vda functional committee electronic business vda - web-edi phase i/4936_en.pdfvda recommendation...

VDA Recommendation November 2001

VDA Functional Committee "Electronic Business" VDA Web EDI (Phase I)

for

the provision of delivery instructions,

the acquisition and sending of despatch advices

(consignment, transportation and delivery note data),

printing of shipping documents (optional)

and the provision of credit note data

4936

Process description This recommendation sets out guidelines for the automotive industry relating to the setting up of an Internet application for the following functions: • delivery instruction • delivery note and transportation data • credit notes The aim is to describe an Internet application with standardised masks/mask sequences, operator control functions and documents. The application enables EDI compatible businesses to electronically implement commercial data communications for the above-mentioned functions. It gives small and medium-sized businesses that are not EDI compatible an opportunity to engage in electronic data exchange with their customers via this Internet application with standardised masks and procedures.

First edition December 2000

Communications: © Verband der Automobilindustrie e.V. Internet: [email protected] D-60325 Frankfurt/Main Phone: +49 (0)69 / 97507 - 306 Germany Fax: +49 (0)69 / 97507 - 300

VDA - AG WebEDI

Behr, Benteler, BMW, Bosch, DaimlerChrysler, Ford, Freudenberg, Hella, Opel, Siemens, Volkswagen

mailto:[email protected]

VDA Recommendation “WebEDI“ / Phase I

VDA_Recommendation_WebEDI_Version_1.0.doc 07.12.01 14:15 VDA Working Group ‚Electronic Business Transactions‘ – Working Group ‚WebEDI‘

VDA Recommendation WebEDI

VDA



Foreword

This document contains the recommendations for a WebEDI solution from the perspective of those companies involved in its preparation. The current version contains the description of Phase I, which covers the following functions:

��Delivery request ��Collection + transfer of advice note data

[= dispatch, transport and delivery note data] ��Printing of documents accompanying goods (optional) ��Self-billed invoice

At the point of publication of this recommendation, the following functions were discussed for Phase II:

��Individual orders ��Pickup sheet ��Invoice ��Container Management/Handling of empties

Further functions will be added to this recommendation as required. This recommendation targets companies that would like to provide WebEDI solutions (WebEDI providers) to electronically connect suppliers from small- and medium-sized enterprises (SMEs) which are currently unable to set up or process EDI messages with their business partners. (All companies listed below who participated in the preparation of this recommendation, are thus to be regarded as WebEDI providers, amongst others.) The aim of this document is to define standardised masks and documents for the automobile sector to enable EDI-incapable SMEs the opportunity for electronic data interchange with their customers, regardless of who they are, via standardised masks and to enable EDI-capable enterprises to electronically process their entire data. The recommendation is subdivided into the following sections: 1. General requirements 2. Description of the business processes

(this includes: structure of the functions, contents of the messages used, etc.) 3. Technical guide 4. Glossary



Employees working in EDI, logistics, and information technology from the following companies were involved in the preparation of this recommendation through either direct participation or as consultants:

BEHR GmbH & Co, Stuttgart

Benteler AG, Paderborn

BMW AG, Munich

Robert Bosch GmbH, Stuttgart

DAIMLERCHRYSLER AG, Stuttgart

Ford-Werke AG, Cologne

Freudenberg KG, Weinheim

Hella KG Hueck & Co., Lippstadt

Adam Opel AG, Rüsselsheim

Siemens AG, Munich

Volkswagen AG, Wolfsburg



Table of contents

Foreword ............................................................................................................................2

Table of contents ...............................................................................................................4

General requirements........................................................................................................7

1 General ...............................................................................................................7

2 Technical requirements at the supplier ...........................................................7

2.1 Internet access ....................................................................................................7 2.2 Browser used.......................................................................................................7 2.3 Requirements of the supplier system...................................................................7 2.3.1 Graphics ..............................................................................................................8 2.3.2 Printer ..................................................................................................................8

3 Outline requirements for the solution provider ..............................................8

3.1 Localisation..........................................................................................................8 3.2 Data transfer to/from the WebEDI system ...........................................................8 3.3 Bandwidth/data throughput ..................................................................................8 3.4 Telecommunications link......................................................................................8 3.5 Additional security requirements..........................................................................8 3.6 Use of distributed code elements.........................................................................8 3.7 Internet Provider ..................................................................................................9

Business processes ..........................................................................................................9

4 General ...............................................................................................................9

4.1 General layout requirements................................................................................9 4.2 Further WebEDI solution outline requirements ....................................................9 4.3 General mask sequence ....................................................................................10

5 Delivery request...............................................................................................17

5.1 General ..............................................................................................................17 5.1.1 Viewing of delivery request in the Web browser/printout ...................................17 5.1.2 Delivery request downloads...............................................................................17 5.2 Mask sequence..................................................................................................17 5.3 List of fields........................................................................................................30

6 Collection of dispatch, transport and delivery note data (D&T data) ..........46

6.1 General ..............................................................................................................46



6.1.1 Printing of delivery note (optional) ....................................................................46 6.1.1.1 Delivery note in accordance with VDA 4994......................................................46 6.1.1.2 Shipping order ...................................................................................................46 6.1.1.3 Data telecommunication document accompanying goods.................................46 6.1.1.4 Label ..................................................................................................................46 6.2 Mask sequence..................................................................................................46 6.3 List of fields........................................................................................................46

7 Self-billed invoice ............................................................................................69

7.1 General ..............................................................................................................69 7.1.1 Viewing of self-billed invoices in the Web browser/Printout ...............................69 7.1.2 Downloading of self-billed invoices ....................................................................69 7.2 Mask sequence..................................................................................................69 7.3 List of fields........................................................................................................70

Technical guide................................................................................................................76

8 Basic hardware and software .........................................................................76

9 Integration with in-house networks/public networks ...................................76

9.1 Server location...................................................................................................76 9.2 Link to ENX/Internet...........................................................................................76 9.3 Telecommunications link....................................................................................76 9.4 System management.........................................................................................76 9.4.1 Integration with other systems/applications .......................................................76 9.4.2 Data Security ?? Securing of data consistency.................................................77 9.4.3 Logging ..............................................................................................................77 9.4.4 Monitoring of operations ....................................................................................77 9.4.5 Initiation of processes ........................................................................................77 9.4.6 Maintenance of access rights ............................................................................77 9.4.7 Type of administration access ...........................................................................77

10 Security.............................................................................................................77

11 Data exchange between EDI and WebEDI system ........................................78

11.1 Interaction of WebEDI system with in-house systems .......................................78 11.2 Dial-up ...............................................................................................................78 11.3 Transfer format and protocol between in-house and WebEDI systems .............78 11.4 Additional features .............................................................................................78 11.4.1 Archiving at the WebEDI provider......................................................................78 11.4.2 Data upload .......................................................................................................78 11.4.3 Help functions for WebEDI providers (optional) .................................................78 11.4.3.1 Viewing the status of data provided on the web.................................................78 11.4.3.2 Changing access to the web data......................................................................79 11.4.4 Help functions for suppliers (optional)...............................................................79



11.4.4.1 Maintenance/setting of information paths to the supplier ...................................79 11.4.4.2 Date- and status-controlled notifications............................................................79 11.4.4.3 General feedback mail as online form ...............................................................79 11.4.4.4 Feedback mail during a process ........................................................................79 11.4.5 Monitoring tools (optional).................................................................................79

12 Implementing the solution ..............................................................................79

Glossary ...........................................................................................................................80

13 Definition of terms ...........................................................................................80



General requirements

1 General The VDA Recommendation WebEDI aims to describe a solution comprised of the following characteristics: • Access to existing EDI system environments for EDI-incapable suppliers

- Including use of display, print and, if applicable, download functions for delivery requests and self-billed invoices;

- Printing (optional) of documents accompanying goods and delivery notes, as well as labels;

- Collection of advice note data (dispatch/transport and delivery data).

