EDI for food producers and manufacturers is a serious business. Orders are time sensitive and retail grocery chains make for demanding customers. They expect the highest standards at the lowest possible cost and reliability is critical. Below are common EDI transaction sets used in the Grocery industry.
The Grocery Products Purchase Order transaction set is the electronic form of a paper PO, used specifically by grocery wholesalers and retailers for the placement of orders for finished goods from their suppliers, the 875 includes all of the information required for the order such as:
- Item description including unit of measurement
- Item quantity to be delivered
- Price and total cost
- Shipping instructions
The EDI 856 transaction is more commonly called the the ASN. It is utilized to electronically communicate the contents of a shipment to another trading partner. It is sent in advance of a shipment arriving at the other trading partner’s facility. In addition to detailing the contents of a shipment, the EDI 856 transaction includes order information, descriptions of products, types of packaging used, carrier information and more. An ASN may provide information at a variety of levels, including:
- Shipment information such as tracking numbers and carrier information
- Order information such as purchase order numbers
- Item information including items and quantities
- Packaging information including such as barcodes printed on each carton
The EDI 856 may be the most complicated document to implement for suppliers. Each trading partner can have very different requirements, which puts the burden on the supplier to support many different formats. The ASN also becomes a data collection issue because of the volume of data points that must be captured and transmitted back to the trading partner. For example, each carton in a shipment may be assigned a unique barcode identifier that must be transmitted back to the trading partner.
The Grocery Products Purchase Order Change Transaction Set can be used to provide for customary and established grocery industry practice relative to the changing of purchase orders for finished goods in a retail or wholesale consumer market. This standard can be used by a retailer or wholesaler organization to request a change to a previously submitted purchase order. Changes are accomplished by restating the value of the data elements to be changed rather than indicating the difference between the old and new value.
This transaction set is used to provide for customary and established grocery industry practice relative to billing details for finished goods in a retail or wholesale consumer market. The transaction set can be used by the supplier or broker organization to request payment from a retailer or wholesaler organization. This transaction set is to be used for standalone detail billing and cannot be used for statement billing or credit/debit adjustments.
This transaction set provides the EDI format for transmitting information relating to payments. It is typically used in conjunction with an electronic transfer of funds for payment of goods, insurance premiums or other transactions. The information provided in an 820 document includes payer and payee identification, bank and account IDs, invoice numbers, adjustments from an invoice, billed and paid amounts. This information allows the suppliers to reconcile payments they receive against invoices they have issued.
The 997 transaction set, known as the Functional Acknowledgment is sent as a response to other EDI transactions received. A 997 serves as a receipt, to acknowledge that an EDI transaction, or a group of transactions, was received by the remote party.It is important to note that when you receive an EDI 997 in response to a transaction you sent previously, you only know that your document arrived and was processed by the recipient’s EDI translator.
At the most basic level, the acknowledgement will only contain an acceptance or rejection notification. However, the remote EDI translator will perform some validation of the EDI standards before responding. Therefore, at more advanced levels, some trading partners will send more detailed EDI 997s that describe individual elements that contain syntax errors when rejections occur.
It does not provide any indication that the trading partner agrees with the contents of the prior transaction, or that the transaction met all their business requirements. For example, a 997 sent in response to an EDI 880 (Invoice) transaction does not indicate that the pricing or terms in the invoice were accepted, only that that invoice transaction was received and identified.