Chapters/Indigo EDI Changes beginning August, 2010

June 17th, 2010

You may have recently received the letter below from Chapters:

 Dear Indigo Trading Partner,
 
The purpose of this letter is to advise you of changes that will be occurring at Indigo and will impact the manner in which EDI documents are traded between our companies. These changes are expected to be in place by August, 2010. A member of Indigo’s EDI team will be in contact with your organization to further elaborate on the changes, determine the specific implications  and develop the  testing and transition plans that will be required.
 
Background
At Indigo we are constantly focussed on improving service to our Customers and operating a more efficient Supply Chain. To deliver on both of these objectives we will be building a second distribution center adjacent to our current warehouse in Brampton, Ontario. This new warehouse will open with an expanded inventory assortment to be used to support our growing Online, Kiosk and corporate order business and will commence full operations in early August, 2010. The current warehouse will focus solely on supporting our retail stores.
In addition to new physical facilities, the Online warehouse management system will be SAP’s eWM application. Our current plans are to cutover to this system in early August, 2010. The current retail warehouse will remain on it’s legacy WMS for another year approximately, at which point it will also transition to eWM.
 
EDI Implications
As a result of installing the new eWM system there are five major changes that will be occurring.
a)                   A new purchase order type will be created. This will be a positive development for vendors as Indigo will now be able to distinguish between online customer orders (rush) and online replenishment orders.
b)                  A new shipping location with corresponding changes to Ship To addresses and SAN numbers will occur.
c)                   A requirement to transition to a much higher usage of pallet level ASNs. Although there are scenarios  where Indigo currently cannot receive pallet level ASNs (to be addressed in early 2011), there are many orders being shipped by vendors using case pack level ASNs rather than the more efficient pallet level ASN. This transition will be expected for both our Online and Retail store warehouses.
d)                  A change to the information that is contained in the MH10 label will be requested.
e)                  A change to the HU number range that is acceptable for your ASN and MH10 label will be made. Indigo will be able to accept HU numbers that fall within the range of  1 00000 00000 à 09999 99999 99999 99999. Our analysis of historical HU numbers received indicates this will affect very few of our trading partners, but please assess within your organization.
 
Rob Spence, Director, Master Data and EDI is leading this work for us.
 
The two steps he has already taken are:
1)                   initiated discussions with BookNet Canada to have the CBISAC EDI Document Specifications modified to reflect the changes where appropriate.
2)                    members of his EDI Team have been communicating with your technical personnel about this change in requirements. This work is progressing well.
Finally, our new warehouse management system will require accurate case quantities for efficient receipt and handling of product. If the case quantities are not accurate, your product will be captured in our quarantine process while the correct quantity is determined. If you have concerns regarding the accuracy of your carton quantities, please contact Indigo’s Master Data team so that this issue may be proactively managed.
Thank you for your support as we engage in these exciting changes. We believe this will be of significant benefit for our customers while also improving the Supply Chain relationship between Indigo and its trading partners. If you have any questions, please do not hesitate to contact me.
 
Regards,
 
 
Ross Marancos
 
EVP Supply Chain
Indigo Books & Music

What this means to you:UnitechEDI is aware of the upcoming changes, and will be working with Chapters on the implementation.   We will notify you when there is action required by you.

Posted in Chapters/Indigo | 1 Comment »

Family Christian version upgrade

June 2nd, 2010

Family Christian is planning to migrate to version 4010 EDI documents.  UnitechEDI is working with Pubnet to see if they will handle converting FMC files for Unitech clients without any additional mapping.  We should have an answer from Pubnet by the end of June.

Posted in Family Christian | 1 Comment »

Lifeway Version Migration

May 19th, 2010

Lifeway has been notifying trading partners of their upcoming version migration:

We are converting our EDI to version 4010 and standardizing our MAPS (see attachments for examples).  We want to convert our current transactions sets – 810 (invoice), 850 (PO), 855 (PO acknowledgments), and 977 (acknowledgments); we don’t want to add anything new until the baseline is complete.  If you are currently sending 856, please continue, but we wont’ be addressing those until later.

