Solution ID: 200782111

Doc ID: 625461.1 Date Last Revised: 03/02/2009

Title: UCC 128 Compliance and Generate ASN EnterpriseOneAbstract: Suppliers are contributing to the automation process by providing Advanced Ship Notices (ASNs) to their customers and by bar coding shipments using UCC 128/EAN serialized shipping container labels. The process of using Advanced Ship Notices (ASN) in conjunction with serialized shipping container labels is commonly known in the retail industry as UCC 128 compliance.

An ASN is an EDI document sent by the supplier to the customer when goods are shipped. It identifies what was shipped and how it was shipped. This EDI transaction in combination with a bar coded serialized shipping container label (applied by the supplier prior to shipment), automates the receipt process. As the retailer receives the goods, he/she scans the shipping label, which the system then matches to the ASN to generate internal transaction records.    

Table of Contents

Set Up UPC/SCC Codes for Items Set Up ASN Information for Customers Process Shipment Information Work With Shipment (Transportation) Generate ASNs Processing Options for ASNsPrint Container Labels (World Only - EnterpriseOne must use Third Party Software)FAQ

Set Up UPC/SCC Codes for Items

To identify items for ASN purposes based on UPC/SCC codes. A UPC (Universal Product Code) identifies the lowest saleable unit of a specific product (usually the primary unit of measure). The UPC code is the same as an EAN (European Article Number), the two codes are interchangeable.  An SCC (Shipping Container Code) identifies an “intermediate pack” of a specific product. These codes are fixed and are either pre-printed on the product or applied as a label.  

Since an SCC with a PI=0 is an “aggregate” SCC, it will contain UPC code(s) of other items. These items may or may not exist in the Item Master file. To indicate the UPC codes that are contained in this aggregate, entries are made in the Item Cross Reference file. The entries in the Item Cross Reference file should conform to the following rules:

1. The address book reference should be all zeros.2. Each entry must have a Cross Reference Type of “UP”. “UP” will be hard-coded

in the 41/DT UDC table as the UPC/EAN cross reference type.3. The quantity of each UPC code contained in the SCC will be entered in the DSC2

field.4. The relevant unit of measure for each UPC code is taken from the “Default UPC

UOM” field (since there is no place in the Item Cross Reference file to enter a unit of measure).

UPC information is held in F4101T, a tag file for the item master, data item UPCN.

Set up UPCs/SCCs for items in Item Master Information (P4101) and take the Storage/Shipping row exit.

Each item can have only one UPC and up to 8 SCCs, which are optional (PI=1 through PI=8).

UPCs are formatted such that the first 7 digits represent the company that produces the product, the next 5 digits represent the product ID, and the last digit is a system assigned check digit. For example, the UPC for TIMSASN1 (0013311090950) is such that:

0013311 represents the Tims Company for UPC – this vendor number is assigned by the uniform code council. The first and second numbers represent country and industry codes.

09095 represents the TIMSASN1 product 0 is the assigned check digit (Please note that the check digit must be determined

before entering in the UPC number. EnterpriseOne will not calculate the UPC check digit. There are several Web sites that can do this.  One such site is:

WWW.UC-COUNCIL.ORG/CHECKDIG.HTM.

Before entering a UPC for an item, the product company must be set up in UDC 41/UC. For example, Tims Company for UPC (0013311) must be set up in UDC 41/UC before entering the UPC for TIMSASN1.

An item can have up to 8 SCCs, each of which represents a different unit of measure (UOM), or packaging indicator (PI). When entering a UOM, the system automatically assigns the SCC. Note in the screen print above that the SCC is the same as the UPC, only the SCC has an extra digit on the front, and the last digit is different:

                        UPC              0013311090950                         SCC            10013311090957

The first digit represents the packaging indicator (PI) for the item. The first digit for SCC (PI = 1) will always be 1, for SCC (PI = 2) 2, and so on. The system calculates the check digit at the end of the SCC.

 Use SCC (PI=0) in conjunction with kits that contain components, each of which has its own UPC. Enter either a UPC for an item or an SCC (PI=0), not both.

