5FFAVORS_STORES.pdf

SPE302-18-R-S002

ATTACHMENT 5

Vendor User Manual

The entire FFAVORS manual is available as an electronic file.

FFAVORS Web Fresh Fruits and Vegetables Order Receipt System

Table of Contents

MAINTAINING THE CATALOG

ADDING ITEMS TO A CATALOG/UPDATING COST PRICES:

DELETING ITEMS FROM THE ‘PENDING CATALOG’

GET ORDERS

GET PREVIOUSLY DOWNLOADED ORDERS

VIEW ITEM/STOCK NUMBER

INVOICING

FFAVORS Vendor User Manual

Connecting to FFAVORS Web

1. Log in to the FFAVORS Web at:

https://www.ffavorsweb.DLA Troop Support.dla.mil

Warning screen stating the rules of authorized use of DoD systems will appear – click Continue

Click Continue https://www.ffavorsweb.dscp.dla.mil/

2. You will be prompted to put in your User ID and password. Enter your assigned User ID and password and click Submit. If a User ID and Password were not assigned to you, please contact your DLA Troop Support Account Specialist. You will be given a temporary password which you will have to change immediately upon entering the application **.

**Passwords must be changed every 60 days and be a minimum of 9 characters with a maximum of 15 characters, and contain at least 2 uppercase letters, 2 lowercase letters, 2 numeric characters and 2 special characters. Special characters include ~ ! @ # $ % ^ & * ( ) + = { } : ; <

CAUTION: If you are having trouble logging in, it may be because the CAPS lock is on.

Ensure your CAPS lock is off and try logging in again. After two unsuccessful attempts to login, your account will be locked. You must wait and try again later or contact your DLA Troop Support Account Specialist to have your password reset.

Enter your User ID and password here

3. First Time User Agreement and Registration screens:

The first time you log in, you will be prompted to read and accept the terms of FFAVORS Website User Agreement (Rules of Behavior). You will also be prompted to view a registration screen. After ensuring all the information on the registration screen is correct, you can click Register to continue. Both of these screens are shown below:

NOTE: You only have the ability to update the email address provided on the registration screen. If any other information on the screen needs to be updated, you should log out immediately and contact your DLA Troop Support Account Specialist for resolution.

Read these terms and, if in agreement, choose

Yes to accept the terms

Click Register to continue if this screen is ok

Ability to update the email address only – If any other information on this screen is incorrect, click EXIT and contact the Account Specialist

4. Vendor Home Page will look similar to this:

According to this menu, you have the ability to utilize the below menu functions (underlined and in blue):

• Get New Orders

• Get Previously Downloaded Orders

• Catalog

• Invoicing

• View – Item/Stock Number

Navigation buttons will always appear at the top of the page. You can use these tools to quickly return to the Homepage, change your password, find help, or simply logout.

CAUTION: To Logout, you should always use the word ‘Logout’ and NOT the ‘X’ in the upper corner of the screen

Maintaining the Catalog This process will allow you to update catalog prices for the following week, add new items, or delete items. Effective dates for vendor catalogs will run from Sunday – Saturday. Price changes must be submitted by the vendor by 12:30 p.m. EST on the Thursday before the new catalog is to go into effect. New catalogs will be made available to USDA customers Sunday morning (the day new prices are effective).

Creating/Updating a catalog

After choosing Catalog from the main homepage, you will see the following screen:

Choose the correct contract number first

Then choose the current week’s date or; an old date to view the catalog for that particular week.

By choosing a future date (the next week-or pending catalog), you have the option to make changes to the new catalog in which the customers will see that next week.

Example of a CURRENT week’s catalog (no changes can be made to the current week’s catalog):

Notifies you that this is the current week’s catalog

Shows the status of each item – descriptions of the status codes are on the bottom of the page

Click the page numbers to go to the next page of items

Example of PENDING catalog (If you choose the date for the upcoming week). You have the ability to add and delete an item or change an item’s price.

Notice Date change and the words

“Pending Catalog”

Status now “Changed” because all prices were updated by the user

You have the ability to delete items, add “New Items” or change the cost of items to the new

‘pending catalog’.

Adding Items to a Catalog/Updating Cost Prices:

Reminder: Items can only be added to your catalog after negotiation with your designated DLA Troop Support Contracting Officer .

1. Choose Catalog from the Homepage.

2. Choose the date for the upcoming ‘pending catalog’. Catalog will reflect all the items and prices from the current week. You must make price changes for the upcoming week. If you do not make any changes or do not create a pending catalog, than the prices in effect for the current week will continue to be in effect next week.

3. To add items to the catalog, click on the button, New Items.

3. Once in the ‘pending catalog’, click “New Items” to add items to the catalog

4. Check the boxes under ‘Select’ for the items that you wish to add. NOTE: To page through the catalog, you can click on the page numbers in the bottom corner of the screen.

5. When you are finished selecting the items, click Insert to Catalog to add these items.

6. Click Return to Catalog to return to the pending catalog.

4. Place a check in the Select column for those items to be added.

6. Return to Catalog after you have added the items you want to add

5. Click the Insert to Catalog button

7. When you have been returned to the catalog, you must insert the cost price for the new items that were just added. You can find these newly added items by either looking for the STAR (new item status), the Item Code of the new item, or by looking for the items with a cost price of

0.00. Items will be in Item Code order.

IMPORTANT: Make sure the Source of Supply is correct for each item (see NOTE on the bottom of this page).

8. After checking to ensure a price is filled in for each of the new items, click Save to complete the process of entering these prices into the system. It is o.k. to leave an item with a $0.00 cost price if the cost is not readily available, however, any items left with a 0.00 cost price will prompt a warning message alerting you. If the price is not entered before the catalog cutoff time, the item will be dropped from the catalog for the next week.

7. Enter a price for each new item.

Status shows as “New” for the new items you’ve just added

NOTE: It is very important to mark any items that are procured outside the continental United States as “OCONUS”. Use the drop down arrow in the “Source of Supply” column to choose the correct source of supply for each item.