We have set up a new mailbox with PUBNET (mailbox number is 1412000); this will be used for testing and ultimately production.  However, until conversion, you will need to continue to monitor your normal mailbox for “live” orders.  Once the test mailbox is set up, I will release an 850 and put it in the mailbox.  An e-mail will be sent to you with the test PO# for you to pull.  Please review this PO, send an 977 and let me know how it goes.  Also, send an 810 when possible for review. 

 What this means to you:

We are talking with Pubnet about having them do this translation. By making this change Lifeway is no longer using what we consider to be the standard Pubnet format. If Pubnet cannot do the translation then Unitech will need to break them out as a separate trading partner, LIF. The cost for this would be $600 each for each document needed. You would also need an interconnect to Pubnet for Lifeway.

Posted in Lifeway | Comments Closed

ICC VAN Migration

May 19th, 2010

Dear Valued UnitechEDI Client,

As you may already have heard, ICC (Easylink) VAN will change its FTP and Document Management Tool web addresses on May 28^th , 2010.

We have already begun the process of updating our software to put the new addresses (vanftp.easylink.com for FTP, and https://vanclient01.easylink.com for the DMT) into use before the May 28^th deadline.In order to assure continued service beyond May 28, please conduct the following important tests at your earliest convenience:

*_Update Software_* ? Use the Update Software button on the Dashboard to bring in the latest UnitechEDI software. Please remember that if you run your Dashboard from a drive other than C:, you must type in your drive letter when prompted during the update as selecting the drive from the list does not always work correctly.

*_Test FTP Connection_* ? Select ?Test? from the Other Options > Categories dropdown box on the right side of the Dashboard. Double-click the last selection on the list: ?Test ICC DNS?. This will bring up a window asking for a 3-char trading partner code. Pick any code from the list (no files will be moved) and press Enter. Answer ?Y? to both ?Are you sure?? and ?Connect to ICC.NET Network??. The return message should say ?Testing using Open vanftp.easylink.com in progress ? Please wait?.?

It should then say < Successful Test > indicating that you have reached the new address correctly.

*_Test Document Management Tool_* ? Click on the ?Track ICC Documents?

button on the Dashboard. This should open the standard ICC web applet interface page. Sign on using your normal userID and password. If access is granted, all is well. If you do not know your password, or if you do not use this feature, you do not need to run this test. It will not affect your usual EDI processing.

If you get any other result on either test, show this note and the result to your Network staff so that they can make the appropriate firewall or anti-virus changes if needed, and inform us of the problem by using the ?Request Support? button on the Dashboard.

Thank you,

*Bob Papillo

*UnitechEDI

1-800-330-4094 ext 804

bob.papillo@unitechedi.com <mailto:bob.papillo@unitechedi.com>

Posted in ICC VAN Status | Comments Closed

B&N – Update in DC return data via EDI. Increase in return # field

February 16th, 2010

You may have received this email from Barnes & Noble:

Currently you receive this file without the DB as part of the transmission, and any other alpha digits are transmitted as a numeric (mostly as an “8”). 

IT is nearing the end of their testing to change the format of the DC return numbers on the EDI transmissions to include the DB and alpha data. 

Please be informed that the return # field is being increased from 6 to 8 digits, and the fields will be formatted for alpha/numeric. Please notify your IT dept. that this change will take place in the near future.

What this means to you:

There is no change necessary on your part.

Posted in Barnes & Noble | Comments Closed

Borders/Waldenbooks Systems Integration

February 11th, 2010

email from Borders/Walden, February 11, 2010:

Good Morning,

Last fall, we let you know that in 2010, our Waldenbooks/Borders Express stores would transition onto the computer systems used by our Superstores, bringing all of our stores under one technology platform for in-store systems as well as merchandising, distribution and inventory management systems. With this change, we will also bring all of our stores under one set of business practices in stores and in the merchandising department.

