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ELECTRONIC DATA INTERCHANGE
Production, Service, PCC & Trials Applications
Introduction
It is an NMUK objective that suppliers receive all order and forecast information for all supply types via EDI. The ability to process EDI should be considered as a condition of future supply. The supply types covered by this manual are Production, Service, PCC and Trials orders.
Receipt of information electronically can be of great benefit to a supplier: - Suppliers' receive much earlier notification of NMUK delivery requirements: this can be used to help minimise inventory holding, achieve better production scheduling and prepare in advance for logistics collections where applicable.
Similar links with sub-suppliers become possible with the introduction of EDI. It is also possible to achieve internal administration savings by interfacing the EDI data with existing systems.
A supplier's EDI message can also be sent to a 3rd party warehouse or logistics partner.
In view of the mutual benefits and considering that any investment in EDI does not have to be dedicated, NMUK expect suppliers to fund their own link. NMUK will continue to invest in the extensive facilities necessary to support the data transmissions.
NMUK also use EDI transmissions for the Self-Invoicing System. The objective is to have all suppliers who receive orders by EDI to also be active for self-invoicing.
NMUK Contacts
NMUK telephone number 0191 415 +Ext.
ISD Ian McGinney Ext. 2467
Production Control Peter Dance Ext. 2542 Service Parts David Hutchinson Ext. 2386
Scope
The scope of the EDI development within NMUK covers the following points:
z To implement Electronic Data Interchange (EDI) with all NMUK vendors in the UK and Europe. z To establish a facility within NMUK capable of supporting future developments in EDI links. z To transmit all Production, Service, PCC and Trial forecast and order requirements via EDI. z To transmit Self-Invoicing data (Invoices and Credit Notes) via EDI.
z To support reduced lead-time ordering by improving schedule release timing.
z To establish the ability within the NMUK supplier base to produce bar-coded documentation.
(Current NMUK requirements are the Advice Note and ODETTE standard packaging label).
Objectives
To replace all paper / post / fax methods of ordering and forecast documentation with EDI message transmissions.
The following message types can be sent for all order types, Production, Service, PCC and Trials. Listed below each is the equivalent NMUK document. DELINS
z Vendor Schedule - Forecast by part number for the next five months.
ORDERR
z Vendor Authorisation A - Firm order in part number sequence. z Vendor Authorisation B - As Vendor A but in due date sequence. z Advice Note - Delivery document and proof of delivery.
INVOICE
z Self-Billed Invoice - NMUK generated Invoice for receipts from previous month. z Self-Billed Credit Note - NMUK generated Credit Note for receipts / non-receipts.
Examples of all documents are shown in the Appendices below. Structures
z ORDERR z DELINS
z ORDERR - Production,Service & Trials z ORDERR - PCC
z DELINS - Production, Service z DELINS - PCC
z INVOIC - Self Invoicing z INVTLR - Self Invoicing
Service Segments
z Production
z Service, Trials, PCC & Self Invoicing
Examples of Messages
Transmission Details
As already outlined in section 4, NMUK advises its Production, Service, PCC and Trials requirements in one or both of the following forms as necessary: -
z Forecast Information z Firm Requirements
EDI transmissions will replace all forms of paperwork currently sent to suppliers. These transmissions will contain the same information and more to that given in the above mentioned documents. It will be the responsibility of the supplier to interpret the information into a format suitable for use within their own system and
production process (see section 6, Receiving EDI).
It is normally expected that the supplier will produce Advice Notes for all order types and ODETTE standard labels, all of these documents require a printer capable of producing Code 39 Barcodes.
There are a number of alternatives to the single Advice Note, suppliers wishing to use another method of Goods Advice or will supply on an NMUK ex-works scheme should discuss it in more detail with their NMUK Parts Control contact.
NMUK do not have direct computer links with its supply base. All EDI transmissions are made via a 'clearing house'. This centre acts as an electronic mailbox system and it is the responsibility of the individual supplier to retrieve any information placed in this mailbox by NMUK.
NMUK send 3 types of EDI message listed below. Wherever possible NMUK has adhered to current UK and European standards.
Production Service PCC
RAN RAN RAN
Vendor Schedules Vendor Schedules Vendor Schedule endor A Vendor A Vendor A
Vendor B
Message Syntax PCC Type
NMUK will aim to give a minimum of three months notice of any amendment to the above standards or message content. Message layouts can be found later in this manual.