8. Click Save after all prices are filled in.

Once you’ve clicked save, notice the price is now filled in the Cost Price column, you will see a message that the save was successful, and because this is the first time these items have been entered into this particular catalog, the baseline cost price field has also been updated for these particular items that were added. **

**NOTE: Baseline cost price will update with the price the user put in for the first time. If you delete an item from the catalog and later re-add it, the baseline cost will be the initial negotiated price in which the item was added the first time it became part of the catalog.

Message to show the save was successful

Cost price reflects what you have just added

Baseline Cost Price reflects the cost price you just entered because this is the first time this item has been added to the catalog

Deleting items from the ‘pending catalog’ To delete an item from the catalog, you must first be in the pending catalog (you can only make changes to the pending catalog).

1. You should place a check in the Delete column for the items to be deleted. The cost price and source of supply will immediately gray out for those items. If you want to delete all the items for the entire catalog, the box directly under the delete should be checked.

CAUTION: If this box is checked, once the Save is selected, all items will be deleted.

2. Click Save to accept the changes.

3. A message will appear at the top of the screen stating the save was successful and you will notice the item(s) are now missing from the “pending catalog”

1. Place a check in the box under delete for the items to be deleted Cost price and source of supply for those checked items will immediately gray out even before hitting save

2. Click Save to put the changes in effect for the following week

This box should only be checked if the user wants to delete “ALL” items from the catalog

Get Orders Vendors must sign-on to the system daily to retrieve customer orders. Orders will be available 72 hours before the required delivery date (RDD). You will be notified of any orders you have not retrieved within 48 hours of the RDD. Orders can be viewed, accepted, and printed by the RDD date and customer/group of customers.

1. From the main menu:

You have the ability to pull orders and accept them by clicking Get New Orders

2. After choosing a contract number, RDD, and the customer orders, you will have the ability to view a report showing the particular orders for that customer. You will now be able to accept the order as well as print a copy of it and export it.

2. You must select the contract number, the RDD, the Customer and then Generate Report

3. You have the ability to view each of the orders and accept them. Vendor Order Report (spreadsheet) will be generated on the screen that summarizes the customer order. Once you accept the order, you will see the options to print the report (or export to a file in text or excel format for export to their PC). You must scroll down to see and click on the “ACCEPT ORDER(S)” button.

User cannot print a copy of the order until the order is accepted – Once accepted, this part of the menu option will change to allow printing and/or exporting of the order into another format (example:

Excel spreadsheet).

In order to accept this order, you must scroll down using the scroll bar to view the ‘accept order’ button. The button will appear at the bottom of the order.

4. You must confirm acceptance of the order by clicking “OK”.

Once you choose to accept the order, a message will come up.

You will be required to confirm acceptance of the order. Click ‘OK’ to continue

5. Once the order has been accepted, you can print or export a copy of the order. The export function can be used to save the data into a spreadsheet that can be used to import the data into your own ordering supply systems.

A message will appear stating this order has been accepted. You will now have the option to print the order using the print icon and/or export the order into another format by choosing the envelope icon.

Print Options will look like this:

Export Options will look like this:

After hitting the print menu button, you will get this screen.

After hitting the white envelope, you will get this screen which will allow you to make your selection of how you want the report exported.

Get Previously Downloaded Orders

1. You have the ability to view/print/export previously downloaded (accepted) orders by choosing “Get Previously Downloaded Orders” from the Vendor Homepage.

View previously downloaded orders and print or export them.

2. After choosing the Contract Number, RDD and Customer, you will be able to view the order.

NOTE: A vendor can only see old orders for up to 5 days after the RDD. After this 5 day period, receipts have been sent to BSM for payment and will only be available for view in the Invoicing option from the homepage.

Choose the contract number, RDD, and customer orders and then choose Generate Report.

You can now view a copy of an old order that has been previously downloaded.

You can print or export this order using the print and/or export menu buttons

View Item/Stock Number

1. You can view the item details of the items listed in the main catalog using the View – Item/Stock Number menu selection from the Vendor homepage.

- This option will allow you to view the master catalog of Produce items used by DLA Troop Support. You cannot modify any data to the catalog through this option. All catalog items can be added to your pending catalog through the Catalog Menu option on the Vendor homepage.

You can view the item details for each item by clicking on View – Item/Stock Number

2. You can choose the particular item by clicking on the item code which is underlined and in blue. You can view the item description for each item from this page or click the item code number for more details.

The User can click on the item number to view its item details

3. The item details are shown here. No changes can be made on this screen.

Invoicing

1. The Invoicing part of FFAVORS Web can be accessed by clicking on the Invoicing menu option from the Homepage.

Invoicing/Inquiry

2. This next screen allows two options: Invoice or Inquiry. You must indicate what you would like to do (Inquiry will allow you to view previously invoiced data). After choosing one or the other, click Proceed to continue. Here, Invoice is selected.

Choose Invoice and then ‘Proceed’

Invoicing

• The first choice in the invoicing process is the selection of which of your

Contract’s/PIIN’s you wish to invoice

• (you will only see your Contract’s/PIIN’s on this screen)

• Click on the Contract/PIIN and you will be guided to the Cycle Selection screen for that

Contract/PIIN

• Color coded circles show the invoicing status of each cycle

– “RED” mean that the cycle is NOT eligible for invoicing at this time.(Cycles will not be eligible for invoicing until the Wednesday following the end of the cycle period. This is to give the DSO time to record receipt information

– “GREEN” means the cycle can be invoiced using the WEB Site

– “YELLOW” means that the invoice has been invoiced during the current session

• If your agreed that the Dollar amount shown in the”Vendor Dollar Value” column is correct you may invoice by inserting your invoice number in the space provided and click the CYCLE on this screen and the Cycle will be invoiced at once

• This screen shows the CALLS that make up the CYCLE you selected on the preceding screen

• From this screen click on the CALL you wish to adjust and you will be shown the details of that CALL

• You can return to the Cycle screen(previous screen) by clicking the

“CYCLE SELECTION PAGE” button

• This screen shows each DESTINATION for the CALL you selected on the prior screen.

• Click on any DESTINATION for which you wish to invoice for an amount other then what is shown on the DV(Dollar Value) Column

• You can add a missing destination to this CALL by contacting your Account Specialist.

