Overview of EANCOM Messages

The messages in EANCOM can be categorized into three (3) broad types:

 

Master Data

 

This messages contains information related to relevant parties and products that is exchanged between trading partners and stored in their computer systems for reference in subsequent transactions or interchanges. Parties and products are identified using EAN rules.

 

Master Data Messaging Flow

 

 

Party Information

 

The Party Information message is the first message exchanged between trading partners in the beginning of a commercial relationship. It is used to provide location information and the related operational, administrative, commercial and financial data to the trading partner such as name and address, contact persons, financial accounts, etc. The message will be exchanged again if there are any changes or updates to such information at a later stage of the trading relationship, so that the partner's master data files are maintained current. The Party Information message can also be used by the trading partners to feed a central catalogue of addresses, making the information available to all interested parties.

 

Price/Sales Catalogue

 

The Price/Sales Catalogue message is sent by the supplier to his customers. The message is used as a catalogue or list of all of the supplier's products or as an advanced warning to particular changes in the product line. The catalogue would include descriptive, logistical, and financial information about each product. The message might indicate only general information about the products, valid for all customers or provide a single customer with specific product information such as special pricing conditions.

 

Additionally, the message can be sent from a buyer to a seller to specify special requirements such as buyer labeling or packaging requirements.a

 

Similar to the Party Information message, each product in the catalogue is assigned a standard EAN number which will be referred to by the supplier's customers in future transactions. The message would be resent when there are any changes, deletions or additions to the supplier's products. The Price/Sales Catalogue message can also be used by suppliers to feed a central catalogue of products, making the information available to all interested parties.

 

Commercial Transaction Messages

 

This messages contains information on ordering of goods or services, messages required for the transport of the order and payment for the goods or services ordered

 

Commercial Transaction Messaging Flow

 

Purchase Order

 

The Purchase Order message is transmitted by the customer to his supplier to order goods or services and to specify the relevant quantities, dates and locations of delivery. The message may refer to an earlier Quotation received from the Supplier for the ordered goods or services. The message will refer to the location and product codes exchanged previously in the Party Information and Price/Sales Catalogue Messages. It is intended to be used for the day to day ordering transaction with a general rule to place one Purchase Order per delivery per location. However it is possible to request deliveries in several locations and at different dates.

 

Purchase Order Response

 

The Purchase Order Response is sent by the supplier to his customer in relation to one or more goods items or services to acknowledge the receipt of the Purchase Order, to confirm its acceptance, to propose any amendments, or to notify non-acceptance of all or part of the Purchase Order. The Purchase Order Response may also be used to respond to a Purchase Order Change Request Message. A buyer's Purchase Order may be responded by one or more response messages according to business practice

 

 

Purchase Order Change Request

 

The Purchase Order Change Request is sent by the customer to the supplier to specify the details concerning modifications to a previously sent Purchase Order. The customer may request to change or cancel one or more goods items or services.

 

The exact information flow with regard to the Purchase Order, the Purchase Order Response and the Purchase Order Change Request messages can vary. The procedures to be followed by the trading partners should be specified in the Interchange Agreement. An example of procedural difference might be not having the supplier send a Purchase Order Response message if there are no modifications to be made to the original order.

 

 

Dispatch Advice

 

The Dispatch Advice is a message specifying details for the goods dispatched under conditions agreed between the buyer and the seller with the function of advising the consignee of the detailed contents of a consignment. The message relates to a single dispatch point and a single or multiple destination points and it may cover a number of different items, packages or orders. The message allows the consignee to know what materials were dispatched and when, allowing the consignee to prepare the reception of the goods and to cross-check the delivery with the order.

 

The Dispatch Advice may be sent for either the dispatch of a delivery consignment of goods or the dispatch of a return consignment of goods.

Receiving Advice

 

The Receiving Advice is a message specifying details for the goods received under conditions agreed between the buyer and the seller with the function of advising the consignor of the received contents of a consignment. The message relates to a single receiving point and a single dispatch point and it may cover a number of different items, packages or orders. The message allows the consignor to know what materials were received/not received against the original order and what materials were accepted/not accepted. This information allows the consignor to prepare an invoice for the customer

 

 

Invoice

 

The Invoice message is sent by the supplier to the customer claiming payment for goods or services supplied under conditions agreed by the seller and the buyer. This same message with correct data qualification also covers the functions of pro-forma invoice, debit and credit note. The seller may invoice for one or more transactions referring to goods and services related to one or more order, delivery instruction, call off, etc. The invoice may contain references to payment terms, transport details and additional information for customs or statistical purposes in the case of cross-border transaction.

 

 

Remittance Advice

 

The Remittance Advice is a communication between buyer and seller which provides detailed accounting information relative to a payment, or other form of financial settlement, on a specified date for the provision of goods and/or services as detailed in the advice. The message may be initiated by either the buyer or seller. The Remittance Advice is a notice of payment to be made, both national and international, covering one or more transactions. Each Remittance Advice is calculated in only one currency and relates to only one settlement date. References to payment orders may be included.

 

 

Reporting and Planning Messages

 

This messages contains information that allows trading partners to exchange information on the trading activity or to plan ahead for future requirements, thus allowing streamlining of the supply chain.

 

 

Reporting and Planning Messaging Flow

 

 

 

Delivery Schedule

 

The Delivery Schedule is a message from a customer to his supplier providing product requirements for short term delivery instructions and/or long term product/service forecasts for planning purposes. The message can be used to authorize the commitment of labor and material resources. The message may provide schedules in two manners, by location, or by product. The message may also be sent by a supplier to a buyer as a response to a previously transmitted delivery schedule. In its simplest form a location delivery schedule allows the user to specify one location and multiple products which are/will be required for that location. The simple product schedule allows the identification of one product which is/will be required in multiple locations. The two types of schedule must never be used together in one interchange. Only one type should be specified for each trading partner.

 

 

Inventory Report

 

The Inventory Report is a message between interested parties specifying information related to planned or targeted inventories. All goods, services and locations detailed in the inventory report will have been previously identified in the Party Information and Price/Sales Catalogue Messages. Different classes of inventories may be identified which may also be financially valued. Quantities may relate to model or target quantities, minimum/maximum levels, reordering levels and held stocks.

 

 

Sales Data Report

 

The Sales Data Report message sent from a seller to its supplier, headquarters, distribution center or third party such as a marketing institute enables the transmission of sales data in a way that the recipient can process automatically. The message transmitting sales data by location in terms of product(s) identification, quantity sold, price, and promotions applicable can be used for production planning or statistical purposes. It should not be used to replace business transactions such as orders or delivery schedules.

 

 

Sales Forecast Report

 

The Sales Forecast Report message sent from a seller to its supplier, headquarters, distribution center or third party enables the transmission of sales forecast data in a way that enables the recipient to process it automatically. The message transmitting sales forecast data by location in terms of product identification forecasted quantities and promotions applicable can be used for production planning purposes. It should not be used to replace business transactions such as orders or delivery schedules.

 

 

General Message

 

The General Message may be used to send required data for which there is no specific standard message. It was designed primarily to facilitate early transmission testing between new EDI partners or to transmit text (preferably structured or coded) to supplement or further clarify previously transmitted EDI standard messages.