unisource asn requirements - iconnect · expiration date see appendix d if the product has...

March 2008 of 23

Unisource

ASN Requirements

March 2008 of 23

UNISOURCE ASN REQUIREMENTS

LOGISTICS ASN REQUIREMENTS ................................................................... 3

ADVANCE SHIP NOTICE (ASN) (EDI 856) ... .......................................................... 3 ADVANCE SHIP NOTICE (ASN) (EDI 856) REQUIREMENTS……………………………………………….4/5

PALLET LABELING ... ................................................................................... ..6

LICENSE PLATE NUMBER (LPN) LABELS ... ........................................................... ..6

LOGISTICAL SHIPPING UNIT........…………………………………………………………………………………….6

IT ASN REQUIREMENTS………………………………………………………………………………..……………7

SHIP NOTICE - TRANSACTION 856 REQUIREMENTS…………………………………………….…………..………….….7

DATA VALIDATION REQUIREMENTS..............................................................9

APPENDIX A: CONTACTS ... ........................................................................... .10 APPENDIX B: EAN/UCC-128 LPN LABEL ... ................................................... 11/12 APPENDIX C: Ship Notice – Transaction 856……………………………………………….13 APPENDIX D: Logistical Shipping unit & LPN (Visio)... ................................ ..23

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Logistics ASN Requirements

Advance Ship Notice (ASN) (EDI 856)

The Advance Ship Notice (ASN or EDI 856) is a transaction used to confirm the

configuration of a shipment of goods as well as additional information relating to the

shipment. This transaction will describe the shipment at the Logistical Shipping Units

level, and will include such information as lot numbers, pack dates, expiration dates, and

net weight of catch weight items. Complete and accurate ASN’s will ensure quick and

efficient receipt of your products.

The ASN is required to be received prior to shipment’s arrival at the DC. It is

recommended that the ASN be transmitted as the load is sealed at your dock.

LPN label configurations will be tested prior to implementation. (see page 8)

The ASN must accurately provide all required information about the incoming

shipment. This information may include, but is not limited to the following ASN

elements:

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Advance Ship Notice (ASN) (EDI 856) Requirements

Requirement Description

Unique Shipment Identification

Number

Unique ASN number

Unisource Purchase Order

Number

Unisource Purchase Order sent to the supplier. This appears at the header

level.

Unisource Purchase Order Line

Number Item Sequence

The sequence of line items on the ASN must be the exact line item indicator as

the Purchase Order (850).

Unisource Vendor number The number assigned to the Supplier by Unisource to represent the Supplier in

Univis.

Ship-From Address Supplier’s Address.

Ship To Information The physical address where the PO’s are being shipped to.

Unisource Product Code The UNISOURCE 6-digit alphanumeric number corresponding to the Supplier’s

item number assigned to the Supplier’s item by UNISOURCE.

Logistical Shipping Units Quantity

See Appendix D

An item may span multiple pallets, but the quantity should reflect the actual

quantity per LPN per Logistical Shipping Units.

Lot Number

See Appendix D

Lot# or batch# must be included on the pallet level ASN. If there are multiple

lots on a pallet of product, multiple lot numbers must be provided in the ASN.

Manufacture Date

See Appendix D

If the product has a Manufacture Date printed on the case or inner pack, it

must be included on the ASN.

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Expiration Date

See Appendix D

If the product has Expiration or Use By Date printed on the case or inner pack,

it must be included on the ASN. All products must have 80% or more shelf life

remaining at the time of receipt at the DC.

Net Weight If the product is a catch weight item (sold by the pound) the net weight of the

product on the pallet must be included in the ASN.

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PALLET LABELING

LOGISTICAL SHIPPING UNIT:

Physical unit of same SKU (stock keeping unit) established for transport and storage of products where the largest quantity being a pallet and where there is a need for tracking and tracing individually by Qty, Lot ID, Manufacturer date, Expiry date, etc in

a supply chain using a LPN (Serial Shipping Container Code/SSCC).

See Appendix D - Visio

License Plate Number (LPN) Labels

All Logistical Shipping Units (LSU) will be labeled with an SSCC-18 Serial

Shipping Container Code encoded in the UCC/EAN-128 symbology. Bar

code must be of scannable quality to be accepted.

