EANCOM® 2002 S4, Edition 2016 Part I EANCOM® MESSAGES

4. SPECIFIC RULES

4.1. Identification of trade items

Each trade item, "item" being defined in the widest possible sense, is uniquely identified by a Global Trade Item Number (GTIN). This number is part of the common vocabulary adopted by the partners who are exchanging standard messages. See also section 1.3.2.

The format and use of a GTIN are described in the GS1 General Specifications and on the GS1 website.

4.1.1. Variable quantity trade items

A number of products are purchased and sold in variable quantity. In scanning applications, an internal numbering structure is generally used by the retailers for marking those products. This structure includes either the price or the weight of the item, making it possible to charge the correct price to the customer at a retail check-out.

In EDI messages, however, it is necessary to identify those items in a generic form for ordering, delivering and invoicing. The recommendation in EANCOM^® is to assign to each variable quantity product a GTIN and to refer to this number in data interchanges.

The facility to indicate the actual quantity and price in the appropriate unit of measure is provided in the EANCOM^® messages.

A specific code - "VQ = Variable quantity product" - can be used in the IMD segment (Item Description) to specify this type of product. It is especially recommended to indicate this product characteristic in either the Price/Sales Catalogue or Product Data message.

4.1.2. Mixed Assortments

It is a common business practice to sell and purchase some products in mixed assortments. Mixed assortments contain a standard grouping of different products. According to the GS1 rules, mixed assortments are identified by a GTIN.

It is recommended to first describe mixed assortments using the Price/Sales Catalogue message by indicating in the LIN/PIA/QTY/PRI segment the identity of the mixed assortment, and in the IMD segment the coded description of a standard group of products.

For the Purchase Order and Invoice messages, three alternative solutions are available:

1. Indicate the GTIN of the assortment in a combination of LIN/PRI/QTY segments. In this case prices and quantities refer to the assortment, not to individual products.
2. Use a different combination of LIN/PRI/QTY segments for each individual product which is part of the assortment. Prices and quantities refer to the individual products.
3. Indicate the GTIN of the assortment and all the GTINs of each individual product using sub-lines. In the purchase orders, GTIN of the mixed assortment is used by clients to order this product but in the invoice, it may be required to specify all the individual products.

Ordering a mixed pack or assortment

The following is an example of a Purchase Order message ordering a set or mixed pack already known by the recipient of the information.

The buyer sending the message is identified by the GLN 4012345500004. The supplier is identified by the GLN 5412345000020.

The message sent on 1 January 2002, bearing the reference number PO12123, is ordering the product, "First Aid Kit", consisting of three products with different quantities.

The first aid kit is configured as follows:

In this example, where 5000 units of the first aid kit are ordered, it must be remembered that the ordering of the first aid kit will by default pick up the contents of the kit, and that the quantity of each of the products contained in the kit will be multiplied by the order quantity.

4.1.3. Promotional variants (PIA)

Product variants can be used in communications to identify promotional or other actions which do not require the allocation of a different GTIN. In this case, a 2-digit product variant is used in addition to the main GTIN.

In EANCOM^®, the promotional variant number is indicated in segment PIA, using the appropriate code value of the item type identification code (DE 7143 = PV).

4.2. Identification of logistic units (PCI/GIN)

Tracking and tracing of logistic units in the supply chain is a major application of the GS1 System. Scanning the standard identification number, marked on each logistic unit, allows the physical movement of units to be individually tracked and traced by providing a link between the physical movement of items and the associated information flow provided by EANCOM^® messages.

Logistic units are defined as physical units established for transport and storage of goods of any kind which need to be tracked and traced individually in a supply chain. The requirement for logistic units is that they are identified with a standard GS1 identification number known as the Serial Shipping Container Code (SSCC). The SSCC enables the unrestricted circulation of the units, as the construction of the SSCC ensures that they are identified with a number that is unique world-wide. See also section 1.3.2.

The Serial Shipping Container Code is detailed in the GS1 General Specifications and on the GS1 website.

4.3. Identification of parties and locations (NAD)

The unique identification of the trading partners is critical when applying EDI. It is more important to identify locations precisely and unambiguously with EDI than with traditional paper documents.

