NMMA MDX Trading Partner Checklist

Marine Data Exchange (MDX)

Trading Partner Testing Checklist

This document will apply to MDX testing for the following trading partner:

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of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Revision Table:

1. Created on September 9, 2004 by Norman Katz, Katzscan Inc.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc TABLE OF CONTENTS

Introduction...... 5 Good Supply Chain Practices...... 5 Business Documents Overview...... 6 Prior To MDX Testing...... 6 Data Entry And Data Validity...... 7 Sample Document Flows For Testing...... 7 Purchase Order With No Changes...... 7 Purchase Order With Changes...... 7 Multiple Release Purchase Order...... 8 How To Use This Document...... 8 Data Field Status Codes...... 9 Additional Notes...... 9 Purchase Order Testing...... 10 Purchase Order Data Fields...... 10 Purchase Order Header...... 10 Purchase Order Currency Information...... 11 Purchase Order Contact Information...... 11 Purchase Order F.O.B...... 11 Purchase Order Terms Of Sale...... 12 Purchase Order Carrier Details...... 12 Purchase Order Tax Details...... 13 Purchase Order Ship To Information...... 13 Purchase Order Bill To Information...... 14 Purchase Order Remit To Information...... 14 Purchase Order Vendor Information...... 15 Purchase Order Ship From Information...... 15 Purchase Order Messages Text...... 16 Purchase Order Allowances/Charges...... 16 Purchase Order Detail...... 17 Purchase Order Detail Product Description...... 18 Purchase Order Detail Tax Information...... 18 Purchase Order Detail Messages...... 19 Purchase Order Detail Destination Quantity...... 19 Purchase Order Acknowledgement Testing...... 21 Purchase Order Acknowledgement Data Fields...... 21 PO ACK Header...... 21 PO ACK Currency Information...... 22 PO ACK Contact Information...... 22 PO ACK F.O.B...... 23 PO ACK Terms Of Sale...... 23 PO ACK Carrier Details...... 24 PO ACK Ship To Information...... 24 PO ACK Bill To Information...... 25 PO ACK Remit To Information...... 25 PO ACK Vendor Information...... 26 PO ACK Ship From Information...... 26 Purchase Order Acknowledgement Item Details...... 26 PO ACK Detail Data Fields...... 27 PO ACK Destination Quantities...... 27

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Purchase Order Acknowledgement Detail Allowances...... 28 Purchase Order Change Testing...... 29 Purchase Order Change Data Fields...... 29 PO CHG Header...... 29 PO CHG Currency Information...... 30 PO CHG Contact Information...... 31 PO CHG F.O.B...... 31 PO CHG Terms Of Sale...... 31 PO CHG Carrier Details...... 32 PO CHG Tax Details...... 32 PO CHG Ship To Information...... 33 PO CHG Bill To Information...... 33 PO CHG Remit To Information...... 34 PO CHG Vendor Information...... 34 PO CHG Ship From Information...... 35 PO CHG Messages Text...... 35 Purchase Order Change Allowances/Charges...... 36 Purchase Order Change Detail...... 36 PO CHG Detail Data...... 37 PO CHG Detail Product Description...... 37 Purchase Order Detail Tax Information...... 37 PO CHG Detail Messages...... 38 Purchase Order Change Detail Destination Quantity...... 38 PO CHG Detail Destination...... 39 Invoice Testing...... 40 Invoice Header Data Fields...... 40 Invoice Currency Data Fields...... 40 Invoice F.O.B. Data Fields...... 41 Invoice Terms Of Sale Data Fields...... 41 Invoice Tax Details...... 42 Invoice Ship To Information Data Fields...... 42 Invoice Bill To Information Data Fields...... 43 Invoice Remit To Data Fields...... 43 Invoice Vendor Information Data Fields...... 44 Invoice Ship From Data Fields...... 44 Advance Ship Notice Testing...... 45 ASN Header Data Fields...... 45 ASN Shipment Level Data Fields...... 45 ASN Ship To Information...... 46 ASN F.O.B. Information...... 47 ASN Ship From Information...... 47 ASN Vendor Information...... 47 ASN Order Level Data Fields...... 48 ASN Pack Level Data Fields...... 48 ASN Item Level Data Fields...... 48

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Introduction

The Marine Data Exchange (MDX) is a web-based software application supported by the National Marine Manufacturers Association (NMMA) that allows two companies (“trading partners”) exchange business documents, (i.e. purchase orders, invoices, ship notices, etc.), in electronic (data file) format.

The purpose of this document is to provide a testing checklist for a new trading partner relationship using the MDX. This document does not seek to outline functional testing of the MDX. Good standard business practices encourage testing prior to beginning an electronic business relationship. Any functional issues with the MDX found during testing should be reported to the NMMA immediately.

This document does not address computer system integration testing procedures.

Good Supply Chain Practices

The MDX creates a functional and more efficient bridge between the manufacturer and customer (distributor or retailer). The MDX does not, however, supplant or replace the need for good supply chain practices.

In good supply chain practices, errors and discrepancies are rooted out as early as possible and corrected to ensure the rest of the supply chain is not interrupted. For example, when a manufacturer short-ships a purchase order, this causes errors and discrepancies in the customer’s receiving system, warehouse management system, sales forecast / allocation system, and accounting system. As such, people must be involved in correcting the errors caused in each of these systems, driving up the cost of doing business and creating inefficiencies and shortages.

Conversely, the customer should work with their suppliers to provide forecasts that are accurate hopefully to the point of being qualified as blanket purchase orders, and provide sufficient lead- time to the manufacturer to make and ship the goods within the manufacturer’s capacity.

However, the manufacturer must work with their own supply chain partners – the manufacturer’s raw material and component suppliers – to ensure sufficient quantities of quality materials and parts are available to meet the manufacturing schedule.

Any broken link the in the supply chain causes disruptions throughout the rest of the chain!

The earlier in the supply chain errors and problems are caught and corrected, the smoother and more efficient the whole supply chain will be, and this will lead to better relationships between manufacturers and their customers. The end result is that consumers will have readily available the goods they desire to purchase when they walk into a retail store or shop online.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Business Documents Overview

The following business documents are available for electronic exchange via the MDX:

 Purchase Order (PO)  Purchase Order Acknowledgement (POACK)  Purchase Order Change (POCHG)  Invoice (INV)  Advance Ship Notice (ASN)

Data file attachments, such as word processor documents, spreadsheets, drawings, etc. can be attached to the above business documents. Each test should be conducted both with and without attached files.

This document’s frame of reference is from the manufacturer or supplier of merchandise who is setting up trading relationships to sell to distributors and/or retailers (the manufacturer’s customer). As such, the flow of the documents supported by the MDX, from the manufacturer’s reference point, is:

Document Name Direction Action Purchase Order IN RECEIVE Purchase Order Acknowledgement OUT SEND Purchase Order Change IN RECEIVE Invoice OUT SEND Advance Ship Notice OUT SEND

Prior To MDX Testing

The manufacturer and the customer will verify the sending and receiving, and use of, the electronic documents provided by the MDX.