The data element requirements for each LPN can be found in Appendix B

Each pallet of a single SKU will have 2 LPN Labels. When facing the front of the pallet

(40” side), the LPN will be affixed underneath the stretch wrap to the TOP right

hand corner of the front side and right side of the pallet as shown in the diagram

below.

Diagram 1: LPN Location on Pallet

LPN (SSCC)

2” min 60” maximum

LPN labels should be a minimum 6” height and 4” wide.

A sample LPN label must be provided to National Logistics department for approval

and prior to implementation. (see Appendix A for contact)

Bar-coding standard can be found at the following site:

http://www.uc-council.org/ean_ucc_system/pdf/SSCC.pdf

http://www.uc-council.org/ean_ucc_system/pdf/SSCC.pdf

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IT ASN Requirements

SHIP NOTICE - TRANSACTION 856 REQUIREMENTS

Overview

This Draft Standard for Trial Use contains the format and establishes the data contents of the Ship Notice/Manifest Transaction Set (856) for use within the context of an

Electronic Data Interchange (EDI) environment. The transaction set can be used to list the contents of a shipment of goods as well as additional information relating to the

shipment, such as order information, product description, physical characteristics, and type of packaging, marking, carrier information, and configuration of goods within the transportation equipment. The transaction set enables the sender to describe the

contents and configuration of a shipment in various levels of detail and provides an ordered flexibility to convey information.

The sender of this transaction is the organization responsible for detailing and communicating the content of a shipment to the receiver of the transaction set. The

receiver of this transaction set can be any organization having an interest in the information about the contents of a shipment.

The ship notice/manifest, often referred to as the ASN (Advance Ship Notice) is issued by the trading partner to let Unisource Canada know what products are included in the

shipment leaving the trading partner’s premises.

The 856 must arrive at Unisource Canada a minimum of two hours before the shipment arrives – the warehouse cannot receive the shipment if the ASN hasn’t been received.

Structure of the 856

The information for the ASN is organized into header information and five tables as

outlined in the Data Segment List. The structure is hierarchical and designed to show relationships within a shipment, e.g., pallets on a truck, part numbers on the pallet,

the cartons that parts are packed in, etc. Each table is a level in the hierarchy. Each table begins with an HL segment, value for

each table as follows:

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Table 1 - Shipment S to identify data related to the trading partner's

whole shipment, such as bill of lading quantity,

weight, ship to etc.

Table 2 - Order O to identify data related to the trading partner's

order and the Unisource Canada original

purchase order

Table 3- Item I to identify the products being shipped,

quantities, packaging etc.

Table 4- Package P to identify pallets/packages/boxes label. This

level is mandatory

Table 5 - Summary This table contains summary information.

Every transaction set contains a summary table.

Shipping License Plate Number (shipping container label number)

Unisource Canada requires that you label your shipping containers with the Shipping License Plate serial number and provide that information in the 856 ASN that you send

to us. The purpose of the SLP is to uniquely identify each shipping container (carton, group of cartons or pallet) packed by a supplier in a shipment.

The container number indicated in the 856 must match the bar coded number on the shipping container. The SLP label is the physical link to the information sent

electronically.

Only similar items with similar properties (ex the same lot/batch number) can be packed under the same SLP.

Labeling rules

- one single item code (product code) may have assigned multiple LPN;

- one LPN may contain only one single item code (product code)

- one LPN is recommended to be used for multiple similar content

packages/boxes within a skid;

- every single skid will have 2 LPN’s;

Business Overview

Unisource Canada will require 856 ASN's for all shipments being received at a

Warehouse. It is the responsibility of the shipper to make certain the ASN arrives a minimum of

two hours prior to the arrival of the truck at the DC, and that it is in a usable condition.

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Business Processing

The following guidelines will help avoid receiving problems, invoice matching issues, and possible delays to your payments.

The ASN’s need to be accurate. Unisource Canada systems are updated with this

data and corrections are time-consuming and costly.

Merchandise cannot be received without an ASN. Please ensure that they arrive

on time.