• Extension of existing EDI solutions to EDI-incapable suppliers via the Internet without significant changes to the existing EDI system

• Provision of a backup system for “classic” EDI partners (the EDI telecommunication data is accessible via Internet/ENX in case of disruption to the transmission route via EDI.)

This solution is intended to compliment rather than eliminate existing recommendations. Therefore, existing message types are often referenced when creating or printing a mask without actually converting the source data. The aim is to create a simple solution without carrying forward into masks too many data fields not used by the individual WebEDI provider. For the above-mentioned reasons, the underlying database uses EDIFACT lengths as field lengths to enable it to accept almost all data fields of messages used. The field length is shortened in a sensible manner – in agreement with the responsible VDA working group – in order to allow functional presentation for on-screen presentation and individual printouts.

2 Technical requirements at the supplier 2.1 Internet access

The method of access to the WebEDI solution must not be connected to specific Internet service providers, e.g. access must be possible using any Internet access method such as dial-up, DSL, or LAN connections. The requirement for using the solution is simply to have Internet access. It is up to the supplier to determine the Internet access method.

2.2 Browser used It is a general requirement that standard browsers existing on the market can correctly display the Internet pages of the solution. At present, the current versions of Microsoft Internet Explorer and Netscape Navigator/Communicator represent the market standard.

2.3 Requirements of the supplier system The supplier normally has a commercial PC. Due to rapid technical developments within the PC industry, minimum technical specifications are not given, with the exception of the following two points:



2.3.1 Graphics A colour graphics card with a minimum of 800x600 resolution is required.

2.3.2 Printer No technical requirements are specified for the printer. The printer must, however, provide a print quality of at least 600 dpi and be able to print machine-readable bar code if the WebEDI provider intends to create labels with bar code.

3 Outline requirements for the solution provider 3.1 Localisation

The WebEDI solution design must allow the WebEDI provider to easily add other languages without having to undertake or assign any major new programming work. Currently, the WebEDI provider should provide one primary language for the user’s system while still allowing an option for the WebEDI user to easily select an alternate language. The following languages are currently recommended: German, English, French, and Spanish.

3.2 Data transfer to/from the WebEDI system The data transfer must be performed via defined interfaces, thus allowing the WebEDI provider transparent transfer of data to or from respective in-house systems. For this reason, XML messages are preferable; however, this is not a prerequisite for a WebEDI solution.

3.3 Bandwidth/data throughput The WebEDI solution must be loadable without any program errors or failures, even if data throughput is minimal (which is normal when the WebEDI solution is accessed via the Internet). Therefore, the solution must intercept problems due to low data throughput or even a disconnection of the line and the user and/or administrator must be informed through appropriate error messaging.

3.4 Telecommunications link The WebEDI solution must be operable independent of the type of telecommunications link.

3.5 Additional security requirements The solution must guarantee the protection of person-related data in accordance with the Federal Data Protection Act.

3.6 Use of distributed code elements The use of distributed code elements (such as Java, JavaScript, other scripts or ActiveX components) should be avoided, as these elements are often filtered out through firewall technology. However, if the application of distributed code elements is required for technical reasons, certification by an independent body is recommended. This certification must be verifiable by the WebEDI user with the help of appropriate systems.



3.7 Internet Provider The WebEDI provider must have the flexibility to choose the Internet service provider required for using the solution. As a minimum requirement, the Internet service provider must support the transfer of encoded data through secure data transactions.

Business processes This section provides general information about the structure and content of a WebEDI solution (in accordance with the functional scope of Phase I stated in the foreword), as well as all required details regarding the intended functionality.

4 General 4.1 General layout requirements

• Resolution: 800x600 pixels • The use of colours is optional (Corporate Design) • Frame for top menu (Home, Help, Exit, …) as header • Frame for menu bar (Back, Print, Download, …) as footer • Navigation bar in a left-side frame, which appears only on the home page

after logon • Logo in the top frame (right corner) • Layout for printed documents: DIN A4 – portrait format • Each line should include a line for general information • Compulsory fields are visually highlighted • Optional fields may be visually darkened • Operating elements in the mask (e.g., arrows) are not specified and may be

changed within the frame of corporate design. It is also permissible to use text links instead of linking with icons or symbols (e.g., arrows.)

The points above are outline requirements. The actual design of the solution is carried out within the framework of the WebEDI’s existing and, if applicable, future corporate design requirements. The layout of printouts should be formatted in accordance with the specifications of the respective standardisation bodies (VDA, ODETTE).

4.2 Further WebEDI solution outline requirements • A logical link from the input data (dispatch note) to the output data (delivery

instructions) is required. • When D&T data is processed, the respective data set must be blocked from

use by another WebEDI user within the same company. • The WebEDI provider defines compulsory and optional fields. • The area “Collection of D&T data” must be performed in a transaction-

controlled manner, e.g. the solution must ensure that the successful storage or transmission of D&T data is considered as the end of the transaction.

• The data collection must be carried out in a controlled manner. • During data collection, a field test for correct formats is carried out. • Data fields from VDA and ODETTE recommendations form the database for

all functions. The underlying database must apply EDIFACT lengths for the data fields.

• The length of fields for display and print purposes are stated in chapters 5-7.



• The WebEDI provider has responsibility to divide fields into optional or compulsory fields, allowing the customisation of the WebEDI solution to align with his organisation’s business processes. However, he must use appropriate definitions to ensure that specified outputs (print and/or file) contain all fields required for the respective EDI messages.

4.3 General mask sequence

The following page shows the mask sequence and provides information regarding functions to be built in (with the exception of the menu prompts). Subsequent explanations connected with the various functions of the masks listed below are given using sample masks in landscape format. The structure is as follows:

��The mask sequence within the WebEDI recommendation. ��Explanations of the function elements in each mask. ��Reference to structural requirements of the display and printout (stated

at a later point), including the individual listing of the fields with format and length.

First, the logon and start mask are shown.

VDA Recommendation WebEDI Version 1.0 07.12.01 14:04VDA Working Group ‚Electronic Business Transactions‘ – Working Group ‚WebEDI‘ VDA VERBAND DER

AUTOMOBILINDUSTRIE E.V.

•Log on

•Delivery request

•Dispatch and transport data

•Self-billed invoice


Page 11 of 80



"Log on“

LOGOHome Main controlHelp Start menu Log off

PrintBack Fct. 2Fct. 1Contact Fct. 4Fct. 3

Information line –usable for each function page (for free use by each provider)

WebEDI

Fct. 5

Select a Language

German English French Spanish

Selection box

User name:

Password:

Please enter your username and password.Then click the Log on button

Log on to WebEDI



Function of the menu buttons - Log on page (Description 1)

Header: Home - WebEDI provider corporate home pageHelp - Online helpStart menu - Menu bar Log off - Log off from WebEDI

Footer: Contact - email WebEDI provider

In the mask: - Log on - Select the language

Greyed-out areas with italic font are inactive in the current view. Red text is only a description of the respective screen area and must not be put in the background as text.


