Electronic Data Interchange with KNV

EDI Guidelines for suppliers

Electronic Data Interchange

with KNV

1. Preliminaries

2. Pre-requesites

2.1 GLN ... page 3 2.2 Data transmission ... page 3 2.2.1 AS2 ... page 4 2.2.2 FTP ... page 4 2.2.3 X.400 addresses ... page 4 2.2.4 SMTP (email) ... page 4 2.3 Addressing in messages ... page 4

3. EDI communications

4. Phases of EDI introduction

4.1 Preparation ... page 5 4.2 Testing ... page 5 4.2.1 Syntactic testing ... page 5 4.2.2 Semantic testing ... page 5 4.3 Acceptance ... page 5 4.4 Go-live ... page 5

5. Productive operation

5.1 INVOIC to KNV ... page 5 5.2 ORDRSP to KNV ... page 5

6. GLN of KNV

Table of contents

1. Preliminaries

Electronic Data Interchange, or EDI, is the electronic exchange of business data between computer systems in a structured form. In order that the interface is

successfully established between diverse systems, it is necessary to have a common language, a standard. EANCOM has risen to the fore the world over in this regard, a “language” that is “spoken” in every country and in (almost) every industry. KNV uses EANCOM for communicating orders to publishers and distributors. We expect invoices and messages from publishers and distributors to be sent to us in electronic form. In order to identify business partners, EANCOM uses Global Location Numbers (GLN). The use of the GLN is essen-tial, particularly with invoices.

This document describes the conditions, set up and testing of EDI processes and the productive operation. The communication of catalogues using ONIX will not be described here. Please request this information sepa-rately from us if required.

2. Pre-requesites

EDI is only partly an IT issue; the most important condi-tions for the successful deployment of EDI are of an organisational nature. Of paramount importance is the reconciliation of the master data of partners and items and the harmonisation of communication processes and times.

2.1 GLN

KNV uses GLNs for all addresses and locations significant for the electronic data interchange. EDI invoices from suppliers can only be processed provided the supplier (invoicer) includes its GLN in these. In Germany, GLNs are assigned by GSl- Germany; more information is available on the internet: www.gsl-germany.de or check www.gs1. org to find the national GS1 organisation in your country.

2.2 Data transmission

We are able to exchange EDI communications with you in the following ways

• AS2 • FTP (SFTP) • X.400

3. EDI communications

KNV utilises the following messages in accordance with EANCOM version D.96.A (1997) or D.01B MEDIA: • ORDERS (orders)

• INVOIC (invoice)

• ORDRSP (purchase order response message) • DESADV (dispatch advice message)

We will gladly provide you with precise specifications of the following messages upon request. In these we adhere to the recommendations of the EDIfEUR and the former EANCOM working group of the business committee of the German Publishers and Booksellers Association (1996). We also support the new recommen-dations of GS1 Germany for EANCOM in the Media Sector. DESADV message will shortly be implemented for KNV Logistik GmbH in Erfurt.

2.2.1 AS2

AS2 is a specification about how to transport data securely and reliably over the Internet. The user does not depend on technical protocols for proof of audit compliance but has the MDN as proof in the form of a message. If you wish to use AS2 to exchange data with KNV please ask for our AS2 package and send yours including certificates for test and production

2.2.2 FTP

On our FTP server we have set up directories to enable you to upload and download data, address: ftp.knv.de. We will provide you with your personal log-in data after you have contacted us.

2.2.3 X.400 addresses

Test

C=DE, A=viaT, O=Barsortiment, S=KNOBS Production

C = DE, A = viaT, O = KNO, S = KNO-EDI

2.3 Addressing in messages

All orders for Koch, Neff & Volckmar GmbH Barsor-timent are being placed by the buying department

4. Phases of EDI introduction

Several phases must be completed before productive deployment of EDI is achieved; these phases are outlined below:

4.1 Preparation

Definition of responsibilities on each side. Reconci-liation of message types and procedures, harmoni-sation of master data, particularly the GLNs. Agree-ment of a road map with milestones for the intro-duction of EDI. Previous experience with suppliers has shown that it makes sense to convert the orders to EDI first, followed by INVOIC and ORDRSP.