 UPC information for specific items is held in Item Master (F4101).

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Set Up ASN Information for Customers

Before transmitting ASNs to customers, set up applicable information for each customer, and specify required shipping information for each customer. This section explains how to:

Set Up Configurations and Shipping Requirements for Customers

Set up a default shipment configuration and shipping requirements for each customer in Customer Ship Notice Tab of the Customer Billing Instructions. To access this Business View, Go to the Customer Master Revisions and open the Tab for Customer Ship Notice.

Set up a default hierarchical configuration to indicate how shipments are configured to the customer. The default can be a “Pick_Pack” configuration, which allows for any combination of products to be present in a shipment, or a “Standard Carton” configuration, which requires that only a single item be present.

Indicate required shipping information for each customer. Specify whether identification/ reference fields are required, and if so, what each is used for. For example, specify that the Identification 1 field is required, and that it be populated with the Duns Number for each outgoing shipment. Reference fields are generally used for PRO, BOL, or Waybill numbers, or any other type of reference that is required by the customer to process ASNs.

Specify a special program to print SSCC (Serialized Shipping Container Code) labels (R49140) or run it directly from Menu G4715.  Specify a default version for each customer in the Customer Master – Customer Ship Notice Tab. This default applies when printing shipping labels from the Tare/Pack Detail Business View, discussed later in this document. 

Note: If using Pack or Tare (P or T) the Transportation (System 49) module must be used.

Define Shipment Configurations

All hierarchical configurations must be defined in Hierarchical Configuration Definition (P47HL) off menu G47215.The hierarchical configuration is defaulted from the ship to address, if one is not found for the ship to then it will default from the sold to. The shipment should be at a 'confirmed' status prior to generating an ASN.

To define a configuration, indicate which file field corresponds to each level in the configuration. For example, if the configuration is S O T P I (shipment, order, tare, pack, item), SDCDCD is the field in the F4211 that contains the shipment number for an order line. SDDOCO is the field in the F4211 that contains the order number. XDPLT is the field in the F4216 that contains the Tare number for a shipment, and so on.  The SDSHPN cannot be used in EnterpriseOne because of the Data structure of the F4211.  The SHPN does not exist in the table but logic has been added to the P47HL to convert the SHPN to the CDCD data item.  The SHPN is written back to the CDCD when a Shipment is created for a Sales order.

Define configurations by address number, or enter zero in the address book field to indicate that a particular configuration definition is applicable to all address numbers.

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Process Shipment Information

After setting up UPC/SCC information for items and ASN information for customers, begin entering the shipments for which to process ASNs. The shipment process begins with sales order entry and might include printing container labels. This section describes how to:

Enter Sales Orders and Create a Shipment in Sales Order Entry (P4210)

The ASN process begins by entering sales orders. To have the system create the Shipment at time of entry, setup the UDC table 49/SD first. 

For this example, document type and line type that will be used to generate the Shipment when entering the Sales order. Special Handling must be setup to be the first status of the Transportation flow. If left blank the Shipment will be created but will not be able to be processed.

Access Sales Order Entry (P4210) from menu G4211.  

In the example above, the customer orders 4 each and 10 boxes of TIMASN1. After entering the sales order, the goods are picked from the warehouse. The items are packed into two smaller containers, each of which contains 2 each and 5 boxes of TIMASN1. These two containers are then packed into one larger container.

The system populates the Sales Order Header (F4201) and Sales Order Detail (F4211) upon entering a sales order. The UPC/SCC codes are NOT pulled into either of these files.

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Work With Shipments (Transportation) 

Use the Shipment Workbench (P4915) off menu G4215 to perform all of the following functions directly from the workbench:

Create Shipments View Existing Shipments Assign Sales Orders to Shipments Enter Tare/Pack Information (SSCCs)

Ship Confirm Orders/Shipments Edit Shipment Information

Create Shipments

Shipments are created automatically when a sales order is entered. 

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Each shipment header record contains a shipment number, the address numbers that apply to the shipment, the configuration of the shipment, and information required by the customer, such as identification numbers, the transportation method, and so on. The shipment number defaults from next numbers (system 42). The shipment configuration defaults from the Customer Ship Notice/Manifest information set up for the Sold To address.

