RVCF Business Process Guides with New X12 EDI Codes

The Retail Value Chain Federation (RVCF) provides platforms and opportunities for communication between retail industry stakeholders. Each year companies provide input on a business process that could be improved. In 2023 the process was automated receiving using an EDI 856 Ship Notice and GS1 Logistics Label. The Business Process Work Group, including RVCF members, non-members, retailers, merchandise suppliers, and solution providers, created a guideline for Error Prevention and Notification for EDI Ship Notices and Labels. The guide includes best business practices; a list of ship notice and label errors; basic terms and concepts for both EDI and supply chain; how to produce quality bar code labels; and resource links.

Because misaligned PO data between retailer and supplier systems causes ship notice failures, the next guideline, completed in 2024, was on the PO Change Process (RVCF Business Process Guideline for PO Changes). This guide includes information about the original PO process; relevant EDI transactions; PO types and terms; methods used for PO changes; data most often changed and tools to synchronize the PO in the supplier and retailer system.

RVCF Business Process Guides are available to all, free of charge at RVCF.com and are written for those in business operations. RVCF recognizes the importance of harmonizing the language and terms used for retail processes. When business partners use the same terms, associated with clear and unambiguous descriptions, communication is improved. Each party is able to aggregate like-data to provide root cause analysis for issues, predict future business trends and meet consumer expectations. RVCF’s role in industry standards is to help their membership identify relevant standards bodies and existing standards. We also work with the appropriate standards group to submit change requests.

New X12 EDI Qualifiers Approved for Use in Retail

The guide for automated receiving includes a matrix of ship notice and label errors. The comprehensive list is the result of surveys, monthly group discussions, and error lists from several major retailers. It includes an error name, definition, the relevant EDI segments and elements and the associated X12 EDI error codes. Of the seventy errors listed, we identified a need for forty new EDI codes (also referred to as qualifiers). RVCF followed the ANSI X12 Change Request process to receive approval for the new EDI qualifiers.   

Likewise, with the work on the PO change process, three new EDI qualifiers were requested and approved. The new codes further define the type of Purchase Order:  Ship to DC/Mark for Store; Ship to Store/Mark for Consumer; and Ship to DC/Mark for Consumer.

The new codes are available in version 8060. Using the relatively new EDI ISX envelope as part of the EDI transmission “wrapper” it is possible to use the latest code list with an older version of EDI. Please see X12.org for more information.

Current Business Process Guide – Item Master Data

The current process guide is on item setup and attribute maintenance. Surveys show that incorrect item master data was the second biggest reason for PO changes and a significant cause for Ship Notice failures. With the roll out of two dimensional bar codes on the consumer package, complete and accurate item data will be critical for both retailers and suppliers if they are to meet consumer expectations. The work group meets the third Wednesday of the month. All are welcome to attend the meetings.

For more information on RVCF and joining the RVCF Business Process Work Group, contact Susan Haupt at SHaupt@RVCF.com.

RVCF - The Retail Value Chain Federation (RVCF) provides platforms and opportunities for communication between retail industry stakeholders. They promote education through live events, teleconferences, webinars and research. They offer benchmarking of best practices, technology solutions, and strategic initiatives. RVCF works with Retailers and Merchandise Suppliers to address their individual priorities helping them to become more collaborative trading partners. They are committed to the advancement of the retail industry as a whole. RVCF celebrates their 25 anniversary in 2025. Contact RVCF at mailto:Info@rvcf.com 

GS1 US® helps companies power their supply chains to deliver safe, consistent, authentic, and trusted experiences. GS1 is a not-for-profit, global data standards organization that creates the common language that helps companies and their trading partners identify, capture, and share trusted data that links their physical and digital supply chains. GS1 US, best known as the recognized source for UPC barcodes, is the GS1 Member Organization for the US, (GS1US.org).

The American National Standards Institute (ANSI) is a private, non-profit organization that administers and coordinates the U.S. voluntary standards and conformity assessment system. Founded in 1918, the Institute works in close collaboration with stakeholders from industry and government to identify and develop standards- and conformance-based solutions (ansi.org).

X12, chartered by ANSI, develops and maintains EDI standards. X12's diverse membership includes technologists and business process experts in health care, insurance, transportation, finance, government, supply chain and other industries. X12 members develop and maintain EDI standards that facilitate consistent electronic interchange of business transactions for business-to-business operations (X12.org).