EDI

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 or Inovis 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. Fed Ex) then the entire pickup at your shipping location is considered one shipment. All ASN's transmitted against this shipment should 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 856 ASN must be transmitted and received prior to the arrival of the shipment. If the product arrives prior to the 856 ASN the vendor will receive a non-compliance charge. Below are some scenarios that you should pay special attention to when determining the appropriate time to transmit the 856 ASN.
   • If the vendor's shipping facility is located within 12 hours of our distribution centers in Jacksonville, TX or South Hill, VA.
   • If the shipment is being sent via Air.
   • Shipments leaving your facility on Friday. 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.
9. Whenever possible the shipping information should be consolidated into one ASN. One ASN per PO/Shipment is preferred.
10. The 810 Invoice must be sent within 24 hours of shipment pickup from vendor's warehouse.
11. 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.
12. 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.
13. You must be capable of retransmitting all EDI documents within 24 hours of request.
14. 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.
       • 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 charges.
    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.

Vendors who are not able to comply with SSI's EDI requirements should consider outsourcing an EDI program. We recommend using the GXS Managed Services, which enables a non-EDI vendor to be capable of sending and receiving electronic documents. SSI will send the electronic Purchase Order to the GXS Managed Services, who will translate the electronic Purchase Order into a fax for the vendor. The vendor faxes the invoice to the GXS Managed Services and they translate them into the appropriate documents and send to SSI electronically. If you need further assistance in this area please contact the EDI Service Administrator at 713-663-9756.

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

UPC Catalog Data Requirements