Electronic Trading Team GHPL Implementation Guide V1.3 Contents INTRODUCTION...................................................................................................................................5 WHO IS GROCERY HOLDINGS PTY LTD? ...............................................................................................5 PURPOSE OF THE EDI IMPLEMENTATION GUIDE....................................................................................5 WHAT IS EDI? .......................................................................................................................................6 GROCERY HOLDINGS PTY LTD EDI STRATEGY.....................................................................................6 Support of the Supermarkets group Objectives................................................................................6 Direction towards 'Quick Response' ................................................................................................6 Removing Cost from & strengthening the 'Value Chain' .................................................................7 GETTING STARTED ................................................................................................................................8 How to initiate EDi with Grocery Holdings Pty Ltd ........................................................................8 CHANGING OVER FROM MANUAL TO EDI............................................................................................10 CHANGING OVER TO GHPL IF ALREADY USING EDI............................................................................11 PROCEDURES WHEN USING EDI..................................................................................................12 HOW DC PURCHASE ORDERS ARE CREATED........................................................................................12 MAINTAINING TRADE UNIT NUMBERS................................................................................................13 Description of a TUN.....................................................................................................................13 If there is no TUN on the Order .....................................................................................................13 To register a new TUN...................................................................................................................13 ELECTRONIC TRADING HELPDESK.......................................................................................................13 NET INVOICE PRICE ON THE EDI PURCHASE ORDER ...........................................................................14 Components of the Net Invoice Price.............................................................................................14 Origins of the Net Invoice Price for EDi Reporting.......................................................................14 Action to take if there is a Discrepancy .........................................................................................15 OUT OF STOCK ADVICE TO DCS..........................................................................................................16 The Importance for an Advice........................................................................................................16 Action to take for Quantity Amendments........................................................................................16 DC PURCHASE ORDER DOCUMENT............................................................................................17 PURCHASE ORDER (850) INFORMATION ..............................................................................................17 DC PURCHASE ORDER 'TIME SLOT' ARRANGEMENTS ...........................................................................17 FUNCTIONAL ACKNOWLEDGMENT DOCUMENT ..................................................................18 PURPOSE OF THE FUNCTIONAL ACKNOWLEDGMENT ...........................................................................18 TIMINGS FOR THE FUNCTIONAL ACKNOWLEDGMENT..........................................................................18 FUNCTIONAL ACKNOWLEDGMENTS FROM GHPL ...............................................................................18 EDI WITH FOOD BROKERS ............................................................................................................18 FOOD BROKERS AND GHPL................................................................................................................19 ORDERING USING EDI WITH A FOOD BROKER .....................................................................................19 LEGAL CONSIDERATION ...............................................................................................................19 CHOOSING A VALUE ADDED NETWORK ..................................................................................21 NETWORK PROVIDERS .........................................................................................................................21 QUESTIONS TO ASK A NETWORK PROVIDER .........................................................................................21 TRANSMISSION SCHEDULES.................................................................................................................22 RETRIEVING OF EDI DOCUMENTS........................................................................................................22 VERSION & MIGRATION.......................................................................................................................23 EDI NETWORK TRANSMISSION CHARGES .............................................................................................23 ERROR RESOLUTION, SECURITY & DATA LOGS ...................................................................24 ERROR RESOLUTION............................................................................................................................24 SECURITY............................................................................................................................................25 DATA LOGS.........................................................................................................................................25 CONTACT LIST ..................................................................................................................................26 GLOSSARY ..........................................................................................................................................27 APPENDIX 1 – ADVISE TRADING PARTNER DETAILSERROR! BOOKMARK NOT DEFINED. APPENDIX 2 – REQUEST FOR TEST PURCHASE ORDERERROR! BOOKMARK NOT DEFINED. APPENDIX 3 – REQUEST FOR PARALLEL PURCHASE ORDERERROR! BOOKMARK NOT DEFINED. APPENDIX 4 – REQUEST FOR PRODUCTION PURCHASE ORDERSERROR! BOOKMARK NOT DEFINED. APPENDIX 5 – DISTRIBUTION CENTRES.....................ERROR! BOOKMARK NOT DEFINED. 3 PRODUCED BY COLES GROUP LIMITED ELECTRONIC TRADING TEAM This document has been submitted on the understanding that it remains within the recipient's organisation to assist in the development of EDi with Grocery Holdings Pty Ltd. Details within this document are to be treated as confidential and should not be released unless expressly authorised by Grocery Holdings Pty Ltd. Reproduction of all or any part of this document in any form is not permitted without prior approval from Grocery Holdings Pty Ltd. This document remains the property of Grocery Holdings Pty Ltd at all times and reserves the right to request return of the document at any time. Grocery Holdings Pty Ltd accepts no responsibility and will not be liable for any use of the EDi Implementation Guide. Any use of this document is at the risk of the user. © 800 Toorak Road Tooronga Victoria 3146 PO Box 480 Glen Iris Victoria 3146 Telephone: 03 9829 5448 Facsimile: 03 9829 3928 Telex AA34090 ACN 007 427 581 ISSUED BY COLES ELECTRONIC TRADING TEAM ISSUED DATE 9-7-99 CHANGE CONTROL Version Date Description Author 1.0 02/08/94 Draft for review S. Periera 1.1 16/10/94 Production release S. Periera 1.2 22/06/96 Reviewed / rewritten P. Hackett 1.3 09/07/99 Converted to Word 4 M. Schultheiss Windows Introduction Who is Grocery Holdings Pty Ltd? Grocery Holdings Pty Ltd (GHPL) is a wholly owned company of Coles Group Supermarkets group. GHPL is to provide wholesaling services to its supermarket customers, predominantly Coles Supermarkets and Coles Group discount food business, BI-LO. The operations of GHPL will enable Coles Supermarkets and BI-LO to compete more effectively in the market place. GHPL is part of Coles Group policy of increasing the synergies between existing Coles businesses, aimed at reducing costs and increasing productivity and efficiency. Purpose of the EDi Implementation Guide The purpose of the EDi Implementation Guide (hereafter referred to as the Implementation Guide) is to provide suppliers and trading partners with a guide to implementing electronic data interchange (EDi) technology with Grocery Holdings Pty Ltd (hereafter referred to as GHPL). This document focuses on suppliers of Dry Grocery, Dairy and Frozen Foods purchased by GHPL and delivered to Distribution Centres (DC) utilised by GHPL. Suppliers who are direct to store should refer to the Implementation Guide specifically prepared for them. Prior to proceeding with production ('live') EDi only ordering, a number of introductory steps should be considered. This document comprises a number of sections, which range from identifying