3-type items / special ordered items · web viewthe trading partner relationship will reflect the...
TRANSCRIPT
Electronic Data Interchange (EDI) OperationsGuide
Camping World650 Three Springs RoadBowling Green, KY 42104
Document History
DATE DESCRIPTION NAME11/12/2019 Draft Submitted Miranda Raines
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Preface How to Best Use This Document The Camping World EDI Operations Guide is a comprehensive document that defines the standards, requirements, and expectations necessary to ensure successful completion of each transaction to optimize our supply chain fulfillment and customer experience.
This document has been created as a guide to our suppliers for setup, testing and implementation.
Please refer to this document for post-production support as well.
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Contents
What is EDI?............................................................................................................................................5
Camping World’s Program Overview.............................................................................................6
Vendor Onboarding..............................................................................................................................7
File Specifications.................................................................................................................................8
3-Type Items / Special Ordered Items...............................................................................8
850/860 – Purchase Order/PO Change....................................................................................10
855 – Purchase Order Acknowledgment.................................................................................11
856 – Advanced Ship Notice (ASN)...........................................................................................12
810 – Invoice.....................................................................................................................................13
846 – Inventory (Alternate Format Included)........................................................................14
Shipping Document Requirements...............................................................................................15
Branded Packing Slips...................................................................................................................15
GS1-128 Shipping Label...............................................................................................................16
Transitioning to Production.............................................................................................................18
Contacts.................................................................................................................................................20
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What is EDI?Electronic data interchange (EDI) is a collection of widely accepted standards used across many industries that allow businesses to electronically transmit order data, including PO’s, ASN’s, and Invoices. It reduces, and in some cases, removes the need for repetitive manual processes to allow for faster order processing and fewer errors.
EDI may refer to either an online web portal or an integrated connection involving files being transferred over a secure transmission method (FTP, SFTP, AS2, VAN, etc.). It usually involves inbound and outbound documents for both the retailer and the supplier depending on the specific requirements of the company you are trading documents with. It is important to maintain compliance with each specification to ensure all updates are processed without delays.
The Benefits of EDI
Minimizes Errors Increases Productivity Increases Order Visibility
Cuts Costs Automates Order Fulfillment
Reduces Response Times
Reduces Customer Service Follow Up
Eliminates the need to print and store paper
copies
Expedites invoice processing
Increases inventory visibility for drop ships
Reduce transmissions times for order data and
updates
Increases Efficiency in Order Procurement
Camping World’s EDI Document Flow
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Camping World’s Program Overview
Camping World has partnered with SPS Commerce to execute all EDI tasks related to vendor onboarding, including testing, setup and production support. SPS Commerce will consult with each vendor to determine the appropriate solution for their current operations. File specifications can be found at https://community.spscommerce.com/camping-world/.
Required EDI Documents
850 – Purchase Order 855 – PO Acknowledgment 860 – PO Change 856 – Advanced Ship Notice (ASN) 810 – Invoice 846 – Inventory Branded Packing Slips GS1-128 Shipping Label
Future EDI Documents
820 – Remittance 832 – Pricing SPS Commerce POS Collaborative Analytics
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Supported Communication Methods
VAN Network FTP SFTP AS2
Order Types
Direct to Store/Warehouse (including multistore locations) Cross-Dock/Pre-Mark (including multiple Premark locations) Drop Ship
Our Brands
Camping World Gander Outdoors Overton’s
Vendor OnboardingCamping World requires all vendors to be EDI compliant to receive purchase orders and payments.
To support this requirement, SPS Commerce will provide all vendors with a 45-day complimentary subscription to their online Fulfillment site. The site will allow vendors to be EDI compliant within 1-2 business days and to start receiving orders as soon as possible. If additional testing and certification is needed for vendors using their own third-party EDI provider, the site will be available until testing is completed with SPS Commerce.
