EANCOM PART I : EANCOM & EDIFACT

4. SPECIFIC RULES

4.1 Identification of trade items

A basic element of EANCOM is the EAN numbering system. Each trade item, "item" being defined in the widest possible sense, is uniquely identified by a standard number. This number is part of the common vocabulary adopted by the partners who are exchanging standard messages.

The format of the trade item identification number in EANCOM is defined as numeric, variable length, up to 14 digits (n..14). EAN article numbers are unique with respect to all others if considered right justified with leading zeros.

Summary of EAN article numbers:

It should be noted that, when EAN-13, U.P.C. or EAN-8 numbers are used to identify trade items in EANCOM, the leading zero(s) should not be transmitted.

The choice of the numbering structure used to identify a trade item is determined by a number of factors. The General EAN Specifications (or the manual issued by your EAN Numbering Organisation) gives the full details. However, the choice is largely determined by the packaging level of the trade item and the channel of distribution. The following may be used as a rule of thumb:

EAN-8 numbers may be assigned to very small trade items. The eight digit identification number maybe encoded in an EAN-8 symbol which takes up less packaging space than the larger EAN-13 or U.P.C-A symbol. Due to the limited capacity, EAN-8 number are usually assigned on a one-by-one basis by EAN Numbering Organisations.

EAN-13 or U.P.C. numbers may be assigned to any trade item (a single unit of use, a case containing 12 units, a traded pallet, etc.) and may be encoded in any of the EAN/UCC endorsed bar code symbologies.

EAN-14 numbers are available to identify standard and stable grouping of trade units already identified with an EAN/UCC identification number made up to facilitate the operations of handling, storing, order preparation, shipping, etc (for example a case containing 24 tins of baked beans). The EAN-14 number can not be encoded into a EAN/U.P.C. bar code symbol and is therefore not intended for units intended to cross a retail point of sale.

The relationship between different packaging levels of trade units is recommended to be expressed in either the Price/Sales Catalogue or Product Data message.

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, it is however 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 standard EAN number 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 Standard grouping of trade items

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 EAN rules, mixed assortments are identified by a standard EAN number.

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, two alternative solutions are available:

1. Indicate the standard number 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. In segment PIA (Additional product ID), the standard number of the assortment can be indicated for information, using the appropriate qualifiers (DE 4347 = 1 and DE 7143 = ADU).

The first approach is recommended for use in EANCOM.

4.1.3 Product variants

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

In EANCOM, the promotional variant number is indicated in segment PIA, using the appropriate code value of the article number identifier (DE 7143 = PV).

4.2 Identification of logistic units

Tracking and tracing of logistic units in the supply chain is a major application of the EAN 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 EAN 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.

The packaging indicator (I) should, for simplicity, always have the value 3 which means undefined packaging type. Packaging indicators are used by some sectors of North American industry. The full list of indicators used in North America is as follows:

0 = case or carton
1 = pallet (larger than case)
2 = container (larger than pallet)
3 = undefined
4 = internal (intra-company) use
5-9 = reserved for future use

The company prefix is allocated to an EAN system user by a Numbering Organisation. It is a component of the SSCC to make the number unique world-wide. It has no significance as regards the origin of the unit it denotes.

The serial reference number is the serial number assigned by the system user and structured at their discretion. It is entered right justified in the positions remaining after the representation of the company prefix. It is important to ensure that at least twelve months have elapsed before a particular reference number is repeated.

The check digit is calculated according to the EAN standard algorithm

4.3 Identification of locations

The identification of the trading partners is a critical issue when using Electronic Data Interchange. It is even more important to identify locations precisely and unambiguously with EDI than with traditional paper documents.

The EAN location number is a 13 digit non-significant reference number used to identify:

• Legal entities, e.g. registered companies;
• Functional entities, e.g. specific department within a legal entity;
• Physical entities, e.g. a door of a warehouse, a particular room in a building.

Details associated with the EAN location number, e.g. name and address, location type, contact persons, communication numbers, banking information, delivery requirements or restrictions, etc, are stored in the computer files of the system users for later retrieval.

Although the EAN location number is strictly a reference key and does not carry any information on the location it identifies, it has a standard format and is structured to allow each location number to be unambiguous and unique world-wide. The format and structure are specified as follows:

1. The format of an EAN location number is n13, i.e. a 13 digit, fixed length, numeric field.
2. EAN location numbers always start (left justified) with the EAN prefix, assigned to the Numbering Organisation concerned.
3. The digits following the EAN prefix are structured at the discretion of each Numbering Organisation, making possible a unique and unambiguous identification of each party and each location of a party.
4. The last digit of an EAN location number is a check digit, calculated on the basis of the preceding 12 digits and using the standard EAN check digit algorithm.