• You can return to the CALL by selecting the CALL SELECTION PAGE button

• This screen shows the individual lines of

CYCLE,CALL, DEST

selected in preceding screens

• Vendor can make changes and add LINES as needed

• Vendor changes are e-mailed to the DLA Troop Support Account

• Once vendor has made changes click on Compute Corrections to update screen.

• When the vendor is satisfied click RECORD to update file.

• The DLA Troop Support Account

Specialist will research vendors changes.

• This page shows screen that is used if the ADD LINE option is selected

• It is used if vendor thinks DSO has omitted a line that was delivered

ADD A LINE FEATURE is not currently available.

Call Account Specialist if a line is missing

• This page shows screen that is used if

ADD A

DESTINATION

option is selected

• It is used if vendor thinks DSO has omitted a DESTINATION f

ADD A Destination FEATURE is not currently available.

Call Account Specialist if a line is missing

• After the vendor has made all changes to the CYCLE on this WEB site, an E-mail will be sent to the DLA Troop Support Account Specialist asking them to research the VENDOR’S changes.

• The Vendor may still bill for the disputed item,although payment may be delayed or denied.

• The Inquiry portion of the WEB site will allow vendors to view previously invoiced CYCLES for a period of Forty days.

• It is recommended the each vendor retain a printed copy of each invoice for their records, since after 40 days the

• The inquiry process functions using similar screens to the invoice process.

• It is a “read only” process which shows invoiced cycles and can NOT be changed.

• Click on the PIIN to see invoices submitted

• This Screen shows submitted invoices

• Click on the Cycle # to see more detail.

• You will be shown the CALLS included in that CYCLE

• This screen shows all CALLs invoiced on the CYCLE

• Click on the CALL and you will see the DESTINATIONs included in that

CALL

• To see individual items just Click on the DESTINATION

• You will be taken to a page containing the items invoiced for the

• This screen concludes our demonstration of the Features of the

PRODUCE WEB

invoicing system

• It shows detail CLINs invoiced for the selected CYCLE, CALL, and

Subsistence Total Ordering and Receipt Electronic System

(STORES)

EDI Implementation Guidelines

EDI Implementation Guidelines for Subsistence Prime Vendor (STORES) Updated November, 2013

SECTION 1.0 GENERAL INFORMATION

1.1 DLA TROOP SUPPORT EDI CONTACTS

1.2 EDI TESTING PROCESS

1.3 EDI TRANSACTION SETS

SECTION 2.0 PRODUCTION PROCEDURES

2.1 TRANSMISSION SCHEDULES

2.2 PROBLEM RECOVERY

SECTION 3.0 EDI Guidelines

3.1 (832) CATALOG REQUIREMENTS

3.2 (850) PURCHASE ORDER REQUIREMENTS

3.3 (810) INVOICE REQUIREMENTS

3.4 (864) RATIONS TEXT MESSAGE REQUIREMENTS……………………………………………….

3.5 (997) FUNCTIONAL ACKNOWLEDGEMENT REQUIREMENTS………………………………….

Section 1.0 General Information

1.1 DLA Troop Support EDI Test Contacts

Contact For POC

EDI 832 (Catalog) Testing Bob Thistle – robert.thistle@dla.mil

(215) 737-7558

Charles Benn – charles.benn@dla.mil

(215) 737-7318

Lou Milano – louis.milano@dla.mil

(215) 737-7315

EDI 850 (Purchase Order) Testing Lou Milano – louis.milano@dla.mil

(215) 737-7315

Charles Benn – charles.benn@dla.mil

(215) 737-7318

EDI 810 (Invoice) Testing Karen Conroy-Hegarty – karen.hegarty@dla.mil

(215) 737-7550

DLA Transaction Services Edi@dla.mil (937) 656-3333 mailto:robert.thistle@dla.mil mailto:charles mailto:charles mailto:louis.milano@dla.mil mailto:charles mailto:charles mailto:karen.hegarty@dla.mil mailto:Edi@dla.mil

1.2 Electronic Data Interchange (EDI) – Testing Process

DLA Troop Support points of contact for testing are listed at the beginning of this document. Vendors should contact these POCs several weeks prior to their contract go-live date to ensure there is sufficient time for testing. Each of the EDI transactions (832, 850, 810) must be tested successfully before the contract can move to production. Vendors should be prepared to work with the DLA Troop Support POCs for each transaction and provide notification about the success and failure of each transmission.

DLA Troop Support - Subsistence currently uses EDI communications to transmit catalogs (832s), purchase orders (850s) and receipts (810s) between STORES (Subsistence Total Order and Receipt System) and Vendor systems.

A typical EDI test process begins with an 832 (catalog) file being sent from a vendor to STORES. In this catalog file, vendors will provide stock item numbers, item descriptions, item prices and other item data included in the guidelines below. These stock items will be available for ordering by customers when the contract goes from testing to production. Once the 832 file is received, DLA Troop Support personnel will review the file to ensure all required fields are included and meet the proper requirements.

If edits are necessary, DLA will contact the vendor to discuss changes that need to be made to the file.

Catalog files are transmitted to STORES through an electronic mailbox at DLA Transaction Services.

Some vendors choose to use a Third Party VAN (VAN) to manage their catalogs. VANs are companies that specialize in the creation, maintenance and transmission of EDI files. When a VAN is used, vendors will provide stock item updates to the VAN, and that company will edit the catalog and transmit the file through DLA Transaction Services to STORES.

When vendors "go-live" and begin supplying items to customers, catalog updates are normally sent on a weekly basis for those items that have changed since the previous catalog submission.

Once catalogs have been approved, the next step in the test process is for a DLA Troop Support person to create and send a purchase order (850) using the stock items from the received catalog. Vendors will then notify DLA that the order was successfully received and will create and send back an invoice (810) file.

When DLA confirms that the 810 file was successfully received and processed, EDI Testing is deemed complete.

In production, orders are generated by customers either by manually keying the order directly into STORES or by uploading an order to STORES from one of the service systems. These orders are then translated into an 850 (purchase order) EDI file by STORES and sent through DLA Transaction Services to a vendor’s electronic mailbox. Vendors should keep in mind that there are times when a customer could place more than one order in the same day.

