Vendor Partnership Guide

Purchase Order Requirements

Purchase Order Types

 

Rugged Earth Outfitters provides four types of POs, listed in order of preference as follows:

  1. Store Cross-dock PO
  2. Complex Case-pack PO
  3. Simple Case-pack PO
  4. Bulk PO

 

These PO types apply to all orders, domestic and import (POE, Direct Import, and Rugged Earth Outfitters Import).

 

Store Cross-dock PO

This type of PO has pre-defined store assortments to be packed / marked by store and is only sent via EDI to certified Store Cross-Dock vendors.

 

The TD505 element in the header of the EDI PO will have “Store Xdock PO- See Guide” to indicate that the PO is a Store Cross-dock PO.  This type of PO will also have an ST qualified N1 segment at the header level with “050”, Rugged Earth Outfitters Distribution Center, and SDQ segment(s) at the detail level with Rugged Earth Outfitters 3 digit store number and quantity per store – sample of EDI PO data follows:

 

ST*850*1980001­

BEG*00*SA*0683722**20060713­

REF*DP*470­

FOB*DF*AC*SEE GUIDE­

SAC*N**VI*TC09***********Ticketing Service­

ITD*05*3*****30*****NET 30­

DTM*001*20060721­

DTM*010*20060710­

TD5*****Store Xdock PO-See Guide­

N1*ST**92*050­

PO1*001*..­

CTP*RS*RES*..­

SDQ*EA*92*004*1*008*1*010*2*011*1*012*1*013*1*014*1*015*2*016*1*017*2­

SDQ*EA*92*022*1*025*1*026*1*029*1*030*2*032*2*037*1*038*1*039*2*040*2­

 

Store Cross-dock Vendor Requirements:

  • Mark 100% of goods with a scan-able UPC barcode ticket and either the manufacturer’s suggested retail price or Rugged Earth Outfitters retail price as transmitted on EDI PO
  • Make UPCs available on the GXS (formerly Inovis) UPC Catalog
  • Receive an EDI PO (850) with:
    • ST qualified N1 segment at the header level with ‘050’, Rugged Earth Outfitters Distribution Center
    • SDQ segment(s) at the detail level with Rugged Earth Outfitters 3 digit store number and quantity per store
  • Transmit an EDI Advance Ship Notice-(856) per BOL, for example 1 ASN with an order level for each store shipped in advance of merchandise receipt at the Rugged Earth Outfitters DC.  The ASN must include the UCC-128 SSCC that’s on the physical UCC1828 label as well as carton content details.  If merchandise is shipped using a small package carrier like Fedex or UPS, transmit one 856-per carton.  The tracking number should be the number used in the BM qualified REF segment at the shipment level of ASN.
  • Transmit an EDI Invoice-(810) for each store
  • Package goods for only one PO and one store destination
  • Do not under pack cartons.  Ideally, each store’s assortment should be contained in the least number of cartons possible.

 

 

 

Store Cross-dock Vendor Certification Process Overview:

  1. Vendor signs and returns Cross-dock Letter and EDI Trading Partner Agreement in the Appendix, section name EDI
  2. Vendor gets Rugged Earth Outfitters Store Listing to setup in your system(s)
  3. Vendor gets Rugged Earth Outfitters EDI Mapping Specifications in the Appendix, section name EDI, to setup in your system(s)

4.    Vendor receives a test blanket and release (store distro) PO but doesn’t ship PO

5.    Vendor sends a test ASN against the release (store distro) PO, or for a past PO that has already shipped

  1. Vendor submits a UCC-128 Carton Label Sample (see UCC128 Label Samples for specifications in Appendix) for Rugged Earth Outfitters approval

 

Once steps 1-6 have been completed successfully, then:

7.    Vendor receives an stand-alone, "Live" test PO to actually ship to Rugged Earth Outfitters DC with goods marked/packed by store and UCC128 labels on all cartons

8.    Vendor sends a test ASN for this "Live" test PO shipment

9.    Rugged Earth Outfitters receives and inspects the shipment to match it to the ASN
Please note if any errors are found (including ticketing errors), the test fails and another PO is created to test again

10.  Vendor sends a test Invoice for this test PO for Rugged Earth Outfitters approval
Please note if you are sending invoices for our live test, you will not be paid against the test invoices.  Paper invoices will need to be mailed, emailed or faxed to our Accounts Payable Department.

 

Once steps 7-10 have been completed successfully, then:

11.  Rugged Earth Outfitters will notify the vendor to move the EDI partnership to production for all transactions tested

 

Please note the first production invoice transmission must also have either fax/e-mail paper copies of at least 20-25 individual store invoices for Rugged Earth Outfitters to match against the EDI.  If no issues are found, then paper invoices are no longer needed.

 

 

Complex Case-pack PO

This type of PO has pre-defined A,B,C… assortment groups with multiple style/colors/sizes and is not sent via EDI, only sent via fax/print copy – sample of fax follows:

 

 

 

The Complex Case-pack PO information describes the assortment and quantities by case-pack type as seen above.

 

In the body of the document, the first line identifies the quantity of case-pack A’s, B’s, etc. to be shipped to Rugged Earth Outfitters.  The vendor will ship 10 case-pack A’s (#1), and 6 case-pack B’s (#2).

 

Each line item is listed by manufacturer style, color, size description, unit description, cost, unit of measure, SKU number, total quantity, quantity per case-pack, and UPC number.

 

Case-pack A’s will include two size small, (#3) and B’s zero size small (#4).  This logic applies to all line items within the PO.

 

 

Simple Case-pack PO

This type of PO requires goods to be packed by individual style/color with an assortment of sizes if applicable.  For Store Cross-dock certified vendors, it will be sent via EDI.  The TD505 element in the header of the EDI PO will have “Simple Casepack PO- See Guide” to indicate that the PO is a Simple Case-pack PO.  This type of PO will also have an ST qualified N1 segment at the header level with “050”, Rugged Earth Outfitters Distribution Center and no SDQ segment(s).

 

For non-Store Cross-dock vendors, it may be sent via fax/print copy – sample of EDI follows:

 

ST*850*3760002­                           

BEG*00*SA*0685129**20060713­              

REF*DP*100­                               

FOB*DF*AC*SEE GUIDE­                      

SAC*N**VI*TC09***********Ticketing Service­

ITD*05*15*****30*****NET 30­               

DTM*001*20060925­                         

DTM*010*20060825­                          

TD5*****Simple Casepack PO-See Guide­     

N1*ST*050*92*050­                         

PO1*001*..­             

CTP*RS*RES*..­                      


 

Bulk PO

This is a traditional PO type with bulk quantities for each style/color/size.  For Store Cross-dock certified vendors, it will be sent via EDI.  The TD505 element in the header of the EDI PO will have “Bulk PO- See Guide” to indicate that the PO is a Bulk PO.  This type of PO will also have an ST qualified N1 segment at the header level and an SDQ segment at the detail level with “050”, Rugged Earth Outfitters Distribution Center.

 

For non-Store Cross-dock vendors, it may be sent via fax/print copy – sample of print copy follows:

 

 

Description: POExample_2