2+4000862141664:SRV' In this example the PIA segment is used to provide an GTIN identification for substitution. The product identified in the LIN segment by the GTIN 5412345111115 can be substituted by the product identified in the PIA segment by the GTIN 4000862141664 in case the former is not available. PIA+4+5410738251028:SRV' In this example the 'Substituted For' PIA segment is used to provide the number of the product which is being substituted for the former primary GTIN. The new code 5412345111184 would be included in the message in the LIN segment. PIA+5+2209953C001L:AC' This example details the HIBC code 2209953C001L which is provided as the primary product code because no GTIN was provided in the LIN segment. PIA+X1+5412345111115:SRV' This example details the situation where the buyer explicitly specifies that no other product is acceptable but the one specified in the LIN segment. The PIA re-specifies the product code from the LIN segment.


Page 63

SG28 ‐ C 200000 ‐

LIN-PIA-IMD-MEA-QTY-ALI-DTM-MOA-GIN-QVR-FTX-SG32-SG33-SG34-SG37-SG38-SG39-SG43-SG49


IMD ‐ C 99 ‐

Item description General explanations

Function: A segment for describing the product or service being ordered as well as product characteristic. This segment should be used for products or services that cannot be

fully identified by a product code or article number.

21T EDIFACT


7077

Description format code

C an..3

18TO 18T* General explanations

A =

Free-form long description

C =

Code (from industry code list)

E =

Free-form short description

F =

Free-form

S =

Structured (from industry code list)

B =

Code and text

C272

ITEM CHARACTERISTIC

C


7081

Item characteristic code

C an..3

18TR 21T 13 = Quality

UQ5 = Inspection agencies (GS1 Temporary Code)

35 = Colour

98 = Size

RLI = Rolling instructions (GS1 Temporary Code)

1131


C an..17

18TO 21T 21T

3055


C an..3

18TD 18T* General explanations

9 = GS1

Must be used if DE7081 contains an GS1 Code.

C273

ITEM DESCRIPTION

C

18TA 21T General explanations

7009

Item description code

C an..17

18TO 21T CU = Consumer unit (GS1 Permanent Code)

DU = Despatch unit (GS1 Permanent Code)

TU = Traded unit (GS1 Permanent Code)

VQ = Variable quantity product (GS1 Permanent Code)


Page 64

1131


C an..17

18TO 21T 21T

3055


C an..3

18TD 21T 9 = GS1

7008

Item description

C an..256

18TO 21T 21T

7008

Item description

C an..256

18TO 21T 21T

3453

Language name code

C an..3

18TO 21T 21T

7383

Surface or layer code

C an..3

18TN 21T 21T

Segment Notes: This segment is used to describe the current line item. It is recommended that this segment only be used for coded descriptions. Data element 7008 in clear text should only be used when no product code is available or when free-form descriptions are required by trading partners. If you wish to indicate that promotional details are marked on the package, then this should be indicated in DE 7233 in the PAC segment. Example: IMD+C++TU::9' IMD+F++:::CORN CRISPIES:CASE'


Page 65

SG28 - C 200000 -



MEA - C 99 -

Measurements

Function: A segment enabling the physical measurements of the ordered item to be specified where this is required for full identification of the product. Any measurements must

refer to the product in its unpacked form e.g. thickness of plastic film, length, weight, etc.

EDIFACT

EAN * Description

6311

Measurement purpose code qualifier

M an..3

M PD = Physical dimensions (product ordered)

C502

MEASUREMENT DETAILS

C

A

6313

Measured attribute code

C an..3

A DI = Diameter

DP = Depth

ID = Inside diameter

HT = Height dimension

LN = Length dimension

OD = Outside diameter

TH = Thickness

6321

Measurement significance code

C an..3

O 3 = Approximately

4 = Equal to

6155

Non-discrete measurement name code

C an..17

O

6154

Non-discrete measurement name

C an..70

N

C174

VALUE/RANGE

C

R

6411

Measurement unit code

M an..3

M CMT = centimetre

FOT = foot

MMT = millimetre

MTK = square metre

MTR = metre

YRD = yard


Page 66

6314

Measurement value

C an..18

O

6162

Range minimum value

C n..18

O

6152

Range maximum value

C n..18

O

6432

Significant digits quantity

C n..2

O

7383

Surface or layer code

C an..3

N

Segment Notes: This segment is used to specify the actual physical dimensions of the product being ordered where that product is sold in variable lengths or volumes. This segment must be used in conjunction with the LIN segment for the precise identification of the ordered product. Example: MEA+PD+LN:4+MTR:4.5' The precise length of the product identified by the GTIN 5412345111115 is 4.5 metres.