Once a vendor receives an order from a customer, the order is filled and the requested stock items are shipped to the customer's delivery location. These locations are determined by the customer and can be a dining facility, warehouse, depot, hospital, ship, child care center, or other facility. Note: Vendors should only deliver items that are on the order and should not substitute any similar items.

After the vendor has delivered the product, customers will verify shipment quantities and make any necessary adjustments to the receipt in STORES. Customers then send the receipt in STORES which generates an electronic validation of the receipt in the DLA Troop Support Financial System. This receipt is then matched to the vendor 810 (invoice) and all matching lines are paid. Any discrepancies between receipt and invoice must be researched before payment is made.

1.3 Transaction Sets

The EDI transaction sets listed below are described in detail in later sections of this guideline. Vendors must be able to support 832–Catalog, 850-Purchase Order and 810-Invoice file transmissions.

Section 2.0 Production Procedures

2.1 Transmission Schedules

Vendors should provide 832 catalog updates to DLA Troop Support before 12:00 Noon (EST) on Fridays each week so stock item changes may be reviewed prior to the update of all the weekly catalogs. Catalog updates sent after Noon on Friday will be reflected in the following weeks catalog update and may result in additional catalog pricing errors and erroneous payments.

As mentioned earlier, outbound 850 purchase orders can be generated anytime during the day seven days a week. Therefore, vendors should be prepared to retrieve order data throughout the day.

2.2 Problem Recovery During Production

After moving into production mode, delays, omissions, duplicates or any other type of error have to be addressed promptly. In the unlikely event that a delay lasts longer than one day, DLA Troop Support customers may contact the vendor regarding the option to fax or email a copy of orders.

If the Interchange Control Number (ISA13 element) is received more than once, the vendor should not process the duplicate transmission. Although the DLA Troop Support standard software has the constraints to prevent sending out duplicate purchase orders, the vendor may still need to consider checking for purchase order numbers that may have inadvertently sent more than once.

The STORES Help Desk or DLA Troop Support Subsistence Contract Specialist and/or Account Manager should be contacted promptly with operational concerns related to purchase order and catalog transactions.

Section 3.0 EDI Guidelines

This EDI Guideline is to be used for EDI partners of DLA Troop Support interfacing with STORES

For both testing and production, the following information is to be used:

3.1 832 Catalog (Vendor to DLA Troop Support) The 832 Catalog uses the standard EDI transaction set for the 832 Price/Sales Catalog. Please note:

Elements coded with an "M are mandatory and are required on all catalog submissions. Elements coded with a "C" are conditional and are required if certain conditions are met (see annotation at the bottom for each specific condition). Elements coded with an "O" are optional and are not required fields.

NOTE:

DLA is in the process of migrating current EDI X12 Maps from their current version to an upgraded 4010 version. The details of this migration are not yet defined, but will be provided when available.

All EDI capable vendors will be required to migrate to the new 4010 EDI X12 map version once it is made available.

ISA Qualifier ZZ ISA Id S39017 GS Id S39017 VAN DLA Transaction Services EDI Version 3040

Points of contact for 832 EDI Testing are:

Bob Thistle, robert.thistle@dla.mil, 215-737-7558 Bill Saccone, william.saccone@dla.mil, 215-737-0748 Lou Milano, louis.milano@dla.mil, 215-737-7315

Guidelines for 832 – Catalog

Segment Element Definition and Value Size M/C/O ST Transaction ST01 Transaction Set Identifier Code

Definition: A Transaction Set Identifier Code that classifies the EDI file as an 832 catalog

Value: [“832”]

3 ID M

Set Header ST02 Transaction Set Control Number

Definition: The Transaction Set Control Number.

Value: [Transaction Set Control Number]

4-9 AN M

mailto:robert.thistle@dla.mil mailto:william.saccone@dla.mil mailto:louis.milano@dla.mil

BCT Beginning Element for Price/Sales Catalog

BCT01 Price Catalog Identifier Code

Definition: Indicates the beginning of the Price Catalog transaction set

Value: [“PC”]

2 ID M

BCT Beginning Element for Price/Sales Catalog

BCT02 Contract Number

Definition: Specifies catalog number information

Value: [Contract Number]

13 AN M

DTM Date/Time DTM01 Effective Date of Change

Definition: The code identifying the date and time of the catalog change

Value: [“152”]

DTM Date/Time DTM02 Update-date (YYMMDD)

Definition: The effective date of the catalog change

Value: [YYMMDD]

Date M

DTM Date/Time DTM03 Update-time (HHMMSS)

Definition: The effective time of the catalog change

Value: [HHMMSS]

Time M

LIN Item LIN01 Line number

Definition: Sequential Line numbers for the items on the catalog.

Value: [Line Number]

1-11 N M

LIN Item LIN02 Stock Number Identifier Code

Definition: Code identifying the type of descriptive number used in LIN03.

The code ‘SW’ indicates that LIN03 will hold the DLA Troop Support Stock Number for the item on the catalog.

Value: [“SW”]

LIN Item LIN03 Stock number

Definition: Identifying Code DLA Troop Support uses to identify an item on a catalog.

Value: [Stock Number]

13 AN M

LIN Item LIN04 Vendor Part Identifier Code

Definition: Code identifying the type of descriptive number used in LIN05.

The code ‘VP’ indicates that LIN05 will hold the Vendor’s Part Number for the item on the catalog.

Value: [“VP”]

LIN Item LIN05 Part Number

Definition: Identifying Code of the vendor’s product on the catalog

Value: [Part Number]

25 AN M

LIN Item LIN06 Mutually Defined Identifier Code

Definition: This is a constant ‘ZZ’ which indicates that the value in LIN07 is a mutually agreed upon code between the Vendor and

DLA.

Value: [“ZZ”]

LIN Item LIN07 update indicator

Definition: The update indicator for an item on the catalog. ‘C’ for a Change or Add, or ‘D’ for Delete

Value: [‘C’ or ‘D’]

1 AN M

LIN Item LIN08 Mutually Defined Identifier Code

Definition: This is a constant ‘ZZ’ which indicates that the value in the LIN09 is a mutually agreed upon code between the Vendor and DLA.

