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EDIFACT – APERAK D.08A

VWGoA Service Parts NSC „EDIFACT – APERAK‟ 10.07.2010 Page | 1

EDI Implementation Guidelines

EDIFACT APERAK



Modification Log

Release Date Description

1.0 05.11.2010 Draft

2.0 06.24.2010 Released to Suppliers after KSIB comments

3.0 08.20.2010 Conditionality of max occurrence of segments updated at detail level to match the looping diagram.(SG2, SG3 made required)

Document reference for DELFOR changed to Call off order(Scheduling agreement#)



Contents 1 Introduction .......................................................................................................................................... 4

1.1 Function ........................................................................................................................................ 4

1.2 Guidelines ..................................................................................................................................... 4

1.2.1 FUNCTIONAL DEFINITION ..................................................................................................... 4

1.2.2 PRINCIPLES ............................................................................................................................ 4

1.3 References .................................................................................................................................... 5

2 Description of Message ......................................................................................................................... 6

2.1 Segment Layout ............................................................................................................................ 6

2.2 Data Exchange Structure and Service Segments .......................................................................... 8

2.3 Segment Table ............................................................................................................................ 10

2.4 Segment Structure ...................................................................................................................... 11

2.5 Message Structure ...................................................................................................................... 11

2.6 Segments ..................................................................................................................................... 12



1 Introduction

This document provides the specific description of a subset of the EDIFACT APERAK D97.A message to be used

between a Trading Partner and Volkswagen Group of America (VWGoA) /Volkswagen Group of Canada (VGCA)

Service Parts Logistics.

1.1 Function

The EDI message "APERAK" serves the purpose of conveying the data errors of the EDI message which was

transmitted before.

1.2 Guidelines

This documentation is fully comprehensive and allows the implementation of the EDIFACT APERAK without the

necessity for any additional standard related documentation.

1.2.1 FUNCTIONAL DEFINITION The Application Error and Acknowledgement message will be exchanged between VWGoA / VGCA and its trading

partners regarding any errors encountered in processing the ORDERS, DESADV, DELFOR, RECADV, INVOIC and

INVRPT. It gives information concerning specific errors which caused the EDI Message not to be processed

successfully in order to prevent further errors from occurring. The retransmission of the message is possible with the

exception of INVOIC and INVRPT. The APERAK should have at least one error message.

1.2.2 PRINCIPLES The Application Error and Acknowledgement message intends to:

• Advice the recipient of the specific errors encountered during the processing of the documents exchanged

between VWGoA /VGCA and its communication partners.

• Allow the recipient to correct any errors to prevent further errors in future document processing.

An Application Error and Acknowledgement message can be related to:

• DESADV message (Example: Wrong Purchase order/call off orders, PO line item number etc..)

• ORDERS message (Example: Wrong Chattanooga purchasing contract number, Invalid part number, price

and validity periods etc...)

• DELFOR message (Example: Wrong Chattanooga purchasing contract number, Invalid part number, price

and validity periods etc...)

• RECADV message (Example: Wrong Purchase order/call off orders, PO line item number etc..)



• INVOIC message (Example: Wrong Purchase order/call off orders, PO line item number , Duplicate Invoice

etc..)

• INVRPT message (Example: Invalid material number, Plant etc..)

The Application Error and Acknowledgement message will always include the Unique Identification Number and/or

the Document Number with line item along with the sender and receiver identification.

1.3 References

The "Application Error and Acknowledgement” message is based on the message type APERAK, EDIFACT-Directory

D.08A.



Description of Message

This chapter describes all segments used in the VWGoA / VGCA subset of the EDIFACT message type “APERAK".

The description of the segment is based on the documentation APERAK, EDIFACT-Directory D.08A.

1.4 Segment Layout The following example illustrates how the segment description of the message segments is structured.

No Identifier St Maxwdh Level Name

3 DTM O 35 1 DATE/TIME/PERIOD

Standard Implementation

Identifier Name St Format St Format Description DTM

C507 Date/Time/Period M M

2005 Date/Time/Period Qualifier M an 3 M an 3 157 = Validity Date/Time

2380 Date/Time/Period C an 35 R an 35 Validity Start Date/Time

2379 Date/Time/Period format qualifier C an3 R an3 102 = YYYYMMDD

Comment: The Purchase order/SA agreement IDOC message creation date will be transmitted Example:

DTM+137:20001220:102'

Explanations:

Segment status (Conditional or Mandatory) and maximum repeats of the EDIFACT standard and VW subset.