Page 67

SG28 ‐ C 200000 ‐



QTY ‐ C 99 ‐

Quantity

Function: A segment identifying the product quantities e.g. ordered quantity.

21T EDIFACT


C186

QUANTITY DETAILS

M

18TM 21T 21T

6063

Quantity type code qualifier

M an..3

18TM 18T* General explanations

1 = Discrete quantity

21 = Ordered quantity

59 = Number of consumer units in the traded unit

52 = Quantity per pack

164 = Delivery batch

192 = Free goods quantity

17E = Number of units in lower packaging or configuration level (GS1 Temporary Code)

45E = Number of units in higher packaging or configuration level (GS1 Temporary Code)

6060

Quantity

M an..35

18TM 21T 21T

6411


C an..3

18TD 21T KGM = kilogram

PND = Pound (GS1 Temporary Code)

59 = part per million

PF = pallet (lift)

This DE is only used if the product ordered is a variable quantity product.

Segment Notes: 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 37. The totals for all quantities expressed in the QTY's at segment group level must equal the value in this QTY segment. DE 6063: Code value '59' is only to be used in the orders message for confirmation purposes and not to change any information previously agreed and contained in a price or product catalogue. Example: QTY+21:48:KGM'


Page 68


Page 69

SG28 ‐ C 200000 ‐



DTM ‐ C 35 ‐

Date/time/period General explanations

Function: A segment specifying date/time/period details relating to the line item only.

21T EDIFACT


C507

DATE/TIME/PERIOD

M

18TM 21T 21T

2005


M an..3


2 = Delivery date/time, requested

10 = Shipment date/time, requested

11 = Despatch date and/or time

15 = Promotion start date/time

63 = Delivery date/time, latest

64 = Delivery date/time, earliest

69 = Delivery date/time, promised for

200 = Pick-up/collection date/time of cargo

361 = Best before date

364 = Minimum shelf life remaining at time of despatch period

2380


C an..35

18TR 21T 21T

2379


C an..3

18TR 21T 102 = CCYYMMDD

203 = CCYYMMDDHHMM

718 = CCYYMMDD-CCYYMMDD

Segment Notes: This segment is primarily used to specify the dates (and possibly times) associated with the delivery or collection of the currently identified product. Also other relevant dates may be specified. Example: DTM+2:20170910:102'


Page 70

SG32 ‐ C 25 ‐

PRI-CUX-DTM

A group of segments identifying the relevant pricing information for the goods or services ordered.

PRI ‐ M 1 ‐

Price details

Function: A segment to specify the price type and amount. The price used in the calculation of the line amount will be identified as 'price'.

21T EDIFACT


C509

PRICE INFORMATION

C

18TR 21T 21T

5125

Price code qualifier

M an..3

18TM 21T AAA = Calculation net

AAE = Information price, excluding allowances or charges, including taxes

AAF = Information price, excluding allowances or charges and taxes

AAA - The price stated is the net price including all allowances and charges and excluding taxes. Allowances and charges may be stated for information purposes only.

AAH = Subject to escalation and price adjustment

AAQ = Firm price

ABL = Base price

ABM = Base price difference

Use the codes AAH, AAQ, ABL, ABM when dealing with CSA (customer specific articles).