For example, one customer may require a purchase order acknowledgement for each purchase order sent to the manufacturer. Another customer, however, may not wish to receive purchase order acknowledgements. Further, a purchase order acknowledgement may only be required by a customer for each purchase order change the customer sends.

In another example, the customer may require the advance ship notice to be sent no later than 4 hours after the truck has left the manufacturer. This will help to ensure the customer receives the advance ship notice in enough time to process the information well before the goods actually reach the customer’s distribution center or store.

Therefore, prior to testing, the manufacturer and customer must both agree as to the use of, and when to use, each electronic document supported by the MDX. These guidelines should be documented and included as part of this documentation.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Data Entry And Data Validity

The MDX does not validate data during entry aside from certain data field formats (i.e. dates) and specific data fields that are dependent upon one another as determined by their use and definition.

The MDX therefore does not, and cannot, correct data entry errors. If a purchase order number is entered incorrectly, the MDX has no way of knowing this. If an item code is entered incorrectly, the manufacturer may ship the wrong item or will note an item code that makes no sense and contact the customer. If the item quantity is entered incorrectly, the customer may end up with a shipment of 100 items, not the desired 10 items.

It is critically important that personnel at both the manufacturer and the customer be dedicated to ensuring 100% error-free data entry when using the MDX.

Sample Document Flows For Testing

The following are examples of document flows that should be tested.

Purchase Order With No Changes

In this example, the customer sends a purchase order to the manufacturer that requires no changes.

1. An original purchase order is sent by the customer and received by the manufacturer. 2. The manufacturer acknowledges the purchase order by sending a purchase order acknowledgement without any changes to the contents of the purchase order. 3. The manufacturer ships the purchase order and sends an advance ship notice. 4. The manufacturer sends an invoice to the customer for the shipped purchase order.

Purchase Order With Changes

In this example, the customer sends the manufacturer a purchase order that contains either errors or requirements that the manufacturer cannot meet.

Errors would include items that are not the manufacturer’s and case quantities that do not match the manufacturer’s minimums.

Requirements that the manufacturer cannot meet would include a short shipment timeframe or quantities that are too large for the manufacturer’s capacity, especially within short shipment timeframes.

1. An original purchase order is sent by the customer and received by the manufacturer. 2. The manufacturer finds discrepancies or errors on the purchase order.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc 3. The manufacturer sends the customer a purchase order acknowledgement changing the incorrect or invalid data. 4. The customer reviews the purchase order acknowledgement with changed data and: a. Adjusts the purchase order in the customer’s computer system to match the changes sent by the manufacturer b. Sends the manufacturer a purchase order change reflecting the new/corrected information 5. The manufacturer receives the purchase order change and confirms by review the changed data. 6. The manufacturer acknowledges the purchase order change by sending a purchase order acknowledgement. 7. The manufacturer ships the purchase order and sends an advance ship notice. 8. The manufacturer sends an invoice for the shipped merchandise.

Multiple Release Purchase Order

In this scenario, the manufacturer has been already committed to supply a quantity of merchandise, either via:

 A previously sent blanket purchase order  A signed and approved price quote  A signed and approved contract

The customer will send multiple releases against the same purchase order number to the manufacturer. In testing this scenario, the manufacturer will be receiving the same purchase order number with different release numbers from the customer. Each of these receipts in effect represents a new sales order to the manufacturer.

The manufacturer may be constrained from entering sales orders into their computer system with the same purchase order number. Combining the purchase order number and release number will create a unique identifier for the manufacturer. However, the manufacturer must be aware that this combined number is not the customer’s true purchase order number and must be corrected on outbound documents, such as the invoice and advance ship notice.

The customer must allow multiple invoices against the same purchase order number until the purchase order dollar amount is reached. The customer should ensure there are no accounting system constraints prohibiting the submission of multiple invoices against a purchase order.

With no changes, the document flow in this scenario will be the same as that of the Purchase Order With No Changes flow; the flow will simply repeat for each purchase order release.

How To Use This Document

A copy of this document should be created for each customer (distributor, retailer) a manufacturer will conduct business with via the MDX.

Note the customer name on the title page of this document, and make this document available to all your personnel who will be using the MDX.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc The manufacturer should note data field requirements and data field formatting notes as specified by the customer. For example, a data field formatting requirement of the MDX is that all dates be entered as MM/DD/YYYY, where MM = the 2 digit month, DD = the 2 digit day, and YYYY = the 4 digit year.

Data Field Status Codes

On the following pages, the individual data fields for each document are listed, along with space for testing notes and testing results. Included is a column titled M/O. This column’s purpose is to identify whether a data field is Mandatory (M) or Optional (O).

Mandatory (M) data fields are those that:

 Are sent by the customer and are required to be used by the manufacturer for the processing of inbound (received) documents  Are required to be sent by the manufacturer to the customer for all outbound (sent) documents

Optional (O) data fields are those that:

 Are sent by the customer but are not required to be used, or are not necessary to be used, by the manufacturer  The customer has requested as “nice to have” on documents sent by the manufacturer but are not required by the customer

Additional Notes

 Not all data fields will be required by all trading partners.  Use multiple copies of this document to record testing for each trading partner (note the trading partner name in the space provided on the cover page).  Note any data field formatting requirements in the Testing Notes column.  The entry or value selection of some data fields may be dependent upon the entry or value selection of another data field; these field dependencies may vary by trading partner and should be noted in the Testing Notes or Results columns.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Purchase Order Testing

This section will provide an overview of the data field and document testing for a purchase order.

Purchase Order Data Fields

Purchase Order Header

Purchase order header information contains general information about the purchase order.

PO Header Data Testing Notes M/O Results Field Trading Partner Verify the company you are testing with exists. If not, they may need to contact the NMMA or Link Computer to be set up. PO Number Verify the format of the PO number with your trading partner. Watch for computer system limitations: the use of dashes (“-“), may require only a numeric PO number (no alphabetic characters), or may have character size limitations. PO Date Requested Ship Date Type The various types of purchase orders should be discussed with your trading partner and identified as to when to use each type. Not all trading partners may use all types. The type selection may impact the data values of other fields. Cancel Date Release Number Multiple releases typically apply to blanket purchase orders. Dept Number Vendor Number Account Number Contract Number If the purchase order relates to a contract, verify the contract number and all PO terms against the contract. Price Quote Number If the purchase order relates to a price quote, verify the price quote number and all PO terms against the price quote. Requested Delivery Date

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO Header Data Testing Notes M/O Results Field Ship Not Before Date Ship No Later Than Date Do Not Deliver After Date

Purchase Order Currency Information

Purchase order currency information contains the type of currency being referenced in the buy/sell of the merchandise.

