WebEDIFACT®™ - despatch advice tutorial

WebEDIFACT®™ is a web-based portal enabling suppliers to exchange electronic documents.

The term ASN (advance shipping notice) is used in the automotive industry, instead of despatch advice.
Both terms, however, mean the same.

Introduction

WebEDIFACT® enables you as a supplier to receive purchase orders (ORDERS) from your customers.
You can similarly send order confirmations (ORDRSP), despatch advices (DESADV) and invoices (INVOIC) to your customers.

This tutorial explains how to process despatch advices in WebEDIFACT.

Read the WebEDIFACT – Getting Started tutorial to learn the basic features of WebEDIFACT.

Generating a despatch advice from an existing purchase order

In the INBOX, click the magnifying glass icon next to a purchase order

You now see the detailed view of the selected purchase order.

To generate a despatch advice from the existing purchase order, select Despatch Advice from the list entitled Takeover to and then click OK.

WebEDIFACT automatically does the following in the background::

Editing a despatch advice

A despatch advice form has three panels:

  • Message header
  • Items
  • Packages

The header and items are partially completed with data from the purchase order.

Complete the missing fields, i.e. Document number and Delivery date.

Then click the Save button at top left.

A plausibility check is done of the invoice when saved.
Any errors display at top.

Complete any necessary information or make any corrections and then again click Save.

What is an SSCC?

Referring to a specific shipment, we illustrate the three optional shipment structures:

  1. Without SSCC
  2. With pallet SSCC
  3. With pallet SSCC and carton SSCC

A Serial Shipping Container Code (SSCC) allows shipment tracking from the sender to the recipient.

An SSCC is a globally unique 18-digit ID number.

Once issued, an SSCC can be used by all parties in the transport chain for transfer and tracking and for tracing a shipment back to the sender.

An SSCC is based on a GLN (Global Location Number).

The SSCC is normally attached to the package in the form of bar code label (EAN 128), which can be scanned and captured by every party in the chain.


A shipment structure shows the number of pallets to be shipped and the cartons on each of the pallets.

The image here shows an example of a shipment with two cartons on one Euro pallet.

Option 1: Shipment without SSCC

Packages do not need to be listed in the shipping notification if the shipment has no SSCC.
The PACKAGES panel stays empty.

The screenshot shows how the shipping notification is completed in this case.

Once the document is correct, the Send button appears at top.
Click Send... to send the desptach advice to your EDI Partner (File recipient).

You can also send several despatch advices in the outbox in one file.
To do this, click on OUTBOX and then on the 'Send documents' button at the top.

Read the WebEDIFACT – Getting Started tutorial to learn the basic features of WebEDIFACT.

Option 2: Shipment with pallet SSCC

You need to complete the PACKAGES panel for shipments having one or more SSCCs.

This panel shows the structure of the shipment.

We will now create a package, i.e. a pallet.

In the PACKAGES panel, click the New Package button.

An empty package is added.

The packages are displayed as buttons in the Packages section.
To edit a package, click the matching button.
To the right of the Package section, the package data can be entered in the Package Details section.

Enter the SSCC for the pallet in the Packaging ID field.

The last digit of the SSCC is a check digit which is calculated according to a special algorithm.
You can enter the first 17 digits of the SSCC and then click SSCC check digit button to automatically calculate the last digit of the SSCC.

The SSCC is physically attached to the pallet, in the form of a machine-readable label with a bar code, and is contained in the WebEDIFACT despatch advice document.

The Serial Shipping Container Code (SSCC) needs to be selected as the Packaging ID Type.

The SSCC numbers used in this tutorial are fictitious.

Complete the other fields as shown in the screenshot.

The pallet can be referenced as a shipping unit now that it has received an SSCC.

The cartons do not have an SSCC and are not registered as packages.

After creating the packages, we need to indicate the number of articles on the pallet.

To do this, click the + button in the Filling quantity per package section three successive times.

For each filling quantity, select the line item number (Position) and enter the corresponding quantity, as shown in the screenshot image.

The Total filling quantity per line item section allows of check of whether the quantities match the quantities for each item.
A check mark means ‘okay’.