5118

Price amount

C n..15

18TR 21T 21T

5375

Price type code

C an..3

18TO 21T CA = Catalogue

CT = Contract

5387

Price specification code

C an..3

18TO 21T AAE = Not subject to fluctuation

ALT = Alternate price

DPR = Discount price

EUP = Expected unit price

LBL = Labelling price

PRP = Promotional price

RTP = Retail price

SRP = Suggested retail price

5284

Unit price basis value

C n..9

18TD 21T 21T

6411


C an..3



Page 71

5213

Sub-line item price change operation code

C an..3

18TN 21T 21T

Segment Notes: This segment is used to detail the price for the current product identified in the LIN segment. The calculation price detailed in the Purchase Order will always be the Net Unit Price, i.e., Gross Price + Charges - Allowances. Example: PRI+AAA:14.58:CT:AAE' Dependency Notes: Data elements 5284 and 6411 are used when a product is a variable quantity product, e.g. price per 200 kilos, or when the unit of measure for purchasing, delivery, and invoicing are different for a product, e.g. sugar is not a variable quantity product but ordered and delivered in packs, and invoiced in kilos or tonnes.


Page 72

SG32 ‐ C 25 ‐

PRI-CUX-DTM


CUX ‐ C 1 ‐

Currencies General explanations

Function: A segment to allow to specify the price in a different currency that in segment group 7.

21T EDIFACT


C504

CURRENCY DETAILS

C

18TR 21T 21T

6347


M an..3


2 = Reference currency

6345


C an..3

18TR 21T ISO 4217 three alpha

6343


C an..3

18TR 18T* General explanations

4 = Invoicing currency

9 = Order currency

10 = Pricing currency

12 = Quotation currency

6348

Currency rate value

C n..4

18TN 21T 21T

C504

CURRENCY DETAILS

C

18TD 21T The second occurrence of this composite is only used if a target currency is being specified.

6347


M an..3


3 = Target currency

6345


C an..3

18TR 21T ISO 4217 three alpha

6343


C an..3


4 = Invoicing currency

9 = Order currency

10 = Pricing currency

12 = Quotation currency

6348

Currency rate value

C n..4

18TO 21T 21T


Page 73

5402

Currency exchange rate

C n..12

18TD 21T The rate of exchange is only used if a target currency has been identified in the second occurrence of C504.

6341

Exchange rate currency market identifier

C an..3

18TN 21T 21T

Segment Notes: This segment is used to specify currency data related to the previous PRI segment. When specifying Reference and Target Currencies for international trade, one occurrence of CUX is all that is required. The reference currency is identified in the first occurrence of composite C504, with the target currency specified in the second occurrence of C504. The rate of exchange between the two is detailed in DE 5402. The general rule for calculating the rate of exchange is as follows: Reference Currency multiplied by Rate = Target Currency. Example: CUX+2:EUR:9' CUX+2:EUR:9+3:USD:4+0.90243'


Page 74

SG32 ‐ C 25 ‐

PRI-CUX-DTM


DTM ‐ C 5 ‐


Function: A segment to identify the date/time/period information related to the price change e.g. period of validity.

21T EDIFACT


C507

DATE/TIME/PERIOD

M

18TM 21T 21T

2005


M an..3

18TM 21T 21E = End validity date (GS1 Temporary Code)

2380


C an..35

18TR 21T 21T

2379


C an..3


203 = CCYYMMDDHHMM


Segment Notes: This segment is used to specify the dates (and possibly times) associated with the price of the currently identified product. Example: DTM+21E:20171231:102'


Page 75

SG37 - C 9999 -

LOC-QTY-DTM

A group of segments specifying destination and quantity details for consignments involving multi-destination deliveries.

LOC - M 1 -

Place/location identification

Function: A segment indicating the location to which part of the consignment is to be delivered.

21T EDIFACT


3227

Location function code qualifier

M an..3


7 =

Place of delivery

C517

LOCATION IDENTIFICATION

C


3225

Location name code

C an..25

18TR 21T GLN - Format n13

1131


C an..17

18TO 21T 21T

3055


C an..3

18TD 21T 9 = GS1

DE 3055 must be used if DE 3225 is used and does not contain an UN/LOCODE.

3224

Location name

C an..256

18TO 21T 21T

C519

RELATED LOCATION ONE IDENTIFICATION

C


3223

First related location name code

C an..25

18TR 21T Specify ultimate delivery location, e.g. a specific point on a works site. Global Location Number GLN - Format n13

1131


C an..17

18TO 21T 21T

3055


C an..3

18TD 21T DE 3055 must be used if DE 3223 is used and does not contain an UN/LOCODE.