PO Currency Testing Notes M/O Results Information Data Field Currency For international trading partners, determine beforehand whose currency will be used. Probably not required for domestic trading partners. Currency Code For international trading partners, determine the (standard) code to be used to reflect the currency in use. Probably not required for domestic trading partners.

Purchase Order Contact Information

The purchase order contact information contains the name and contact information of the person at the customer who is responsible for the purchase order, probably the buyer or the buyer’s assistant.

PO Contact Testing Notes M/O Results Information Data Field Contact Name Telephone Number Fax Number Email Address

Purchase Order F.O.B.

The purchase order FOB (Free On Board) information designates to what location the manufacturer (seller) has responsibility to deliver the goods being purchased.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO F.O.B. Data Testing Notes M/O Results Field Method Of Payment The method of payment as previously agreed upon with your trading partner. Note that more than one method of payment may be acceptable, and may be dependent upon another data field, such as the type of purchase order as indicated by the Type, Contract Number, or Price Quote fields in the PO Header data. Location Code Location Description Country Of Origin

Purchase Order Terms Of Sale

The purchase order terms of sale information identifies the number of days the buying party has to pay the invoice based on a specified date, and if any early payment discounts apply.

PO Terms Of Sale Testing Notes M/O Results Data Field Terms Of Sale Basis Date Discount Percentage Discount Due Date Discount Days Due Net Due Date Net Days Due Discount Amount Description

Purchase Order Carrier Details

The purchase order carrier details identify the shipping carrier, method of shipping, and whether the shipment should be expedited within the method of shipping. If this information is specified by the buying party, the selling party is typically constrained to this shipping in this manner. This information is typically found in the buying party’s routing guide, though if the buying party is supplying shipping information at the purchase order level, it may be to expedite a shipment and therefore overrule the normal routing guide instructions.

PO Carrier Details Testing Notes M/O Results Data Field SCAC The designated carrier to use for shipping this PO. Verify you have relationships with all designated carriers used by your trading partner.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO Carrier Details Testing Notes M/O Results Data Field Transportation How the shipment will be sent by the designated Method carrier. Service Level The delivery timeframe within the transportation method. Routing Ensure this information is will be viewed by the appropriate person at your company, if sent.

Purchase Order Tax Details

The purchase order tax information relates to sales tax and value added taxes applicable to some or all of the merchandise on the purchase order. Tax information is rarely sent with a purchase order; it is likely to be used under invoicing as the selling party, not the buying party, is responsible for sales taxes and value added taxes.

However, if the buyer is sending tax information, testing should include purchase orders with a mixture of taxable and non-taxable items, and ensuring the invoice matches.

PO Tax Details Data Testing Notes M/O Results Field Tax Type Tax Amount Tax Percentage Tax Exempt Tax Relationship Code Dollar Basis For Percent Tax ID Number Assigned ID

Purchase Order Ship To Information

The purchase order ship to information identifies where the selling party must ship the merchandise to. This may be a store or distribution center owned by the buying party, or a third-party warehouse under contract by the buying party.

PO Ship To Data Testing Notes M/O Results Field Ship To Name The name of the destination you are shipping to. Note the trading partner may wish to assign designated names to conform to standards. Ship To Number A number or code representing the ship to

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO Ship To Data Testing Notes M/O Results Field destination (store, warehouse, distribution center, etc.). This value will be designated by the trading partner. Ship To Address Line 1 & 2 Ship To City Ship To State It’s recommended that a state code/name cross- reference sheet be easily available to ensure the correct state code is selected. Ship To Postal Code Ship To Country Get the abbreviation codes & descriptions from Code your trading partner.

Purchase Order Bill To Information

The purchase order bill to information identifies the entity to which the purchase order should be billed. Typically, purchase orders for goods already identified to a store will bill to that store. For replenishment purchase orders that do not designate a store, the billing party is often the distribution center where the selling party is shipping to.

PO Bill To Data Testing Notes M/O Results Field Bill To Name The name of the billing entity, which may be a store, DC, or the trading partner themselves. Bill To Number A code representing the bill to name. Bill To Address Line 1 & 2 Bill To City Bill To State Bill To Postal Code Bill To Country Code

Purchase Order Remit To Information

The remit to information is more appropriately identified during invoicing, as it identifies where a payment should be sent to. It is unlikely this information will be used on the purchase order.

PO Remit To Data Testing Notes M/O Results Field Remit To Name Remit To Number

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO Remit To Data Testing Notes M/O Results Field Remit To Address Line 1 & 2 Remit To City Remit To State Remit To Postal Code Remit To Country Code

Purchase Order Vendor Information

The vendor information refers to the supplier of the merchandise being purchased. This information is redundant, given that the electronic documents are already identified as to the trading partner. However, the customer should provide the vendor’s number as a verification as well as an indication that the vendor number should be used on all outbound documents, especially the invoice and advance ship notice.

PO Vendor Testing Notes M/O Results Information Data Field Vendor Name Vendor Number Vendor Name 2 Vendor Address Line 1 & 2 Vendor City Vendor State Vendor Postal Code Vendor Country Code

Purchase Order Ship From Information

There are circumstances where the buying party, with advance knowledge of the seller’s distribution centers, will inform the seller as to which distribution center the merchandise should be shipped from for the purposes of minimizing freight charges to the buyer’s store or distribution center when the buying party is paying the freight. If this circumstance exists, the seller may see this information provided by the buyer. It would not be necessary for the buyer to provide all the name and address information to the seller; the buyer should simply be able to identify the seller’s ship from number based on the facility information previously provided by the seller to the buyer.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO Ship From Data Testing Notes M/O Results Field Ship From Name Ship From Number Ship From Name 2 Ship From Address Line 1 & 2 Ship From City Ship From State Ship From Postal Code Vendor Country Code

Purchase Order Messages Text

Purchase order messages should not be used to pass information that is better passed in a designated data field. Messages that are too long may not be fully read or, as may be more likely the case, may not be able to be imported into the seller’s sales order processing system due to excessive character length.

Purchase Order Testing Notes M/O Results Message Text Data Field Messages

Purchase Order Allowances/Charges

Allowances against a purchase order are typically additional expenses related to the fulfillment of the purchase order that are allowed by the buyer. Charges against a purchase order are typically additional expenses related to the fulfillment of a purchase order that are the responsibility of the seller. These terms are typically defined in the sales agreement between the buyer and seller, and are thus rarely sent in a purchase order. However, for exceptional cases, the buyer may wish to send allowances and charges that override the previously defined sales agreement.

Testing should include:

1. Sending a single allowance 2. Sending a single charge 3. Sending a mixture of one allowance and one charge 4. Sending multiple allowances 5. Sending multiple charges 6. Sending a mixture of multiple allowances and multiple charges

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc The testing process should also define and document the permitted allowances and charges, and the associated codes and data fields used, and how they should be handled by the seller.

