Advance Ship Notice (856) Transaction Set

Advance Ship Notice(856) Transaction SetEDI IMPLEMENTATION GUIDEX12 VERSION 4010May 21, 2003

EDI 856 Implementation Guide, version 4010Document StatusDocument NumberKB toys 856 4010 IG 2 4Version2.4File NameAdvance Ship Notice 856 – EDI ImplementationGuideIssue DateMay 21, 2003OwnerCathy CovellDescriptionAn EDI Implementation Guide for KB toys AdvanceShip Notice.Document Revision HistoryVersion #DateAuthor’s NameRevisions Made2.0March 07, 2003C. CovellAdded new requirements2.1April 03, 2003C. CovellAdded notes to V1 segment andchanged requirements2.2April 14, 2003C. CovellAdded notes to TSD & R4 segment.2.3April 22, 2003C. CovellCorrected code in TD3 segment.TD310 code of OOOO to 0000.2.4May 21, 2003C. CovellEliminated TSD segment.Changed the following elementsfrom mandatory to optional:TD310 Equipment TypeTD109 VolumeTD110 UOM CodeKB toys - EDI Implementation Guide6/18/20032

EDI 856 Implementation Guide, version 4010This ASN implementation guide has been updated to include the new fields requested on all ASN files to KBtoys. Below is a summary of the new segments and elements:SegmentDescriptionTD1Comments / Valid CodesAdditional ElementsTD109TD110Carrier Details(Quantity & Weight)VolumeVolume unit of measureTD504Carrier Details(Routing Sequence / Transit Time)Transportation Method / Type CodeTD302TD303TD310Carrier Details (Equipment)Equipment InitialEquipment NumberEquipment TypeTD5TD3REFREF01REF03‘CF’ cubic feet‘CR’ cubic meterVessel IdentificationV102Additional codes added:‘R’ Rail‘S' OceanNew Segment22GP - 20' Standard Dry42GP - 40' Standard DryL2GP - 45’ Standard DryM2GP - 48’ Standard DryP2GP - 53’ Standard Dry45GP - 40' High Cube DryL5GP - 45' High Cube Dry45RE - 40' High Cube Reefer42HR - 40' Non Operating ReeferM2G4 - 48’ TrailerP2G4 - 53’ Trailer0000 - Unspecified (Air, LTL)New Segment‘ZZ’ Mutually Defined‘LTL’ Less than full Trailer/Container‘FTL’ Full Trailer/ContainerNew SegmentReference IdentificationRef ID QualifierContainer load typeV1Additional CodesVessel NameR4Port or TerminalNew SegmentR401R402Port or Terminal Function CodeLocation QualifierR403Location IdentifierKB toys - EDI Implementation Guide‘O’ Origin‘UN’ United Nations Location Code(UNLOCODE)United Nations Location Code for the point oforigin.If you do not have a UNLOC code for the point oforigin, please email the KB Logistics departmentat traffic@kbtoys.com for instructions.6/18/20033

EDI 856 Implementation Guide, version 4010The Advance Ship Notice (Ship Notice / Manifest)The use of the Advance Ship Notice (ASN) provides KB toys with advance data on shipments to ourwarehouses so workloads and receipt processing can be better planned, and so that discrepanciesbetween orders and shipments can be corrected prior to the arrival of merchandise. The key word is“advance”. The latest that vendors must send the Ship Notice is at the time the truck leaves the shippingdock. In practice the ship notice must arrive at KB toys before the shipment.KB toys will only accept a shortened version of the standard carton pack structure for the (856) ASN.The Standard Carton Pack ASN layout has been modified and simplified to save network transmission costsfor you and KB toys, as well as facilitate trading with KB toys.KB toys has identified three hierarchical levels for use within the ASN transaction set. Only theShipment, Order, and Item levels will be accepted in the Detail section of the ASN.NameCodeDescriptionSHIPMENTSData that applies to the whole shipment, such as bill oflading number, lading quantity, vendor code, etc.ORDEROData related to the sender’s order and the associatedreceiver’s original purchase order.ITEMISKU identification data. If identical SKUs are packed usingunidentifiable inner packs (i.e. four six-packs to a case) thiscan be related at this level. The pack information shouldbe sent within this level (PO4 segment).When the Pack level is not sent, the following segments must be sent on the Item level.o PO4 (Number of Inner Packs and Item Quantity in each Inner)o TD1 (Number of Cartons for the Item)The 856 hierarchical structure code (BSN05) must identify the alternative standard carton layout. Thevalue should be a “0004”.The Universal Product Code (UPC) will be optional (LIN04/LIN05).This format will allow you to send the best information possible to KB toys in the most cost-efficient manner.Thank you for you continued cooperation. If you have any questions please contact the EDI staff:KB EDI@connectivecommerce.com - (413) 499-5232 Ext. 305.KB toys - EDI Implementation Guide6/18/20034