Page 13 of 80



VDA Recommendation WebEDIMask structure WebEDI

Structural picture (concept) of the WebEDI screenmask.

The following page shows the home page AFTER a successful logon.

Here, one of the WebEDI functions may be selectedfrom the left-hand toolbar.

Header and footer are generally used to control theapplication.

Page 14 of 80



Options

LOGOHome Main control

Function control

This frame is closed or not used after a function hasbeen selected.

Data area (maximised to full screen as soon as a function is selected.)

Help Start menu Log off

Fct. 6Back Fct. 2Fct. 1Contact Fct. 5Fct. 4Fct. 3

WebEDI

Information line –usable for each function page (for free use by each provider)User name:Test

User administration

DR/IOD&T data Self-billed invoiceStore movementsContainer data

Menu Options

Select a languageGermany English French Spanish

Selection box

Space for general information

to the supplier

Please select the required function.

Welcome to WebEDI



Function of the menu buttons (Home page)

Header: See description 1

Footer Back - return to previous pageContact- email WebEDI provider

Menu bar:- Selection of a function (Delivery request, D&T data, self-billed invoice)

- User administration- Selection of the language


Page 16 of 80



5 Delivery request 5.1 General

The delivery request function enables the supplier to receive delivery requests via electronic data transmission independent of the availability of an online EDI system. (Data path: Provision of web sites by the WebEDI providers => access via the Internet => Online use by supplier; optional: Download function for further local use) The WebEDI provider’s in-house systems transfer the delivery request data to the WebEDI system. Any data conversions or reformatting to other file or message formats etc. required by the individual WebEDI provider are optional and may be carried out prior to the transfer to the WebEDI system. Historical data: In addition to access of current delivery requests, the supplier also has the option of accessing historical delivery requests. 5.1.1 Viewing of delivery request in the Web browser/printout

Chapter 5.2 gives more detailed information regarding the handling of delivery requests by the WebEDI user. Chapter 5.3 shows a summary of the display and print fields as they correspond to the respective VDA/ODETTE recommendations.

5.1.2 Delivery request downloads As this function is optional, the WebEDI provider is responsible for the layout of delivery request downloads. He determines which file formats will be offered, as well as the structure of the function that executes the download. The following formats can be used, for example: – EDI message (in form of a VDA, ODETTE or EDIFACT message) – Excel (e.g. as a list) – Word – PDF – XML file (e.g. for SAP or Win2000) – HTML file (as local security) – ASCII file VDA, ODETTE and EDIFACT formats always contain a complete delivery request. Other formats can be modified to limit the number of output fields.

5.2 Mask sequence The following page shows the mask sequence in landscape format and provides information regarding functions to be built in as well as the menu prompts. (deliveryrequest.doc)



•Log on

•Delivery request

•Delivery and transport data



Page 18 of 80




The following slides show the delivery request masks. The logic of the masks is demonstrated in this PPT. The structure, fields(including length), and format of the masks are shown in the accompanying .doc files. This allows for logic (PPT) and content (doc) to be viewed separately.The following pages present a summary of the correspondingcontrol structure. They also display optional elements (marked with the note“optional“) which are not obligatory as a VDA recommendation.

Display Delivery Request

Page 19 of 80



"Selection deliveryrequest“

(Sorting by plant)LOGOHome Main control Help Start menu Log off

PrintBack Fct. 2Fct. 1Contact SaveFct. 4Fct. 3

WebEDI

Only new delivery requests Today Last 24 hours Last 2 days .....

Delivery requests - Selection

optional


User name:Test

Selection box

001 Plant 1002 Plant 2003 Plant 3004 Plant 4005 Plant 5006 Plant 6

A001A002B001B002B003B004

optional

Plant Place of discharge New/Total Select

Delivery request

Sorting by part number Sorting by plant/place of discharge

1 / 33 / 30 / 21 / 11 / 10 / 1



Function of the menu buttons (Delivery requests – Sorting by plant)


Footer: Back -return to previous pageContact - email WebEDI providerSave - selected data sets are saved locally (optional)Print - selected data sets are printed

In the mask:Selection of the time period of the delivery requests to be displayed=> Determining scope of data sets to be shown, printed or saved(optional).


Page 21 of 80



"Delivery requests per plant“



WebEDI

optional

new


001 Plant 1 / A001

12345678901 Material 001

1234567890112345678902

Material 001Material 002

Delivery requests of the plant

17.12.00 22 : 45

16.12.00 22 : 5012.12.00 23 : 01

Sorting by part numbersPart number Designation Date Select



Function of the menu buttons (Delivery requests per plant)


Footer: Back - return to previous pageContact - email WebEDI providerSave - selected data sets are saved locally (optional)Print - selected data sets are printed


Page 23 of 80



“Selected delivery requests“

(Sorting by part no.)LOGOHome Main controlHelp Start menu Log off


WebEDI

Only new delivery requests Today Last 24 hours Last 2 days .....

Delivery request - Selection

optional

Selection box


User name:Test

123456789011234567890212345678903123456789041234567890512345678906

Material 001Material 002Material 003Material 004Material 005Material 006

Part number Item New/Total Select

Delivery requestsSorting by plant/place of discharge Sorting by part numbers

1 / 33 / 30 / 21 / 11 / 10 / 1



Function of the menu buttons (Delivery requests – Sorting by part no.)


Footer: Back - return to previous pageContact - email WebEDI providerSave - selected data sets are saved locally (optional)Print - selected data sets are printed

In the mask:Selection of time period of the delivery requests to be displayed => Determining the scope of data sets to be shown, printed or saved(optional)


Page 25 of 80



“Delivery requests per part no.“



WebEDI

optional

optional

Information line – usable for each function page (for free use by each provider)User name:Test

001 Plant 1 002 Plant 2002 Plant 2002 Plant 2003 Plant 3003 Plant 3003 Plant 3004 Plant 4005 Plant 5006 Plant 6

A001A002A003A004B001B001B001B002B003B004

12345678901Delivery requests of part number

Sorting by plant/place of dischargePlant Place of discharge Date Select

16.12.00 22 : 5316.12.00 22 : 5116.12.00 22 : 5016.12.00 22 : 4912.12.00 23 : 0712.12.00 23 : 0412.12.00 23 : 0311.12.00 22 : 3808.12.00 23 : 2108.12.00 23 : 01

new



Function of the menu buttons (Delivery requests per part number)


Footer: Back - return to previous pageContact- email to WebEDI providerSave - selected data sets are saved locally (optional)Print - selected data sets are printed


Page 27 of 80



“Display Delivery Request“


PrintBack Fct. 2Fct. 1Contact Fct. 4Fct. 3

WebEDI

Fct. 5

Data area (see Chapter 5.3, Pages 31 – 34)




Function of the menu buttons (Display Delivery Request)


Footer: Back - return to previous pageContact - email responsible buyerPrint - delivery request (as a form) is printed


Page 29 of 80



5.3 List of fields The following delivery request field summary starts with a schematic field layout for the printout, including instructions on how to proceed when the printing of additional pages is required and a possible shortened presentation for the browser is to be printed. A listing of all fields used, including format and required length for display and print, follows this field summary.