The system adds shipment records to the Shipment Header file (F4215).  The SHPN field is written back to the F4211 CDCD field.

View Existing Shipments

After entering a sales order and creating a shipment header record, view the status of the shipment in the Shipment Workbench.

The status of a shipment indicates whether it is pending, confirmed, canceled, on hold, or so forth. Processing options for the Shipment Workbench defines shipment status codes. After entering a shipment header record, the status of the shipment is “pending.” A shipment must reside at a “confirmed” status before the ASN can be generated.

A shipment header record cannot be deleted in the Shipment workbench.  If a Shipment is created in error or needs to be cancelled without it being reassigned, cancel the sales order.

Assign Sales Orders to Shipments

Currently in EnterpriseOne, a sales order cannot be assign directly to a shipment using the shipment Workbench. The shipment must be created at Sales Order Entry time.

Enter Tare/Pack Information (SSCCs)

If the configuration for a shipment includes a tare and/or pack level, use the Tare/Pack Form Exit to assign Serialized Shipping Container Codes (SSCC) to order detail lines. This business view can also be used to attach UPC and SCC codes to order lines. To access the Tare/Pack Detail, run the Pack Confirm (P4205) and have the processing option set to call the Tare/Pack processing.  Note that this is the program that will relieve inventory so place a 1 in the procession option not relieve inventory.

 

This Pack Confirm Detail (P4216) program is designed to pull in the SCC and UPC codes for items from the Item Master (F4101). Depending on the quantity and unit of measure (UOM) for the item, enter either a UPC quantity or an SCC quantity and UOM.  

For example, if the line on the sales order is for 10 boxes of TIMSASN1 and box is not the primary UOM for the item, it corresponds to an SCC; therefore, enter an SCC quantity of 10 and an SCC UOM of BX (boxes). The system retrieves the applicable SCC and UPC from the Item Master and calculates the UPC quantity. If the line were for 4 eaches, simply enter a UPC quantity of 4.

Manually enter the Tare SSCC or Pack SSCC, or have the system assign these numbers (form exit). The system calls the Generate SSCC Number named event rule (N4201370) to assign SSCC numbers. Processing options for P4216 determines the manufacturer’s ID on the SSCC. Specify the version of P4216 to use in processing options for Pack Confirm (P4205).

For each line of information entered on this view, the system stores a record in the Shipment Packing Detail (F4216) file. Field values on the view can only be changed/added if the shipment status is less than “confirmed”.

Ship Confirm Orders/Shipments

At some point, each shipment must be confirmed, either before or after entering tare/pack detail information (if applicable). To access the Shipment Confirmation (P4205) program, take the “Confirm Shipment” row exit from the Shipment workbench.  This is the Transportation Ship Confirm (P49645) program that calls a version of the Shipment Confirmation (P4205) program used to ship confirm the sales order.  

Note: Changes must be allowed to an approved shipment in order to edit the Tare/Pack Detail (P4216).

Set the processing options for Ship Confirmation (P4205) to specify that the tare/pack detail screen automatically appear after ship confirm. This is the last time the UPC information for a shipment will be able to be updated.

Edit Shipment Information

The Edit Shipment information Row exit calls the Named Event rule N4201430.  This event checks for any problems that might exist with the shipment and writes the errors (if any) in the Work center. For example:

Is there a hierarchical configuration definition set up for the trading partner/shipment configuration in F47HL?

Are the sales order lines at the correct status for ASN generation? Do the sold to and ship to addresses on the shipment header match those on the

sales order(s)? Are the UPC and SCC codes valid in the Item Master? Does the sum of the Tare/Pack quantities add up to the shipped quantity on the

sales order line? Have the appropriate SSCC/SCC codes been entered for each record, if required,

based on the hierarchical configuration for the shipment?  

Looks at required customer information setup in the customer master. This does not edit the data, just confirms that the fields contain data.

Shipment edit must be done, prior to Shipment Confirmation, so errors can be identified and fixed prior to confirmation.