EDI 856 Implementation Guide, version 4010KB toys ASN Processing Requirements & Implementation ProceduresIt is a KB toys business requirement that vendors must notify the DCs prior to receipt ofmerchandise. The options are to fax notification, or to implement the EDI 856 transaction set.If you wish to fax, a blank form is available on page 6 of the Domestic Shipping Policies &Procedure and Routing Guide.The 856 ASN must meet ANSI X12 standards, follow VICS conventions as closely as possible,and KB toys EDI Transaction Set Mappings.During the testing/parallel phase, the following data-related errors will be checked and candelay the move into production:PO Already Received (late ASN), Over Shipment, No Open PO Quantity, PO Cancelled,Invalid PO Number, Invalid Pack, Invalid Item (Catalog Buyers Number).Three consecutive EDI transactions must be received and processed without error. Thisarrangement may be modified at KB toys' discretion based on the specific circumstances of thetesting period. If the vendor cannot meet KB’s requirements within a reasonable time frame, orwithin a reasonable number of transactions, KB toys may terminate the EDI implementationprocess and require the vendor to continue faxing.The 856 ASN must be sent from the vendor's application to their VAN shortly after the carrier'sdeparture to ensure that the ASN arrives at KB toys before the physical shipment.The 856 ASN is only required on shipments to KB toys warehouse locations. A listing isavailable on page 12 of the Domestic Shipping Policies & Procedure and Routing Guide. Dropship orders to individual stores as well as LC (foreign) orders do not require an ASN and willnot be accepted on-going.The 856 ASN Number (BSN02) must be a unique number (even if the same ASN has to betransmitted multiple times due to errors). We recommend that the Purchase Order number isNOT used as the BSN02 value.If problems or errors arise in the vendor’s EDI transactions while in test or parallel status, thevendor will be notified and expected to take corrective action immediately.All Vendor Compliance related questions should be addressed to the KB Vendor Relationscontact. A listing is available on page 10 of the Domestic Shipping Policies & Procedure andRouting GuideOnce KB toys confirms that the vendor can move to production with the EDI ASN, the fax copy can bediscontinued. Also, the ISA15 test indicator should be changed to "P" (Production) unless otherwisenotified by KB toys EDI personnel.NOTE: If problems or errors arise in your EDI transactions AFTER you are moved to productionstatus, you will be notified and expected to take corrective action immediately. You will benotified of errors by the Manager of Vendor Compliance and may be responsible for chargebacks payable to KB toys.KB toys - EDI Implementation Guide6/18/20035

EDI 856 Implementation Guide, version 4010Advance Ship Notice (856) Transaction SetANSI X12 - Version 004010Alternative Standard Carton Pack Structure - Short ASNThe following pages will cover the segments and elements necessary to send an EDI Advance ShipNotice to KB toys.Header AreaSegment IDSTBSNLoopSegment NameStart of Advance Ship Notice Transaction SetASN Number, Date, Time, and Hierarchical StructureCodeDetail AreaShipment LevelLoopHLTD1TD5TD3REFREFREFDTMDTMFOBN1 ------------ N1 ------------ N4 ------------ V1 ------------ R4 ------------ Segment NameStart of Shipment LevelTransportation Packaging, Weight, and Total CartonsCarrier Details (Routing Sequence & Transit Time)Carrier Details (Equipment)Bill of Lading NumberCarrier Reference Number (PRO Number)Container Load TypeSupplier's Ship DateSupplier's Estimated Shipment Arrival DateShipment Method of PaymentShip-to Distribution Center or Store NumberShip-from Vendor NameOrder LevelHLPRFREFSegment NameStart of Order LevelPurchase Order NumberShip-from Vendor NumberKB toys - EDI Implementation GuideLoopCity, State, Zip Code, and Country of OriginVessel IdentificationPort or Terminal6/18/20036

