EDI

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Our Technology Strategy is committed to supporting the Universal Product Code (UPC), Electronic Data Interchange (EDI), Voluntary Interindustry Commerce Standards (VICS), and the Uniform Code Council (UCC) standards. By implementing these standards and technologies, SSI can expedite the movement of merchandise through the Supply Chain insuring a smooth flow from trading partners to the selling floor, better management of inventories, increased sales and enhanced customer service. SSI requires full EDI participation on all required* VICS documents for all vendors. The amount of business that our companies transact may be affected by your ability, or inability, to partner with SSI on EDI.

Summary of Standards

1.  GXS is SSI’s only Value Added Network (VAN) for all inbound and outbound files.

2.  SSI does not pay interconnect fees for users.

3.  SSI must be able to access your UPC’s via the GXS catalog.

4.  All new Vendors will be added using the 4010 VICS version of the EDI standard.

5.  The following information is required on the 810 Invoice:

• Your name and address
• Your invoice number
• Our Purchase Order Number
• Total weight of the shipment
• The freight Carrier
• The exact quantity in units by style, color and size
• The unit cost must match the unit cost on our purchase order
• The line item total must equal the invoice total

6.  The following information is required on the 856 ASN:

• Your name and address
• Our Purchase Order Number
• The number of cartons in your shipment by Purchase Order and shipment total
• Total weight of the shipment
• The freight Carrier
• The exact quantity in units by style, color and size
• Bill of lading number (this number must be assigned at shipment level). If the shipment is so large that it will not fit on one truck, then you must create a unique BOL and ASN for each truck.
• Carton detail information-The UPC cannot be listed multiple times within the same carton detail.
• Carton numbers must be unique across all DC ship to locations. A carton number can only be sent via EDI one time regardless of the ship to location.
• If shipping a pre-pack and a Pack UPC is included in the ASN and Invoice file, the quantity in the carton is the number of packs in the carton, not the total number of sellable pieces in the carton. For example, if there are 6 pieces in your pack, and there are 4 packs in a carton, then the quantity is 4, not 24.
  
• If shipping via LTL (less than truckload carrier, i.e. ABF) or Parcel Carrier (i.e. UPS) then the entire pickup at your shipping location is considered one shipment. All ASN’s transmitted against this shipment must display the same BOL number.
• When shipping via small parcel, vendors must enter the 1st tracking number of the shipment in the REF and BM segment as the BOL number.

7.  The 856 ASN must match the shipment and purchase order.

8.  The requirements for 856 ASN timing have been revised to ensure we receive the ASN in a timelier manner.

• Usable EDI ASN must be sent immediately on or before the release of the shipment to the carrier.
• ASN(s) must be received in our VAN by 6:00am CST on the day after the shipment is release to the carrier.
• If the ASN is received in our VAN after 6:00am CST next day, the vendor will be issued a LEVEL 1 Late ASN violation for "ASN not received prior to 6:00am CST the day after the shipment release".
• The Chargeback amount is $250 per PO/shipment. This is a new non-compliance charge (16A-1).
• The effective date for this chargeback is January 1, 2011.

9.  The 856 ASN must be transmitted and received prior to the arrival of the shipment. If the ASN is so late that the product arrives
     at our DC prior to the ASN the vendor will receive an additional non-compliance charge.

• This requirement has not changed. The associated chargeback remains at $750 per PO/shipment.

• This is considered a Level 2 Late ASN violation "for "No ASN received at time of receipt at Distribution Center" (16A)

10.  Below are some scenarios that you should consider when determining the appropriate time to transmit the 856 ASN.

• Vendors within 4-hrs travel zone of our distribution center in Jacksonville, TX, South Hill, VA or Jeffersonville, OH must send an ASN transmission immediately on or before the release of the shipment to the carrier. If the shipment is picked up in the morning and will arrive at any of our DCs within 1-4 hours, there is a chance that the trailer may be unloaded at our facility that same day. Every attempt should be made by our close proximity vendors to transmit the ASN prior to or as the shipment is leaving your dock.

• Most shipments that leave your facility on Friday arrive at our facility over the weekend. In this scenario please make sure the 856 ASN is sent on Friday; do not wait until the following Monday to transmit.

11.  Vendors must provide an accurate ship date within the DTM-11 segment of their ASN.

• Vendors currently provide this information in the ASN, so the only change going forward will be that we require the ship date to be accurate and match the "Shippers" signed date on the BOL.
• The chargeback amount is $1000.00 per PO/shipment for "inaccurate vendor ship date within Vendor's ASN data"/. This is a new compliance charge (16L)
• The effective date for this chargeback is January 1, 2011

12.  The shipping information must be consolidated into one ASN. One BOL number on the Advance Ship Notice transmission per
       PO/shipment is required.

13.  All jewelry (costume & fine) and watch vendors: The ASN replaces the packing slip; packing slips are no longer required.
       Orders received with packing slips will be considered non compliant and will be subject to a non compliance charge.

14.  The 810 Invoice must be sent within 24 hours of shipment pickup from vendor's warehouse.

15.  The 810 Invoice should only include merchandise line items transmitted at their actual costs. The merchandise line items
       should not be reduced to compensate for new store discounts, damage or distribution charges. No charges or allowances
       should be included in the 810 invoice either against line items or the invoice total. Invoices transmitted with these additional
       charges and allowances will be rejected, and subject to a non-compliance charge. Whenever possible the 810 Invoice should
       be consolidated to facilitate processing and research.

16.  All vendors must respond to the 850 Purchase Order with an accurate 997 Functional Acknowledgement within 72 hours of
       receipt of the 850 Purchase Order.

17.  You must be capable of retransmitting all EDI documents within 24 hours of request.

18.  SSI supports the use of pre-packs to streamline the flow of distribution. There are two EDI PO formats to transmit purchase
       orders written with packs electronically:

1. Transmit the order in the same format as a bulk order, the basic 850 format. 
   • Note: The SSI buying office will forward the pack breakdown to the appropriate party within the vendor's company.
   • The order is to be shipped based on the pack breakdown from the buying office. Failure to do so will be considered non-compliant, and subject to non-compliance charge
2. Transmit the number of packs, the pack UPC, and include the pack breakdown in the EDI PO.
   • The vendor is required to provide the pack UPC in the ASN and EDI invoice. This requires the use of the 850 PO format using SLN segment.

Vendors who are not able to comply with SSI's EDI requirements should consider outsourcing an EDI program.

Shipments received without the associated EDI transaction sets for Advance Shipment Notifications (856 ASN) and Electronic Invoices (810 Invoice) will be considered non-compliant and will be subject to non-compliance charges.

UPC Catalog

• SSI currently supports the GXS catalog.
• SSI requires our trading partners to provide accurate, updated UPC data via the GXS Catalog.
• Updated information should be sent electronically (832) to GXS a minimum of 10 days before market.
• Once you have assigned size ranges and communicated your UPC’s to GXS then size ranges cannot be altered (S-M-L cannot be changed to 5-7-9 etc).

UPC Catalog Data Requirements

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