The first column contains a data element identifier and descriptions. Words in bold print are elements of the group

identifier or plain data elements. Normal print elements are group data elements. The second column contains

instructions of the EDIFACT status (Conditional or Mandatory), the data format as well as the length of the data

element. This information stipulates the original EDIFACT description. The following conventions apply to the present

documentation:



a alphabetical characters

n numerals

an alphanumerical characters of fixed length

a3 3 alphabetical characters of fixed length

n3 3 numerals of fixed length

an3 3 alphanumerical characters of fixed length

a..3 up to 3 alphabetical characters

n..3 up to 3 numerals

an..3 up to 3 alphanumerical characters

The fourth and fifth columns contain specific status information for the VW subset (status indicator and data

format) and comments for application at VW. The following conventions apply to the present documentation:

M Mandatory

C Conditional

R Required

O Optional

D Dependant (Usually on a business rule)

N Not Required

The section "Comment and Example“ stipulates guidelines and examples for the application of the segment.



1.5 Data Exchange Structure and Service Segments

The structure of an EDIFACT interchange is divided into several group levels. The service segments build brackets

around the groups.

Structure of an interchange:

UNB

UNH

MESSAGE 1

UNT

UNH

MESSAGE 2

UNT

...

UNH

MESSAGE N

UNT

UNZ

The first service segment, "UNB", indicates the start of a transmission.

The "UNH" service segment identifies the start of a message.



For each start service segment, there is an end-service segment.

Bracket of interchange: UNB .... UNZ

Bracket of message: UNH .... UNT

Segments UNB..UNZ and UNH..UNT are mandatory.

Segments UNH, UNS and UNT vary according to the type of message and are explained in the part of this manual

where message segments are described.



1.6 Segment Table

The following table contains the segments of the EDIFACT message "APERAK" as used between the VWGOA /

VGCA Service Parts Logistic and its Trading partners during message exchange.

Segments



1.7 Segment Structure

The segment structure illustrates the sequences and the repeats of the segments in a message

01 UNB

Interchange Header

02 UNH

Start of APERAK Message

03 BGM

Identification of APERAK

04 DTM

Date when the document is issued.

05 RFF

Reference

06 NAD

Message from Party

07 CTA

Entered By

08 COM

Communication Number

09 NAD

Message Recipient

10 ERC

Error Message ID

11 FTX

Error Message

12 RFF

Line item reference

13UNT

Message Trailer

14 UNZ

Message Trailer

1.8 Message Structure

UNB+UNOA:2+T06972475:01+PARTNER_DUNS_ID:01+000210:1000+12345++NA40'

UNH+1+APERAK:D:08A:UN'

BGM+305+123456789+9+AP'

DTM+137:201006050122:203'

RFF+AAK: 365498700‟

NAD+FR+PARTY IDENTIFIER::92'

CTA+IC+Dep:Smith parkert'

COM+ (001)800 769 2500:TE'

NAD+MR+PARTY IDENTIFIER::92'

ERC+ERROR ID::92‟

FTX+AAO++E+TEST1:TEST2:TEST3:TEST4:TEST5‟ RFF+LI: 123456‟

UNT+12+1'

UNZ+1+12345'



1.9 Segments

Segments


1 UNB M 1 0 INTERCHANGE HEADER


Identifier Name St Format St Format Description UNB

S001 SYNTAX IDENTIFIER M M

0001 SYNTAX IDENTIFIER M a4 M a4 UNOA UN/ECE

0002 Syntax version number M n1 M n1 2 Version 2

S002 INTERCHANGE SENDER M M

0004 Sender identification M an..35 M an..10 Sender id. Duns number to be sent here as ID

0007 Sender Identification code qualifier. C an..4 O an.. 4

A qualifier for the sender synonym may be declared.

S003 INTERCHANGE RECIPIENT M M

0010 Recipient identification M an..35 M an..10 Receiver id. Duns number to be sent here as ID

0007

Partner identification code qualifier C an..4 O an..4

A qualifier for the recipient synonym may be declared.

S004 DATE/TIME OF PREPARATION M M

0017 Date of preparation M n6 M n6 Creation date (conversion) of transmission file (YYMMDD)

0019 Time of preparation M n4 M n4 Creation time (conversion) of transmission file HHMM

0020 Interchange control reference M an..14 M an..14

Transmission reference number is allocated by sender (usually converter).

S005 Recipients reference password C

N N

0022 Recipient's reference/password M an..14 M an..14

0026 Application reference C an..14 R an..14 Name of company



Comments

Name of the company: For VWGoA „NA40‟ and for VGCA send „NA30‟ value will be transmitted in DE 0026.