EDI 856 Implementation Guide, version 4010Item LevelLoopHLLIN ----------- SN1 PO4 TD1 TD5 ---------- Segment NameStart of Item LevelKB toys MFG/Stock and UPC CodeItem Quantity Shipped and Original Order QuantityNumber of Inner Packs, Quantity in Each Inner PackTransportation Packaging and Total CartonsShipment/Order Status CodeSummary AreaSegment IDCTTSEKB toys - EDI Implementation GuideLoopSegment NameTransaction TotalsTransaction Set Trailer6/18/20037

EDI 856 Implementation Guide, version 4010Advance Ship Notice (856) Transaction Set (V004010)Header SegmentsSegmentID / ElemRef#NameANSI X12StandardKB ToysRequirementsComments / CodesSTST01ST02143329Transaction Set HeaderTransaction Set IdTransaction Set Ctl. No.MM IDM AN03/0304/09MMM'856'Sequential Control NumberBSNBSN01353MM nning SegmentTransaction Set PurposeCodeShipment IdentificationShip Notice DateShip Notice TimeHierarchical Structure CodeMMMOANDTTMID02/3008/0804/0804/04M AN 7/25MM TM 04/04MOriginalShip Notice Number'0004' Shipment, Order,ItemDetail Segments - Shipment LevelHLHL01HL03628735Hierarchical LevelHierarchical ID NumberHierarchical Level CodeMM ANM 110103080187081355183355Carrier DetailsPackaging CodeLading QuantityWeight QualifierWeightUnit of Measure CodeVolumeUnit of Measure MMMOOANN0IDRIDRIDShipment level is '1''S' Shipment'CTN25' Corrugated CartonTotal cartons in TD101'G' Gross Weight'LB'Pounds“CF” Cubic Feet“CR” Cubic MeterNote:The TD109 and TD110 are optional, but conditional on one another if you send them. The TD109 cannot besent without the TD110.KB toys - EDI Implementation Guide6/18/20038

EDI 856 Implementation Guide, version 4010Detail Segments - Shipment Level (continued)SegmentID / ElemRef#NameANSI X12StandardKB ToysRequirementsTD5TD502066Carrier DetailsIdentification Code QualifierOC ID01/02MMTD503TD504067091Identification CodeTransportationMethod/Type CodeC ANC ID02/8001/02M AN 02/04M ID 01/01TD510732Transit Time Direction QualO ID02/02OTD511733Transit TimeC R01/04CTD3TD302TD303TD31020620724Carrier Details (Equipment)Equipment InitialEquipment NumberEquipment TypeOO ANC ANC ID01/0401/1004/04MMMOComments / Codes'2" Standard Carrier AlphaCodeSCAC Code'A' Air'L' Contract Carrier‘M’ Motor Carrier‘R’ Rail'S' Ocean'CD' Calendar Days'HO' Hours22GP - 20' Standard Dry42GP - 40' Standard DryL2GP - 45’ Standard DryM2GP - 48’ Standard DryP2GP - 53’ Standard Dry45GP - 40' High Cube DryL5GP - 45' High Cube Dry45RE - 40' High CubeReefer42HR - 40' Non OperatingReeferM2G4 - 48’ TrailerP2G4 - 53’ Trailer0000 - Unspecified (Air, LTL)Note:For LTL shipments the value in the TD302 should be “Air” or “LTL”, the value in the TD303 should be“Shipment”, and the value in the TD310 should be “0000” to indicate unspecified (Air, LTL).KB toys - EDI Implementation Guide6/18/20039