EAN location numbers are mainly used in Electronic Data Interchanges (EDI) to identify the sender and recipient of an electronic transmission and any party relevant to the transaction, e.g. buyer, seller, carrier, etc.

EAN location numbers can also be used in Automatic Data Capture (ADC) applications to identify a physical location or to encode the identification of relevant parties in logistic applications, e.g. "ship to" location number. In ADC applications, the EAN-128 bar code symbology and the appropriate Application Identifier shall be used, according to the rules specified in the UCC/EAN Application Identifier Standard.

4.3.1 EAN Location Numbers - User Guide Introduction

On a daily basis information related to parties and locations is generated and communicated throughout the business world in vast quantities. Names and addresses are put on envelopes for the mail, the point to which a delivery is to be made is put on transport documentation, EDI network addresses are provided in EDI messages, etc. These are just a few examples of the many applications in existence today which identify parties or locations in trade or other communications.

With the advent of electronic communication, and particularly EDI, the need for coded identification of parties and locations has become more acute. The use of coded identification instead of full alpha numeric names and addresses is key to the successful implementation of an EDI project.

EDI has developed at a steadily growing rate from the early days where EDI projects were set up internally in large companies, and externally between several large trading partners, to today's level where large EDI groups have been set up both at national and international levels. The identification of locations and parties using an international coding scheme is particularly important for EDI users who trade internationally. Picture the scenario, and the possibilities for complexity and confusion, where a company which has many trading partners each of which uses a different format code with different rules.

EAN location numbers offer an internationally recognised standard solution to the identification of parties and locations.

4.3.2 What are EAN location numbers ?

EAN location numbers are reference keys to computer files which are used to direct entities (i.e. goods, paper based information, electronic information, etc) to locations (whether they be physical or functional) or parties.

EAN location numbers, like EAN article numbers, are unique, non-significant, and international in their application and have strictly defined rules assigned to them. In short, an EAN location number must always be numeric and have a fixed length of thirteen digits. Each location number contains, in the thirteenth position, a digit known as the 'check digit' which ensures the correctness of the number, i.e. it has been keyed correctly. The formula for calculating this check digit is exactly the same as that used to calculate the check digit for EAN article numbers.

Once assigned at source, i.e. in general by the party owning the location, the EAN location number becomes a unique and universal reference which can be used by all.

4.3.3 What can EAN location numbers identify ?

EAN location numbers can be used to identify anything which is, or can be addressed. Some examples of this would include companies, departments, rooms, factories, shelves, delivery points, EDI network addresses, etc.

4.3.4 What information is associated with an EAN location number ?

The attributes of a party or location should be established on a computer file using the EAN location number as the key to the information. An example of the type of information held would be the full name and address of the party, bank details and account number, sales department dealing with the party, profile of a company, etc.

4.3.5 Can EAN location numbers be bar coded and scanned ?

EAN location numbers may be represented in bar code format and, if required, be physically marked onto the location being identified. This bar code may then be scanned to capture automatically the details concerning the location. Note that the EAN/UPC symbology is reserved to encode EAN article numbers. EAN location numbers prefixed by the appropriate Application Identifier may be represented using the EAN-128 symbology.

4.3.6 How are EAN location numbers used in EDI ?

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

The identification of parties and locations within EDI messages is the primary application for EAN location numbers. Within EANCOM, the EAN International UN/EDIFACT implementation guideline, a message and some segments exist for the purpose of identifying parties.

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 EAN location numbers with 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.

This message is used to establish the EAN location number on a trading partners files. Subsequent messages to the PARTIN message must use the EAN location number to identify parties and locations.

4.3.7 What happens if my location moves or closes ?

From time to time the details related to an EAN location number may change. The address identified by the EAN location number may change ownership or the address may close and the business carried out at that address may be transferred to a new address. The following are general cases on the use (re-use) of location numbers due to a change in the circumstances in which the number was originally set up.

If a company sells (possibly because of liquidation) a location to another party who may or may not be using EAN location numbers, the EAN location number for the address which is associated with the previous owner should be de-allocated. If the new owner of the address wishes to identify the location with an EAN location number, a new number needs to be assigned.

If a company closes one address and opens up a similar operation at a new address the company may either transfer the existing EAN location number to the new address, or assign a new EAN location number for the new address. The reason for requesting a new location number may be because the owner wants to maintain records on his computer files which show the performance of the old location. At a later date this performance may be compared with the performance of the new location.

If a function identified by an EAN location number changes, the details associated with the EAN location number should be changed by the party responsible for the location number on the related computer file record.

A location number which has been de-allocated should remain so for at least three years before being reallocated (the figure of three years is a minimum period which may be increased by individual numbering organisations depending on national requirements). The delay must allow time for all references of the old number to be removed from trading partners files. When the number is being re-used the details relating to the new party and/or location must be retransmitted using a PARTIN EDI message.