The identification of parties and locations within EDI messages is the primary application for the GLN. Within EANCOM^®, a message and a number of segments exist for the purpose of identifying parties. See also section 1.3.2.

The Global Location Number (GLN) is explained in detail in the GS1 General Specifications and on the GS1 website.

Party Information (PARTIN)

The Party Information (PARTIN) message is the first message exchanged between trading partners at the beginning of a commercial relationship. It is used to associate the GLN with location information and the related operational, administrative, commercial and financial data to the trading partner, (e.g., name and address, contact persons, financial accounts, etc.).

This message is used to capture the GLN on a trading partner file. Subsequent messages to the PARTIN message must use the GLN to identify parties and locations.

Interchange Header segment (UNB)

The UN/EDIFACT Interchange Header segment (UNB) is used in all EDI interchanges complying with the UN/EDIFACT syntax rules. The identity of the sender and receiver of the interchange must be specified in this segment. The use of the GLN is mandatory in EANCOM^® for the identification of EDI parties at this level.

4.4. Date, time and period (DTM)

Date, time, and period information is provided in the DTM segment which appears in all EANCOM^® messages. The EANCOM^® recommended format for dates is CCYYMMDD, where all dates which include a year element (YY) are preceded by the century element (CC). Various formats may be indicated through the use of the qualifier in data element 2379 of the DTM segment.

Time is always indicated in the local time of the sender of the message.

To indicate a period of time only one occurrence of the DTM segment with appropriate code values in data elements 2005 and 2379 is required. When indicating the actual dates of the period they should be represented in the format CCYYMMDDCCYYMMDD with the first occurrence of CCYYMMDD indicating the start date of the period.

Examples:

4.5. Free text (FTX)

In general, free text should be avoided in EDI messages. In computer-to- computer exchanges, such text will normally require the receiver to process this data manually.

However, it is acknowledged that free text will be required in some instances and provision has been made in EANCOM^® messages for such free text. This allows the sender to include general information in the EDI messages. The free text should never replace missing coded data nor contain instructions on how the message should be processed.

Within EANCOM^® it is possible to replace frequently transmitted free text information with coded references to this frequently exchanged text. This is achieved through the use of code values agreed on a bilateral basis between trading partners and communicated in the composite data element C107 in the FTX segment. The use of coded references to free text will reduce the possibility for errors in the free text and enhance the automatic processing possibilities of such information.

It is recommended to limit as much as possible the usage of free text in EANCOM^® interchanges.

4.6. Item descriptions (IMD)

4.6.1. Formats

Within EANCOM^® it is possible to provide item descriptions in four formats:

• coded
• free form
• coded and associated supplementary free form
• structured

The distinction made between coded and structured format only applies to the internal structure of an industry code list. If coded, a code value unlocks a name and definition in clear text; if structured, a code value unlocks an ordered set of descriptive terms. As such, the population of the IMD segment for a coded and structured format is identical.

4.6.2. Segment structure

The IMD contains 6 data elements specifying the following information:

• 7077 - format of a description
• 7081 - typical product feature, property or quality of an item for which a description is provided
• 7009 - item description code taken from an industry code list
• 7008 - free form description
• 3453 - language of a free form description
• 3055 - the agency responsible for an industry code list

4.6.3. Segment population

Examples:

4.6.4. Segment repetition and sequencing

The full description of an item may require a number of repeats of the segment.

For each description format one usage of the segment is needed. Also if a free form description has to be provided in different languages, the segment must be repeated.

4.6.5. Data alignment

The full description of an item has to be provided during master data alignment between the trading partners. In subsequent interchanges it is not recommended to send this type of information unless imposed by the business context e.g. Customs rules and regulations. Wherever possible the use of a description code is recommended.

4.7. Currencies (CUX)

Provision has been made in EANCOM^® messages to indicate, where relevant, the currency in which the amounts are expressed.

