SUPERCHEAP EDI Trade Partner Information Electronic Data Interchange User Guide
- June 15, 2024
- Supercheap
Table of Contents
EDI Trade Partner Information Electronic Data Interchange
User Guide
EDI Trade Partner Information Electronic Data Interchange
To be sure that you have the most current version of the document, please download it from the Super Retail Group website www.superretailgroup.com Working with us – Trade Partners – eBusiness
Introduction
Super Retail Group EDI (Electronic Data Interchange) welcomes the exchange of
business-to business documents in a standard electronic format with our Trade
Partners to reduce the manual intervention of orders and improves inventory
management.
Other benefits of using EDI with Super Retail Group also include:
- Cost & time savings + reduced with paper usage
- Faster handling orders & less emails
- Reduce Invoice discrepancies
- Greater visibility of orders data system validations
- Better order management and more accurate procurement
- Ability to utilise SSCC (Serial Shipping Container Code) for transports
Business Documents/Implementation Message Guide (MIG)
Super Retail Group has adopted five EDI message document types to support
the exchange of electronic business documents process. All are required to be
implemented.
-
ORDER – Order
o Sent from Buyer to Supplier to order goods -
ORDRSP – Order Response/Acknowledgment
o Sent from the Supplier to the Buyer to advise order can be fulfilled or any amendments from the original order -
ORDCHG – Order Changed
o Sent from Buyer to Supplier if the original order has been changed -
DESADV – Despatch Notice (ASN – Advance Shipping Notice)
o Sent from the Supplier to the Buyer to advise items packed & details of the order to be delivered -
RCTI/RCAN – Recipient Created Tax Invoice/ Recipient Created Adjustment Notice
o Sent from the Buyer to the Supplier of an order once receipted into our network to advise of items have been received to be paid for the order or adjustments
Each of the Messages Implementation Spec Guidelines will provide details of
the information that is shared electronically and required fields to be mapped
to ensure both parties receive the information needed to perform the ordering
process of the goods.
EDI messages Process flow
Super Retail Group EDI process improves the efficiency ordering of goods,
allowing the system to validate information accurately upfront, reducing
inventory and invoice discrepancies.
The diagram below of the process flow
Order
Super Retail Group buyer team will create an Order either Direct to the
Store or one of our Distribution Centres.
The order message will contain the buyer details, item details, the quantity
of the item to be fulfilled, the item price, the expected delivery date and
the site location to deliver.
The Trade Partner is to validate the order details to ensure the details are
accurate and can be fulfilled or can make a change to the order details where
required.
The Trade Partner is to respond to the order (Order Response/Acknowledge)
within 1 business day.
The technical spec information on purchase order details can be found in the
ORDER Message Implementation Guide
Each Buyer & Site location will own unique 13 digit ID as identify you will
need to map to aligning buyers name &/or site name and location.
Order Response/Acknowledgment
The Trade partner has three options to respond to an order using the Order
Response EDI message by either Accept/Acknowledge the Order, Reject the order
or Change the order detail.
Accept/Acknowledge the Order indicates the Trade Partner has validated and
acknowledged the order details are accurate including the price details on
each item and the quantity amount can be fulfilled in full by the delivery
date provided. Once The Trade Partner has Accepted/Acknowledged the order
details, the supplier then proceeds to pick/packing of the order.
Reject the Order indicates the Trade Partner is unable to fulfil the order as
a whole and the order will be deleted.
Change the order details indicates the Trade Partner is required to make
amendments to the order details, by either adjusting the ordered quantity
amount, item price corrections, flagging an item that is unknown/not listed or
to request to extend the delivery date.
Super Retail Group Order Management Team will review the revised change made
by the Trade
Partner:
- If revised changes are accepted, the order details will be updated, and an Order Change message will be sent within 1 business day
- If revised changes are not accepted, the Buyer may contact the Trade Partner about the changes or remove the item from the order and send an Order Changed message within 1 business day
The technical spec information on Order Response can be found in the ORDRSP
MIG.
You must use the correct response code when applying to Accept/Acknowledge,
Reject or Change response at the header level and including the line level.
Order Changed
The Trade Partner must review the Order Change message and then
Accept/Acknowledge message is the be sent before proceeding with the
pick/packing of the order.
The Trade Partner is to respond to Changed Order within 1 business day to
Accept/Acknowledge the order.
The technical spec information on Order Change can be found in the ORDCHG MIG
Dispatch Advice/ASN (Advance Shipping Notice)
The Trade Partner must ensure the order has been Accepted/Acknowledged before
proceeding with picking/packing the order.
The Dispatch Advice/ASN must have the correct item details and the total
amount that has been fulfilled for the order.
If Trade Partner had accepted an order but is unable to supply the total
quantity accepted for an item, it is not required to repeat the order change
process. Continue to supply if less than the original accepted amount that can
be supplied and ensure the correct quantity is provided in the Dispatch/ASN
message has been fulfilled for the order.
Super Retail Group does not accept back ordering or split deliveries and any
items that were not supplied in the total quantity ordered will be picked up
for the next replenishment review.
You must send your Dispatch Advice/ASN message before you deliver the stock to
ensure able to receive the order on arrival.
The technical spec information for the Dispatch Advice/ASN (Advance Shipping
Notice) details can be found in the DESADV MIG.