9 = GS1

3222

First related location name

C an..70

18TO 21T 21T

C553

RELATED LOCATION TWO IDENTIFICATION

C



Page 76

3233

Second related location name code

C an..25

18TR 21T Used to further detail the delivery location. Global Location Number GLN - Format n13

1131


C an..17

18TO 21T 21T

3055


C an..3

18TD 21T DE 3055 must be used if DE 3233 is used and does not contain an UN/LOCODE.

9 = GS1

3232

Second related location name

C an..70

18TO 21T 21T

5479

Relation code

C an..3

18TN 21T 21T

Segment Notes: This segment is used to identify the location of delivery for a split delivery order. Example: LOC+7+4012345500004::9'


Page 77

SG37 ‐ C 9999 ‐

LOC-QTY-DTM


QTY ‐ C 1 ‐

Quantity

Function: A segment specifying the quantity to be delivered to the identified location.

21T EDIFACT


C186

QUANTITY DETAILS

M

18TM 21T 21T

6063

Quantity type code qualifier

M an..3


11 = Split quantity

6060

Quantity

M an..35

18TM 21T 21T

6411


C an..3


This DE is only used if the product being ordered is a variable quantity product.

Segment Notes: 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 37 for the line, must equal the value for the total quantity detailed in the QTY segment at line level. Example: QTY+11:14'


Page 78

SG37 ‐ C 9999 ‐

LOC-QTY-DTM


DTM ‐ C 5 ‐


Function: A segment specifying the dates and/or times that the delivery should be made.

21T EDIFACT


C507

DATE/TIME/PERIOD

M

18TM 21T 21T

2005


M an..3


2 = Delivery date/time, requested

10 = Shipment date/time, requested

11 = Despatch date and/or time

63 = Delivery date/time, latest

64 = Delivery date/time, earliest

69 = Delivery date/time, promised for

200 = Pick-up/collection date/time of cargo

364 = Minimum shelf life remaining at time of despatch period

2380


C an..35

18TR 21T 21T

2379


C an..3


203 = CCYYMMDDHHMM


Segment Notes: This segment is used to indicate the date/time on which the split delivery will take place to the location identified in the LOC segment. Example: DTM+2:20170915:102' This example requests delivery on the 15th of September 2017. DTM+63:201609181730:203' This example states that the latest delivery date is the 18th of September 2002 at 5:30pm.


Page 79

SG39 ‐ C 999 ‐

NAD-SG42

A group of segments identifying the parties with associated information, relevant to the line item only.

NAD ‐ M 1 ‐

Name and address

Function: A segment identifying names and addresses of the parties, in coded or clear form, and their functions relevant to the line item . It is recommended that where possible

only the coded form of the party ID should be specified. e.g. The Buyer and Seller are known to each other, thus only the coded ID is required, but the Consignee or Delivery address may vary and would have to be clearly specified, preferably in structured format.

21T EDIFACT


3035

Party function code qualifier

M an..3

18TM 21T UD = Ultimate customer

C082

PARTY IDENTIFICATION DETAILS

C


3039

Party identifier

M an..35

18TM 21T GLN ‐Format n13

1131


C an..17

18TO 21T 21T

3055


C an..3


9 = GS1

C058

NAME AND ADDRESS

C

18TO 21T This composite may only be used to fulfill the requirements of directive 2003/58/EC, article 4.

3124


M an..35

18TM 21T 21T

3124


C an..35

18TO 21T 21T

3124


C an..35

18TO 21T 21T

3124


C an..35

18TO 21T 21T

3124


C an..35

18TO 21T 21T

C080

PARTY NAME

C

18TD 21T 21T

3036

Party name

M an..35

18TM 21T 21T


Page 80

3036

Party name

C an..35

18TO 21T 21T

3036

Party name

C an..35

18TO 21T 21T

3036

Party name

C an..35

18TO 21T 21T

3036

Party name

C an..35

18TO 21T 21T

3045

Party name format code

C an..3

18TO 21T 21T

C059

STREET

C

18TD 21T 21T

3042


M an..35

18TM 21T 21T

3042


C an..35

18TO 21T 21T

3042


C an..35

18TO 21T 21T

3042


C an..35

18TO 21T 21T

3164

City name

C an..35

18TD 21T 21T

C819

COUNTRY SUB‐ENTITY DETAILS

C

18TD 21T General explanations

3229

Country sub‐entity name code

C an..9

18TO 21T 21T

1131


C an..17

18TO 21T 21T

3055


C an..3

18TO 21T 21T

3228

Country sub‐entity name

C an..70

18TO 21T County/State, clear text.