Merging all stores onto a single technology platform represents a significant investment in our Waldenbooks/Borders Express stores that will provide benefits for us and for you:

  • You’ll receive one set of orders from us that includes orders for Borders and Waldenbooks/Borders Express stores – that means one set of Purchase Orders for new releases and fewer reorder POs
  • We’ll align processes and schedules company wide – Waldenbooks/Borders Express stores will transition to the shipping schedule Borders is now using, and will move to the Borders process for new releases and laydowns
  • You’ll move to one set of shipments for all of our stores, and receive one set of returns
  • You’ll have just one account to reconcile
  • We’ll be better able to manage overstock for all of our stores, since we’ll have true shared overstock across our company
  • Merchandising will have better visibility to each Waldenbooks/Borders Express store’s inventory
  • With the move to Borders systems, our Waldenbooks/Borders Express stores will get new items and replenishment more quickly

   

This change will bring improvements in our stores as well. Waldenbooks/Borders Express store employees will have enhanced capabilities to search for and fulfill customer requests, since they’ll be using the same system available now in our Borders stores, and will have access to Borders.com in the store. Our POS transactions will be streamlined, with integration of Borders Rewards and other promotions with the POS system.

In addition to these system changes, effective at the end of January 2010, Borders and Waldenbooks merged into one company. We will continue to maintain Borders and Waldenbooks as distinct brands, but our Borders and Waldenbooks/Borders Express stores will be considered one entity for financial and accounting purposes.

The systems integration will take place over the next several months, with the final stages completed by mid-summer. Key milestones that impact your organization are listed below.

Process Changes

As we prepare to implement these systems changes, there are a few things you need to be aware of:

  • Waldenbooks/Borders Express stores will be re-numbered with store numbers from the BSS AS400 system. Our new store numbers are available on our Vendor website at http://bridge.caspio.net/dp.asp?AppKey=F6D0C5C5A5F6D0C5C5A5. Use the current store number until 4/30 and then use the new store number.
  • We will not be doing returns from our Waldenbooks/Borders Express stores in March and April as we do this conversion, with the exception of stores with space challenges such as our Airport stores.  
  • As part of our systems integration, we started transitioning all returns to our Borders facility in Pennsylvania beginning in late January. We will ship from the Tennessee returns center simultaneously until the end of April, at which time returns will be exclusively from Pennsylvania. As volumes ramp up in Pennsylvania, it will taper off in Tennessee. Any refused returns should be directed back to their origin. Additional information regarding the returns center transition will be included in the logistics routing guide.
  • New releases for Waldenbooks/Borders Express stores will be bought on the Borders system beginning with titles scheduled to arrive in stores in April. You will receive only one set of POs for these titles. Laydown titles should be shipped on the Borders schedule starting with these April new releases.
  • Beginning in April, replenishment orders will begin shifting from Waldenbooks/Borders Express to Borders. As a result, Waldenbooks/Borders Express POs will get progressively smaller and Borders POs will get progressively larger. 
  • Please continue to provide title cards for titles published through July. We will be rolling out a new process for vendors to present new titles to our buyers in the near future.
  • Later this summer we will transition COS titles. In the meantime, COS POs will continue to come through the Waldenbooks/Borders Express system. 

Timeline for Changes

Below is a timeline of key milestones in this process. Updated communication and reminders will be provided as these dates approach.

  • 11:59 p.m., January 30, 2010: Borders and Waldenbooks/Borders Express merge
  • Mid-February: April new titles orders will be combined for Borders and Waldenbooks/Borders Express stores
  • March 22-April 30: All store conversions take place
  • April: Replenishment orders will start to be combined for Borders and Waldenbooks/Borders Express
  • May: Northeast Returns Center fully functional and processing Borders and Waldenbooks/Borders Express  
  • Summer 2010: COS orders will be generated from Borders system

Questions

If you have questions about how these changes impact your company please visit our vendor website at http://bridge.caspio.net/dp.asp?AppKey=F6D0C5C5A5F6D0C5C5A5  and review the VENDOR FAQs FOR BSR.doc for additional information. If your question is not answered there, email tdavidson@bordersgroupinc.com for accounts payable questions or vendorops@bordesgroupinc.com for all other questions.      