PO Allowance Data Testing Notes M/O Results Field Allowance/Charge Allowance/Charge Code Amount Percent Qualifier Percent Method Of Handling Description

Purchase Order Detail

Purchase order detail is the items (merchandise) that the buyer is purchasing from the seller. This information is accessed by pressing the Add Items push button.

Testing should include the following item scenarios:

1. A purchase order for 1 item, with all correct information. 2. A purchase order for multiple items, with all correct information. 3. A purchase order for 1 item, with each of the following errors: a. A UPC that is not valid for the seller, with all other information correct. b. A valid UPC with an invalid unit of measure for that UPC, with all other information correct. c. A valid UPC with a valid unit of measure but with an invalid quantity ordered. This test is subject to the UPC being sold only in specific case quantities; the invalid quantity ordered should represent a non-case quantity. d. A valid UPC, valid unit of measure, valid quantity ordered, but with an incorrect unit price. 4. A purchase order for an item with a requested ship date or delivery date that is in contradiction to any dates specified in a sales/vendor agreement between the buyer and seller. 5. Various part number cross-reference tests between the UPC, vendor part number, and buyer item number. The tests should seek to catch invalid relationships between these 3 data fields. For example, a valid UPC, an invalid vendor part number, and a valid buyer’s item number. 6. If the buyer demands the seller retail price mark the item, the seller must recognize this field and ensure all items are marked with the correct retail price prior to shipping. The seller must note that the buyer may alter the retail price from one purchase order to another.

It is very important to note that the seller (manufacturer) must be able to catch all purchase order detail errors prior to processing (committing to making the merchandise) and shipping.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO Detail Data Field Testing Notes M/O Results UPC Unit Of Measure Quantity Ordered Unit Price Retail Price Product Description Requested Delivery Date Requested Ship Date Vendor Part Number Buyer’s Part Number

Purchase Order Detail Product Description

While the UPC by its nature defines a unique style/color/size of an item, the product description information can be sent by the buyer to ensure the seller recognizes the variation of item desired for purchase.

PO Detail Product Testing Notes M/O Results Description Data Field Vendor Size Description Buyer’s Color Description Hazardous Materials Description

Purchase Order Detail Tax Information

It is unlikely that the buyer would provide tax information at the line item level in a purchase order. This information is more appropriate for the seller’s invoice, especially in the case of the buyer purchasing merchandise for resale. However, if the buyer is purchasing items from the seller for internal consumption, sales tax may be appropriate. Conversely, if the buyer is purchasing services from the seller, sales tax is not typically charged for service. Pre-calculated the sales tax would ensure the buyer’s accounting department can more easily reconcile an invoice from the seller.

If purchase order detail tax information is to be used, testing should include mixing taxable and non-taxable items (or services) on a purchase order and ensuring the invoice matches.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO Detail Tax Testing Notes M/O Results Information Data Field Tax Type Tax Amount Tax Percentage Tax Exempt Tax Relationship Code Dollar Basis For Percent Tax ID Number Assigned ID

Purchase Order Detail Messages

Purchase order detail messages should not be used to pass information that is better passed in a designated data field. Messages that are too long may not be fully read or, as may be more likely the case, may not be able to be imported into the seller’s sales order processing system due to excessive character length.

Purchase Order Testing Notes M/O Results Detail Message Text Data Field Messages

Purchase Order Detail Destination Quantity

This information is likely best used when the purchasing unit of measure, and thus purchasing quantity, is different than the delivery unit of measure and thus quantity.

For example, a purchase order may be placed for 10,000 individual widgets. The unit of measure would thus be “each”. However, though the buyer has placed the order this way, both the buyer and seller know that the seller ships in boxes of 1,000 widgets. Thus, the seller is informing the buyer of the recognition of the seller shipping 10 boxes of the widget item.

A further use of this information would allow the buyer to vary the packaging quantity of the item being purchased, though this may place a burden on the seller to package an item differently.

If the buyer demands this from the seller, purchase orders with this information must be exchanged during testing.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Purchase Order Testing Notes M/O Results Detail Destination Quantity Data Field Identification Code Likely to be the UPC Unit Of Measure Quantity

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Purchase Order Acknowledgement Testing

This section will provide an overview of purchase order acknowledgement data fields and testing.

In all cases, the party sending the PO ACK (the supplier who is responding to the receipt of a PO) must fully understand that the party receiving the PO ACK may not have MDX integration to their purchasing system such that changes are automatically posted, nor would it necessarily be advisable for such updates to happen automatically. As such, both trading partners must be absolutely sure that they each understand the usage and limitations of the PO ACK, including the data fields (PO terms, qualifiers, conditions, etc.) that are permitted to be changed by the party sending the PO ACK. A written agreement between the two companies may stipulate certain terms and conditions that cannot (should not) be simply overwritten in a PO ACK.

In some cases, trading partners may agree that instead of permitting PO changes with the PO ACK, it is best to only wholly accept or reject a PO using the PO ACK.

Purchase Order Acknowledgement Data Fields

PO ACK Header

Purchase order acknowledgement (PO ACK) header information contains general information about the purchase order.

PO Ack Header Testing Notes M/O Results Data Field Trading Partner Verify the company you are testing with exists. If not, they may need to contact the NMMA or Link Computer to be set up. PO Number Verify the format of the PO number with your trading partner. Watch for computer system limitations: the use of dashes (“-“), may require only a numeric PO number (no alphabetic characters), or may have character size limitations. PO Date Requested Ship Date Type The various types of PO ACK’s should be discussed with your trading partner and identified as to when to use each type. Not all trading partners may use all types. Cancel Date

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO Ack Header Testing Notes M/O Results Data Field Acknowledgement The sending party may want to identify each Number acknowledgement send to the receiving party with a unique identifier. Dept Number Vendor Number Account Number Contract Number If the purchase order relates to a contract, verify the contract number and all PO terms against the contract. Price Quote Number If the purchase order relates to a price quote, verify the price quote number and all PO terms against the price quote. Requested Delivery Date Ship Not Before Date Ship No Later Than Date Do Not Deliver After Date

PO ACK Currency Information

Purchase order acknowledgement currency information contains the type of currency being referenced in the buy/sell of the merchandise.

PO ACK Currency Testing Notes M/O Results Information Data Field Currency For international trading partners, determine beforehand whose currency will be used. Probably not required for domestic trading partners. Currency Code For international trading partners, determine the (standard) code to be used to reflect the currency in use. Probably not required for domestic trading partners.

PO ACK Contact Information

The purchase order acknowledgement contact information contains the name and contact information of the person at the supplier/vendor who is responsible for the purchase order.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO ACK Contact Testing Notes M/O Results Information Data Field Contact Name Telephone Number Fax Number Email Address

PO ACK F.O.B.

The purchase order acknowledgement FOB (Free On Board) information designates to what location the manufacturer (seller) has responsibility to deliver the goods being purchased.