Delivery_request.doc VDA Recommendation_ WebEDI Version 1.0 07.12.01, 14:12 VDA Working Group ‚Electronic Business Transactions‘ – Working Group ‚WebEDI‘ Page 31 of 80

Customer CONTACT PERSON Customer (1)

Name (6)

Phone (8)

Street (2)

Department (7)

Fax (9)

ZIP code (4) City (5) E-mail (10) VAT-ID Customer (11) Country (3) Customer reference (12) Supplier reference (13) Delivery details Customer Supplier

Plant name (15)

Plant number (14)

Street Place of discharge (16) Point of use (18) Storage (17) ZIP Code, City PACKING (40) (41) Filling quantity

Filling quantity Country Filling quantity

PART NUMBER INFORMATION Part number (19)

Current delivery request no. (21)

Date (22)

Designation (20)

Replaced delivery request (23)

Date (24)

Release to production (25)

Material release (26)

Unit of quantity (27)

Order no. (28)

Free text (29)

Delimiter data (up to 3 delivery notes) DN no. (30) Date (31) Quantity (32) DN no. (30) Date (31) Quantity (32) DN no. (30) Date (31) Quantity (32) CRQ (33) Start date for CRQ (34) Reset-CRQ (35)

Positions (no limits on numbers! In the following, 72 fields are shown as an example.) Date Delivery

quantity Cum. quantity Difference Date Delivery

quantity Cum. quantity Difference

(36) (37) (38) (39) (36) (37) (38) (39)

Example: Backlog

Immediately 2000-12-05

51-52/00 Rest

Delivery_request.doc VDA Recommendation_ WebEDI Version 1.0 07.12.01, 14:12 VDA Working Group ‚Electronic Business Transactions‘ – Working Group ‚WebEDI‘ Page 32 of 80

Company footer 1. Line (42) Company footer 2. Line Company footer 3. Line Additional information regarding above layout: The figures in brackets refer to the following field list, which shows the field lengths as they are stored in the corresponding database or as they should appear in the display and printout. The data “Street, ZIP code, City, Country“ in the address fields on the above left are only fill-in fields, which are not to be used in the solution. The delivery positions are to be read in the following way: Read the 1st column downward, and then read the 2nd column. If special editing is used, it is recommended to additionally perform a column break per page. This means that a running statement of the request positions is made per page starting at the date. Additional information for printouts (general): For printouts, the upper two sections comprised of address details and information regarding contacts, delivery, packing data, and part number should be repeated on the following pages for reference. The delimiter data is printed only on the first page and the company footer is printed only on the last page. In addition, the page information “Page x of y“ should be printed in the right hand corner of the page, where x represents the current page number and y represents the total number of pages of the printout. Additional information for display (general): For the screen view, the Working Group “Schedule‘‘ requires a different layout than the printout, which should only contain details on the part number and position. In order to improve readability, an information line should be displayed stating “Delivery request for plant XYZ“. Additionally, a function button should be created to allow the WebEDI user to select a full-page print preview. For this display, the information line can be omitted as the address fields ensure identification.

Delivery_request.doc VDA Recommendation_ WebEDI Version 1.0 07.12.01, 14:12 VDA Working Group ‚Electronic Business Transactions‘ – Working group ‚WebEDI‘ Page 33 of 78

List of fields/Formats Visible fields:

No. Field designation Field length – Display

VDA 4905 Comments

Header data 1 Company name Customer AN35 2 Address of customer plant:

Street and number AN20

3 Address of customer plant: Country (ISO)

N3

4 Address of customer plant: ZIP code

AN9

5 Address of customer plant: Town

AN20

6 Name of contact at customer AN35 7 Purchasing organisation/group

of the customer/department AN35

8 Phone number of customer’s contact person

AN20

9 Fax number customer AN20 10 E-mail address customer AN50 11 VAT-ID customer AN11 12 Customer reference AN9 511,03 13 Supplier reference AN9 511,04

Delivery details 14 Reference number customer

plant AN5 512,03

15 Name of customer plant AN35 16 Place of discharge AN20 512,11 17 Storage AN20 512,19 18 Point of use AN20 515,12

(Additional information on part number) 19 Part number AN22 512,08 20 Material designation (clear

text) AN40

21 Current delivery request number

AN10 512,04

22 Current delivery request date N8 512,05 23 Number of last delivery request AN10 512,06 24 Date of last delivery request N8 512,07 25 Release for production N10 512,15+

515,03-05 Date or quantity (Ford) as obligation for acceptance

26 Material release N10 512,16+ 515,06-08

Date or quantity (Ford) as obligation for acceptance

27 Unit of quantity AN3 512,13 See also Appendix 9, Position 02 28 Order number AN15 512,10 (also delivery schedule-contract number) 29 Free text AN210 518,03-05 Requirement by Opel: 3x70 positions

Delivery_request.doc VDA Recommendation_ WebEDI Version 1.0 07.12.01, 14:12 VDA Working Group ‚Electronic Business Transactions‘ – Working group ‚WebEDI‘ Page 34 of 78

Delimiter data

30 Delivery note number of last receipt

AN11 513,04 Frequency: 3x

31 Delivery note date of last receipt

N8 513,05 Frequency: 3x

32 Quantity of last receipt N10 513,06 Frequency: 3x 33 Cumulated Received Quantity

(CRQ) N10 513,07

34 Starting date for cumulated received quantity

N8 511,08

35 Cumulated received quantity reached for reset

N10 515,13 Figure remains static between two resets

Requests (n positions) [The following fields may – analogue to VDA 4905 – appear with random frequency.] 36 Delivery date AN8 Set types

513 + 514 Format in accordance with codel list 2379. (See also Appendix 9, Position 05)

37 Quantity delivered N10 Set types 513 + 514

Use of quantity „0“ permissible.

38 Cumulative quantity N10 --- Running cumulation since last reset must be calculated in relation to last quantity delivered

39 Request quantity – difference N10 --- must be calculated in relation to last quantity delivered Packing

40 Package identification (Part number packing)

AN35 517,03 Frequency: up to 3x

41 Filling quantity N10 517,05 Frequency up to 3x; requested packing quantity

42 Footer– company-specific These lines are completely defined by the sender of the data (=WebEDI provider) as specified by the respective corporate identity.

Note: The information regarding the field lengths is to be read as follows: N = Numerical, AN = Alphanumeric. The figure represents the actual field length in the database (DB), or in the display and printout.

Invisible fields:

No. Field designation Field length - DB

VDA 4905

Comments

Delivery address Special feature Bosch: optional Invoice address Special feature Bosch: optional Transfer number N5 511,06 Addition Hella Transfer date N8 511,07 Addition Hella Application key AN1 512, 17 See also Appendix 9, Position 04



6 Collection of dispatch, transport and delivery note data (D&T data) 6.1 General

This is a delivery note that is transmitted from the supplier. However, the delivery request data must make reference to the delivery requests stored by the WebEDI provider in order to ensure pre-reservation of the D&T collection fields. (Data path: Suppliers => Collection via online form => WebEDI provider) The input area should be designed to allow simple administration and configuration of compulsory and optional fields in order to meet existing business process requirements. The collected data refers to deliveries that may consist of various types of transport. Historical data: The WebEDI provider can define the scope of historical D&T data offered for later viewing within the solution. This could mean the provision of data over a specified time period or within a defined number of data sets. 6.1.1 Printing of delivery note (optional)

(Data path: Suppliers => with data from online form => printing of delivery note) All relevant delivery documents can be prepared using the data collected via the online form by the suppliers. These delivery documents are provided as a print function or as downloadable files – similar to delivery requests. The WebEDI provider determines the exact layout of the following documents. However, he is requested to comply with the respective recommendation (VDA, ODETTE, EDIFACT). 6.1.1.1 Delivery note in accordance with VDA 4994

Compare also delivery note in accordance with DIN 4991 6.1.1.2 Shipping order

Shipping documents that can be handed over to the carrier during loading.

