856 Ship Notice/Manifest bby core sscc



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856 Ship Notice/Manifest BBY CORE SSCC


X12/V4030/856: 856 Ship Notice/Manifest


Version: 1.0 Final






Author:

E-Business Communication







Company:










Publication:

2/17/2017







Trading Partner:










Notes:








Introduction
Best Buy has upgraded the EDI 856 Advance Ship Notice to ANSI X12 Version 4030. The new ASN is foundational to many of Best Buy’s Supply Chain Strategies, which supports our focus on the customer experience one of which is the implementation of new distribution and transportation capabilities for Best Buy US. In order to leverage the power of these new capabilities, we need to focus on improving the information exchange between our respective companies.
The EDI856 Advance Ship Notice (ASN) is an integral part of Best Buy’s business. It allows for the visibility of product movement and streamlines our receiving process within our stores and distribution network. Because of this, Best Buy is not only focusing on the technical portion of the ASN but the data quality and timeliness of the information as well. To support this, Best Buy requires all vendors to participate in two phases of ASN implementation (See Implementation Phases Overview).
It is important to note:

  • Only one document type should be sent per interchange. (i.e. do not send both invoices and ASN’s in the same interchange. It should be only ASN’s or only Invoices.)

  • Best Buy utilizes the Pick and Pack structure where the item is the lowest level. The hierarchical levels are:

  1. Shipment (mandatory)

  2. Order (mandatory)

  3. Tare (Must include Tare or Pack or both Tare & Pack levels and provide SSCC (GS1-128) in the MAN segment)

  4. Pack (Must include Tare or Pack or both Tare & Pack levels and provide SSCC (GS1-128) in the MAN segment)

  5. Item (mandatory)



  • Best Buy requires vendors to send one ASN per shipment. The definition of a shipment varies based on mode of transportation (TL, LTL or small package):

    • Truckload and Less Than Truckload:

      • A supplier sending one or more shipping containers or transport packages to a single retailer’s destination. This shipment may be one or more supplier orders and one or more retailer’s purchase orders, or partial purchase orders. The shipment is under one bill of lading and as such the ASN should reflect the same.

    • Small package or parcel:

      • To a small package service carrier, each transport package is one shipment. Each package is assigned a unique identification number by the carrier to facilitate the movement through their system. As such the shipment is the individual carton and therefore you must submit an ASN per carton with the tracking # in the BOL and PRO fields.

  • A Serial Shipping Container Code (SSCC) bar code is required at the highest level for a Logistical Shipping Unit with the SSCC data transmitted in the ASN at the same level. As a part of the ASN Implementation process you will be expected to submit shipping labels for each facility you ship from to any Best Buy location for validation.

    • To view the requirements document please visit our U.S. Domestic VENDOR ROUTING & SHIPPING GUIDE located at: https://www.extendingthereach.com




  • The specs include segments specific to VMI (Vendor Managed Inventory) or SO (special order) vendor partners. Those segments will be pointed out in the header detail of each segment in the specs so please pay close attention. If you do not participate in the VMI or SO programs and the segment is identified as such you are not required to include that segment in your data.


Note: included in our specs are both EDI technical requirements and data integrity requirements. Please ensure you are not only mapping to our technical requirements but include our data integrity requirements as well. Failure to do so will delay your move to production status.

Implementation Phases Overview
Phase 1 - Technical Testing

(Please review and understand Best Buys specs prior to beginning technical testing)
The first phase is technical testing which validates that required EDI technical segments and data elements are present. There are 2 ways you can technically test the ASN:

  1. Manual testing by sending a flat file to exgedi@bestbuy.com indicating “(Your Vendor Name) v4030 856 technical test” in the subject line. An E-Business team representative will contact you and provide details regarding the test. The manual testing will continue until a technically correct file is submitted.

  2. Electronic transmission of test data to Best Buys test “qual” environment. You must notify Best Buy to be set up for this process prior to transmitting any test data. Please send an e-mail to exgedi@bestbuy.com to request this

After successful completion via any of the above technical testing methods a member of Best Buy’s E-Business team will contact you to confirm your production ISA/GS ID’s and qualifier to set you up for Phase 2 – Data Integrity Testing.


Phase 2 - Data Integrity Testing

In our Data Integrity Process, Best Buy will be validating the data being submitted on the 856 ASN matches the paper Bills of Lading (BOL) and/or packing list(s). We will monitor your flow of ASN’s through our system and will send you an email requesting specific ASN’s that we need the Bills of lading and/or Packing Lists for our data validation process. In addition, we will also need shipping label(s) mailed to us from all of your shipping origin locations for validation. GS1 standard shipping labels must be submitted for each of your shipping origin points for validation. The validation includes a visual inspection to ensure required zones are present and an SSCC barcode validation.


Our requirements document can be located at the following web address:

https://www.extendingthereach.com


While in the data integrity testing phase Best Buy will require ASN’s be submitted with the following criteria where applicable:

  • Multiple carrier modes (i.e. truckload, less-than-truckload & small package)

  • All vendor origin ship-from locations to various BBY ship-to locations and ship-to types (RDC’s, DDC’s & stores)


Important!
While in the data integrity testing phase you may receive system generated e-mail alerts when specific criteria is not met. These alerts describe the error(s), inform you that the ASN has failed, and request that you send a replacement ASN. You are expected to correct any incorrect data described and submit a replacement ASN within 72 hours. If your shipping location is less than 24 hours from Best Buys destination facility the replacement ASN must be received prior to the arrival of the shipment. Please note that all replacement ASN’s must be sent with a “05” qualifier in the BSN01 and include the original ASN number in the BSN02. If not submitted as a replacement ASN, and you use the same ASN #, it will fail as a duplicate.
Your ASN Business Team will notify you of any other issues that need to be resolved while in data integrity testing.
Production

After your ASN’s are verified and have passed data accuracy testing they will be moved to production status and start to feed Best Buy’s internal systems. Future transmissions will continue to be monitored for data integrity issues. You will continue to receive e-mail notifications should any ASN’s fail or suspend which will outline the reason for the error and indicate corrective action. You will need to make the necessary corrections and submit a replacement ASN when necessary. Random audits and compliance reporting will be performed to ensure consistent data integrity.



Note: Best Buy reserves the right to incorporate at a future date a compliance program for ASN’s that do not meet our requiremnts.

Table of Contents


Ship Notice/Manifest 2

Interchange Control Header 4

Functional Group Header 6

Transaction Set Header 7

Beginning Segment for Ship Notice 8

Hierarchical Level 9

Carrier Details (Quantity and Weight) 11

Carrier Details (Routing Sequence/Transit Time) 13

Carrier Details (Equipment) 15

Reference Identification 16

Date/Time Reference 18

Name 19


Name 20

Address Information 21

Geographic Location 22

Hierarchical Level 23

Purchase Order Reference 25

Hierarchical Level 26

Marks and Numbers 28

Hierarchical Level 29

Marks and Numbers 31

Hierarchical Level 32

Item Identification 33

Item Detail (Shipment) 34

Reference Identification 35

Transaction Totals 37

Transaction Set Trailer 38

Functional Group Trailer 39



Interchange Control Trailer 40

856


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