For every interchange, it is recommended to indicate explicitly the currency used in each message. The CUX segment serves this purpose. Only one occurrence of the CUX segment is required to indicate the reference currency, the currency in which all amounts are expressed, and the target currency, (into which the reference currency will be converted). The rate of exchange between the reference and target currencies is also detailed in the single occurrence of the CUX segment.

Currency codes to be used are defined in the ISO 4217 standard as well as in the code list for data element 6345.

4.8. Standard allowances and charges (ALC)

The specification of multiple levels of allowance and charge information is possible in the EANCOM^® commercial messages at message, group (only PRICAT), and product detail levels. This is achieved through the use of the ALC segment group, which normally will contain additional segment groups in which the actual allowances or charges are specified (e.g., QTY-RNG, MOA-RNG, etc).

Where a message, product group, or individual product is subject to multiple levels of allowances or charges, (e.g., 10% on purchases between 1000 and 2000 units, 10000 EURO for handling charges, etc.), it is recommended that each individual allowance or charge is expressed in separate repeats of the ALC group, with the actual allowance or charge details specified in the sub-groups beneath the ALC segment.

In addition, it is of vital importance where multiple levels of allowances or charges exist that the sequence in which they are to be processed is indicated in order to ensure the correct result of the application of the allowances and charges. This is achieved through the use of data element 1227 in the ALC segment.

Examples:

Note: Allowances and charges in the heading section of a message are independent from those in the detail section, e.g. ALC at detail level does not override ALC at heading level.

4.9. Temporary codes, use of DE 3055 and 1131

Several codes within the EANCOM^® code lists are identified as being temporary code values through the use of '(GS1 Code)', immediately after the code name. These code values do not exist in the most recent UN/EDIFACT code lists at the time of preparation of the EANCOM^® manual. In many instances the data element containing the temporary code value will be followed within a composite data element by data element 3055. This data element 3055 allows the explicit identification of the agency responsible for the temporary codes.

When GS1 codes are used in coded UN/EDIFACT data elements which exist in composite data elements containing data elements 1131 and 3055, the code value "9 = GS1" must be used in data element 3055 to identify unambiguously the fact that a temporary code is being used. All DE 3055 were set to status "D" and all DE 1131 to status "O", except data element groups with restricted codes, (e.g. BGM C002).

Example:

Within all LOC segments, DE 3055 must only be used if DE 3225 is used and does not contain a UN/LOCODE.

All temporary codes for which an UN/EDIFACT code list exists will be forwarded to UN/CEFACT for inclusion. It must be noted however that the code values allocated by UN/CEFACT will normally not be the same as the temporary code values given and that some realignment may be needed when formal UN/EDIFACT codes are issued.

4.10. Sub-lines in EANCOM^® messages

Identification of products is carried out through the use of the EANCOM^® Price/Sales Catalogue (PRICAT) message. Wherever possible, all products or services should be uniquely identified by means of a Global Trade Item Number (GTIN) and transmitted as a line item in the LIN segment, even if they comprise other products identified by GTIN.

That being said, it is also possible to identify the constituent parts of a product (e.g., hamper containing multiple different products) through the use of sub-lines in some EANCOM^® messages, for instance, PRICAT, ORDERS and INVOIC. Sub-lines should be used only to identify the relationship between a number of products, not the complete product itself.

The sub-line facility enables a party to communicate a complete product configuration as a tree like structure. As with physical trees there is always only one trunk, in this instance the base article, with many branches containing many smaller branches. The branches in this analogy could relate to components and sub-components of a product.

In this simple representation of a tree there is one trunk and 6 main branches. On branches 1, 2, 3, and 4 there are sub-branches. It is not possible to get to any of the sub-branches without going first via the trunk and parent branch. The same restriction is true when using sub-lines in the EANCOM^® messages, you cannot access a sub-line without first accessing the line at the level immediately above.

Every EANCOM^® message contains a message reference and a line number which are unique to that message and enable the recall of information in subsequent EANCOM^® messages and the creation of application databases. Within the EANCOM^® messages the creation of complex configurations is achieved through the linking of EANCOM^® main line numbers using the sub-line function within the LIN segment. Within EANCOM^® it is recommended that the line numbers used in the first occurrence of data element 1082 in the LIN segment be sequential, starting at 1 for each new message. A simple example which details the structure presented above follows hereafter:

A brief description of the data elements which identify the sub-line follows:

Sub-line information (C829): The composite data element C829 is used to group the sub-line indicator (5495) and line item identifier (1082).