Receiving data will be used to validate your invoice. Sending accurate data in

your ASN will help eliminate delay in processing your invoice.

Data Validation Requirements

Suppliers must provide compliant information for all mandatory segments as per the

specifications listed in this guide. The data contained in each field must be relevant to

the accompanying qualifier. During the Set up and Testing phase suppliers will be

provided with a snapshot of their data from Unisource Canada, Inc. to validate

accuracy and update if necessary.

If the data is found to be invalid or incomplete and the Supplier did not correct as per the

requested updates in a timely manner, the Supplier is liable and may be charged for the

expenses incurred by Unisource Canada, Inc. to fix any issue related to incorrect

information.

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Appendix A: Contacts

For questions regarding the Logistics Electronics Requirements document, please

contact the National Logistics Department at Unisource Canada, Inc.

National Logistics Department

Ray Hinksman, Phone: 905-795-5018 cell: 416-717-3265

MANAGER, LOGISTICS

[email protected]

EDI Department

Phone: 514-367-2891

[email protected]

mailto:[email protected]

mailto:[email protected]

March 2008 of 23

APPENDIX B: EAN/UCC-128 LPN LABEL

A B

C

D

E

F

G

4” Width

6” Height

H

I J

K

L

M

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4”X6” LPN Data Elements

Data Element Example Description

A. Numeric Human Readable Bar Code Translation

[00]000123450000000263

The application identifier [00] must proceed the Licence Plate Number and must be included in parentheses

B. Bar Code 30 mil 1” height

EAN/UCC 128 symbology or LPN. 20 digits. Links to

ASN. 1st 2 digits: Application identifier - always

begins with 00. 3rd Extension Digit UCC

Manufacturer ID Shipping Container #:Unique number

for LPN. Each LPN must consist of a different SC#.

Check Digit – UCC Standards (Uniform Code

Council) calculates number.

http://www.uc-council.org

C. Product Description

Econosource 8.5 X 11 White

Text description of product

D. VPC 221081

Vendors Product code printed on case

E. Vendor Product code

082505502005

Vendor system code

F. Ti/Hi 8-5

Vendor Pallet TiHi

G. Quantity 5

Logistical shipping unit qty

H. Postal code (420)L5T3R1

I. Vendor shipping address

Vendors shipping address

J. Ship to address 1475 Courtneypark dr Ship to address (may not be the final destination location)

K. Carrier Information

Carrier name, pro #, BOL # Carrier information

L. Final destination address

560 Hensall Circle Final destination address

M. PO# 90456 Unisource PO #

http://www.uc-council.org/

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APPENDIX C: Ship Notice – Transaction 856

Segment Required

HEADER

ST-transaction set header M BSN-beginning segment M

LINE DETAIL

HL-Hierarchical level (Shipment Level) M TD1-carrier details O TD5-carrier details O REF-reference M REF-reference M DTM-date/time reference - Ship/delivery M FOB-FOB related instructions O N1-name – Ship From name M N3-address – Ship From Address M N4-geographic location – Ship From Loc M HL-Hierarchical level (Order Level) M PRF-PO reference M HL-Hierarchical level (Item Level) M LIN-line item data M SN1-item detail M PO4 Item Physical detail O PID-product/item description O HL-Hierarchical level (Pack Level) M SLN – subline item detail M REF- reference identification M MAN-Marks and numbers M DTM-date/time reference (Manufacture date) M DTM-date/time reference (Expire date) M

SUMMARY

CTT-transaction totals M SE-transaction set trailer. M

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Legend: M = Mandatory O = Optional * = Optional in the standard, but mandatory for Unisource Inc.

