The list below represents commonly used document types within the e-commerce supply chain. Please note that each of your trading partnerships may not include all documents that are listed.
Documents that a Supplier may RECEIVE from Retail Trading Partners:
Planning Schedule (830)
In some cases, your Trading Partners may send a Planning Schedule to you. Should you receive this document, it advises you as to when your Partners will expect to receive specific quantities of listed items over a designated range of dates.
Purchase Order (850/875)
An electronic representation of your buyers’ Purchase Order. This is often the first document to be received in the EDI Process, but is sometimes preceded by the Planning Schedule.
Purchase Order Change (860/876)
When your Trading Partner makes an adjustment to the original Purchase Order, this document may be sent to you and will automatically update the changes on the intended Orders.
Payment Remittance Advice (820)
You may receive this document from your Trading Partners when they pay you via an Electronic Funds Transfer (EFT). The 820 acts as the statement and will allow you to reconcile what Invoices have been paid on a particular payment.
Text Document (864)
When your Trading Partners have general information to share with you this document may be used. There is really no limitation to the type of information that can be contained within a Text Document, as it is similar to writing you an email or letter. Examples of the type of information you may receive are: Adjustments to Partner requirements, Routing Announcements, and General Corporate Communication. Occasionally, EDI errors may be communicated via the 864.
Organizational Document (816)
Some Trading Partners will send an 816 to provide you with updates to new or existing store addresses. Occasionally your retailer may use the 816 to send a complete listing of store locations and addresses.
Product Activity Data (852)
Your Trading Partners may send this document to report sales and inventory for specific items in specific store locations.
Functional Acknowledgment (997)
Commonly referred to as a 997 or FA, this is a confirmation that the document you sent has been received and is automatically sent to your trading partner. An example is when you transmit ASNs, the Functional Acknowledgment confirms for you that your Trading Partner successfully received your transmission.
Documents that a Supplier will SEND to Retail Trading Partners:
Purchase Order Acknowledgment (855)
A document that you send back to your Trading Partner advising them that you agree or do not agree to ship the appropriate quantities of each item listed on the Purchase Order and to the pricing information on the PO.
Purchase Order Change Request/Acknowledgment (865)
A document that you send back to your Trading Partner advising them that you accept or do not accept the changes of a Purchase Order Change.
Advance Ship Notice (ASN) (856)
A document you send to your Trading Partner advising them of what merchandise you are shipping. ASNs are very detailed and inform your Partner as to what items can be found in each box on orders that have shipped. Typically you will create one ASN per shipment, and the ASN is to be transmitted to your Partner immediately after the Carrier leaves your facility. The ASN must be received by your Trading Partner prior to receiving your merchandise.
This document replaces the paper invoices you send your Partners. It allows you to bill your customers electronically based on what has been shipped.
Catalog and Pricing (832)
An electronic document you may send to your Trading Partners that will provide them with specifics of the items available for their purchase.
Functional Acknowledgment (997)
Functional Acknowledgments are sent back to your Trading Partners upon receiving any and all documents from them. This document is generally created and sent automatically for you at the transaction level.
GS1-128 (or UCC-128) Labels
These labels are generally 4”x 6” in size and get affixed to the outside of each carton or pallet you are shipping to your customer. In addition to containing standard shipping information (such as your ship-from address and your customers’ ship-to address), these labels include barcodes that are scanned upon receipt by your retailer. The scanning of your labels assists your customers with everything from automatically routing final destinations of your merchandise to identifying what merchandise is inside of each container. Each carton (or pallet) is assigned a unique 20 digit serial number, which is reflected in the main barcode on each GS1-128 label, and these container serial numbers match up with data on your ASNs. Collectively ASNs and GS1-128s are often used by your customers to book your merchandise into their stock.