Before processing an ASN, the corresponding shipment must reside at a “confirmed” (30) status. To move the shipment from (25) “Approved” to (30) “confirmed”, use the Row exit “Approve Shipment”.  This is the Transportation Shipment Confirmation (P49645) and on processing option # 5 (Enter override status for shipment) enter status 30. 

The system updates the shipment status to confirmed only when all errors are resolved. Set processing option 3 behind the Batch Shipment Edit  (R42071) program to determine whether tare/pack errors are hard errors or soft errors (S/O qty doesn’t match tare/pack or tare/pack numbers are missing). If the errors are hard errors, the system will not update the shipment status. If the errors are soft errors, the system will update the status.

If errors exist, the system creates entries in the work center. Specify the version of Batch Shipment Edit (R42071) to use in processing options for the Transportation Shipment Confirmation (P49645).

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Generate ASNs

When a shipment is at a confirmed status, the ASN can be generated. Run the EDI Advanced Ship Notice Extraction (R47032) program directly from menu G47215.

When transmitting an ASN to a customer, the customer knows what’s being shipped and how. The system accomplishes this by building records in the Edit Shipping Notice Header - Outbound (F47036) and Edit Shipping Notice Detail - Outbound (F470371) files. For each shipment, the system builds one record in the header file and multiple records in the detail file, based on the hierarchical configuration in the shipment header record.

Each record in the Edit Shipping Notice Detail - Outbound (F470371) file corresponds to a level in the configuration, allowing data to be transmitted for each level. There are dozens of different levels that can be transmitted; however, there are only five levels that are defined for use in the retail industry:

Shipment – contains information such as the bill of lading number, ship to and ship from addresses, and so on. There can only be one shipment level for each ASN transaction.

Order – contains information related to the supplier’s sales order and the customer’s purchase order.

Tare - contains information related to pallets and other large product collections. (optional)

Pack - contains information related to intermediate packs. (optional) Item – contains information about the shipped product such as UPC number,

quantity, etc. 

There might be multiple records at each level, depending on what is included in the shipment. For example, if there are two sales orders that make up the shipment, there will be two records at the order level, one for each order. If the shipment contains multiple items, there will be multiple records at the item level.

An example of an ASN generated using a pick and pick configuration: Enter two orders for a customer. The first is for 4 each of TIMSASN1 and the second is for 10 boxes of TIMSASN2. Package the 4/EA in one box and the 10 boxes remains as its own packs.  Put the eleven boxes on a pallet, which are then loaded on a truck for shipment. The configuration is:

Shipment (truck) Order (two orders) Tare (one pallet) Pack (two cartons) Item (TIMSASN1)

Hierarchical Configuration: S O T P I

When generating the outbound ASN for this shipment, the system generates the report based on this configuration.  The HL (hierarchical level) column. The shipment is identified as level 1. The sales orders are identified at level 2, the tares at level 3 and so on. Even though there was only one tare (pallet) on the shipment, there are two tare records, one for each order. Each line represents a record contained in the Edit Shipping Notice Detail - Outbound (F470371).   

The previous example represented a pick and pack configuration, as there was more than one item present in the shipment. A standard carton configuration can contain only one item. For example, enter two orders for a customer, each for 100 TIMSASN1. Package the items into 2 cartons, each of which contains 50 TIMSASN1, then load the cartons on a pallet. The configuration would be:

Shipment (truck) Order (the two orders containing the items) Item (coffeemakers) Tare (the cartons) Pack (the pallet)

Hierarchical Configuration: S O I T P

 In a standard configuration, the item would represent the third level in the hierarchy, since all subordinate tare and pack levels would contain the same item/UPC code.

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Processing Options for ASNs

Processing options behind the EDI Advanced Ship Notice Extraction (R47032) program are critical to generating the ASN.

Processing Option 1 allows the Outbound ASN program to be run in Proof or Final mode. For this example, the EDI Advanced Ship Notice Extraction (R47032) program will be run in Final mode.

Processing options on the Process tab 2 through 6 must be set up in order for the system to recognize shipping information.