If you decide to complete testing and certification through your existing EDI provider, we encourage you to complete testing on all available order types to avoid additional testing in the future. We currently support bulk (ship to DC/store), cross-dock, and drop ships. Please let us know if you do not support any of these order types.
Our EDI specifications and store list can be found at https://community.spscommerce.com/camping-world/.
Your merchandise buyer will provide you with a setup request form to complete and will submit an internal request to begin the onboarding process. SPS Commerce will contact you to provide the initial login details and discuss long term EDI solutions with you.
Long term solutions include assuming responsibility for the web account once the complimentary trial is complete or moving to a testing phase to use your own EDI
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services and trade EDI formatted documents with SPS Commerce for our connection.
File SpecificationsEDI relies on specific standards to ensure data is accurately translated and can be successfully transmitted between trading partners. These standards are the foundation to the format that may be used by various trading partners. Please make sure you review our specifications carefully and communicate any concerns you may have in meeting our requirements.
Camping World’s EDI file specifications can be found at https://community.spscommerce.com/camping-world/.
General Information
Duplicate data transmissions require labor and resources by Camping World. Please ensurethe necessary actions have been taken to eliminate duplication.
Authorization is required before resending EDI documents. Please contact the buyer listed on the purchase order for these issues and do not re-send until given authorization.
PO’s and PO Change documents are transmitted daily at the following times (Central time zone):
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7 am 11:30 am 4pm8 am 12:30 pm 5 pm9 am 2 pm 6:30 pm10 am 3 pm 7:30 pm
3-Type Items / Special Ordered Itemso Used for items without an existing Camping World SKU
Retail customer workorder Retail customer special order Customized items Call Center special order
o Every vendor is setup with this item as a SKU Format: “3“,”space”, the first 4 characters of the vendors name,
the vendors vendor numbero Item may include notes in the ‘MSG’ segments that should be
reviewed.o There is a 1-to-many ratio for SKU to VPN setup.
The SKU will be used for any VPN that is not already setup in Camping World’s system
o Example:
PO1*1*2*EA*43.240**SK*3 ABCD123456*VP*1528-4485PO1*1*2*EA*99.990**SK*3 ABCD123456*VP*24-228836PO1*2*2*EA*99.990**SK*123456*VP*24-112345~
The following fields must be replicated from the 850 PO on all return documents and not exceed the quantity or cost indicated on the 850 or 860:
o Vendor Numbero Purchase Order Numbero Line Numbero SKUo VPN/UPCo Quantityo Unit of Measureo Item Cost
By sending an ASN or invoice or physically shipping product confirms acceptance of all purchase order data,
including item costs, UPCs, terms, allowances, etc. Camping World may issue charges resulting from any
discrepancies.
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850/860 – Purchase Order/PO Change1. Purchase orders may be sent from Camping World, Gander Outdoors, or
Overton’s, as well as any new entity purchased by Camping World LLC. The trading partner relationship will reflect the trading partner name as “Camping World”.
2. Each PO contains a REF segment with the “19” qualifier to identify the specific division that placed the order.
Approved Values: Gander OutdoorsOvertonsCamping World
3. The PO must be acknowledged within 1 business day of the transmission date.
4. Purchase Orders will be sent with either the vendor part number or the UPC for each item. If you have a specific requirement, please communicate that information to the merchandise department during the item setup process.
5. Do not ship orders until all open discrepancies are resolved and an accurate PO has been provided.
6. Do not cancel backorders unless an updated 860 PO Change is received, or you receive a written request from the buyer or dropship department managing the order status.
7. If additional contact is needed, please refer to the buyer listed on the PO
8. The purchase order change document will be transmitted after:
(1) the vendor provides changes needed in writing
(2) an 855 PO acknowledgement is received from the vendor indicating changes are required, or
(3) confirmation is received from the vendor that changes are approved in their system already (Ex: cancellations, etc.) as some updates cannot be reversed in the event an order has already shipped.