3251

Postal identification code

C an..17

18TD 21T 21T


Page 81

3207

Country name code

C an..3

18TD 21T ISO 3166 two alpha code

Segment Notes: This segment is used to specify the ultimate (end) customer for the current line item, i.e., the party sending the order will in turn sell the goods to, the party on whose behalf the buyer is acting as an agent. Example: NAD+UD+5412345000013::9' Dependency Notes: The following composites and data elements are only used when a coded name and address can not be used. The affected composites and data elements are as follows: C080 ‐ C059 ‐ 3164 ‐ C819 ‐ 3251 ‐ 3207


Page 82

SG28 - C 200000 -



SG43 - C 99 -

ALC-ALI-DTM-SG44-SG45-SG46-SG47-SG48

A group of segments specifying allowances and charges for the line item. Allowances and charges in the heading section of a message are independent from those in the detail section, e.g. ALC at detail level does not override ALC at heading level.

ALC - M 1 -

Allowance or charge General explanations

Function: A segment identifying the charge or allowance and, where necessary its calculation sequence.

21T EDIFACT


5463

Allowance or charge code qualifier

M an..3

18TM 21T A = Allowance

C = Charge

N = No allowance or charge

C552

ALLOWANCE/CHARGE INFORMATION

C

18TO 21T 21T

1230

Allowance or charge identifier

C an..35

18TD 21T If code '69' is used in DE 5189, the agreement number must be specified in DE 1230.

5189

Allowance or charge identification code

C an..3

18TO 21T 1 = Handling commission

32 = Courier fee

69 = Charge for a customer specific finish

4471

Settlement means code

C an..3

18TO 21T 3 = Vendor check/cheque to customer

5 = Charge to be paid by vendor

6 = Charge to be paid by customer

1227


C an..3

18TO 21T 1 = First step of calculation

2 = Second step of calculation

etc, etc, etc....... 9

= Ninth step of calculation

The calculation sequence indicator is used when multiple allowances and/or charges are applicable. If various allowances and/or charges percentages, quantities, monetary amounts or rates are applicable to the same base price, then the calculation sequence indicator will always equal one.


Page 83

If the various allowances and/or charges are applied against a fluctuating price (constantly because of the application of other allowances and/or charges) then the sequence of calculation is indicated using this data element. If the allowance or charge is not to be applied against a fixed price then the calculation sequence indicator must be included.

C214

SPECIAL SERVICES IDENTIFICATION

C

18TD 21T This composite is only used if the buyer knows the type of allowance or charge. General explanations

7161

Special service description code

C an..3

18TR 21T DDA = Dealer discount/allowance (GS1 Temporary Code)

TD = Trade discount

X40 = Allowance/charge regulated by law (GS1 Temporary Code)

1131


C an..17

18TO 21T 21T

3055


C an..3

18TD 18T* General explanations

9 = GS1

91 = Assigned by supplier or supplier's agent

92 = Assigned by buyer or buyer's agent

This data element is only used if GS1 Codes are used in data element 7161.

7160


C an..35

18TO 21T 21T

7160


C an..35

18TO 21T 21T

Segment Notes:

This segment is used to specify any allowances or charges which are applicable for the current line item. If allowances and charges are applicable for the same line item they must be indicated using separate repeats of segment group 43. As the calculation price type (data element 5125 PRI segment) used in the purchase order is always a net price, allowances and/or charges specified in the ALC segment are for information purposes only. Example: ALC+A+++1'


Page 84

UNS ‐ M 1 ‐

Section control

Function: A service segment placed at the start of the summary section to avoid segment collision.