To allow suppliers to pre-plan and to take full advantage of the improved communication flow that EDI brings, NMUK will endeavour to ensure that all transmissions are sent by a pre-determined time.
Note 1 - The daily order will accommodate suppliers who have their orders placed on reduced order lead-time and will be available by 9:00 am each morning with 2 further message sending additional, emergency and balance order information not sent previously in any EDI message.
The key point relating to message timings and frequency of transmission is that suppliers must check their mailbox on a daily basis to ensure all messages all read on time.
The monthly transmission of the DELINS message is currently on the second Monday of the month (except when influenced by holiday periods). It is worth noting that the monthly and weekly transmissions are usually in each supplier's mailbox sometime over the weekend.
Self-Invoicing will run as follows - retro invoices and credit notes will be created and transmitted on a Friday night. Monthly runs will be on the first calendar day and will be transmitted immediately.
Receiving NMUK EDI
In order to receive and print from EDI information transmitted by NMUK the following are minimum requirements.
z A link to the supplier via a mailbox connection with AT&T Easylink. z A personal computer.
z A communications board. z A suitable modem.
z A laser or inkjet printer capable of printing Code 39 bar codes.
z Suitable translation software to interpret the electronic messages into a form understood by the user.
It must be stressed that the above are minimum requirements. Each supplier should consider current system arrangements and implement according to current and future business needs.
Note: Hardware and software need not be dedicated for NMUK use.
ORDERR EDIFACT 1 Firm Orders
INVOICE EDIFACT 3 Invoices
Message Frequency Latest Availability
DELINS Monthly 9.00am Monday
ORDERR Weekly 9.00am Monday
Although it was stated previously that the supplier should interpret the EDI message to best suit their business needs, the NMUK Advice Note (or its agreed equivalent) is still required and remains the most important document within the supply chain.
It is expected within the development of EDI, that the supplier will include the ability to reproduce the Advice Note in a format acceptable to NMUK, either individually or in the form of a manifest.
The EDI data will be used to produce the ODETTE standard packing label required for each outer pack carrying all NMUK orders. As the bar code against each element will be used in the collection / delivery process to control product movement it is necessary that they are included in the print direct from the EDI. (See example in Appendices).
NMUK 'Clearing House'
As mentioned previously NMUK use AT&T Easylink for all data transmissions.
Costs and contractual details are available from AT&T.
If a supplier already has an established link with another VAN (GEIS, BT etc) then interconnection is available through AT&T to them.
Approved Software
Each supplier will require software to process the data sent by EDI. NMUK does not provide software directly to suppliers for the following reasons.
z If each manufacturer was to provide a unique software package to its supply base then the supply base could have many incompatible pieces of software that
could be potentially unmanageable.
z NMUK seeks to encourage the total integration of EDI, by which the supplier will realise the most benefits, incorporating transmissions into their own
scheduling and ordering systems.
z By processing NMUK transmissions and also becoming involved in the software and system development, it is hoped that suppliers will gain a greater
understanding of data transmission concepts and principles. (This will place the supplier in a stronger position within the EDI market place).
The type of software that is required to process EDI data will depend on the equipment that the supplier already possesses or plans to purchase, their business needs, their future plans and the resources available.
As NMUK do not supply either the software or the technical support in the event of failures a list of recommended software packages is not supplied. A list of EDI compatible software packages is available from the SMMT or ODETTE UK.
Address: AT&T Easylink Services
4 Moors Park
Burnt Meadows Road Redditch
Worcestershire
B98 9PA
Telephone: 01527 67585 Facsimile: 01527 63084
There are basically two types of software package available to the EDI user:
z Translation - These will translate received EDI messages into a format suitable for onward processing and require further software development to enable the
information to be presented in a usable manner.
z Full Solution - These packages offer a complete solution to suppliers' needs within one package. They have the ability to receive and send EDI data, translate
data into a flat file format, facilitate the printing of reports, labels, etc. It may include interface to scheduling systems etc.
Future EDI Developments
The NMUK policy is one of continuous improvement.
All future developments within the EDI project will support this policy.
Further advancement of EDI is not possible without the full co-operation of the supplier, and hopefully this should be seen as an opportunity to further strengthen the business links that already exist with NMUK.
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