6.1.1.3 Data telecommunication document accompanying goods Information regarding all transferred data, which can be added to the entire transportation process. Can be used as an alternative to the delivery note.

6.1.1.4 Label Serves as identification for the individual packing unit.

6.2 Mask sequence The following page shows the mask sequence in landscape format and provides information regarding functions to be built in as well as the menu prompts.)



•Log on

•Delivery request




Page 36 of 80




The following slides show the masks for the collection of delivery/transport and dispatch data. The logic of the masks is demonstrated in this PPT. The structure, fields (including length), and format of the masks are shown in the accompanying .doc files. This allows for logic (PPT) and content (doc) to be viewed separately.The first page is compulsory for all solutions according to VDA recommendation. The second page is optional and may be used partially or in full by the WebEDI provider. The third page (againcompulsory) summarizes the data collected and allows it to be printed.

Collecting delivery/transport/dispatch data

Page 37 of 80



New delivery

Open delivery Closed delivery

Open delivery Closed delivery

“Dispatch/transport/delivery note data“


PrintBack Fct. 2Fct. 1Contact Fct. 5Fct. 4Fct. 3

WebEDI

If selected: List of plants/places of discharge shown (Box or fixed display)

Number ís determined by WebEDIprovider


001 Plant 1 002 Plant 2002 Plant 2002 Plant 2003 Plant 3003 Plant 3003 Plant 3004 Plant 4

001 Plant 1 002 Plant 2

Jul 03, 2000 10:32:51 AM Jun 29, 2000 2:02:51 PM

Jun 30, 2000 2:32:51 PMJun 30, 2000 2:00:57 PMJun 30, 2000 1:58:41 PMJun 30, 2000 1:46:18 PMJun 30, 2000 10:04:59 AMJun 26, 2000 12:26:33 PMJun 15, 2000 3:43:47 PMMay 12, 2000 5:56:00 PM

Plant

Werk

Processing date

Processing date



Function of menu buttons (D&T data – selection page)


Footer: Back - return to previous pageContact - email WebEDI provider

In the mask:New delivery - Begin processing a new delivery.Open delivery - Continue processing a saved delivery.Closed delivery - Display or print a summary of delivery

data already sent


Page 39 of 80



"Process delivery“

LOGOHome Help Start menu Log off

WebEDI

PrintBack DeleteSaveContact Print labelFct. 1Close

Deliveryoptional





Function of menu buttons (Process delivery)


Footer : Back - return to previous page without savingContact - email to WebEDI providerSave delivery - save data (page stays)Delete delivery - delete data + return to previous maskClose delivery - save data + open sequential mask

where the collected data is shownPrint - print current page

In the mask:Delete position - Delete the data belonging to DN position.Additional data - Collect additional data of DN position.Further delivery notes - Open further lines for delivery note.


Page 41 of 80



"Process delivery note“


WebEDI

PrintBack SaveContact Print labelFct. 2Close

Deliveryoptional

Position

Fct. 1





Function of the menu buttons (Process delivery note data)


Footer : Back - return to previous page, where data collected on position is kept

Contact - email WebEDI providerSave position - save data (page stays)Close delivery - save data + verify delivery data is complete;

if ok, open sequential page which will show the data collected

Print - print current page

In the mask:Delete packing pos. - Delete data of a packing position.Further positions - Open further lines for packing positions.


Page 43 of 80



“Display D&T data“(Close delivery)


WebEDI


This page functions as a summary of all collected data as well as a starting point to initiate all required printouts. (This does not apply to labels as theseshould be printed from previous masks.) The documents are printed analogous to recommendations defined by the respective customer company. However, to ensure that the printouts are user friendly, portrait format should be used.(= Standard browser setting).

PrintBack Telecom. docs accomp. goods SendContact Shipment orderDelivery notes Fct. 1

Print

optional




Function of the menu button (Display D&T data)


Footer: Back - return to previous pageContact - email WebEDI providerSend - send dataPrint accomp. docs - optionalPrint - print current page


Page 45 of 80



6.3 List of fields The following field lists are each divided into a schematic field layout for the screen view, as well as a listing of all fields used including format and lengths required for display and print. The following masks are recommended: – Collection of the delivery data (Delivery.DOC) – Collection of the delivery note position data (DNpositions.DOC) – Displaying of all collected data (Display_shipmentdata.DOC)

Delivery.doc VDA Recommendation WebEDI Version 1.0 07.12.01, 14:05 VDA Working Group ‚Electronic Business Transactions‘ – Working Group ‚WebEDI‘ Page 47 of 80

Process shipment for consignee plant XYZ (1) Shipment number (2) Delivery note

Delete pos.

Delivery note number

DNpos

DN date

Part number Customer

Quantity delivered

Unit of quantity

[Order number] Contract number

Order pos.

Place of discharge

�� (3) (4) (5) (6) (7) (8) (9) (10) (11)

��

��

�� Create further delivery notes Shipment details

Type of packing Quantity Weight of shipment Supplier plant

Country code ZIP code

(12) (13) Gross Net (16) (17) (18) Selection list (14) (15) Selection list Selection list Selection list

Target delivery date Target delivery time Prepayment of freight

(19) (20) (21) Selection list

Mode of dispatch

Transpor-tation code

Transportation number Means of transport Dangerous goods

(22) Selection list

(23) Selection list

(24) (25) (26) yes/no button

Forwarding agent code

Carrier Delivery date

Delivery time

(27) Selection list

(28) (29) (30)

Additional information:

��When using the function ”Collecting D&T data“ in connection with the delivery requests provided earlier, coloured fields will be display only. When the function is used without prior saved delivery requests, these fields must allow data input.

��For selection list fields, ISO code lists are offered or data from the delivery request is preallocated.


List of fields/Formats

Visible fields: No. Field designation Field

length – Display

VDA 4913

Comments

1 Customer plant AN20 713,11 Display only, from delivery request (VDA field has format AN3)

2 Shipment number [Transport number] (Shipment load reference number)

N35 712,03 Issued by supplier (but annual check for unambiguity)

3 Delivery note number N10 713,03 Free input according to system Supplier 4 Delivery note position N3 714,12 Free input according to system Supplier 5 Delivery note date N8 YYYYMMDD 6 Part/item/material number Customer AN22 714,03 Display only, from delivery request

Additionally: request reference can be selected. 7 Quantity delivered N13 714,06 Free input in sample 12,3 8 Unit of quantity AN3 714,07 Selection list from ISO codes

(in accordance with VDA 4913, Appendix 10, Pos. 05) If WebEDI provider states something in the delivery request, this field is display only.