21T EDIFACT


0081

Section identification

M a1


S =

Detail/summary section separation

Segment Notes: This segment is used to separate the detail and summary sections of the message. Example: UNS+S'


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MOA ‐ C 99 ‐

Monetary amount

Function: A segment giving the total amounts for the whole order message.

21T EDIFACT


C516

MONETARY AMOUNT

M

18TM 21T 21T

5025

Monetary amount type code qualifier

M an..3

18TM 21T 79 = Total line items amount

86 = Message total monetary amount

176 = Message total duty/tax/fee amount

259 = Total charges

260 = Total allowances

5004

Monetary amount

C n..35

18TR 21T 21T

6345


C an..3

18TN 21T 21T

6343


C an..3

18TN 21T 21T

4405

Status description code

C an..3

18TN 21T 21T

Segment Notes: This segment is used to indicate total amounts for the order. Example: MOA+79:15000' MOA+259:400' MOA+260:1800' Assuming that the currency of the order is EURO, the total value of the line items identified in the message is 15000 EURO, with the total value of charges and allowances equalling 400 and 1800 EURO respectively


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CNT ‐ C 10 ‐

Control total

Function: A segment by which control totals may be provided by the sender for checking by the receiver.

21T EDIFACT


C270

CONTROL

M

18TM 21T 21T

6069

Control total type code qualifier

M an..3


1 = Total value of the quantity segments at line level in a message

2 = Number of line items in message

7 = Total gross weight

29 = Total net weight of consignment

15 = Total consignment, cube

When using code '1', the value expressed in data element 6066 will be the addition of all the values of data element 6060 at LIN level.

6066

Control total value

M n..18

18TM 21T 21T

6411


C an..3

18TO 21T 21T

Segment Notes: This segment is used to provide message control totals. Example: CNT+2:4' There are four LIN segments in the current message.


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UNT ‐ M 1 ‐

Message trailer

Function: A service segment ending a message, giving the total number of segments in the message (including the UNH & UNT) and the control reference number of the

message.

21T EDIFACT


0074

Number of segments in the message

M n..6

18TM 21T The total number of segments in the message is detailed here.

0062

Message reference number

M an..14

18TM 21T The message reference number detailed here should equal the one specified in the UNH segment.

Segment Notes: This segment is a mandatory UN/EDIFACT segment. It must always be the last segment in the message. Example: UNT+112+ME000001'

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11. Appendices

Appendix A: TRADACOMS conversion to EANCOM for Orders message When moving from the TRADACOMS ORDERS message to EANCOM, the main elements available in TRADACOMS are also defined in EANCOM. In fact, there is more information you can include in the EANCOM version e.g. ranges of dates, times for deliveries, currencies, more extensive code lists. EANCOM is regularly updated to take into account the latest business and legal requirements, unlike TRADACOMS which hasn’t been updated since the 1990’s.

Below is a table showing how the format of the TRADACOMS ORDER message matches the EANCOM version. Development of any new EDI standard or specific message may be developed in-house if there is the necessary expertise, or in conjunction with your service provider.

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TRADACOMS ORDER message requirements for conversion to the EANCOM standard - how the TRADACOMS format matches to the EANCOM structure (not necessarily in the order the segments appear in EANCOM) Tradacoms Orders Jan 93 – Content Comments EANCOM 01b

content Comments

Order File Header

MHD: Message Header Message Header

Message Reference envelope- consecutive count UNH envelope

Type of message ORDHDR BGM

Data Element (DE) 1001 multiple options for type of order

Type " UNH envelope Version " UNH envelope TYP: Transaction Type Details

Transaction Code (Code Values List 2)

5 DIFFERENT KINDS OF ORDER BGM DE 1001 multiple options- plus the option for the recipient to use the message to respond to the order

see detail level for delivery information DTM dates related to whole document including delivery information for whole order

PAI Payment instructions

ALI Additional instructions

FTX Free text relating to header level content

RFF e.g. Contract reference

DTM related dates to content of the RFF SDT/CDT: Supplier and Customer Details

Supplier/customer details- GLNs Supplier and Customer details are held in separate segments

NAD Name and address details using GLN - this can also include LSP, Consolidator, Carrier details – in the same segment