PO F.O.B. Data Testing Notes M/O Results Field Method Of Payment The method of payment as previously agreed upon with your trading partner. Note that more than one method of payment may be acceptable, and may be dependent upon another data field, such as the type of purchase order as indicated by the Type, Contract Number, or Price Quote fields in the PO Header data. Location Code Location Description Country Of Origin

PO ACK Terms Of Sale

The purchase order acknowledgement terms of sale information identifies the number of days the buying party has to pay the invoice based on a specified date, and if any early payment discounts apply.

PO ACK Terms Of Testing Notes M/O Results Sale Data Field Terms Of Sale Basis Date Discount Percentage Discount Due Date Discount Days Due Net Due Date Net Days Due Discount Amount Description

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO ACK Carrier Details

The purchase order acknowledgement carrier details identify the shipping carrier, method of shipping, and whether the shipment should be expedited within the method of shipping. If this information is specified by the buying party, the selling party is typically constrained to this shipping in this manner. This information is typically found in the buying party’s routing guide, though if the buying party is supplying shipping information at the purchase order level, it may be to expedite a shipment and therefore overrule the normal routing guide instructions.

PO ACK Carrier Testing Notes M/O Results Details Data Field SCAC The designated carrier to use for shipping this PO. Verify you have relationships with all designated carriers used by your trading partner. Transportation How the shipment will be sent by the designated Method carrier. Service Level The delivery timeframe within the transportation method. Routing Ensure this information is will be viewed by the appropriate person at your company, if sent.

PO ACK Ship To Information

The purchase order acknowledgement ship to information identifies where the selling party must ship the merchandise to. This may be a store or distribution center owned by the buying party, or a third-party warehouse under contract by the buying party.

PO ACK Ship To Testing Notes M/O Results Data Field Ship To Name The name of the destination you are shipping to. Note the trading partner may wish to assign designated names to conform to standards. Ship To Number A number or code representing the ship to destination (store, warehouse, distribution center, etc.). This value will be designated by the trading partner. Ship To Address Line 1 & 2 Ship To City Ship To State It’s recommended that a state code/name cross- reference sheet be easily available to ensure the correct state code is selected. Ship To Postal Code Ship To Country Get the abbreviation codes & descriptions from

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO ACK Ship To Testing Notes M/O Results Data Field Code your trading partner.

PO ACK Bill To Information

The purchase order acknowledgement bill to information identifies the entity to which the purchase order should be billed. Typically, purchase orders for goods already identified to a store will bill to that store. For replenishment purchase orders that do not designate a store, the billing party is often the distribution center where the selling party is shipping to.

PO ACK Bill To Testing Notes M/O Results Data Field Bill To Name The name of the billing entity, which may be a store, DC, or the trading partner themselves. Bill To Number A code representing the bill to name. Bill To Address Line 1 & 2 Bill To City Bill To State Bill To Postal Code Bill To Country Code

PO ACK Remit To Information

The remit to information is more appropriately identified during invoicing, as it identifies where a payment should be sent to. It is unlikely this information will be used on the purchase order acknowledgement.

PO ACK Remit To Testing Notes M/O Results Data Field Remit To Name Remit To Number Remit To Address Line 1 & 2 Remit To City Remit To State Remit To Postal Code Remit To Country Code

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO ACK Vendor Information

The vendor information refers to the supplier of the merchandise being purchased. This information is redundant, given that the electronic documents are already identified as to the trading partner. It is highly unlikely that a supplier would change this information.

PO ACK Vendor Testing Notes M/O Results Information Data Field Vendor Name Vendor Number Vendor Name 2 Vendor Address Line 1 & 2 Vendor City Vendor State Vendor Postal Code Vendor Country Code

PO ACK Ship From Information

There may be circumstances where the selling party must fill the customer order from a different distribution point. This may cause the buying party to incur greater transportation costs depending on previously agreed upon terms.

PO ACK Ship From Testing Notes M/O Results Data Field Ship From Name Ship From Number Ship From Name 2 Ship From Address Line 1 & 2 Ship From City Ship From State Ship From Postal Code Vendor Country Code

Purchase Order Acknowledgement Item Details

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc This section describes the item-level details that can be affected for a PO ACK.

It is likely not recommended that the PO ACK be used to signify item backorders, but rather to adjust the price, quantity, or scheduled ship date of the PO line itself. Backorders should be handled outside of the PO ACK.

PO ACK Detail Data Fields

PO ACK Detail Data Testing Notes M/O Results Field Line Item Status Defines what action is taken for the item listed. Code Note that for changes, the trading partners may want to consider only listing the fields changing, not replicating item data that is not changing. Ack Unit Of Measure Ack Quantity Ordered Scheduled Ship Date UPC Unit Of Measure Quantity Ordered Unit Price Product Description Vendor Part Number Buyer’s Item Number Vendor’s Size Description Buyer’s Color Description Hazardous Materials Description

PO ACK Destination Quantities

PO ACK Detail Testing Notes M/O Results Destination Quantity Data Field Identification Code Likely to be the UPC Unit Of Measure Quantity

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Purchase Order Acknowledgement Detail Allowances

It is not recommended that this information be changed in the PO ACK. Allowances are typically taken on the invoice, and are identified in the original purchase order or via sales contract.

PO ACK Detail Testing Notes M/O Results Allowances Data Field Allowance / Charge Allowance / Charge Code Amount Percent Qualifier Percent Method Of Handling Description

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Purchase Order Change Testing

This section will provide an overview of the data field and document testing for a purchase order change.

The purchase order change (PO CHG) will typically be used by the buying party – the party sending a purchase order – to change some aspect of a previously sent purchase order.

The receiving party can use the PO ACK to accept or reject the requested change.

It is recommended that the PO CHG be used by the buying party and the PO ACK be used by the sending party to reduce confusion.

Note that there are limitations to when a PO CHG can be reasonably sent, and limiting factors such as transportation time and manufacturing lead time must be considered; purchase order changes should not place an unreasonable burden on the supplier to meet unrealistic changes. This includes both changes and cancellations, either which may cause the supplier to have already committed to raw materials and manufacturing costs. It is imperative that both parties outline and document the acceptable circumstances under which purchase orders can be changed and cancelled, including well-defined parameters and financial remedies and responsibilities.

In addition, the PO CHG should not be used to make changes to any written and signed sales agreements or supplier contracts without those agreements or contracts having been reviewed and signed by both parties. The PO CHG should thus not be used to change the (legal) relationship between a buying party and a selling party.

Purchase Order Change Data Fields

PO CHG Header

Purchase order change header information contains general information about the purchase order change.

PO CHG Header Testing Notes M/O Results Data Field Trading Partner Verify the company you are testing with exists. If not, they may need to contact the NMMA or Link Computer to be set up. Purpose Code The reason for the PO Change. PO Number Verify the format of the PO number with your trading partner. Watch for computer system limitations: the use of dashes (“-“), may require only a numeric PO number (no alphabetic

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO CHG Header Testing Notes M/O Results Data Field characters), or may have character size limitations. PO Date Requested Ship Date Cancel Date Release Number Multiple releases typically apply to blanket purchase orders. Dept Number Vendor Number Account Number Contract Number If the purchase order relates to a contract, verify the contract number and all PO terms against the contract. Price Quote Number If the purchase order relates to a price quote, verify the price quote number and all PO terms against the price quote. Requested Delivery Date Ship Not Before Date Ship No Later Than Date Do Not Deliver After Date

PO CHG Currency Information

Purchase order change currency information contains the type of currency being referenced in the buy/sell of the merchandise.