Sub-line indicator code (5495): This data element is a coded data element with just one code value "1", which must be used to indicate the fact that sub-lines are in use.

Line item identifier (1082): This data element is used to identify the line item number (DE 1082, first occurrence) of the higher level product, to which the current sub-line is linked.

4.10.1. Examples of the use of sub-lines

Use of PRICAT to establish a product hierarchy between Consumer, Traded, and Despatch Units

The following is an example of a Price/Sales Catalogue message providing the addition of a new despatch unit, traded unit, and consumer unit to a trading partners file. The relationship or hierarchy between the different product levels is detailed through the use of sub-lines.

Please note that only the segments relevant to the relationship of main lines and sub-lines are detailed here.

The first occurrence of LIN, with line number 1, is used to describe the consumer unit identified by the item number 5410738377131, being the code for a can of Healthiest Tomato Soup. No sub-lines are used since there is no reference to a smaller unit.

The second occurrence of LIN, with line number 2, is used to describe a traded unit identified by the item number 5410738377117, being the code for a case of Tomato Soup. There are 14 units contained at the next lowest level (i.e., consumer units) in the traded unit.

The third occurrence of LIN, with line number 3, is used to indicate that the consumer unit previously identified by the item number 5410738377131 is a sub-line of the traded unit identified by the article number 5410738377117.

The fourth occurrence of LIN, with line number 4, is used to describe the despatch unit identified by the item number 5410738251028, being the code for a pallet of Tomato Soup. There are 12 units contained at the next lowest level (i.e., traded units) in the despatch unit.

The fifth occurrence of LIN, with line number 5, is used to indicate that the traded unit previously identified by the item number 5410738377117 is a sub-line of the despatch unit identified by the article number 5410738251028.

4.10.2. Sub-line amendment

Amendment of products which are used as sub-lines is handled in two ways:

• Amendment of non-identifying information (description, prices, etc.) is carried out by means of sending the LIN-PIA segments for the main line.
• Amendment of identifying and/or relational information (article number, quantity contained) is carried out by means of sending the LIN-PIA segments for both the main line and the related sub-line.

Sub-lines may be used to establish the relationship within a product hierarchy, i.e., consumer unit to despatch unit. The same general rules apply when identifying a product hierarchy as for the identification of a mixed range or assortment product, i.e., all levels of the product must first be identified in their own right as main lines before identifying the relationship between the levels.

4.10.3. Sub-line deletion

Sub-line deletion may exist in one of the following three forms:

• Case 1: The deletion of a product which exists in its own right and which is also used as a sub-line of other products.
• Case 2: The deletion of a product which contains sub-lines. The constituent products continue to exist in their own right.
• Case 3: The deletion of a sub-line from a product configuration.

Case 1: When deleting a product which exists in its own right (e.g., anti-septic ointment identified by GTIN99) but which is also used in a sub-line configuration (e.g., first aid kit identified as GTIN1) the following steps apply:

• Because the deletion of an element of the configuration results in what is essentially a new configuration, the main-line which identifies the configuration (i.e., GTIN1) must be marked for deletion by indicating the code value 2 in data element 1229. When this has been done the configuration (minus GTIN99) must be re-specified using a new GTIN (GTIN2). This process must apply to ALL configurations which include, as a sub-line, the product being deleted.
• The product (GTIN99) must be deleted as a main line by indicating in data element 1229 the code value 2.

Example:

Case 2: When deleting a product which contains sub-lines (e.g., first aid kit identified by article number GTIN1) the following steps apply:

• The product must be deleted as a main line by indicating the code value 2 in data element 1229. This deletion will automatically delete any sub-line relationships which exist for this main line.

Example:

LIN+1+2+ GTIN1:SRV' Identification of main line article to be deleted which contains sub-lines.