Example: UNB+UNOA:2+T06972475:01+PARTNER_DUNS_ID:01+000210:1000+12345++NA40'



Segments


2 UNH M 1 0 INTERCHANGE HEADER


Identifier Name St Format St Format Description

UNH

0062 Message reference number M an..14 M an..5

Message reference number in transmission file, starting with 1; assigned by sender (converter)

S009 MESSAGE IDENTIFIER M M

0065 Message type identifier APERAK

0052 Message type version number M an..3 M an..3 D Draft version/UN/EDIFACT Directory

0054 Message type release number M an..3 M an..3 08A Release 2008 - A

0051 Controlling agency M an..2 M an..2

UN UN/ECE/TRADE/WP.4, United Nations Standard Messages (UNSM)

Comments

Example:

UNH+1+APERAK:D:08A:UN'



Segments


3 BGM M 1 1 BEGINNING OF MESSAGE


Identifier Name St Format St Format Description BGM

C002 DOCUMENT/MESSAGE NAME C R

1001 Document name code C an..3 R an..3

305 Application error and acknowledgement

1131 Code list identification code C an..17 N an..17 Not used

3055 Code list responsible agency code C an..3 N an..3 Not used

1000 Document name C an..35 N an..35 Not used

C106 DOCUMENT/MESSAGE IDENTIFICATION C R

1004 Document identifier C an..35 R an..16 A unique identification of a document.

1056 Version identifier C an..9 N an..9 Not used

1060 Revision identifier C an..6 N an..6 Not used

1225 Message function code C an..3 R an..3 9 Original

4343 Response type code C an..3 N an..3

Comment: Field 1004 can be a rolling number that will uniquely identify the APERAK. This number should not repeat within 400 days. Example:

BGM+305+123456789+9'



Segments


4 DTM R 1 1 DATE/TIME/PERIOD


Identifier Name St Format St Format Description DTM

C507 DATE/TIME/PERIOD M M

2005 Date or time or period function code qualifier M an..3 M an..3 137 Document/message date/time.

2380 Date or time or period text C an..35 R n..12

Date/time when the document is issued.

2379 Date or time or period format code C an..3 R an..3 203 CCYYMMDDHHMM.

Comment: Example: DTM+137:201006050122:203'



Segments


SG2 R 1 1 RFF-DTM

5 RFF M 1 1 REFERENCE



RFF

C506 REFERENCE M M

1153 Reference qualifier M an..3 M an..3

AAK: Despatch advise number (response for DESADV) COF: Call off number( response for DELFOR) ON: Purchase order/Call off order (response for ORDERS) IV: Invoice Number (response for INVOICE) ADY: Inventory Report (for INVRPT) WR: Receipt (for RECADV)

1154 Reference number C an..35 C an..10 Reference document number

Comment: Depending upon the message for which the APERAK is being replied, the qualifier in the field 1153 will be different and the

reference number would be populated in field 1154.

Supplier send the APERAK with an unique control number to VWGoA / VGCA as follows:

ORDERS –Purchase order or Call off order(Scheduling agreement) number

DELFOR – Call off order(Scheduling agreement) number

DESADV ( Applicable only for 3PP and 3PL MDO) - Supplier Delivery ID VWGoA / VGCA send the APERAK with an unique control number to Suppliers as follows:

DESADV – Supplier Delivery ID

INVOIC - Supplier Invoice #

RECADV - Supplier Delivery ID

INVRPT – Inventory report number

Example:

RFF+AAK: 365498700‟



Segments


SG3 R 1 1 NAD-CTA

6 NAD M 1 1 NAME AND ADDRESS


Identifier Name St Format St Format Description NAD

3035 Party function code qualifier M an..3 M an..3 FR = Message from Party

C082

PARTY IDENTIFICATION DETAILS C C

3039 Party identifier M an..35 M an..10 Message from Party identifier


3055 Code list responsible agency code C an..3 C an..3

92 Assigned by buyer or buyer‟s agent.

Comment: Supplier need to send the SAP Vendor number with VWGoA/VGCA system. VWGoA/VGCA will send their company code. For VWGoA , the value NA40 will be send. And for VGCA the value NA30 will be sent. Example: NAD+FR+PARTY IDENTIFIER::92'



Segments


SG3 R 1 1 NAD-CTA-COM

7 CTA R 1 2 CONTACT INFORMATION


Identifier Name St Format St Format Description CTA

3139 C an 3 R an 3 IC = Information Contact

C056

Department or Employee Details C

3413

Department or Employee Identification C an 17 R an 17

Department of the person responsible

3412 Department or Employee C an 35 R an 35

Person responsible, identification

Comment: This segment is to name the Department & Contact person who generated this message. Example: CTA+IC+Dep:Smith parker'



Segments


SG3 R 1 1 NAD-CTA-COM

8 COM R 5 2 COMMUNICATION CONTACT


Identifier Name St Format St Format Description COM

C076 Communication Contact M

3148 Communication Number M an 512 M an 16 Communications number

3155 Communication Channel Qualifier M an 3 M an 3

Communications channel / service, qualifier TE = Telephone

Comment: This segment is to name the communication number and type of the person responsible or department named in the previous CTA segment. Format (001)8007692500 Example:

COM+ (001)8007692500:TE'



Segments


SG3 R 1 1 NAD

9 NAD M 1 1 NAME AND ADDRESS


Identifier Name St Format St Format Description NAD

3035 Party function code qualifier M an..3 M an..3 MR Message Recipient

C082

PARTY IDENTIFICATION DETAILS C C

3039 Party identifier M an..35 M an..10 Message Recipient identifier


3055 Code list responsible agency code C an..3 C an..3

92 Assigned by buyer or buyer‟s agent.

Comment: VWGoA/VGCA will send the supplier‟s 10 digit SAP Vendor number. Supplier need to send the VWGoA/VGCA company code. For VWGoA, the value NA40 needs to be sent. And for VGCA the value NA30 need to be sent. Example:

NAD+MR+1000258680::92'



Segments


SG4 R 1 0 ERC-FTX

10 ERC M 1 1 APPLICATION ERROR INFORMATION



ERC

C901 APPLICATION ERROR DETAIL M M

9321 Application Error Identification M an..8 M an..8 Error Message ID

1131 Code List Qualifier C an..3 N an..3 Not used

3055 Code List Responsible Agency, coded C an..3 C an..3 92 : Assigned by buyer or buyer's agent

Comment: 000 – Mandatory field information is missing 001 – Incorrect VW Chattanooga Contract number with Supplier 002 – Incorrect Purchase order number 003 – Incorrect Purchase order line item number 004 – Incorrect Call off order number 005 - Incorrect Call off order line item number 006 – Incorrect Call off number(LAB) 007 – Incorrect Material 008 – Incorrect Vendor number 010 – Document transmitted with 0 quantity 011- Document transmitted without price 012 – Incorrect Shipment ID/Despatch ID 013 – Incorrect Delivery ID 014 – Incorrect Delivery ID line item number 015 – Incorrect Handling unit/License plate number 016 – Batch information is missing 017 – Country of origin is missing 018 – Incorrect date 019 – Missing weight information 020 – Incorrect invoice price 021 – Duplicate documents 022 – Incorrect reference number 023 – Invalid data Example:

ERC+ERROR ID::92‟



Segments


SG4 R 1 1 ERC-FTX

11 FTX R 1 1 FREE TEXT


Identifier Name St Format St Format Description FTX

4451 Text subject code qualifier M an..3 M an..3 AAO Error message

4453 Free text function code C an..3 C an..3 Not used

C107 TEXT REFERENCE C R

4441 Free text description code M an..17 Ran..1

E : Document rejected W : Document accepted but needs to be corrected for future transmissions


3055 Code list responsible agency code C an..3 N an..3 Not used

C108 TEXT LITERAL C R

4440 Free text M an..70 M an..70

Additional information associated with error code on the ERC segment

4440 Free text C an..70 O an..70








3453 Language name code C an..3 N an..3 Not used

Comment: Example: FTX+AAO++E+TEST1:TEST2:TEST3:TEST4:TEST5‟



Segments


SG4 R 1 1 ERC-FTX

SG5 O 1 1 RFF-DTM

12 RFF M 1 1 REFERENCE



RFF

C506 REFERENCE M M

1153 Reference qualifier M an..3 M an..3 LI: Line Item reference number

1154 Reference number C an..35 D n..6 Reference document line item number

Comment: Line level reference number can be sent on this segment

Supplier send the APERAK with an unique control number to VWGoA / VGCA as follows:

ORDERS – Purchase order line item or Call off order(Scheduling agreement) line item number

DELFOR – Call Off number

DESADV ( Applicable only for 3PP and 3PL MDO) - Supplier Delivery ID line item # VWGoA / VGCA send the APERAK with an unique control number to Suppliers as follows:

DESADV –Delivery line item #

INVOIC - Invoice line item #

RECADV - Delivery line item #

INVRPT – Inventory line item #

This segment is conditional only If there are no errors in item level but error at header level of any document

Example:

RFF+LI: 123456‟



Segments


13 UNT M 1 0 MESSAGE TRAILER


Identifier Name St Format St Format Description UNT

0074 Number of segments in a message M n..6 M n..6 Number of segments in a message

0062 Message reference number M an..14 M n1

Reference number is identical to UNH DE0062.

Comment:

Example:

UNT+12+1'



Segments


14 UNZ M 1 0 INTERCHANGE TRAILER


Identifier Name St Format St Format Description UNZ

0036 Interchange control count M n..6 M n..6

Number of messages in a transmission. At VWGoA / VGCA always 1

0020 Interchange control reference M an..14 M an..14

Transmission reference number is allocated by sender (usually converter). Reference number is identical to UNB DE0020.

Comment:

Example:

UNZ+1+12345'

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