PO CHG Currency Testing Notes M/O Results Information Data Field Currency For international trading partners, determine beforehand whose currency will be used. Probably not required for domestic trading partners. Currency Code For international trading partners, determine the (standard) code to be used to reflect the currency in use. Probably not required for domestic trading partners.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO CHG Contact Information

The purchase order change contact information contains the name and contact information of the person at the customer who is responsible for the purchase order, probably the buyer or the buyer’s assistant.

PO Contact Testing Notes M/O Results Information Data Field Contact Name Telephone Number Fax Number Email Address

PO CHG F.O.B.

The purchase order change FOB (Free On Board) information designates to what location the manufacturer (seller) has responsibility to deliver the goods being purchased.

PO CHG F.O.B. Data Testing Notes M/O Results Field Method Of Payment The method of payment as previously agreed upon with your trading partner. Note that more than one method of payment may be acceptable, and may be dependent upon another data field, such as the type of purchase order as indicated by the Type, Contract Number, or Price Quote fields in the PO Header data. Location Code Location Description Country Of Origin

PO CHG Terms Of Sale

The purchase order change terms of sale information identifies the number of days the buying party has to pay the invoice based on a specified date, and if any early payment discounts apply.

PO CHG Terms Of Testing Notes M/O Results Sale Data Field Terms Of Sale Basis Date Discount Percentage Discount Due Date

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO CHG Terms Of Testing Notes M/O Results Sale Data Field Discount Days Due Net Due Date Net Days Due Discount Amount Description

PO CHG Carrier Details

The purchase order change carrier details identify the shipping carrier, method of shipping, and whether the shipment should be expedited within the method of shipping. If this information is specified by the buying party, the selling party is typically constrained to this shipping in this manner. This information is typically found in the buying party’s routing guide, though if the buying party is supplying shipping information at the purchase order level, it may be to expedite a shipment and therefore overrule the normal routing guide instructions.

PO CHG Carrier Testing Notes M/O Results Details Data Field SCAC The designated carrier to use for shipping this PO. Verify you have relationships with all designated carriers used by your trading partner. Transportation How the shipment will be sent by the designated Method carrier. Service Level The delivery timeframe within the transportation method. Routing Ensure this information is will be viewed by the appropriate person at your company, if sent.

PO CHG Tax Details

The purchase order change tax information relates to sales tax and value added taxes applicable to some or all of the merchandise on the purchase order. Tax information is rarely sent with a purchase order and thus less likely to incur changes; it is likely to be used under invoicing as the selling party, not the buying party, is responsible for sales taxes and value added taxes.

However, if the buyer is sending tax information, testing should include purchase orders with a mixture of taxable and non-taxable items, and ensuring the invoice matches.

PO CHG Tax Details Testing Notes M/O Results Data Field Tax Type Tax Amount

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO CHG Tax Details Testing Notes M/O Results Data Field Tax Percentage Tax Exempt Tax Relationship Code Dollar Basis For Percent Tax ID Number Assigned ID

PO CHG Ship To Information

The purchase order change ship to information identifies where the selling party must ship the merchandise to. This may be a store or distribution center owned by the buying party, or a third-party warehouse under contract by the buying party.

PO CHG Ship To Testing Notes M/O Results Data Field Ship To Name The name of the destination you are shipping to. Note the trading partner may wish to assign designated names to conform to standards. Ship To Number A number or code representing the ship to destination (store, warehouse, distribution center, etc.). This value will be designated by the trading partner. Ship To Address Line 1 & 2 Ship To City Ship To State It’s recommended that a state code/name cross- reference sheet be easily available to ensure the correct state code is selected. Ship To Postal Code Ship To Country Get the abbreviation codes & descriptions from Code your trading partner.

PO CHG Bill To Information

The purchase order change bill to information identifies the entity to which the purchase order should be billed. Typically, purchase orders for goods already identified to a store will bill to that store. For replenishment purchase orders that do not designate a store, the billing party is often the distribution center where the selling party is shipping to.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO CHG Bill To Testing Notes M/O Results Data Field Bill To Name The name of the billing entity, which may be a store, DC, or the trading partner themselves. Bill To Number A code representing the bill to name. Bill To Address Line 1 & 2 Bill To City Bill To State Bill To Postal Code Bill To Country Code

PO CHG Remit To Information

The purchase order change remit to information is more appropriately identified during invoicing, as it identifies where a payment should be sent to. It is unlikely this information will be used on the purchase order change.

PO CHG Remit To Testing Notes M/O Results Data Field Remit To Name Remit To Number Remit To Address Line 1 & 2 Remit To City Remit To State Remit To Postal Code Remit To Country Code

PO CHG Vendor Information

The vendor information refers to the supplier of the merchandise being purchased. It is highly unlikely that a buyer will submit a purchase order change to change the vendor supplying the goods.

PO CHG Vendor Testing Notes M/O Results Information Data Field Vendor Name Vendor Number Vendor Name 2

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc PO CHG Vendor Testing Notes M/O Results Information Data Field Vendor Address Line 1 & 2 Vendor City Vendor State Vendor Postal Code Vendor Country Code

PO CHG Ship From Information

It is unlikely that the buying party would have such detailed information as to inventory by seller’s ship from locations that the buying party would use this information.

PO CHG Ship From Testing Notes M/O Results Data Field Ship From Name Ship From Number Ship From Name 2 Ship From Address Line 1 & 2 Ship From City Ship From State Ship From Postal Code Vendor Country Code

PO CHG Messages Text

Purchase order change messages should not be used to pass information that is better passed in a designated data field. Messages that are too long may not be fully read or, as may be more likely the case, may not be able to be imported into the buyer’s sales order processing system due to excessive character length.

PO CHG Message Testing Notes M/O Results Text Data Field Messages

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Purchase Order Change Allowances/Charges

Allowances against a purchase order are typically additional expenses related to the fulfillment of the purchase order that are allowed by the buyer, such as freight. Charges against a purchase order are typically additional expenses related to the fulfillment of a purchase order that are the responsibility of the seller. These terms are typically defined in the sales agreement between the buyer and seller, and are thus rarely sent in a purchase order. However, for exceptional cases, the buyer may wish to send allowances and charges that override the previously sent purchase order, especially to add pre-paid freight. As such, it would be appropriate for the buyer to send a PO CHG to at least add pre-paid freight costs to an existing purchase order.