4.3.8 How to obtain an EAN location number

EAN location numbers are available through any one of the EAN Numbering Organisations world-wide. Details on policy regarding membership, costs and allocation of EAN location numbers is available directly from the EAN Numbering Organisations.

4.4 Identification of Assets (including returnable assets)

The identification of returnable containers (e.g. empty bottle, crate) may be identified by trading parties in the same manner as a product or service within EANCOM through the use of EAN numbers allocated by the trading parties. However, some Numbering Organisations have allocated unique numbers for generic types of returnable containers at national level, in order to facilitate the operations of ordering, delivering and invoicing. EANCOM users should ask their Numbering Organisation about these specific rules.

The identification of returnable containers within the trading cycle will need to be agreed between the trading partners involved in this cycle. The returnable container may be identified at every level of the trade cycle, i.e. when ordering a product delivered in a returnable container a separate line is required to order the returnable container, a separate line on the despatch advice, a separate line on the receiving advice, a separate line on the invoice, and so on. Users may decide to simplify the issue by agreeing that goods which are delivered in returnable containers do not need to have the containers identified explicitly at all stages of the trade cycle. Instead, the containers could be identified at the price/sales catalogue or product data level, and the invoice level with an agreement that anywhere else the product is identified the returnable container is also implied.

EAN Numbering Organisations support two structures for identifying assets depending upon whether the identification of the type of asset is required by the application (see General EAN Specifications for full details).

4.4.1 EAN/U.P.C. number & serial number of returnable asset

The EAN/U.P.C. number & serial number of returnable asset data identified by AI 8003 allows for the identification of the type of asset. It is structured as follows:

• One filler character, value "0";
• 13-digit EAN number, unique for a given asset type of a given owner;
• Serial number of the asset, variable length, maximum 16 characters. It is assigned by the owner and is unique for a given asset number. This field is optional.

4.4.2 EAN serial asset identification number

The EAN serial asset identification number associated with AI 8004 is used when only a unique serial number is required to identify the asset. It is structured as follows:

• The company prefix assigned by the relevant UCC/EAN numbering authority. UCC company prefix numbers are filled by adding a leading zero. EAN Numbering Organisations issue company prefix numbers with a variable length and the company prefix number is left justified.
• The serial number identifying the item, assigned by the company issuing the number.

4.5 Date, time and period

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. In addition EANCOM recommends that all dates which include a year element (YY) be 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 indicated always 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:

4.6 Free text

Generally free text should be avoided in EDI messages. In computer to computer exchanges, such text will normally require the receiver to process these 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 bi-lateral 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.

4.7 Product descriptions

Within EANCOM it is possible to provide product descriptions in two formats; free text descriptions, or coded free text descriptions. Wherever possible the use of coded descriptions is recommended in EANCOM as they will reduce the possibility for error in the description and enhance the automatic processing possibilities of such information.

If the description is a free text description;

then data element 7077 of the IMD segment will equal ‘F’, ‘FL’, ‘FP’, or ‘FS’. Data element 7081 can be used optionally to further clarify using code values the type of description provided, e.g. colour, pattern, etc, and data element 7008 is used to provide the actual description.

If the description is a coded description;

then data element 7077 = ‘C’. Data element 7081 can be used optionally to further clarify using code values (see examples above) the type of coded description provided. Data element 7009 is used to provide the actual coded description, and data element 3055 should be used to identify the source of the code, e.g. EAN International.

For international exchanges it is possible within EANCOM to provide product descriptions in multiple languages using data element 3453 in the IMD segment.

4.8 Currencies

Provision has been made in EANCOM messages to indicate where relevant the currency in which the amounts are expressed. When using EANCOM nationally, the currency information may be omitted from the messages.

For international interchanges, 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 both the reference currency, the currency in which all amounts are expressed, and the target currency, the 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.

Example :

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

4.9 Standard Allowances and charges

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 BEF 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 vitally important 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.

For example;

4.10 Complex Promotions

In addition to the expression of simple allowances or charges EANCOM also caters for the expression of complex, or multi-buy, promotions. Complex promotions are situations where the activation of the allowance is triggered only by the completion of a set of criteria, e.g. 10% reduction when 10 items from a list of 20 are purchased. Below you will find some information and guidelines on the use of the complex promotions facility in EANCOM.

The expression of complex promotions in EANCOM relies on the use of the sub-lines (see section 4.11 for complete details on sub-lines) facility in the PRICAT message. The promotion and the discount (percent, quantity, or monetary) being offered are identified in the main line LIN in the message. No EAN article numbers are provided in the LIN segment and the LIN segment group at the top level would simply consist of the LIN, PIA, and IMD segments, and the ALC segment group.