LIN Item LIN09 Economic Indicator

Definition: The Economic Indicator for the vendor providing the catalog stock items

Value: [One of the below codes – 00 to 08]

Economic Indicator options:

00 = Large business 01 = SB (Small business) 02 = SDB (Small disadvantaged business) 03 = WOSB (Women owned small business) 04 = VOSB (Veteran owned small business) 05 = SDVOSB (Service-disabled veteran owned small business) 06 = HZSB (Hub-Zone small business) 07 = Native Indian small business 08 = Native Hawaiian small business

2 AN M

LIN Item LIN10 GTIN Identifier Code

Definition : This is a constant ‘US’ value used to indicate Uniform Stock Symbol Code Number and that the next element will hold the Global Trade Item Number (GTIN)

Value: [“US”]

2 ID C

LIN Item LIN11 Global Trade Item Number (GTIN)

Definition: This is the Global Trade Item Number (GTIN) for the item on the catalog.

This element is required if LIN10 is provided.

1/40 AN C

REF Reference Numbers

REF01

Mutually Defined Identifier Code

Definition: This is a constant ‘ZZ’ which indicates that the value in the REF02 is a

REF02 Special Order Identifier Code 2 AN M

Definition: ‘SO’ is always entered in this element. ‘SO’ standing for ‘Special Order Item’. If the item is a special order one, additional information is entered in REF03.

Value: [“SO”]

REF03 Special Ordering Instructions

Definition: If the item is a Special Order one, the Special Ordering Instructions are entered in this element. If the item is not a Special Order one, then no value is entered.

Value: [Special Ordering Instructions or Null]

80 AN O

REF01 Mutually Defined Identifier Code

Definition: This is a constant ‘ZZ’ which indicates that the value in the REF02 is a

REF02 Foreign Source Identifier Code

Definition: Definition: This is a constant ‘FS which indicates a ‘Foreign Source (Non-US) Item’. If the item is from a foreign source, additional information is entered in REF03.

Value: [FS]

2 AN M

REF03 Foreign Source Indicator

Definition: This element designates either ‘Y’=Yes the item is from a foreign source or ‘N’=No, the item is not from a foreign source.

Value: [‘Y’ or ‘N’]

REF01 Mutually Defined Identifier Code

Definition: This is a constant ‘ZZ’ which indicates that the value in the REF02 is a

REF02 Manufacturer SKU Identifier Code

Definition: This is a constant ‘SK’ which indicates Manufacturer SKU code. If the item has an SKU code assigned, additional information is entered in REF03

Value: [“SK”]

REF03 Manufacturer SKU

Definition: If the item has an SKU assigned, the identifying code is entered. If the item does not have an SKU Code, then no value is entered.

Value: [Vendor SKU or Null]

20 AN M

REF01

Mutually Defined Identifier Code

Definition: This is a constant ‘ZZ’ which indicates that the value in REF02 is a mutually defined code between the Vendor and DLA.

2 ID

M

REF02 DLA Troop Support Unique Identifier Code

Definition: ‘DU’ is always entered in this element. ‘DU’ standing for a ‘DLA Troop Support Unique Item’. If the item is a DLA Troop Support Unique Item, additional information is entered in REF03.

Value: [“DU”]

REF03 DLA Troop Support Unique Indicator

Definition: This element designates either ‘Y’=Yes the item is DLA Troop Support Unique or ‘N’=No the item is not DLA Troop Support Unique

Value: [Either ‘Y’ or ‘N’]

CTB Restrictions/ Conditions

CTB01 Ordering Restrictions Identifier Code

Definition: This element specifies the conditions/restrictions (such as shipping.

ordering)

Value: [“OR”]

CTB02 Not Used 1/80 AN O

CTB03 Minimum Order Quantity Identifier Code

Definition: This is a constant ‘57’ which indicates that the value in the CTB04 is the minimum quantity for ordering this item.

Value: [“57”]

O

CTB04 Minimum Order Quantity

Definition: This element identifies the minimum quantity of the item that needs to be ordered; otherwise the vendor will not fill the order.

Value: [Quantity]

8 INT O

PID Product/Item Description

PID01 Free Form Identifier Code

Definition: This element identifies the ‘PID’ line as ‘F’ Free-form line where the vendor can enter item information.

Value: [“F”]

1 ID M

PID02 General Description Identifier Code

Definition: This code of ‘GEN’ (General Description) indicates that PID05 will provide a general description of the line item.

Value: [“GEN”]

PID03 Mutually Defined Identifier Code

Definition: This is a constant ‘ZZ’ which indicates that the value in PID07 is the Producer Price Index Categories

2 ID C5

PID04 Not Used PID05 DLA Troop Support Item Description

Definition: The vendor will enter a general

80 AN M

description of the line item in this element.

Value: [DLA Troop Support Item Description]

PID06 Not Used PID07 Producer Price Index Categories

Definition: Producer Price Index as defined by the bureau of labor statistics

Value [Producer Price Index Categories]

1/15 AN C5

PID08 DLA Troop Support Standards Acceptance Indicator

Definition: This element designates either 'Y'=Yes, the vendor accepts that their provided item does not deviate in any way from the DLA Standardized Item Description, or 'N'=No, the vendor does not provide this guarantee.

Value: [“Y” or “N”]

MEA Measurements MEA01 Waste Identifier Code

Definition: The code identifying the Tare Weight Value. For this element “WA” for Waste.

(Meaning the following MEA02, MEA03 and MEA04 elements will describe a measure of waste associated with the line item)

Value: [“WA”]

2 ID C1

MEA02 Tare Weight Identifier Code

Definition: The code identifying a specific product or process characteristic to which a measurement applies. In this case the value is “T” for Tare Weight. Tare Weight is the total weight of all packaging for an item.

Value: [“T”]

1 ID C1

MEA03 Tare Weight Value

Definition: The code identifying the Tare Weight Value

Value: [Tare Weight Value]

9,2 Decimal C1

MEA04 Tare Weight Unit of Measure

Definition: The Tare Weight Unit of Measure

Value: [Tare Weight Unit of Measure]

MEA01 Waste Identifier Code

Definition: The code identifying the broad category to which a measurement applies. In this case the value is “WA” for Waste.