Testing should include:

1. Sending a single allowance 2. Sending a single charge 3. Sending a mixture of one allowance and one charge 4. Sending multiple allowances 5. Sending multiple charges 6. Sending a mixture of multiple allowances and multiple charges

The testing process should also define and document the permitted allowances and charges, and the associated codes and data fields used, and how they should be handled.

PO CHG Allowance Testing Notes M/O Results Data Field Allowance/Charge Allowance/Charge Code Amount Percent Qualifier Percent Method Of Handling Description

Purchase Order Change Detail

Purchase order change detail contains changes to the items (merchandise) that the buyer is purchasing from the seller. This information is accessed by pressing the Add Items push button.

Testing should include changes to the following item scenarios:

1. Costs 2. Quantity 3. Style / Color / Size of an item (if appropriate) 4. Adding a new item to the PO

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc 5. Deleting an item from the PO 6. Requesting an item that is not valid for the vendor. 7. Delivery date

It is very important to note that the seller (manufacturer) must be able to catch all purchase order detail changes.

PO CHG Detail Data

PO CHG Detail Data Testing Notes M/O Results Field UPC Unit Of Measure Quantity Ordered Unit Price Retail Price Product Description Requested Delivery Date Requested Ship Date Vendor Part Number Buyer’s Part Number

PO CHG Detail Product Description

While the UPC by its nature defines a unique style/color/size of an item, the product description information can be sent by the buyer to ensure the seller recognizes the variation of item desired for purchase.

PO Detail Product Testing Notes M/O Results Description Data Field Vendor Size Description Buyer’s Color Description Hazardous Materials Description

Purchase Order Detail Tax Information

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc It is unlikely that the buyer would provide tax information at the line item level in a purchase order, and less likely to therefore implement changes. This information is more appropriate for the seller’s invoice, especially in the case of the buyer purchasing merchandise for resale. However, if the buyer is purchasing items from the seller for internal consumption, sales tax may be appropriate. Conversely, if the buyer is purchasing services from the seller, sales tax is not typically charged for service. Pre-calculated the sales tax would ensure the buyer’s accounting department can more easily reconcile an invoice from the seller.

If purchase order detail tax information is to be used, testing should include mixing taxable and non-taxable items (or services) on a purchase order and ensuring the invoice matches.

PO CHG Detail Tax Testing Notes M/O Results Information Data Field Tax Type Tax Amount Tax Percentage Tax Exempt Tax Relationship Code Dollar Basis For Percent Tax ID Number Assigned ID

PO CHG Detail Messages

Purchase order change detail messages should not be used to pass information that is better passed in a designated data field. Messages that are too long may not be fully read or, as may be more likely the case, may not be able to be imported into the seller’s sales order processing system due to excessive character length.

PO CHG Detail Testing Notes M/O Results Message Text Data Field Messages

Purchase Order Change Detail Destination Quantity

This information is likely best used when the purchasing unit of measure, and thus purchasing quantity, is different than the delivery unit of measure and thus quantity.

For example, a purchase order may be placed for 10,000 individual widgets. The unit of measure would thus be “each”. However, though the buyer has placed the order this way, both

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc the buyer and seller know that the seller ships in boxes of 1,000 widgets. Thus, the seller is informing the buyer of the recognition of the seller shipping 10 boxes of the widget item.

A further use of this information would allow the buyer to vary the packaging quantity of the item being purchased, though this may place a burden on the seller to package an item differently.

If the buyer demands this from the seller, purchase orders with this information must be exchanged during testing.

PO CHG Detail Destination

PO CHG Detail Testing Notes M/O Results Destination Quantity Data Field Identification Code Likely to be the UPC Unit Of Measure Quantity

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Invoice Testing

The selling party (typically the manufacturer) will submit an invoice to the buying party (i.e. distributor or boat builder) for the goods and/or services provided for based on a previously received purchase order.

Recommended invoice testing involves submitting paper invoices along with MDX invoices to ensure all data is correct. Once the verification process has been completed by the buying party, paper invoices will cease being sent.

Invoices, regardless of whether they are electronic or paper, should always match the purchase order they refer to. However, it is recognized that purchase orders may not reflect certain invoice add-ons, such as sales tax and freight. Both trading partners must understand the terms and parameters for electronic invoices, and be aware of processing differences between submitting paper versus (integrated) electronic invoices.

It is likely that the party submitting the invoices will have to produce the paper invoices and use them for data entry, unless system integration is accomplished.

Invoice Header Data Fields

These data fields exist on the invoice header. Any header information passed in the purchase order, such as department number, should be reflected on the invoice unless otherwise informed by the trading partner.

Invoice Header Data Testing Notes M/O Results Field Trading Partner Select the correct trading partner from the list. Invoice Number The invoice number assigned by the accounting computer system. Invoice Date PO Number The PO against which the invoice is for. Type Release Number Account Number Department Number Vendor Number Contract Number Routing

Invoice Currency Data Fields

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Invoice Currency Testing Notes M/O Results Data Field Currency Country Code

Invoice F.O.B. Data Fields

The invoice FOB (Free On Board) information designates to what location the manufacturer (seller) has responsibility to deliver the goods being purchased.

Invoice F.O.B. Data Testing Notes M/O Results Field Method Of Payment The method of payment as previously agreed upon with your trading partner. Note that more than one method of payment may be acceptable, and may be dependent upon another data field, such as the type of purchase order as indicated by the Type, Contract Number, or Price Quote fields in the PO Header data. Location Code Location Description Country Of Origin

Invoice Terms Of Sale Data Fields

The invoice terms of sale identifies the parameters within which the invoice must be paid and any discount information.

The Terms Of Sale data field helps identify the method of payment, though it has a mixed use here. In its simplest use, the Terms Of Sale can be assigned the value of “Basic”, as the parameters (net due days & date, discount due days & date) can be assigned separately.

The Basis Date is used to set the base date against which net due days and discount due days can be calculated. Optionally, the net due date and discount due date can be assigned to alleviate the need for date calculations by the receiving party.

Note that when computing a discount date or a due date, both parties must understand and agree on the computation, such as whether non-business days (i.e. weekends) and holidays are included or excluded.

Invoice Terms Of Testing Notes M/O Results Sale Data Field Terms Of Sales Basis Date Discount Percentage

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Invoice Terms Of Testing Notes M/O Results Sale Data Field Discount Due Date Discount Days Due Net Due Date Net Days Due Discount Amount A fixed monetary (dollars and cents) amount. Description

Invoice Tax Details

Invoice tax details describe the taxes being assigned to the invoice. Caution must be used in the calculation of taxes if the invoice is for both taxable and non-taxable items (goods versus services).

Note that this information is at the header level of the invoice – no tax information is available at the detail level.

Invoice Tax Details Testing Notes M/O Results Data Field Tax Type Tax Amount Tax Percentage Tax Exempt Tax Relationship Code Dollar Basis For Percent Tax ID Number Assigned ID Number

Invoice Ship To Information Data Fields

The invoice ship-to data fields will specify the store or distribution center the goods were shipped.