Segment:ST Transaction set Header (MANDATORY)

Purpose:

Data element Attributes Comments

Ref. ID. Element name Format Size

01 143 Transaction set identifier code ID M 3/3 « 856»

02 329 Transaction set control number AN M 4/9

Segment:BSN Beginning Segment Advance Ship Notice (MANDATORY)

Purpose:

Identifying Numbers and Dates


Ref. ID. Element name Format Length

01 353 Transaction set purpose code ID M 2/2 « 00» =original

« 05» =change

02 587 Shipment ID ID M 2/30 Shipment identifier

03 373 Date DT M 6/8 Date shipment created

04 373 Time DT C 4/8 Time hh:mm

Segment:HL Hierarchical Level (Shipment Level) (MANDATORY)

Purpose:

Identifying Level Structures



01 628 ID number AN M 2/2 ID number

02 734 Parent ID number AN C 2/2 Parent ID number

03 735 Hierarchical Level Code ID M 1/2 Level Code

04 736 Hierarchical Child Code ID C 1/1 Child Code

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Segment: TD1 Carrier details (Quantity and Weight) (OPTIONAL)

Purpose:



01 103 Packaging Code ID O 1/5

02 80 Lading Quantity N0 O 1/7

03 23 Commodity Code Qualifier ID O 1/1

04 22 Commodity Code AN O 1/5

05 79 Description AN O 1/30

06 187 Weight Qualifier AN O 2/2

07 81 Weight R2 O 1/10

08 355 Unit of Measure AN O 2/2

Segment: TD5 Carrier details (Routing Sequence) (OPTIONAL)

Purpose:



02 66 Identification Code Qualifier ID O 1/2

03 67 Identification code AN O 2/20

04 91 Transportation method ID O 1/2 "H"=Customer pick-up

"M"=Motor (common carrier)

05 387 Routing AN O 1/35 Name (common carrier)

Segment:REF Reference Number *(MANDATORY)

Purpose:

To specify identifying numbers.



01 128 Reference Number Qualifier ID M 2/2 « BM » : Bill of Lading Number (shipment level)

02 127 Reference Number AN M 1/30 Specify identifying number

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Segment:REF Reference Number *(MANDATORY)

Purpose:




01 128 Reference Number Qualifier ID M 2/2 « VR » : Vendor Number (shipment level)

02 127 Reference Number AN M 1/30 Specify identifying number

Segment: DTM Date and time reference (MANDATORY)

Purpose:

Ship/Delivery date



01 374 Date / time qualifier ID M 3/3 Date Shipped/delivered qualifier (010/011/067/068)

02 373 Date DT M 8/8 CCYYMMDD

Segment:FOB F.O.B Related Instructions (OPTIONAL)

Purpose:

To specify transportation instructions relating to shipment.



01 146 Shipment Method of Payment ID M 2/2 "PP" = Prepaid (by Seller) "PB" = Customer Pick-up "CC" = Collect

02 309 Location Qualifier ID O 1/2 "DE" = Destination "OA" = Origin

Segment: N1 Name (MANDATORY)

Purpose:



01 98 Entity identifier code ID M 2/3 "SU"= Ship From

02 93 Name AN M 1/60 Ship From Name

03 66 Identifier code qualifier ID M 1/2

04 67 Identification code AN M 2/80

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Segment: N3 Address information * (MANDATORY)

Purpose:

Ship From information



01 166 Address 1 AN O 1/55 Ship From address

02 166 Address 2 AN O 1/55

Segment: N4 Geographic location * (MANDATORY)

Purpose:

Ship From information



01 19 City name AN O 2/30 Ship From city

02 156 Province code AN O 2/2 Ship From province

03 116 Postal code AN O 3/15 Ship From postal code

Segment:HL Hierarchical Level (Order Level) (MANDATORY)

Purpose:








Segment: PRF PO Reference *(MANDATORY)

Purpose:




01 128 Purchase Order Number ID M 1/22 PO Number

02 127 Release Number AN O 1/30 Specify identifying number

04 373 Purchase Order Date DT M 6/8 PO Date

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Segment:HL Hierarchical Level (Item Level) (MANDATORY)

Purpose:








Segment: LIN Item Identification (MANDATORY)

Purpose:



01 330 Assigned ID AN C 1/20 Assigned ID (line item from the PO)

02 235 Product/service ID qualifier ID M 2/2 “VP”=Vendor’s Product number

03 234 Product/service ID AN M 1/15

04 235 Product/service ID qualifier ID C 2/2 “CB”= Buyer’s Catalog Number

05 234 Product/service ID AN C 1/15

06 235 Product/service ID qualifier ID C 2/2 “UP”=UPC Consumer Package Code

“UK”=SCC14 UPC Code

07 234 Product/service ID AN C 1/15 UPC

Segment: SN1 Item Detail (MANDATORY)