Processing option 2 indicates the status of a “confirmed” shipment (usually 30) Processing option 3 determines the status that the shipment is moved to after the

ASN is generated. Processing option 4 must be set to 1 in order for the system to process shipments.

Processing option 5 and 6 indicate whether the system should look for a hierarchical configuration definition set up for the customer (in F47HL), or whether it should ignore any customer configuration definition, and instead, use the configuration specified in processing options 1 and 2 from the Hier. Level Tab. 

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Print Container Labels (World Only - EnterpriseOne must use Third Party Software)

UPC/SCC Labels

There is no Program that supports the Printing of the UPC label in EnterpriseOne.  It is suggested to use a Third Party Software provided by DSI to accomplish this. Below is the support and use from the World Software A8.1 and Above – This portion is not intended for EnterpriseOne.

UPC and SCC codes are generally pre-printed on products, but the Bar Code Label Print program (P41532) can be used to generate UPC/SCC labels to apply to products. Processing options can be set to specify which UPC or SCC code to print and how many labels to print.

The Bar Code Label Print program supports the following printed formats for UPC codes:

UPC-A or EAN-13 - displays all 12/13 digits of the UPC/EAN-13 CODE. UPC-E or EAN- 8 - compresses the 12/13 digit number to 8 digits by stripping

zeroes.

For SCC codes the programs supports the following formats:

Interleaved 2 of 5 (ITF) – encodes just the 14 digits of the SCC. UPC/EAN – 128 – incorporates both a subset of the Code 128 bar code

symbology and a data structure format.

SSCC Labels

SSCC labels (Serialized Shipping Container Codes) can be printed and to attach to containers. Each SSCC is unique to a particular container and serves as a means by which to track the container. Shipping Label/SSCC Print program (P42161) is accessed from menu G4215.

Based on the example described earlier, there are two smaller containers (packs) packaged into one larger container (tare). Therefore, we would generate three SSCC labels, one for each container. To print three different SSCC labels, populate the Quantity and Packaging Type fields and/or the SSCC Start and End fields.

SSCCs are formatted such that the first digit represents a packaging type, the next 7 digits represent the company or manufacturer’s ID, the next 9 digits represent the serial number, and the last digit represents a check digit. For example, the system might assign SSCC number 100001000000215653, which is broken down as follows:

1 represents the packaging type. Valid values are:

0    case or carton (pack) 1    pallet (tare) 2    larger than a pallet 3    undefined 4    for internally defined intra-company use

0000100 represents the company or manufacturer’s ID 000021565 represents the serial number (comes from next numbers - system 41) 3 is the system assigned check digit

SSCC labels can be printed separately, or shipping labels can be printed that include the SSCC. To have the system print shipping labels, a pre-existing shipment header is required, and the shipment number must be entered in the video along with the quantity and/or SSCC numbers to be printed.

The Shipping Label/SSCC print program (P42161) calls the Generate SSCC Number program (P42162) to assign SSCC numbers if they are not manually assigned. Use

processing options for P42162 to determine the manufacturer or company ID assigned to each SSCC number.

The shipping label/SSCC program (P42162) can be called directly from the Tare/Pack Detail program (P4216) described later in this document.

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FAQ

Question 1: When EDI Outbound ASN (R47032) is run against a sales order that has multiple line numbers with the same Item Number on them, the Outbound F470371 Detail line is created with the quantity for the Item Number summarized. For example if item ABC contains a quantity of 3 on line 1 and a quantity of 2 on line 3 of the F4211, the F470371 will have one line for item ABC with a quantity of 5. You need a way to turn this consolidation off and write a one ASN item line in (F470371) per one order line (F4211). ASN Customer needs to see these as separate lines even though they are the same part number. ASN Customer is charging fines as the ASN is not matching the packing list and label.

Answer 1: Caused by an incorrect setup in P47HL Hierarchical Configuration. Using S O I configuration, if you set I to use the field SDLITM, the F47131 records will summarize by 2nd Item Number. Instead set I to use the field SDLNID, it will summarize the item level by line number and you will get one ASN item line in (F470371) per one order line (F4211). Note: Using Lots at the P or T level would also eliminate this issue.

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