Sincerely,

Larry Norton, Senior Vice President, Merchandising – Adult Trade and Children’s Books,
Andi Lobdell, Senior Vice President, Merchandising Planning and Replenishment

What this means to you:
– Walden stores are being incorporated into the Borders account, so you will need to add the “new” Borders stores to your customer master file.– At some point you will no longer receive orders from your Walden mailbox.  Orders that you have booked to Walden will be invoiced to Walden, and the invoices should go back through the existing Walden mailbox

– When the Walden stores “move” to Borders, your Walden POs will come in through your Borders mailbox.  The new orders should also be invoiced through the new mailbox.

Posted in Borders | 1 Comment »

Hastings Direct FTP Request

February 3rd, 2010

Hastings Direct FTP Request

 You may have received an email from Hastings as follows:
 _________________________________________________________________________________________________Hello,

Hastings is currently researching FTP and which trading partners have the capability. Can you please advise if you are capable of trading documents via FTP? Preferably connecting to a Hastings Entertainment server for drop off and pick up files. Please respond as soon as possible.  _________________________________________________________________________________________________

 What this means to you:

Hastings is asking if you can transmit and pick up EDI files directly to and from their FTP server, rather than through your ICC mailbox.  UnitechEDI does not currently support direct ftp with Hastings.

Posted in Hastings | Comments Closed

Functional Acknowledgements for Follett’s over Pubnet

December 22nd, 2009

12/21/09 From Pubnet Support

You may have recently received this email from Pubnet:

997 Pubnet Request from Follett Higher Education GroupDear Pubnet Vendor,

Effective January 1, 2010, Follett Higher Education Group is requesting that a functional acknowledgement (997) be returned to them as receipt of their purchase orders (850).

To help streamline this process we ask that you contact Irwin Gafen at igafen@fheg.follett.com or 630-850-1024 to confirm your organization can handle this request and to coordinate testing and implementation.

As always, please contact Pubnet Technical Support

(888-269-5372) for assistance with testing.

If you have any questions in regard to the transactional costs please contact David Campbell at david.campbell@bowker.com or 908-219-0139.

We appreciate your assistance in this process.

Sincerely,

The Pubnet Team
888-269-5372
support@pubnet.org

 What this means to you:

Many of your small Pubnet trading partners do not want to receive FAs, so the Unitech translator has not included them in your EDI processing of Pubnet POs.   We are working with Pubnet and Follett’s to determine if this will be necessary with Follett’s.  They are aware that we will not be ready to send FAs to Follett’s over Pubnet by the target start date of January 1st, 2010, and have assured us that this is when they would like to begin rolling out FAs, and is not a completion deadline.

Pubnet has not determined the cost of this new document for vendors as of 12/22/09.

01/21/10 – Pubnet has confirmed that the cost per transaction for Follett’s FAs will be .15.

 Please check back here for further updates.

Posted in Follett | Comments Closed

Ingram Buyers Want Item Available Date in EDI POA

October 16th, 2009

October, 2009

You may be contacted by your Ingram buyer in regards to whether or not you are capable of providing the available date for items that are returned in the POA as backordered. 

This is a new use of the POA for Ingram, and not everyone is able to provide the available date in the POA.  You should first check with your ERP system vendor to see if they can export the date in the POA file.

Posted in Ingram | 1 Comment »

B&N Retail Couts Orders

September 18th, 2009

Source – B&N email, September 2009 

We are working with a new ordering system and one of the major changes is that all COUTs orders need to transmit from Barnes & Noble via your normal method, which is likely EDI. As our COUTs POs must be staged for receipt during an assigned week, we are utilizing an EDI field to identify these COUTs orders. We have begun applying a Purchase Order Type code to the EDI transmission. This can be found in the BEG segment 2 element. The code will be the letters PR.

The location is underlined in the following example:

BEG*00*PR*02924844**090625**AE

This code is meant to alert you that this is a staged order to be received the week of the expected arrival date noted in the transmission, and needs to follow our COUTs shipping guidelines. The code has been applied to these orders.

What this means for you:

The text “STAGED ORDER’ will appear in the PO detail report.

What action do you need to take:

Make sure you have the most recent software updates.

Posted in B&N Retail | Comments Closed

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