The products which make up the promotion are categorised in two ways; category 1 are those which you must buy (and their values/quantities) to activate the promotion; and category 2 are those which the promotion (or discount) is offered against, when different to the ‘must buys’. These product types are identified in data element 4347 of the PIA segment using the EAN code values ‘98, Multi-buy promotions must buy’ and ‘99, Multi-buy promotions offered against product’ respectively.

Where two or more products must be bought (category 1) and each product has a different quantity or value which must be bought, then these products (EAN article numbers) are listed individually as sub-lines of the promotion. Where the promotion is simply ‘buy 3 from list of 20’ (category 2) then only one sub-line level is required with the list of category 1 products is listed in multiple repeats of the PIA segment. Category 2 products (if they are required) must always be specified as a separate sub-line of the promotion, i.e. category 1 and 2 products must never be mixed on the same sub-line.

The discount specified in the ALC segment group at the main line level always applies to category 2 products, if they exist. If there are no category 2 products then the discount applies to the category 1 products by default.

Following you will find a set of examples of the type of possible complex promotions catered for in EANCOM.

Example 1.

BUY   1 Kilo Steak
AND  250 Grams of Onions
GET    1 Packet of Steak Sauce Free (list of five sauces different flavours)

Example 2.

BUY ANY 3 ITEMS FROM A LIST OF 10
GET 20% REDUCTION ON THE COST OF 3.

Example 3.

BUY 2 SHIRTS
GET 25% OFF THE COST OF A TIE.

4.11 Sub-lines

That being said however, it is possible within EANCOM to identify the constituent parts of a product through the use of sub-lines, e.g. hamper containing multiple different products identified using sub-lines.

All product lines identified as sub-lines must first have been identified as main product lines in their own right. Identification of products is carried out through the use of the EANCOM Price/Sales Catalogue (PRICAT) message. 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 tree’s 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 can not 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 and start at one for each new message. A simple example which details the structure presented above follows;

The information which may be provided for a sub-line is limited to the following :

• a line number (LIN);
• a sub-line indicator (LIN);
• a main-line number to which the sub-line is linked (LIN);
• the configuration coded indicator (LIN);
• an EAN article number and/or other product identity code (LIN/PIA);
• a quantity and/or the measurement of the sub-lined product if required (QTY/MEA);
• the price of the sub-lined product if required (PRI).

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 number (1082).

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

Configuration coded (7083): Indicates whether the price of the sub-line is included in the price of the main line or not.

4.11.1 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 a main LIN-PIA 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.

4.11.2 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 article number 5410738377131, being the code for a box of Healthiest Corn Crispies. 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 article number 5410738377117, being the code for a case of Corn Crispies. There are 48 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 article 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 article number 5410738251028, being the code for a pallet of Corn Crispies. There are 24 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 article number 5410738377117 is a sub-line of the despatch unit identified by the article number 5410738251028.

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 mixed pack contains multiple products of which three are being ordered in this instance.

The buyer sending the message is identified by the EAN location number 4012345500009. The supplier is identified by the EAN location number 5412345000020.

The message sent the first of January 1997 has been given 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.

1.4.12 Hierarchies in PRODAT.

A hierarchy in the EANCOM Product Data (PRODAT) message is a facility which allows products to be linked together in a parent-child relationship. Unlike sub-lines, hierarchies provide an explicit indication as to whether an article is a parent or a child in a relationship.

The hierarchy structure in 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 PRODAT all constituent members of the hierarchy parts of the configuration must first be communicated as main lines in the PRODAT message. When this has been done the hierarchy relationships can be specified.

A simple example which details the structure presented above follows;

LIN+1++501234500015:EN’

..

..

HYN+P+C++501245000022:EN’

HYN+P+C++501245000039:EN’

...

...

...

LIN+2++5012345000022:EN’

..

..

HYN+P+C++501245000114:EN’

HYN+P+C++501245000121:EN’

...

...

...

LIN+3++5012345000039:EN’

..

..

HYN+P+C++501245000213:EN’

HYN+P+C++501245000220:EN’

4.13 Referencing in EANCOM.

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 not normally 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 the 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 the EANCOM messages the order number is quoted in several messages which follow the actual EANCOM order (e.g. the order response, the despatch advice, the receipt 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 EAN article numbers for unique message line referencing within EANCOM messages. This is because it is possible for EAN article numbers 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 1153 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 1153, of the RFF segment.

A simple example follows;

A buyer sends 3 orders requesting the supply of the product identified by the EAN article number 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;

4.14 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.

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 ‘011096’, while a translation into a human readable format would be as follows ‘1st of October 1996’.

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

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.

(c) Copyright EAN 1997