Case 3: When deleting a sub-line (e.g., anti-septic ointment identified by GTIN99) from a product configuration (e.g., first aid kit identified as GTIN1) which contains other sub-lines (the configuration, which will continue to exist after the deletion of this one sub-line, and the main-line product for the sub-line, which will also continue to exist) the following steps apply:

• Because the deletion of an element of the configuration results in what is essentially a new configuration, the main-line which identifies the configuration (i.e., GTIN1) must be marked for deletion by indicating the code value 2 in data element 1229. When this has been done the configuration (minus GTIN deleted sub-line) must be re-specified using a new GTIN (GTIN2).

Example:

4.11. Hierarchies in PRICAT/PRODAT

A hierarchy in the EANCOM^® Price/Sales catalogue (PRICAT) and Product Data (PRODAT) message is a facility which allows products to be linked together in a parent-child relationship. Unlike sub-lines (relationship referenced by line numbers), hierarchies provide an explicit indication as to whether an article is a parent or a child in a relationship.

While the use of the sub-line technology is not allowed within the PRODAT message, the PRICAT message enables both possibilities. However, in PRICAT messages, hierarchy solution based on HYN segment is strongly recommended.

The hierarchy structure in PRICAT/PRODAT essentially takes the same format as that detailed earlier for sub-lines, i.e. the tree structure. The minimum requirement of any hierarchy relationship in EANCOM^® is that there must be at least one parent. However, having said that, a child product may also act as a parent to another child at the next level down in the hierarchy.

When using EANCOM^® to provide product configurations using the hierarchy facility in PRICAT/PRODAT, it is recommended that all constituent members of the hierarchy parts of the configuration first be communicated as main lines in the PRICAT/PRODAT message. When this has been done, the hierarchy relationships can be specified.

A simple example which details the structure presented above follows hereunder:

4.12.  Referencing in EANCOM^® (RFF)

The effective use of EANCOM^® depends on the use of referencing to reduce the quantity of data required to be transmitted in any message. Referencing provides the opportunity to link messages with multiple pieces of external information which may or may not have been transmitted using EDI. A comparison with manual systems would be a situation where, for example in an invoice, references are provided to the order and the delivery docket but paper copies of both of these documents are normally not provided with the paper invoice. EDI works on a similar basis using the RFF segment which allows references to other documents to be transmitted without a need to transmit the actual documents.

Within EANCOM^® messages several references exist which can be used to link the information exchanged between the trading partners with the physical movement of goods or data.

Of primary importance in a trade transaction is the order number which is usually assigned by the buyer and which provides a unique reference to the transaction. In EANCOM^® messages the order number is quoted in several messages following the actual EANCOM^® order (e.g., the order response, the despatch advice, the receiving advice, the invoice, the remittance advice) as a means of linking information from different messages in the EANCOM^® message flow. Together with the order number, line numbers are used to uniquely identify an order line for referencing purposes.

It is important to note that it is not recommended to use GTINs for unique message line referencing within EANCOM^® messages. This is because it is possible for GTIN's to be repeated within the same message, (e.g., the same article ordered many times for different delivery points).

The only method available within EANCOM^® to uniquely identify a previous EANCOM^® message is to put the message number (generated in DE 1004 of the BGM segment of the original message) in data element 1154 of the RFF segment. Should it be required to identify an individual line (identified by Line Item Number data element 1082 in the LIN segment of the original message), then this should be put in data element 1156 alongside the message number in data element 1154 of the RFF segment.

A simple example follows:

A buyer sends 3 orders requesting the supply of the product identified by the GTIN 5012345000220 to the locations as detailed below:

To access each of the lines above, perhaps in a following message like a despatch advice, the following RFF segments would be used.

4.13. Package Marking in EANCOM^®

Within EANCOM^® it is possible to specify marks and numbers which are to be, or have been, marked on the physical packaging of a product or a consignment. This functionality is provided in the PCI and GIN segments, which normally are nested below a PAC segment. The following guidelines should be observed when deciding which segment to use, and its data content, for package marking;

Markings for human readable purposes:

It is recommended that markings which are to be read by humans are provided as free text in the PCI segment using as many repeats of data element 7102 as are required.