9. Cancellations: The vendor must confirm in writing that they have canceled their PO BEFORE Camping World cancels their internal PO. Cancellations are final and cannot be reversed. See # 8 for acceptable forms of notification from the vendor.
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855 – Purchase Order Acknowledgment
1. The PO acknowledgement is a full replacement file. We do not transmit files containing only deltas.
2. Vendors are responsible for verifying the accuracy of each purchase order. Discrepancies or delays should be communicated with the EDI 855 PO acknowledgment within 1 business day of receiving the 850 PO.
3. A PO Acknowledgement is required for each 850 PO transmitted and optional for the 860 PO Change.
4. If an item or PO is rejected, a reason for the rejection is required and should include any necessary updates needed to resolve the rejection.
5. If a rejected PO is corrected, a new 850 PO will be transmitted in place of the 860 PO Change
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856 – Advanced Ship Notice (ASN)1. The ASN must be an identical representation of the physical shipment
including, but not limited to, shipped items and quantities and accurate carton identification.
2. The SSCC (Serial Shipping Container Code) information must be identical across the ASN and the physical cartons.
3. The line number cannot be duplicated within a shipment.Example: A PO contains 1-line item with a quantity of 3.
The ASN should reflect 1-line item with a quantity of 3 (or less if the item was short shipped). There should NOT be 3 lines for the same item with different quantities, unless they are shipped in separate cartons.
4. The carrier must match the approved carrier list, See TD505 in ASN specifications.
5. The purpose code (BSN01) must be accurate. “00” is used for non-dropship PO’s“06” is used for dropship PO’s only
6. An 856 ASN is required for each shipment.
7. ASN’s should be transmitted within 1 business day of the physical shipment and received prior to arrival at the destination.
8. The tracking number or bill of lading is required for every shipment.
9. The ASN must be received before the invoice.
10.The ship method will be transmitted on the PO for all drop shipped order types. If it is not provided our preferred carrier is “FEDEX HOME DELIVERY” for small packages. Please contact the buyer or drop ship department to obtain the 3rd party account number for billing.
11.Refer to the corresponding routing guide for physical shipment requirements and chargeback details.
12.ASN’s can only be sent with one order type per ASN (order types=Stand Alone, Drop Ship, Cross dock, Direct Ship to Store). Mixed ASN’s are not allowed.
13.For orders shipping via LTL Carrier, if the specific carrier is not listed in the approved list for the TD505 element, use ‘TRUCK’ as a generic selection.
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810 – Invoice1. The invoice number should be formatted in all CAPS, if alphanumeric.
2. Do not mail, e-mail or fax copies of the invoice without prior approval from Accounts Payable.
3. Invoices should be submitted within 5 business day of the ASN being sent.
4. Any applicable drop ship fee, shipping charges or taxes should be applied during the invoicing process to ensure accurate payment
5. Cost changes are not permitted on the invoice (see PO)
6. The cost cannot be less than or equal to zero for any items, including allowances and discounts.
7. Cost increases are not allowed on invoices and will processed at the original PO cost. An 860 PO change should be received acknowledging the item updates have been completed before the order is shipped.
8. The terms will be applied to the invoice once it is received. The data will be ignored unless an error is produced that delays the invoice.
9. Bulk and Premark Orders require that an ASN must be received and the physical receipt must be completed before the invoice can be processed.
10.Drop ship orders require that the ASN is received and processed before the invoice can be processed.
11.Credit Memo’s and Vendor Charge Backs (VCB’s) are not part of the EDI program.
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846 – Inventory (Alternate Format Included)1. File must be received before 5am EST
o Any file received after 5am EST will not be processed until the following day
o The “AVAILABE_DATE” should contain the date the file is processed on based on the cutoff time
2. A maximum of 1 file per day is permitted
3. A file can only contain 1 vendor
4. The file should be transmitted 7 days a week
5. Items should not be duplicated within a single file
6. Negative on-hand quantities are not permitted.
7. An alternative csv file can be provided in place of the EDI 846 document if needed. Please contact [email protected] for additional information.