(Meaning the following MEA02, MEA03 and

MEA02 Aluminum Identifier Code category to which a measurement applies. If the packaging is Aluminum a value of “ZAL” is entered. (Total weight of aluminum packaging for item)

Value: [“ZAL”]

3 ID C1

MEA03 Aluminum Weight Value

Definition: The Aluminum Weight Value

Value: [Aluminum Weight Value]

MEA04 Aluminum Weight Unit of Measure

Definition: The Aluminum Weight Unit of Measure

Value: [Aluminum Weight Unit of Measure]

MEA01

Waste Identifier Code

Definition: The code identifying the broad category to which a measurement applies. In this case the value is “WA” for Waste.

(Meaning the following MEA02, MEA03 and

C1

MEA02 Tin Identifier Code category to which a measurement applies. If the packaging is Tin, a value of “ZSN” is entered.

(Total weight of tin packaging for item)

Value: [“ZSN”]

MEA03 Tin Weight Value

Definition: The Tin Weight Value

Value: [Tin Weight Value]

MEA04 Tin Weight Unit of Measure

Definition: The Tin Weight Unit of Measure

Value: [Tin Weight Unit of Measure]

MEA01 Waste Identifier Code category to which a measurement applies. In this case the value is “WA” for Waste.

(Meaning the following MEA02, MEA03 and

MEA02 Paper Identifier Code category to which a measurement applies. If the packaging is paper or cardboard, a value of “ZFL” is entered. (Total weight of paper and cardboard packaging for item)

Value: [“ZFL”]

MEA03 Paper Weight Value

Definition: The Paper Weight Value

Value: [Paper Weight Value]

MEA04 Paper Weight Unit of Measure

Definition: The Paper Weight Unit of Measure

Value: [Paper Weight Unit of Measure]

Definition: The code identifying the broad category to which a measurement applies. In this case the value is “WA” for Waste.

(Meaning the following MEA02, MEA03 and

MEA02 Plastic Identifier Code

Definition: The code identifying the broad category to which a measurement applies. If the packaging is Plastic, a value of “VIN” is entered. (Total weight of plastic packaging for item)

Value: [“VIN”]

MEA03 Plastic Weight Value

Definition: The Plastic Weight Value

Value: [Plastic Weight Value]

MEA04 Plastic Weight Unit of Measure

Definition: The Plastic Weight Unit of Measure

Value: [Plastic Weight Unit of Measure] category to which a measurement applies. In this case the value is “WA” for Waste.

(Meaning the following MEA02, MEA03 and

MEA02 Glass Identifier Code

Definition: The code identifying the broad category to which a measurement applies. If the packaging is Glass, a value of “ZZZ” is entered.

(Total weight of glass packaging for item)

Value: [“ZZZ”]

MEA03 Glass Weight Value

Definition: The Glass Weight Value

Value: [Glass Weight Value]

MEA04 Glass Weight Unit of Measure

Definition: The Glass Weight Unit of Measure

Value: [Glass Weight Unit of Measure]

P04 Item Physical Detail

PO401 Units-per-purchase-pack

Definition: The number of inner pack units per outer pack unit

Value: [Units per purchase pack] Element Example: [24] Catalog Item Example: 24 -12 OZ CN

4 UI

PO402 Package-size

Definition: The size of supplier units in a pack

Value: [Package Size] Example: [12] Catalog Item Example: 24 -12 OZ CN

8 Explicit Decimal 2 “12345.78”

PO403 Package-unit-of-measure 2 AN M

Definition: The Unit of Measure

Value: [Package Unit of Measure] Example: [OZ] – Ounce Catalog Item Example: 24 -12 OZ CN

PO404 Packaging-code

Definition: The code identifying the type of packaging. (Note: must be “AVG” if item is catch weight)

Value: [Packaging Code] Example: [CAN] – Can Catalog Item Example: 24 -12 OZ CN

5 AN M

PO405 Not Used

PO406 Gross Weight/Pack

Definition: The numeric value of gross weight per pack

Value: [Gross Weight/Pack]

9,2 Decimal M

PO407 Gross Weight Unit

Definition: The Gross Weight Unit

Value: [Gross Weight Unit]

PO408 Gross Volume

Definition: The numeric value of gross volume per pack

Value: [Gross Volume]

9,2 Decimal M

PO409 Gross Volume Unit

Definition: The Gross Volume Unit in which a value is being expressed

Value: [Gross Volume Unit]

ITD Terms of Sale ITD01 Prompt Payment Act Identifier Code

Definition: The code identifying the type of payment terms. The value of 16 designates that the item is part of the Prompt Payment Act

Value: [“16”]

ITD02 Not Used ITD03 Not Used ITD04 Not Used ITD05 Not Used ITD06 Not Used ITD07 Not Used ITD08 Not Used ITD09 Not Used ITD10 Not Used ITD11 Not Used

ITD12 Brand Name

Definition: A description field that allows for entry of an items Brand Name

Value: [Brand Name]

1-80 AN M

LDT Lead Time LDT01 Shelf Life Identifier Code

Definition: This code identifies the LDT line as dealing with Lead Time/Shelf Life for a stock item. It is a mutually defined Lead Time Code, where AU = Shelf Life

Value: [“AU”]

2 ID O

LDT02 Shelf Life

Definition: A numeric value designating the Shelf Life (the number of months or days) of the product.

Value: [Shelf Life]

3 Integer O

LDT03 Shelf life Unit

Definition: The unit of shelf life time – either months or days

Value: [Either “MO” – Month or “DY”- Day]

LDT Lead Time LDT01 Lead Time Identifier Code 2 ID O

Definition: A lead time code of “AF” indicates lead time from purchase order (PO) date to required delivery date (RDD)

Value: [“AF”]

LDT02 Required Lead Time in Days

Definition: The numeric quantity of the Required Lead Time Quantity in Days

Value: [Required lead time in days]

3 Integer O

LDT03 Calendar days

Definition: A code of ‘DA’ indicates the time period is in “Calendar Days”

Value: [“DA”]

DTM Date/Time Reference

DTM01 Voucher Date Identifier Code.