4.2 Testing

Each message to be used will be individually tested. The test phase is commenced following mutual reconciliation of the message types and specifica-tions and completion of any development works required. A parallel operation may be agreed for a limited period.

4.2.1 Syntactic testing

Then comes the syntactic test. This is where KNV tests incoming messages in the (test) EDI

system solely for their formal correctness without reference to the contents.

4.2.2 Semantic testing

Syntactically correct test messages will be tested at KNV by the competent operative department. In this respect it is very

impor-4.3 Acceptance

Following the successful completion of the tests and confirmation by the responsible technical staff of both sides.

4.4 Go-live

Following acceptance. Depending on the agreement made, the exchange of paper documentation can be ceased at this point.

5. Productive operation

Following the go-live, only EDI messages will usually be exchanged. The sender is then responsible for ensuring compliance with the standards verified during the testing phase, and that no syntactic or semantic errors occur. The exchange of individual messages with KNV is subject to the following conditions:

5.1 INVOIC to KNV

For the introduction of the electronic invoice via EDI it will be necessary to conclude a separate agreement the “Vereinbarung über den elek-tronischen Datenaustausch (EDI), Nachrichtentyp INVOIC mit EANCOM” (EDI agreement, message type INVOIC with EANCOM). We send this to our suppliers at the appropriate time.

Without this agreement it is not possible to waive the conventional paper invoice procedure

5.2 ORDRSP to KNV

As is standard in the book trade, we only require ORDRSPs from suppliers for messages concerning non-deliverable items, not as order confirmations

6. GLN of KNV

Invoice to:

KNV Stuttgart

Koch, Neff & Volckmar GmbH Schockenriedstr. 37 70565 Stuttgart Basis GLN: 40 26725 00000 8 Department VKNR GLN 13540 4026725000008 Export 55040 4026725000022 Purchase 55030 4026725000015

Ship to:

KNV

Logistik

Erfurt

KNV Special Order Procurement 31003 4054989000038

7. KNV Clearing Centre

If you do not have your own EDI system and do not want to acquire one, the KNV Clearing Centre will nevertheless offer you the option of exchanging electronic data with all business partners in the book trade. More information on this is available from our website www.knv.de under IT, Clearing Centre or send an email to the head of our

Clearing Centre, Uwe Janssen.

8. Information

9

Informationen

Zu EANCOM, GLN etc.:

GS1-Germany GmbH

Maarweg 133

50825

Köln

www.gs1-germany.de

Über Internationale Standards für den Buchhandel:

EDItEUR

39-41 North Road,

London, N7 9DP,

U.K.

www.editeur.org

Ansprechpartner bei KNV:

Uwe

Janssen

www.knv.de

IT Vertrieb & Services

Leitung EDI Clearing Centre

[email protected]

GS1-Germany GmbH Maarweg 133, 50825 Köln www.gs1-germany.de

Outside Germany contact the national GS1 organization in your country (http://www.gs1.org) On international standards for the book trade:

EDItEUR United House

North Road, London N7 9DP, United Kingdom www.editeur.org

Contact at KNV:

Uwe Janssen Sales IT

Head of EDI Clearing Centre [email protected]

www.knv.de

Legal notice:

Koch, Neff & Volckmar GmbH, Clearing Centre, Schockenriedstraße 37, 70565 Stuttgart, E-mail: [email protected], Internet: www.knv.de Directors: Frank Thurmann, Oliver Voerster, Registered in Stuttgart, District Court of Stuttgart: HRB 11907, VAT ID: DE 147816562

Photography: © Fotolia, Veer 7

October