Now click Save at the top of the despatch advice form.

On saving, checks are done of required fields, e.g. document number.

If no errors are detected, Document validation was successfull appears below the Save button.

The despatch advice is now completed.

You will see the recently processed shipping notification in the OUTBOX.

Completed despatch advices can be sent from the OUTBOX individually or as a group.

Summary Shipment with pallet SSCC:

  • The shipment consists of one pallet and two cartons.
  • The pallet has one SSCC. This means that the pallet is now a shipping unit.
  • Because the cartons have no SSCC, they are not registered as packages.
  • Our despatch advice contains three line items, one package and three filling quantities.

Option 3: Shipment with pallet SSCC and carton SSCC

With this option, both the pallet and the single cartons are issued SSCC numbers.

The shipment structure in this option differs from the one in option 1 and option 2.

Here we assume that the packages have not yet been created (see screenshot).

The header data and the items are the same for all options.

We will now create three packages.

In the PACKAGES panel, click the New Package button three successive times.

We have just created three empty packages.

The packages are displayed as buttons in the Packages section.
To edit a package, click the matching button.
To the right of the Package section, the package data can be entered in the Package Details section.

Now enter the data for the pallet as shown in the screenshot.

The SSCC numbers used in this tutorial are fictitious.

Unlike option 2, here no quantities are assigned to the pallet.

We now assume that the articles have been distributed among the cartons as follows:

  • All articles under line item 1 are in the carton at left.
  • All articles under item 3 are in the carton at right.
  • Line item 2 is distributed among both cartons: 2 articles are in the carton at left and 3 in the one at right.

We will now specify the data for the two cartons.

Click the button labelled Package.

This refers to the carton at left.

Now enter the data for the carton as shown in animation.

The last digit of the SSCC is a check digit which is calculated according to a special algorithm.
You can enter the first 17 digits of the SSCC and then click SSCC check digit button to automatically calculate the last digit of the SSCC.

This carton contains a total of 5 articles:
3 articles from line item 1 and 2 articles from item 2.

To create the filling quantities, click the + button
in the Filling quantity per package section two successive times.

Complete the quantities form as shown.

Click the remaining button labelled Package.

This refers to the carton at right.

Now enter the package details for the carton as shown.

Now enter the quantities as shown.

Automotive industry suppliers have the option of generating a VDA label for each package. Find out more in the appendix entitled VDA labels.

Finally, we define the shipment structure hierarchy.

To do this, successively drag each of the carton buttons onto the pallet button.
See the animation at right.

The two carton buttons should then appear within the larger pallet button. This arrangement symbolises a shipment consisting of two cartons on the one pallet.

Summary

After closing your web browser, you will see the recently processed shipping notification in the OUTBOX.

Completed shipping notifications can be sent from the OUTBOX individually or as a group.

Appendix: VDA labels

VDA = Verband der Automobilindustrie (Automotive Industry Association)

VDA labels are used in the automotive industry to identify product and transport packages, in material flows within a company and during transport between suppliers of goods, shipping companies and the recipients of goods

Automotive industry suppliers have the option of generating VDA labels for their packages.

Here is how you generate a VDA label for one package:

  1. First click a package button.
  2. Click VDA Label... button in Package Details section.
    A VDA Transport Label window opens.
  3. Select the VDA standard,
  4. the label size
  5. and the paper size.
  6. Click Generate PDF

Your browser will request you to either save the PDF label to your local hard drive or to open it with a PDF viewer. You can then print out the PDF label locally.

Repeat steps 1 to 6 to create VDA labels for the other packages.



This tutorial has helped you learn how to create a desptach advice in WebEDIFACT®.

We distinguish between three optional shipment structures for defining the shipment in a depatch advice.

WebEDIFACT can be used to define many other shipment structure options.

The right option in the particular case is agreed among the parties within the supply chain, i.e. supplier, retailer, wholesaler or other.


Thank you for your attention!

If you have any questions about WebEDIFACT®, call us at +49 (0)821 24659-0 or write us at info@edicenter.de


®™ WebEDIFACT is a registered trademark of EDI Center GmbH, Neusäß, Germany