9 Delivery schedule or order number (contract number)

AN12 713,08 Display only, from delivery request

10 Order position N4 Display only, from delivery request 11 Place of discharge AN5 713,05 (at customer)

Display only, from delivery request 12 Packing method AN10 Selection list

(according to WebEDI provider definition) 13 Number of packing units N4 712,12 14 Gross shipment weight N10 712,08 Note: Stated e.g. in kg 15 Net shipment weight N10 712,09 Note: Stated e.g. in kg 16 Supplier plant AN20 712,04 VDA field has format AN3 17 Country code AN3 Selection list

Country code of the delivering plant Supplier 18 ZIP code AN9 ZIP code of the delivering plant Supplier 19 Delivery date at customer – target N8 712,18 YYYYMMDD 20 Delivery time at customer - target N4 712,19 HHMM 21 Prepayment of freight N3 712,10 Selection list (in accordance with 4913, Appendix

10, Pos. 01) 22 Mode of dispatch N3 713,06 Selection list (in accordance with 4913, Appendix

10, Pos. 03) 23 Transportation code N3 712,14 Selection list (in accordance with 4913, Appendix

10, Pos. 02) 24 Transportation number AN17 E.g. vehicle identification as well as Bordero

number, if required. 25 Means of transport AN17 Additional information regarding “Transport without

own actuation“ 26 Dangerous goods AN4 yes/no Yes/no button

(as selection fields/in connection with following mask)

27 Forwarding agent code AN14 712,13 Selection list (according to WebEDI provider definition)

28 Carrier AN14 712,05 (711,09)

Input by supplier

29 Delivery date to carrier N8 712,06 YYYYMMDD 30 Delivery time to carrier N4 712,07 HHMM


Note: The details regarding the field lengths are to be read as follows: N = Numeric, AN = Alphanumeric. The figure represents the actual field length in the database (DB), or in the display and printout.

Invisible fields (only DB): No Field designation Field

length - DB

VDA 4913

Comments

Customer reference AN35 --- No input field, no display Supplier reference AN35 713,16 No input field, no display Generation date (web server) N8 --- No input field, no display – YYYYMMDD

DN_positions.doc VDA-Recommendation_WebEDI Version 1.0 07.12.01, 14:10 VDA Working Group ‚Electronic Business Processes‘ – Working Group ‚WebEDI‘ Page 50 of 80

Process delivery note for consignee plant XYZ (1) Shipment number: (2)


DNpos

DN date

Part number Customer Quantity delivered Unit of quantity

[Order number] Transaction no.

Order Pos.

Place of discharge

(3) (4) (5) (6) (7) (8) (9) (10) (11) Positions/additional data per delivery note Delete pos.

Packing pos.

Packing number Customer

Packing number Supplier

Filling quantity

No. of packing

Packing unit no.

from

Packing unit no.

to

LI PI OI Dangerous good

(12) (13) (14) (15) (16) (17) (18) (19) (20) (21) (22) Selection list

(12) (13) (14) (15) (16) (17) (18) (19) (20) (21) (22) Selection list

(12) (13) (14) (15) (16) (17) (18) (19) (20) (21) (22) Selection list

�� Add further positions

Storage Point of use Application key Consignment (23) (24) (25)

Selection list (26)

Selection list

Batch number Production date Revision status Construction

(27) (28) (29)

Part number Supplier Quantity delivered 2

Unit of quantity

Country of origin

of material (30) (31) (32)

Selection list

(33) Selection list

Shipment date Bonded goods (34) (35)

Selection list

Free text for part number: (36)

Additional information: Only display fields are highlighted with yellow.

DN_positions.doc VDA-Recommendation WebEDI Version 1.0 07.12.01, 14:10 VDA Working Group ‚Electronic Business Transactions‘ – Working Group ‚WebEDI‘ Page 51 of 80

List of fields/Formats Visible fields: No. Field designation Field

length – Display

VDA 4913

Comments

1 Customer plant AN20 713,11 Display only as reference to previous mask 2 Shipment number N35 712,03 Display only as reference to previous mask 3 Delivery note number N10 713,03 Display only as reference to previous mask 4 Delivery note position N3 714,12 Display only as reference to previous mask 5 Delivery note date N8 Display only as reference to previous mask 6 Part number Customer AN22 714,03 Display only as reference to previous mask 7 Quantity delivered N13 714,06 Display only as reference to previous mask 8 Unit of quantity AN3 714,07 Display only as reference to previous mask 9 Order number (Contract number) AN12 713,08 Display only as reference to previous mask

10 Order position N4 Display only as reference to previous mask 11 Place of discharge AN5 713,05 Display only as reference to previous mask 12 Packing position. N3 --- Is optionally issued by supplier or system (as specified

by WebEDI provider) 13 Packing number of customer AN22 715,03 Preallocate from delivery request

See also Appendix 10, Position 11 14 Packing number of supplier AN22 715,04 Free registration by consignee 15 Filling quantity N13 715,07 (10,3) 16 Number of packing N4 715,05 (=> Number of packing used) 17 Packing number from AN9 715,08 Issued by system, unique within a year 18 Packing number to AN9 715,09 Issued by system, unique within a year 19 LI AN3 715,13 Label identification (see also Appendix 5, Position 13)

C: Composite packing M: Master label S: Single label

20 PI AN1 715,14 Packing identification (see also Appendix 5, Position 14) blank/R: Reusable package D: Disposable package

21 OI AN1 715,15 Ownership identification (only if field 20 = R) See also Appendix 5, Position 15: blank: undefined C: reusable packing, ownership customer S: reusable packing, ownership supplier (obligation to return) T: reusable packing hired from third party (Obligation to return)

22 Dangerous goods AN8 714,16 Selection list In accordance with specifications from the ordinance regarding the transport of dangerous goods (GGVS)

23 Storage AN7 713,15 As specified by customer 24 Point of discharge AN14 713,17 As specified by customer 25 Application key AN1 714,15 Selection list (see also Appendix 10, Position 07)

Example: Series, sample, replacement, etc. 26 Consignment N8 713,12 Selection list (as specified by customer) 27 Batch number AN15 714,14 Issued by supplier 28 Production date N8 ---- YYYYMMDD 29 Revision status Construction AN40 714,21 Issued by supplier 30 Part number Supplier AN22 714,04 Issued by supplier 31 Quantity delivered 2 N13 714,08 Structure: 10.3 32 Unit of quantity AN3 714,09 Selection list from ISO codes

(in accordance with VDA 4913, Appendix 10, Pos. 05) 33 Country of origin (of material) N3 714,05 Selection list from ISO codes

DN_positions.doc VDA-Recommendation WebEDI Version 1.0 07.12.01, 14:10 VDA Working Group ‚Electronic Business Transactions‘ – Working Group ‚WebEDI‘ Page 52 of 80

(in accordance with VDA 4913, Appendix 10, Pos. 04) 34 Shipment date N8 713,04 YYYYMMDD 35 Bonded goods AN1 714,18 Selection list (see also Appendix 4, Position 18)

blank: no bonded goods 1: bonded goods

36 Delivery note text on position level AN70 716, 03-05

Free text for position (belonging to part number)

Note: The data regarding the field lengths are to be read as follows: N = Numerical, AN = Alphanumeric. The figure represents the actual length of the field in the database (DB), or in the display and printout.

Invisible fields (only DB): No Field designation Field

length – DB

VDA 4913

Comments

Customer reference AN35 No input field, no display

Supplier reference AN35 713,16 No input field, no display

Generation date (web server) N8 No input field, no display - YYYYMMDD

Purchasing organisation and group of the customer/department

AN35 No input field, no display

E-mail address of buyer AN50 No input field, no display

Display_Shipment_data.doc VDA Recommendation WebEDI Version 1.0 07.12.01, 14:11 VDA Working Group ‚Electronic Business Transactions‘ – Working Group ‚WebEDI‘‘ Page 53 of 80

Display of the collected dispatch/transport and delivery data for consignee plant XYZ (1)

Shipment number: (2)

Type of packing Quantity Weight of shipment Plant

Supplier Country Code ZIP Code

Gross Net (3) (4) (5) (6) (7) (8) (9)

Target Delivery date Target Delivery time Prepayment of freight

(10) (11) (12) Mode of dispatch

Transport code

Transport number Means of transport Dangerous goods

(13) (14) (15) (16) (17) Forwarding agent code

Carrier Delivery date

Delivery time

(18) (19) (20) (21) Delivery notes


DN Pos.