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VAT number part of supplier/customer details RFF e.g. VAT number

DNA: Data narrative pre-registered or free text

LOC for a location related to a party identified in the NAD segment

FII, RFF, CTA, COM, TAX, MOA, CUX, DTM, PAT, PCD, TDT, LOC,TOD, PAC, PCI, RFF, GIN, EQD, ALC, ALI,QTY, RNG, RTE,

These are all segments that may be used in the EANCOM version to convey additional information e.g. contact details, currency, rates, allowances and charges, ranges

FIL: File Details

File Generation Number Held in message envelope

File Version Number "

File Creation Date "

CLO: Order Details

Customer Location NAD Held at header level and available at line level for deliveries to an ultimate customer

Customer’s EAN Location Number NAD Held at header level and available at line level for deliveries to an ultimate customer

Customer’s Own Location Number NAD Held at header level and available at line level for deliveries to an ultimate customer

Supplier’s Identity of Customer’s Location

NAD Held at header level and available at line level for deliveries to an ultimate customer

ORD: Order references

Order Number and Date Also says what sort of order it is and date order placed

BGM and DTM Appears in the header level. Further reference to order numbers can be included in the RFF segment

DIN: Delivery instructions and dates and times

limited selection of date types DTM dates for goods to be delivered can be given at header level or at line level for individual products

no specific fields to identify transport or where to deliver

TDT, LOC, DTM Transport and where goods are coming from or going to, are available in these EANCOM segments


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DNA: Data Narrative Limited length of fields FTX appears later at LIN level

FTX fields in EANCOM are 512 characters in length

OLD: Order line details Detail section

Supplier’s GTIN or DUNS

The product identifiers all appear in one date element in seg OLD, which differentiates between CU and TU in separate DE's

LIN The GTIN appears here

Own product numbers PIA supplier or buyer codes can be shown here

MEA physical dimensions of the product can be shown here

Unit of Ordering

QTY multiple codes available to describe the quantity e.g. ordered quantity, number of consumer units in the traded unit, Delivery batch

Quantity Ordered QTY See above

Unit cost/cost price PRI and MOA

Product description IMD Reference to CU, TU etc. and general

description of the product can be shown here

Contract number RFF associated with line

ALC ,PCD, RNG, MOA, RTE, TAX, MOA, TDT,

Allowances, Percentage details etc.

DNB: Data Narrative Limited length of fields FTX FTX fields in EANCOM are 512 characters in length

OTR: Order Trailer Order Summary

Lines ordered UNS, MOA Section control and monetary amount

CNT, UNT

For further details please refer to secti on 10.5 of this document.

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Appendix B: Message examples

Below is an example of a simple order message. This and examples are all scenarios mentioned in this document appear in the embedded document at the end of this section.

Purchase Order message:

UNH+ME000001+ORDERS:D:01B:UN:EAN010' Message header BGM+220+128576+9' Order number 128576 DTM+137:20160830:102' Message date 30th of August 2016 RFF+CT:652744' Order is based on contract number 652744 DTM+171:20160825:102' Date of contract 25th of August 2016 NAD+BY+5412345000013::9' Buyer is identified by GLN 5412345000013 RFF+VA:87765432' Buyer’s VAT number is 87765432 NAD+SU+4012345500004::9' Supplier is identified by GLN 4012345500004 RFF+VA:56225432' Supplier’s VAT number is 56225432 CUX+2:GBP:9+3:EUR:4+1.67' Ordering currency is Pounds Sterling with the invoicing

currency identified as Euros The exchange rate between them is 1 Pound Sterling equals 1.67 Euros

DTM+134:2016080120160831:718' Period on which rate of exchange date is based is the 1st of August 2016 - 31st of August 2016

LIN+1++4000862141404:SRV' First product order is identified by the GTIN 4000862141404

PIA+1+ABC1234:IN' In addition the buyer’s part number ABC1234 is provided IMD+C++TU::9' The ordered item is a traded unit QTY+21:48' Ordered quantity is 48 units PRI+AAA:14.58:CT:AAE:1:KGM' Fixed net calculation price is 14.58 Pounds Sterling DTM+171:20160801:102' Price list date 1st of August 2016 LOC+7+3312345502000::9' The first place to which the product is to be delivered is

identified by GLN 3312345502000 QTY+11:24' The quantity to be delivered at this location is 24 DTM+2:20160915:102' The quantity should be delivered on the 15th of September