Definition: This code of ‘518’ indicates the Voucher Date of a manufacturing product purchased by the prime vendor

Value: [“518”]

3 ID C4

DTM02 MPA Purchase Date

Definition: This field allows entry of the MPA Purchase Date (required for OCONUS MPA items)

Value: [YYMMDD]

Date C4

SAC Service, Promotion, Allowance or Charge Information

SAC01 Allowance Identifier Code

Definition: This element is an allowance indicator

Value: [“A”]

1 ID C2

SAC02 NAPA Allowance Identifier Code

Definition: This allowance code of “C260” indicates a ‘Discount – Incentive (NAPA)

Value: [“C260”]

4 ID C2

SAC05 NAPA Allowance

Definition: The monetary amount of the NAPA Allowance. Must be prorated in accordance with the Unit of Measure of the Delivered Price of the item.

Value: [Napa Allowance $]

10,2 Decimal Explicit

C2

SAC01 Allowance Identifier Code

SAC02 Food Show Allowance Identifier Code

Definition: This allowance code of “C300” indicates a ‘Discount – Special (Food Show)

Value: [“C300”]

SAC05 Food Show Allowance

Definition: The monetary amount of the Food Show Allowance

Value: [Food Show Allowance $]

10,2 Decimal

SAC01 Allowance Identifier Code

SAC02 Promotional Allowance Identifier Code

Definition: This allowance code of “C310” indicates a ‘Discount – Promotional’

Value: [“C310”]

SAC05 Promotional Allowance

Definition: The monetary amount of the Discount – Promotional Allowance

10,2 Decimal

Value: [Promotional Allowance]

SAC01 Charge Identifier Code

Definition: This element is a charge indicator

Value: [“C”]

SAC02 Distribution Price Identifier Code

Definition: This charge code of “C330” indicates a ‘Distribution Price’

Definition (Fixed Unit Price): This charge code of “C330” indicates a ‘Distribution Price’ (storage and/or handling fee)

Value: [“C330”]

4 ID M

SAC03 Mutually Defined Identifier Code

Definition: The mutually agreed upon Agency Qualifier Code (between the Vendor and DLA)

SAC04 Distribution Price Category Code

Definition: The Agency maintained Distribution Price Category Code identifying the charge.

Definition (Fixed Unit Price): The Agency maintained Distribution Price (storage and/or handling fee) Category Code identifying the charge. For Fixed Unit Price (FUP) type contracts, where the item represents a Food Service Operating Supplies (FSOS) or a Producer Price Index (PPI) item, the value submitted should be “NA”

Value: [Distribution Price Category Code]

4 AN M

SAC05 Distribution Price for Unit of Measure

Definition: The monetary amount of the Distribution Price. If no Distribution Price is applicable, the value submitted should be 0.00.

10,2 Decimal

Definition (Fixed Unit Price): The monetary amount of the Distribution Price (storage and/or handling fee). If no Distribution Price is applicable, the value submitted should be 0.00.

Value: [Distribution Price for Unit of Measure]

CTP Pricing Information

CTP01 Not used 2 ID O

CTP02 Standard Price Identifier Code

Definition: The standard price identifier code

Value: [STA]

CTP03 Unit price

Definition: The unit price per unit of product.

This price includes the distribution price per unit of measure, standard freight, and includes a reduction for all applicable allowances

Definition (Fixed Unit Price): The unit price per unit of product. This price contains all elements of price including the distribution price (storage and/or handling fee)

Value: [Unit Price]

10,2 Decimal Explicit

CTP04 Catch weight multiple

Definition: The Catch Weight multiple number of units (in pounds (lbs.)) that must be ordered to purchase one case of product

Value: [Catch Weight Multiple Number of Units]

6 Integer (entered for catch weight items only) otherwise blank

C3

CTP05 Unit-of-measure

Definition: The standard Unit-of-Measure.

(Note: must be "LB" if item is catch weight) This is the unit that defines how the vendor sells the product, and represents the unit that the vendor price is based upon

Value: [Unit-of-Measure]

CTP06 Purchase Ratio Factor Identifier Code

Definition: The code identifying the Purchase Ratio Factor as ‘SEL’ – a selling multiplier

Value: [“SEL”]

CTP07 Ratio-numerator

Definition: The PRF is the ratio between the Unit of Issue (how DLA sells the item to the customer), and the Unit of Measure (how the vendor sells the product to the customer). It defines how many units of issue there are in one vendor unit of measure

Value: [Ratio-Numerator]

4 UI M

CTP08 Ratio-denominator

Definition: The PRF is the ratio between the Unit of Issue (how DLA sells the item to the customer), and the Unit of Measure (how the vendor sells the product to the customer). It defines how many units of issue there are in one vendor unit of measure.

Value: [Ratio-Denominator]

4 UI M

CTP Pricing Information

CTP01 Not Used CTP02 Product Price (Pertains to OCONUS contracts) / Delivered Price (Pertains to CONUS contracts) Identifier Code

Definition: The price identifier code.

Specifically the Manufacturer’s unit price (Price excluding distribution price but includes standard freight and a reduction for all applicable allowances per unit of measure)

Definition (Fixed Unit Price): The price identifier code. Specifically the unit price excluding distribution price (storage and/or handling fee) Value: [“PRO”]

CTP03 Product Price (Pertains to OCONUS contracts) / Delivered Price (Pertains to CONUS contracts)

Definition (Product Price): The Manufacturer unit price. This price excludes the distribution price but includes standard freight and a reduction for all applicable allowances per unit of measure

Definition (Delivered Price): The unit price excluding distribution price (storage and/or handling fee)

Value: [Product Price]

10 Explicit Decimal 2

R

M

CTP Pricing Information

CTP01 Not Used

CTP02 Additional Freight Charge Code

Definition: The Additional Freight Charge Code for the item being shipped/delivered.

This code indicates that CTP03 is additional freight charge.

Value: [“PPD”]

4 UI C6

CTP03 Additional Freight Charge Price

Definition: Additional Freight Charge fee for item being shipped /delivered

Value: [Additional Freight Price]

0 Explicit Decimal 2

R

C6

SE Transaction Set SE01 Number of included segments

Definition: The total number of elements included in a transaction set (including ST and SE elements)

1-10 AN M

Value: [Number of included elements]

Trailer SE02 Transaction Set Control Number

Definition: The identifying control number that must be unique within the transaction set functional group for a transaction set. *Note:

This is the final element in the 832 transaction set.