DN Date Part number Customer Quantity delivered Unit of quantity

[Order number] Contract number

Order Pos.

Place of discharge

(22) (23) (24) (25) (26) (27) (28) (29) (30) Additional data (as stated below) (22) (23) (24) (25) (26) (27) (28) (29) (30)

Additional data (as stated below) (22) (23) (24) (25) (26) (27) (28) (29) (30)

Additional data (as stated below) The following additional data is shown per DN position (insofar as respective data has been collected) Pack. pos.

Packing no. Customer Packing no. Supplier Filling quantity

No. Packing

Packing unit no. from

Packing unit no. to

LI PI OI Dangerous good

(31) (32) (33) (34) (35) (36) (37) (38) (39) (40) (41) (31) (32) (33) (34) (35) (36) (37) (38) (39) (40) (41) (31) (32) (33) (34) (35) (36) (37) (38) (39) (40) (41) Storage Point of use Application key Consignment (42) (43) (44) (45) Batch number Production date Revision status

Construction (46) (47) (48) Part number Supplier Quantity

delivered 2 Unit of quantity

Land of origin of materials

(49) (50) (51) (52) Shipment date Bonded goods (53) (54) Free text on part number: (55)

Display_Shipment_data.doc VDA Recommendation WebEDI Version 1.0 07.12.01, 14:11 VDA Working Group ‚Electronic Business Transactions‘ – Working Group ‚WebEDI‘‘ Page 54 of 80

Additional information: Structure: hierarchical, divided into:

– Shipment data – Transport data – Delivery note data – Additional information regarding the delivery note positions

The following structure shows information on the positions as directly allocated to the positions. Purpose of the mask The mask provides a brief summary of all D&T data collected, enabling the contact at the supplier responsible for collection to intervene and correct the data, if necessary, before printing the required documents accompanying the goods or the delivery note. It also allows transfer of the data to the customer ERP system via WebEDI. Additional data per delivery note position – display/logic On the previous mask, the lower section “Additional data per delivery note position” will only be displayed if the supplier has collected additional data. If no data is available, it is not necessary to show the empty data fields. The WebEDI provider defines required data fields beforehand (e.g. for certain material groups or suppliers), If this has been defined appropriately, the solution provider must request the collection of this data PRIOR to the transfer of the D&T data by using a corresponding mask or function logic to query the WebEDI solution.

Display_shipmentdata.doc VDA Recommendation_ WebEDI Version 1.0 07.12.01, 14:11 VDA Working Group ‘Electronic Business Transactions’ – Working Group ‘WebEDI’ Page 55 of 80


Visible fields: Dispatch and delivery note data: No. Field designation Field

length- Display

VDA 4913 Comments

1 Customer plant AN20 713,11 From delivery request (VDA field has format AN3) 2 Shipment number [Transport number]

(Shipment load reference number) N35 712,03 Issued by supplier

(but: annual check for unambiguity) 3 Type of packing AN10 Selection list (per definition of WebEDI provider) 4 Number of packing units N4 712,12 5 Shipment weight gross N10 712,08 Note: Statement e.g. in kg 6 Shipment weight net N10 712,09 Note: Statement e.g. in kg 7 Plant Supplier AN20 712,04 VDA field has format AN3 8 Country Code AN3 Selection list

Country code of supplier’s distribution plant 9 ZIP Code AN9 ZIP Code of supplier’s distribution plant

10 Delivery date at the customer – Target N8 712,18 YYYYMMDD 11 Delivery time at the customer – Target N4 712,19 HHMM 12 Prepayment of freight N2 712,10 Selection list (in accordance with 4913, Appendix 10,

Pos. 01) 13 Mode of dispatch N2 713,06 Selection list (in accordance with 4913, Appendix 10,

Pos. 03) 14 Transportation code N3 712,14 Selection list (in accordance with 4913, Appendix 10,

Pos. 02) “Transportation has own actuation“

15 Transportation number AN17 e.g. vehicle identification, as well as Bordero number, if required.

16 Means of transport AN17 Additional information regarding “Means of transport without actuation”

17 Dangerous goods AN4 Yes/No Yes/No button (as general shipment information) 18 Forwarding agent code AN14 712,13 Selection list (according to definition by WebEDI

provider) 19 Carrier AN14 712,05

(711,09) Input by supplier

20 Date of delivery to carrier N8 712,06 YYYYMMDD 21 Time of delivery to carrier N4 712,07 HHMM 22 Delivery note number N10 713,03

(718,03) Free input according to supplier system

23 Delivery note position N3 714,12 Free input according to supplier system 24 Date of delivery note N8 YYYYMMDD 25 Item/part/material number Customer AN22 714,03 From delivery request (if applicable, request

reference) 26 Quantity delivered N10 714,06 Free input in sample 12,3 27 Unit of quantity AN3 714,07 Selection list from ISO codes (in accordance with

VDA 4913, Appendix 10, Pos. 05) 28 Delivery schedule or order number

(Contract number) AN12 713,08 From delivery request

29 Order position N4 From delivery request 30 Place of discharge AN5 713,05 From delivery request


Visible fields – additional delivery note position data: No. Field designation Field

length - Display

VDA 4913 Comments

31 Packing position N3 --- 32 Packing number of customer AN22 715,03 Preallocated form delivery request

See also Appendix 10, Position 11 33 Packing number of supplier AN22 715,04 34 Filling quantity N13 715,07 35 Packing quantity N4 715,05 Number of packing used 36 Packing unit number from AN9 715,08 Allocated by system, unique within a year 37 Packing unit number to AN9 715,09 Allocated by system, unique within a year 38 LI AN3 715,13 Label identification (See also Appendix 5, Position 13)

C: Composite packing unit M: Master Label S: Single Label

39 PI AN1 715,14 Packaging identification (See also Appendix 5, Position 14: blank/R: Returnable packing D: Disposable packing

40 OI AN1 715,15 Ownership identification (only if field 20 = R) See also Appendix 5, Position 15: blank: undefined C: Returnable packing, Ownership customer S: Returnable packing, Ownership supplier (Obligation to return) T: Returnable packing-packing hired from third parties (Obligation to return)

41 Dangerous goods AN8 714,16 Selection list Statement from the ordinance regarding the transport of dangerous goods (GGVS)

42 Storage AN7 713,15 According to customer specification 43 Point of use AN14 713,17 According to customer specification 44 Application key AN1 714,15 Selection list (See also Appendix 10, Position 07)

Example: Series, sample, replacement, etc. 45 Consignment N8 713,12 Selection list (according to customer specification) 46 Batch number AN15 714,14 Issued by supplier 47 Production date N8 YYYYMMDD 48 Revision status Construction AN40 714,21 Issued by supplier 49 Part number supplier AN22 714,04 Issued by supplier 50 Quantity delivered 2 N13 714,08 Structure: 10,3 51 Unit of quantity AN3 714,09 Selection list from ISO codes

(in accordance with VDA 4913, Appendix 10, Pos. 05)

52 Country of origin (of material) N3 714,05 Selection list from ISO codes (in accordance with VDA 4913, Appendix 10, Pos. 04)

53 Shipment date N8 713,04 YYYYMMDD 54 Bonded goods AN1 714,18 Selection list (See also Appendix 4, Position 18)

blank: no bonded good 1: Bonded goods

55 Delivery note text on position level AN70 716,03-05 Free text on position (belonging to part number) Note: The details regarding the field lengths are to be read as follows: N = Numerical, AN = Alphanumeric.