As part of the Dispatch Advice/ASN message is required to contain the Trade
Partner Invoice Reference number, the expected delivery date of the order and
an 18-digit Serial Shipping Container Code (SSCC) number to align with the
SSCC label to be able to scan receipt of the goods into our network.
Recipient Created Tax Invoice (RCTI)
The Trade Partner will receive a Recipient Created Tax Invoice (RCTI) on
the following day after the order has been scanned/receipted into our network
to advise of items that had been received and the total value.
The Recipient Created Tax Invoice allows the Trade Partner to validate the
summary total against their internal invoice to ensure the correct total
amount has been receipted in our network for the order.
If a discrepancy is found between RCTI and Trade Partner’s internal invoice,
the Trade Partner is to raise it within 5 business days with the Super Retail
Group accounts payable team.
[email protected]
If a discrepancy has been notified to the Super Retail Group accounts payable
team may also request a POD for further investigation, and follow-up areas to
ensure all items have been scanned/receipted.
We ask you to raise any discrepancy within 5 business days on resolving the
issue due to quick stock movements through our network and support the
efficiency of end of month match statements reconciliation payment process.
Don’t wait months later.
To support the match statements process, the Trade Partner must ensure that
the correct Invoice reference number in their Despatch Advice/ASN message
aligns with their statements.
The technical spec information for RCTI details can be found in the RCTI-RCAN
MIG
Recipient Created Adjustment Notice (RCAN)
Recipient Created Adjustment Notice (RCAN) is used where the Trade Partner
account requires an adjustment.
The Recipient Created Adjustment Notice forms part of the Return To Vendor
(RTV) process where the buyer may require to return items such as warranty,
damaged goods, wrong item delivered, or incorrect supply amount.
A Return Authority Number (RAN) may be requested from the Trade Partner before
a Return to Vendor order is raised. The Trade Partner can supply any reference
as the RAN example an order number or Invoice number can be used to allow
Trade Partner to identify when a Recipient Created Adjustment Notice is
received.
The technical spec information for RCAN details can be found in the RCTI-RCAN
MIG
Delivery to Distribution Centre
All deliveries require a Serial Shipping Container Code (SSCC) with a
clearly labelled number of pallets/cartons for each order (example [1 of 3] –
[2 of 3] – [3 of 3])
You must send your Despatch Advice/ASN message before you deliver the stock to
ensure able to receive the order on arrival.
It is required to make a booking for the order delivery to the Distribution
Centre
Further information can be found at DC Terms and Conditions
Delivery to Store
All deliveries require a Serial Shipping Container Code (SSCC) with a
clearly labelled number of pallets/cartons for each order (example [1 of 3] –
[2 of 3] – [3 of 3]) You must send your Despatch Advice/ASN message before you
deliver the stock to ensure able to receive the order on arrival.
Orders will provide a delivery window and to be delivered within the delivery
window provided.
Delivery Label – Serial Shipping Container Code (SSCC)
A Serial Shipping Container Code (SSCC) uniquely identifies an individual
logistic unit, such as a pallet or multi-loose cartons sent from the Trade
Partner transports along with the order goods.
The 18 digits commonly shown as the GS1-128 barcode that is on the SSCC label
form part of the Dispatch Advice/ASN message to allow us to scan to receipt of
the order into our network.
The details on the SSCC label required are:
- To (Ship to details company site & location address)
- From (Trade Partner name and address)
- Order Number
- MIXED if the carton/pallet/SSCC that contains mixed items
- Number of cartons/pallets/SSCC examples [1 of 2] – [2 of 2]
- 18-digit number GS1-128 standard symbiology scannable barcode
Labelling the number of cartons/pallets on the SSCC label examples [1 of 2] –
[2 of 2] is an important reference for the receiver to know how many cartons
&/or pallets are required to be removed collectively from the transport truck.
More Information on the GS1-128 barcode can be found at https://www.gs1au.org
The Despatch Advice/ASN should align how you pack your goods in line with the
SSCC number on the label and should be packed at the highest level of
packaging
If you have multiple loose cartons not wrapped on a pallet each carton must
contain an SSCC label identifying its items inside (bulk or mixed) If multiple
cartons are wrapped on a pallet only one SSCC label is required to identify
its items inside (bulk or mixed)
If you have multiple pallets each pallet must have an SSCC label identifying
its items inside (bulk or mixed)
How to integrate EDI with Super Retail Group
All five EDI messages ORDERS, ORDRSP, ORDCHG, DESADV & RCTI/RCAN are required
to be implemented as per the spec implementation information.
Super Retail Group uses a third party VAN (Value-Added Network) OpenText to
translate all its EDI messages.
The Trade Partner will require to establish a connection with our VAN Opentext
either by using a VAN or direct map to OpenText.
Super Retail Mailbox ID:
ZZ:9327303107818 – Production system
ZZ:9327303107825 – Test system
After the Trade Partner has implemented all five EDI messages an integration
user acceptance testing is required to cover all scenarios (Accept, Reject &
Change Order) to ensure of each EDI messages is mapped as per the Messages
Implementation Spec Guidelines and completing the EDI process flow before
migrating to production.
An example of an SSCC label will be requested to provide to ensure it complies
with our scanning systems.
To obtain the five EDI messages implementation specs contact –
[email protected]
Contact
[email protected]
EDI TRADE PARTNER INFORMATION GUIDE – SCA & BCF