Qualification of the type of marking specified (e.g., mark expiry date) in data element 7102 is provided in data element 4233.

While such markings may also have been specified as formatted information in another segment in the LIN group, these formats are not considered to be human readable, (e.g., in a DTM segment a date would have the following format "20021001", while a translation into a human readable format would be as follows "1 October 2002").

Markings for identification purposes:

It is recommended that markings which are to be used for identification, automatic data capture, or tracking purposes (e.g., a batch number or a serial shipping container code) be specified in the GIN segment using data element 7402. Qualification of the type of identification code used is provided in data element 7405.

If multiple, non-consecutive identification numbers are provided, then each of them is placed in the first DE 7402 of C208. Example for SSCCs 354123450000000014, 354123450000000106 and 354123450000000190:

GIN+BJ+354123450000000014+354123450000000106+354123450000000190'

If a range of consecutive identification numbers is provided, then the first number in that range is placed alone in the first DE 7402 of C208, and the last number in that range is placed alone in the second DE 7402 for that particular C208. Example for SSCCs 354123450000000014 through 354123450000000030, inclusive:

GIN+BJ+354123450000000014:354123450000000030'

4.14. Communicating GS1 trade item numbers in EANCOM^®

When communicating GS1 trade item numbers in EANCOM^®, the leading zeros in the number cannot be transmitted, since the format of the DE 7140 is numeric: n..14. EDIFACT syntax does not allow transmitting leading zeroes for numeric data.

Given that there are 4 types of GS1 trade item numbers (i.e., different lengths) the following rules apply:

Note: Due to differences in syntax, the format of GTIN in both GS1 EDI standards: EANCOM^® and GS1 XML are different.

• In GS1 XML the format is defined as exactly 14 digits, which means that any GTIN that is originally shorter than 14 digits needs to be filled up to 14 characters by adding the leading zeroes
• In GS1 EANCOM^® the format is numeric, which means that any leading zeroes must be removed

However, all these formats still convey the same GTIN identifier. GS1 recommends that GTIN should be stored in a 14-digit format. It can be transmitted in EDI messages or encoded in bar codes in a format that suites the syntax rules or bar code symbology.

4.15.  GS1 Application Identifiers in EANCOM^®

The GS1 Application Identifiers (AIs) consist of:

• a standard format and definition for each relevant data element
• application identifiers used as a prefix to the data elements represented in bar coded form
• a bar code symbology specifically dedicated to encoding AIs: GS1-128

Application Identifiers have been defined for international and inter-sectorial use. They allow simple and generic data elements to be encoded in bar coded form. This in turn allows fully automated data capture and processing within computer systems.

GS1 standards are used in five major areas of application that are listed below. A table of the most important Application Identifiers and a mapping for each to the segment, data element, and if relevant, code value in EANCOM^® is given for each area.

Please note that the tables are intended to allow the identification of the primary information mapping requirements between the GS1 Application Identifiers and EANCOM^®. Additional information on GS1 Application Identifiers may be found in the GS1 General Specifications.

4.15.1. Application Identifiers related to trade items

Trade items are goods and services upon which there is a need to retrieve fixed information at any point in the supply chain. A trade unit is typically a unit which is priced, ordered or invoiced.

4.15.2. Application Identifiers related to logistic units

Logistic units are physical units established for transport and storage of goods of any kind that need to be tracked and traced individually in a supply chain.

4.15.3. Application Identifiers related to locations

A location is anything which can be assigned an address. Some examples of this would include companies, departments, rooms, factories, shelves, delivery points, EDI network addresses etc.

4.15.4. Application Identifiers related to assets

An asset is broadly defined as anything that is owned and not traded. This definition includes individual assets of a company as well as returnable assets, which may be used to transport products between organisations. Examples of assets include beer kegs, gas cylinders, chemical containers, pallets and crates.

4.15.5.  Other Applications

This area comprises specific application guidelines dealing with the numbering and symbol marking of items not covered by the areas above. The applications described are generally very specific and require special consideration (e.g., coupons, refund receipts, service relationships, etc.), but are still aimed at being used in an open environment.