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Shipping Document RequirementsBe sure to review the routing guide and shipping compliance documents in addition to the documents below that are specific to EDI.
Branded Packing SlipsA branded packing slip is required for all drop shipped orders shipped directly to the consumer. The file specifications can be found at https://community.spscommerce.com/camping-world/. A sample is displayed below. You may also create a branded packing slip from your system, but it must be submitted and approved during the onboarding process with SPS Commerce.
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GS1-128 Shipping LabelGeneral Label Requirements
Label size should be “4 x 6”. All shipping labels require the following information:
o Ship To and Ship From Informationo SKU Numbero Qty Shippedo Final Destination (Warehouse/Store #)o SSCC‐18 Number (Serial Shipping Container Code)
Zone Definitions
Zone A – Vendor name and address where the merchandise ships from.
Zone B – Warehouse/Store #, address, city, state and zip code where the merchandise is beingshipped to.
Zone C – Ship to Postal Code must be human readable and bar‐coded.
Zone D – Carrier Name and UPS/FedEx Tracking Number (or PRO #).
Zone E – Camping World Purchase Order Number
Zone F – Camping World SKU Number, and UPC Code, Qty and Carton CountIf more than one SKU per carton, the SKU should read, “Mixed”, and the UPC Code should beblank.
Zone G – Final Destination/Store # in bar‐code format.
Zone H – If the order is Cross‐Docked, this zone should contain the Location # of the FinalDestination of the merchandise (address is optional). If the order is shipped to a Store, this zoneshould contain the Store # (address is optional)
Zone I – SSCC‐18, standard UCC‐128 bar code. This is the Carton Serial number, which must beunique and never repeated on any cartons or shipments. This must be human readable and barcoded,for a total of 20 digits. “00” is the application identifier.
Label Placement
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Label placement should be on the top, front, or side (not on the bottom). The label must beplaced one inch from any corners, ends, or seams where applicable. Do not place or wrap thelabel across two different sides.
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Transitioning to ProductionOnce all the setup and testing is complete with SPS Commerce, we will be ready to enable the connection in our production environment. SPS Commerce will email a production notification to both Camping World and our trading partner. We will enable the connection within 1 business day.
General Information
We can accept EDI invoices for PO’s that were not transmitted from EDIo If you do not support this functionality, you can email the invoices to
close them out and all future orders and invoices will go through the EDI connection.
Please make sure the testing configurations have been updated accurately in production to ensure a smooth transition.
If you are transitioning from a webforms portal to a file transmission, please be sure to monitor the portal until the first order is received through the new connection.
If you are transitioning from an email or fax transmission method to EDI, please do not accept any manual emails going forward.
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Post-Production SupportWho Should I Contact?
Please make sure to include the buyer listed on the purchase order on all communications. This will ensure that they are aware of any updates or issues as they arise and can assist as needed.
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Issues with an open POCost, VPN, etc.
Buyer Listed on the PO
Assistance with SPS's Fulfillment website, including username/passwordAssistance locating an order transmitted through a VAN connection
SPS Commerce
EDI issues within OracleAssistance needed to support SPS CommerceGeneral support for Camping World business users and trading partners
Camping World EDI Support
Open Invoice QuestionsSee 'Contacts'
Accounts Payable
ContactsEDI CoordinatorMiranda [email protected]
SPS Commerce Client Services SPS Commerce [email protected] [email protected] 888-739-3232
Accounts PayableCamping World [email protected] Outdoors [email protected]’s [email protected]
Gander Outdoors/Overton’s Drop Ship [email protected]@ganderoutdoors.com
(252)917-6480
Camping World Drop Ship Dept
(888)751-1142
Billing AddressCAMPING WORLD, INC.ATTENTION: ACCOUNTS PAYABLEP.O. BOX 90018BOWLING GREEN, KY 42102-9018 US
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