Invoice Ship To Testing Notes M/O Results Data Field Ship To Name Ship To Number This is likely assigned by the buying party. Ship To Name 2 Ship To Address 1

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Invoice Ship To Testing Notes M/O Results Data Field Ship To Address 2 Ship To City Ship To State Ship To Postal Code Ship To Country

Invoice Bill To Information Data Fields

The invoice bill-to information describes the entity (store or distribution center) who is assigned the costs on the invoice. Many retailers track buying and inventory at the store level. Bulk purchase orders will be tracked at the distribution center level unless store information is provided.

Invoice Bill To Data Testing Notes M/O Results Field Bill To Name Bill To Number This is likely assigned by the buying party. Bill To Name 2 Bill To Address 1 Bill To Address 2 Bill To City Bill To State Bill To Postal Code Bill To Country

Invoice Remit To Data Fields

The invoice remit to information informs the paying party where the payment should be sent, especially where payment is by check and to be mailed. Note that for some companies, especially those using lock boxes, this information will be different than the invoicing party’s business address.

Invoice Remit To Testing Notes M/O Results Data Field Remit To Name Remit To Number This is likely assigned by the selling party. Remit To Name 2 Remit To Address 1 Remit To Address 2 Remit To City

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Invoice Remit To Testing Notes M/O Results Data Field Remit To State Remit To Postal Code Remit To Country

Invoice Vendor Information Data Fields

The invoice vendor information informs the paying party of the vendor’s business address.

Invoice Vendor Data Testing Notes M/O Results Field Vendor Name Vendor Number This is likely assigned by the buying party. Vendor Name 2 Vendor Address 1 Vendor Address 2 Vendor City Vendor State Vendor Postal Code Vendor Country

Invoice Ship From Data Fields

The invoice ship from information informs the paying party as to the vendor location, including third-party warehouses, from where the goods were shipped.

Invoice Ship From Testing Notes M/O Results Data Field Ship From Name Ship From Number Assigned by the selling party. Ship From Name 2 Ship From Address 1 Ship From Address 2 Ship From City Ship From State Ship From Postal Code Ship From Country

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc Advance Ship Notice Testing

The Advance Ship Notice (ASN) is used to electronically communicate the contents of a shipment from the shipping party (i.e. manufacturer) to the receiving party (i.e. distributor, retailer, boat builder, etc.).

A “shipment” is defined as a quantity of goods, whether single or multiple (including multiple products), being transported to a single physical destination, such as a warehouse, distribution center, or store. A shipment may be comprised of one or more customer (purchase) orders, each order which may be a combination of pallets and cartons.

Trading partners should test the ASN by comparing the electronic information sent to the shipment bill of lading and/or packing list documents.

ASN Header Data Fields

The ASN Header Data Fields represent the trading partner and basic shipment information.

Care must be taken in the assignment of some data fields in this section as they relate to other section data fields.

ASN Header Data Testing Notes M/O Results Field Trading Partner The party receiving the shipment. Shipment Number A unique shipment ID assigned by the shipper. This is an internal reference number to the shipping party. Transaction Purpose Use “Original” in all cases except when the shipment is truly a “Replacement” for a prior shipment which was lost (never received). “Cancellation” is not a recommended-use option. Shipment Date The date the shipment leaves the shipper’s dock. Shipment Time The time the shipment leaves the shipper’s dock.

ASN Shipment Level Data Fields

This information relates to specifics about the shipment.

ASN Shipment Testing Notes M/O Results Level Data Field SCAC The Standard Carrier Alpha Code assigned to the company transporting the goods. Bill Of Lading The shipper’s internal reference number for the Number shipment. May be different from the Shipment Number in the header.

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc ASN Shipment Testing Notes M/O Results Level Data Field Lading Quantity The quantity of units shipped. Contract Number If the goods are shipped under a contract number typically specified in the purchase order. Internal Vendor If the receiving party does not require any vendor Number information other than vendor number, the parties may agree to use this field and not any of the Vendor Information data fields. This is the shipper’s vendor ID assigned by the customer (receiving party). Carrier’s Reference Also known as a PRO number, this is the unique Number ID number assigned by the carrier to the shipment. For small packages, this can be the tracking number. Packing List Number This field is not likely to be used if multiple packing lists are associated with the shipment. This data field is likely to be used by the shipper, not receiver. Account Number The likely use of this field is to record the account number being shipped against – namely, the account number designated by the receiver, though the shipper may also wish to record their account number here. Department Number The department number assigned in the purchase order. Shipped Date This is the date the shipment leaves the shipper’s dock. Routing Open for use by either shipper or receiver. Equipment Type The shipper will select the most appropriate option. Equipment Number Typically used to record the seal number if shipping full truckload where the shipper places a seal (temporary lock) on the truck which should remain unbroken, only to be broken (opened) by the receiving party.

ASN Ship To Information

ASN Ship To Data Testing Notes M/O Results Field Ship To Name Ship To Number Assigned by the receiver. Ship To Name 2 Ship To Address 1 Ship To Address 2

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc ASN Ship To Data Testing Notes M/O Results Field Ship To City Ship To State Ship To Postal Code Ship To Country Code

ASN F.O.B. Information

ASN F.O.B. Data Testing Notes M/O Results Field Method Of Payment Location Code Location Description Country Of Origin

ASN Ship From Information

ASN Ship From Testing Notes M/O Results Data Field Ship From Name Ship From Number Assigned by the shipper. Ship From Name 2 Ship From Address 1 Ship From Address 2 Ship From City Ship From State Ship From Postal Code Ship From Country Code

ASN Vendor Information

ASN Vendor Testing Notes M/O Results Information Data Field Vendor Name Vendor Number Assigned by the receiver. Vendor Name 2

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc ASN Vendor Testing Notes M/O Results Information Data Field Vendor Address 1 Vendor Address 2 Vendor City Vendor State Vendor Postal Code Vendor Country

ASN Order Level Data Fields

The following data fields are found at the order level of the ASN.

ASN Order Level Testing Notes M/O Results Data Field PO Number Release Number PO Date

ASN Pack Level Data Fields

The following data fields are found at the pack level of the ASN.

This would typically be at the carton level – however, if palletized items are not in cartons, the pack would represent the pallet.

ASN Pack Level Testing Notes M/O Results Data Field Package Identifier Should be a unique number, not just within the shipment, but across all shipments – should never repeat.

ASN Item Level Data Fields

The following data fields are found at the item level of the ASN. It is important to note that this information describes each item in the pack.

ASN Item Level Testing Notes M/O Results Data Field Product Description Unit Of Measure

of 49 - 01b5d3139c40ba07ce1956cc54b958b7.doc ASN Item Level Testing Notes M/O Results Data Field Shipped Units UPC Vendor’s Part Number Buyer’s Part Number Vendor’s Size Description Buyer’s Color Description Hazardous Materials Description

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