Purpose:



01 350 Assigned ID ID M 1/20 Assigned ID

02 352 Number Units Shipped R9 M 1/10 Total Number of Units Shipped

Same as PO102 from transaction 850

03 355 Unit of Measure AN O 2/2 Same as PO103 from transaction 850

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Segment: PO4 Item Physical Detail (OPTIONAL)

Purpose:



01 356 Pack N0 M 1/6 Pack

02 357 Size R M 1/8 Size of a pack

03 355 Unit of Measure Code ID M 2/2 Unit of Measure of the size

Segment: PID Product/ item description (OPTIONAL)

Purpose:



01 349 Item description type ID M 1/1 « F « = free -form

05 352 Description AN M 1/80 Our product description

Segment:HL Hierarchical Level (Pack Level) (MANDATORY)

Purpose:








Segment: SLN Subline Item Detail (MANDATORY)

Purpose:



04 380 Quantity R9 M 1/15 Quantity per package

05 C001/355

Unit of Measure AN O 2/2 Same as PO103 from transaction 850

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Segment: REF Reference Identification (MANDATORY)

Purpose:



01 128 Reference Identification Qualifier ID M 2/3 “LT”= Lot Number

02 127 Reference Identification AN M 1/30 Lot Number

Segment:MAN Marks and Numbers (MANDATORY)

Purpose:



01 088 Marks and numbers qualifier ID M 2/2 “GM”

02 087 Marks and numbers AN M 1/48 SSCC-18 Package label number

03 087 Marks and numbers AN O 1/48 SSCC-18 Package label number

Note: When both MAN02 and MAN03 are used, MAN02 is the starting number of a sequential range and

MAN03 is the ending number of that range.


Purpose:

Manufacturing date



01 374 Date / time qualifier ID M 3/3 “094”= Manufacture date


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Purpose:

Expire date



01 374 Date / time qualifier ID M 3/3 “036”= Expire date


Segment: CTT Transaction totals (MANDATORY)

Purpose:



01 354 Number of line items N0 M 1/6

02 347 Hash total R O 1/10

03 81 Weight R O 1/10

04 355 Unit or basis for measurement code ID O 2/2

05 183 Volume R O 1/8

06 355 Unit or basis for measurement code ID O 2/2

Segment:SE Transaction set trailer (MANDATORY)

Purpose:



01 96 Number of included segment N0 M 1/10 Include segment ST and SE in the calculation

02 329 Transaction set control number AN M 4/9 Same number as segment ST02

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ASN (856) sample BSN*00*0081895034*20080523*133853~ HL*1*0*S*1~ TD1*CTN25*1****A3*2297.13*LB~ TD5**2*TPTT~ REF*BM*123456789~ REF*VR*54321~ DTM*011*20080526~ FOB*PP*DE~ N1*SU*Company Name*92*1234567890123~ N3*Your Address here~ N4*City*QC*zipcode~ HL*2*1*O*1~ PRF*01234-A1A***20080501~ HL*3*2*I~ LIN**CB*288801*UP*987654321012*VA*8576~ SN1**960*PK~ HL*4*3*P~ SLN****320*PK~ REF*LT*12345~ MAN*GM*00107233821151880101~ DTM*094*20080113~ DTM*036*20101231~ HL*5*3*P~ SLN****320*PK REF*LT*12345~ MAN*GM*00107233821151880102~ DTM*094*20080113~ DTM*036*20101231~ HL*6*3*P~ SLN****320*PK~ REF*LT*12345~ MAN*GM*00107233821151880103~ DTM*094*20080113~ DTM*036*20101231~ HL*7*2*I~ LIN**CB*779311*UP*987654321011*VA*1234~ SN1**200000*SH~ HL*8*7*P~ SLN****200000*SH~ REF*LT*12345~ MAN*GM*00107233821151880201~ DTM*094*20080114~ DTM*036*20111231~ CTT*2~

March 2008 of 23

APPENDIX D: Logistical Shipping unit & LPN (Visio)

unisource asn requirements - iconnect · expiration date see appendix d if the product has...

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