C1 = Conditional: Element is required if catalog is used for Navy standard core menu. C2 = Conditional: Item is required if allowance applies for this item C3 = Conditional: Element is required if item is a Catch-weight item.

C4 = Conditional : Element is mandatory for OCONUS contracts, while optional for others.

C5 = Conditional: Element is mandatory for CONUS Fixed Unit Price type contracts, while optional for others. C6 = Conditional: Element is mandatory for CONUS Alaska contracts, while optional for others.

832 Example File:

ISA~00~ ~00~ ~ZZ~ABC ~ZZ~S39017 ~120312~1234~U~

00200~000000593~0~P~^_

GS~SC~ABC~S39017~120312~1234~587~X~003040

ST~832~100535

BCT~PC~SPM30010DXXXX

DTM~152~120312~1234

LIN~1~SW~892501E19XXXX~VP~100068~ZZ~C~ZZ~00

REF~ZZ~SO

REF~ZZ~FS~N

REF~ZZ~SK~01232

REF~ZZ~DU~N

PID~F~GEN~~~CANDY, CHOC COV PEANUTS, PAN-COATED, ASST COLORS, 48/1.00 OZ PG~~~Y

PO4~48~1.00~OZ~PG~~1.00~CS~10.00~CS

ITD~16~~~~~~~~~~~MARS

LDT~AU~329~DY

LDT~AF~2~DA

SAC~A~C260

SAC~A~C300

SAC~A~C310

SAC~C~C330~ZZ~ 14~11.49

CTP~~STA~243.66~~CS~SEL~1~1

CTP~~PRO~100.00

LIN~2~SW~891501E09XXXX~VP~100041~ZZ~C~ZZ~03

REF~ZZ~SO

REF~ZZ~FS~N

REF~ZZ~SK~53181

REF~ZZ~DU~N

PID~F~GEN~~~RAISINS, SDLS, NAT, US GRA, 144/1.5 OZ PG~~~Y

PO4~144~1.00~OZ~PG~~10.00~CS~100.00~CS

ITD~16~~~~~~~~~~~REGENT

LDT~AU~546~DY

LDT~AF~2~DA

SAC~A~C260

SAC~A~C300

SAC~A~C310

SAC~C~C330~ZZ~ 14~11.49

CTP~~STA~10.00~~CS~SEL~1~1

CTP~~PRO~10.00

LIN~3~SW~892501E19XXXX~VP~181164~ZZ~C~ZZ~00

REF~ZZ~SO

REF~ZZ~FS~N

REF~ZZ~SK~65CLGF

REF~ZZ~DU~N

PID~F~GEN~~~HONEY, WHITE, US GRADE A, 5 LB CO, 6/CS~~~Y

PO4~6~1.00~LB~CO~~10.00~CS~100.00~CS

ITD~16~~~~~~~~~~~AMERICAN BOUNTY

LDT~AU~728~DY

LDT~AF~2~DA

SAC~A~C260

SAC~A~C300

SAC~A~C310

SAC~C~C330~ZZ~ 22~12.63

CTP~~STA~10.00~~CS~SEL~6~1

CTP~~PRO~10.00

CTT~3

SE~54~100535

GE~1~587

IEA~1~000000593

3.2 850 Purchase Order Version 3040 (Customer to Vendor) All STORES customer sites will use the 850 Purchase Order transaction set when ordering food. Multiple orders may be sent by customers to vendors at any time of the day.

ISA Id CHUCK1 GS Id CHUCK1

Points of contact for 850 EDI Testing are:

Lou Milano, louis.milano@dla.mil, 215-737-7315 Bill Saccone, william.saccone@dla.mil, 215-737-0748

Guidelines for 850 – Purchase Order

Segment Element Definition / Value Size ST Transaction Set Header

ST01 Transaction Set Identifier Code

Definition: Code uniquely identifying a transaction set.

Value: [“850”]

4/9 N

ST02 Transaction Set Control Number

Definition: This is the Transaction Set Control Number and holds the value of the unique identifying control number within the transaction set.

BEG Beginning Segment for Purchase Order

BEG01 Transaction Set Purpose Code

Definition: This is the Transaction Set Purpose Code and the ‘00’ value indicates that this Purchase Order is the Original.

Value: [“00”]

2 AN

BEG02 Purchase Order Type Code

Definition: This is the Purchase Order Type Code and the value of ‘NE’ indicates that this is a new Order.

Value: [“NE”]

2 A mailto:louis.milano@dla.mil mailto:william.saccone@dla.mil

BEG03 Purchase Order Number

Definition: This is the purchase order number for the current order.

Value:[ Purchase Order Number]

14 AN

BEG04 Contract Order Number

Definition: This is the Release Number; it holds the contract-order-number which is an alpha-numeric value.

Value: [Contract Order Number]

4 AN

BEG05 Contract Order Date

Definition: This is the Date the order was created.

Value: [Contract Order Date] date

BEG06 Contract Number

Definition: This is the contract number field and it holds the contract number for the contract that the customer will order from when placing orders.

Value [Contract Number]

13 AN

DTM Date/Time Reference

DTM01 Delivery Requested

Definition: This is a constant value of ‘002’ to indicate delivery requested.

Value: [“002”]

3 AN

DTM02 Required Delivery Date

Definition: This is the required delivery date for the items on the purchase order.

Value: [Required Delivery Date]

6 AN

N1 Name N101 Ship To

Definition: The constant value “ST” is required in this segment.

Value: [“ST”]

2 A

N102 Not Used N103 Department of Defense Activity Address

Code (DoDAAC)

Definition: The constant value “10” is required and indicates the next segment hold the DoDAAC.

Value: [“10”]

N104 Ship To Dodaac

Definition: This is the DoDAAC of the Ship To Address of the location to where the items will be shipped.

Value: [Ship To Dodaac]

6 AN

N2 Additional Name Information

N201 Ship To Facility Name or Number

Definition: This is the facility name or number of the location to where the items will be shipped.

Value: [Ship To Facility Name or Number]

35 AN

N202 Ship To Building Name Or Number

Definition: This is the building name or number of the location to where the items will be shipped.

Value: [Ship To Building Name Or Number]

3…