2016 LOC+7+3312345501003::9' The second place to which the product is to be delivered is

identified by GLN 3312345501003 QTY+11:24' The quantity to be delivered at this location is 24 DTM+2:20160913:102' The quantity should be delivered on the 13th of September

2016 UNS+S' Message detail/summary separator CNT+2:1' Count of the number of LIN segments in the message UNT+26+ME000001' Total number of segments in the message equals 26

Note: The EDI interchange will include the UNB..UNZ segments and, if applicable, the UNG..UNE segments. (See part 1 section 5.7 of the EANCOM Manual for more details on this and other available message segments).

ESIG ORDERS Purchase Order mess


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Appendix C: Glossary of terms Name Definition

Agent An organisation who acts as an intermediary between the Buyer and a Supplier.

Blanket Order

A blanket order is a single PO to a supplier with an overall quantity and separate delivery dates to be made over a period of weeks or months, usually to the same destination.

Buyer Party to which goods or services are sold.

Call Off This is where a quantity is called off from a blanket order

Consignee The party by whom the goods, cargo or containers are meant to be received. The actual physical receipt can take place by another party.

Consignment

A consignment is a separately identifiable collection of Consignment Items (available to be) transported from one Consignor to one Consignee via one or more modes of transport as specified in one single transport service contractual document.

Consolidator

A consolidator manages deliveries on behalf of a Customer,combining stock coming from a number of suppliers into a fewer number of consolidated deliveries to the Customer.

Co-Packer A Co-Packer runs a packaging operation which consists of assembling either different products or the same products under the same packaging.

Customer An organization or individual to which or to whom goods and/or services are supplied.

Distribution Centre (DC)

An establishment (consisting of one or more warehouses and loading and unloading facilities) where the receipt, storage and distribution of goods take place.

Electronic Data Interchange (EDI) The computer-to-computer exchange of standard electronic business documents between two companies.

Freight Forwarder

An organisation that manages the import processes ensuring the transportation, customs duties etc. are paid. They usually work on behalf of a Buyer.

Global Location Number (GLN)

Abbreviation for the EAN.UCC Global Location Number. A 13- digit non significant reference number used to identify Legal entities (e.g. registered companies), functional entities (e.g. specific department within a legal entity), or physical entities (e.g. a door of a warehouse).


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Name Definition

Global trade item number (GTIN)

Identification of a trade item, which is defined as any item (product or service) upon which there is a need to retrieve pre-defined information and that may be priced or ordered or invoiced at any point in any supply chain.

Grouping Reference

This is used to notify a consolidator which orders are to be put into the same lorry/container. Each order will be for a single supplier but the "grouping reference" is used by the consolidator for transport planning.

Logistic service provider (LSP) Party providing logistic services such as warehousing, re-packing products, distribution and assembly.

Order

Document/message by means of which a buyer initiates a transaction with a seller involving the supply of goods or services as specified, according to conditions set out in an offer, or otherwise known to the buyer.

Third Party Logistics Provider (3PL)

Party providing logistic services such as warehousing, re-packing products, distribution and assembly. This may include all or some of these services

Vendor Managed Inventory (VMI)

This is where the supplier is responsible for the Buyer’s inventory and raises the order on behalf of him. The supplier will determine when the inventory needs replenishing and raise an order on themselves, sending a copy of the order to the buyer.


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Appendix D: References

EANCOM Manual 2002 Edition 2014

http://www.gs1.org/eancom-user-guide

GS1 General Specification

This link takes you to the full international specification on the member’s website

GS1 General specification pdf (4.6MB)

GS1 UK Solution Partners

A list of GS1 UK accredited Solution Partners is available to help suppliers with implementations:

http://www.gs1uk.org/resources/sp/Pages/solution-provider-finder.aspx

Documents

ORDERS message implementation guideline - GS1...ORDERS message implementation guideline Page 4 1. Introduction and acknowledgements 1.1 About this document The purpose of this document