The figure represents the actual length of the field in the database (DB), or in the display and printout.


Invisible fields: No Field designation Field

length - DB

VDA 4913 Comments

A Customer reference AN35 No display, just DB B Supplier reference AN35 713,16 No display, just DB C Creation date (from web server) N8 No display, just DB - YYYYMMDD D Purchasing organisation and group of

the customer/department AN35 No display, just DB

E E-mail address of the buyer AN50 No display, just DB



7 Self-billed invoice 7.1 General

The following section describes the simplified processing of a self-billed invoice based on the VDA Recommendation 4908, Appendix 14. The structure of this description follows the results of the Working Group ‘Accounting’. (Data paths: Provision of web sites by WebEDI provider => Access via Internet => Online use by supplier; optional: Download function for further local use) The WebEDI provider’s in-house systems transfer self-billed invoice data to the WebEDI system. Any data conversions or reformatting to other file or message formats etc. required by the individual WebEDI provider are optional and may be carried out prior to the transfer to the WebEDI system. Historical data: In addition to the current self-billed invoices, the suppliers can be given the option to also view historical self-billed invoices. The respective WebEDI provider determines the scope of the data history (e.g. 3 generations). 7.1.1 Viewing of self-billed invoices in the Web browser/printout

For easy handling, the display and printout are given the same layout (also see Chapter 7.2).

7.1.2 Downloading of self-billed invoices As this function is optional, the WebEDI provider is responsible for the layout of the function. He determines the file formats offered as well as the structure of the function to execute the download. The following formats can be used, for example: – EDI message (in form of a VDA, ODETTE or EDIFACT message) – Excel (e.g. as a list) – Word – PDF – XML file (e.g. for SAP or Win2000) – HTML file (as local security) – ASCII file VDA, ODETTE and EDIFACT formats always contain a complete delivery request. Other formats can be modified to limit the number of output fields.

7.2 Mask sequence The following page shows the mask sequence in landscape format and provides information regarding functions to be built in (with the exception of the menu prompts.)



•Log on

•Delivery requests




Page 59 of 80




The following slides show the masks for the function ‘self-billed invoice.’ The logic of the masks is demonstrated in this PPT. The structure, fields(including length), and format of the masks are shown in the accompanying .doc files. (Still to be done)This allows for logic (PPT) and content (doc) to be viewed separately.The exact definition of the display mask including fields, field formats and lengths is currently prepared by the ‘Accounting’ WG . The working group has already given its general approval regarding the control masks. This mask sequence has been established in accordance with the results of the

‘Accounting’ WG .

Self-billed invoice

Page 60 of 80



"Self-billed invoice“(Summary Controller)



WebEDI

Only new self-billed invoices Today Last 24 hours Last two days .....

Self-billed invoice- Selection

optional


Selection box

001 Plant 1

Plant New/Total Select

Self-billed invoice

Sorting by plant

1 / 2



Function of the menu buttons (SBI – Summary Controller)


Footer: Back - return to previous pageContact - email WebEDI providerSave - selected data sets are saved locally

(optional)Print - selected data sets are printed

(cover page + detail view)In the mask:Selection of the self-billed invoice time period to be displayed. => Determining the scope of data sets to be shown, printed or saved(optional).


Page 62 of 80



"Self-billed invoice“(Display of a plant)



WebEDI

optional

Cover page

Cover page

Detail view

Detail view


001 Plant 1 / A001

Self-billed invoice number Amount Select

Self-billed invoice of plant

Sorting by self-billed invoice numberDate

373

372371

21.08.2000

20.08.200013.08.2000

12,345.00 DEM35,789.21 DEM

8,765.43 DEM new

Cover page Detail view

Quantity is determined by

WebEDI provider



Function of the menu buttons (SBI – Display per plant)


Footer: Back - return to previous pageContact - email WebEDI providerSave - selected data sets are saved locally

(optional)Print - selected data sets are printed

(cover page + detail view)

In the mask:Cover page- go to cover page viewDetail - go to detail view


Page 64 of 80



"Self-billed invoice“(cover page)


PrintBack Fct. 1Contact SaveFct. 3Fct. 2

WebEDI

optional

Detail





Function of the menu buttons (Self-billed invoice – cover page)


Footer: Back - return to previous pageContact - email the responsible

contact at the WebEDI providerSave - self-billed invoice cover page (open

format) is saved locally (optional)Detail - go to detail view of this self-billed

invoicePrint - cover page is printed


Page 66 of 80



"Self-billed invoice“(Detail view)


PrintBack Fct. 1Cover page SaveFct. 3Fct. 2

WebEDI

optional

Contact


Data area(see Chapter 7.3, Pages 72 – 75)



Function of the menu buttons (Self-billed invoice – detail view)


Footer: Back - return to previous pageContact - email responsible contact at

WebEDI providerSave - self-billed invoice detail view

(open format) is saved locally (optional)

Cover page - go to cover page view of this self-billed invoice

Print - detail view is printed


Page 68 of 80



7.3 List of fields The following field lists are each divided into a schematic field layout for the screen display, including format and lengths required for display and print. The following masks are provided: - Display Cover page (Self-billedinvoice-coverpage.DOC) - Display Detail view (Self-billed invoice-detailview.DOC)

Self-billed_invoice-cover_page.doc VDA Recommendation WebEDI Version 1.0 22.12.00, 18:14 VDA Working Group 'Electronic Business Transactions' – Working Group 'WebEDI' of 80

Self-billed invoice – cover page Consignee (Supplier) Generator (Customer) Self-billed invoice COMPANY (1) STREET/PO BOX (2) COUNTRY CODE-ZIP CODE TOWN (3)(4)(5) VAT-ID (6) Supplier reference (7)

COMPANY (8) STREET/PO BOX (9) COUNTRY CODE-ZIP CODE TOWN (10)(11)(12) VAT-ID (13) Customer reference (14)

Of (15) Due (16) Receipt no.: (17) Receiving plant: (18) Currency (19)

CONTACT PERSON Customer Name (20) Phone (22) Department (21) Fax (23) Email (24)

Value of goods/service (25) Net sum (26) Vat sum (27) Gross sum (28)

Company footer 1. Line (29) Company footer 2. Line Company footer 3. Line Additional information: The details stated above under consignee and generator are only fill-in fields for the actual data. A page number can be inserted in the upper right-hand corner.

Self-billed_invoice-cover_page.doc VDA Recommendation WebEDI Version 1.0 22.12.00, 18:14 VDA Working Group 'Electronic Business Transactions' – Working Group 'WebEDI' Page 71 of 80

List of fields/Formats Visible fields (display only) No. Field designation Field

length – Display

VDA 4908

Comments

Consignee (Supplier) – 1x per page 1 Company name AN35 2 Street AN20 Option to enter PO Box 3 Country code AN2 822,15 Encoded in accordance with ISO 4217/1978,

see also Appendix 10, Pos. 09 4 ZIP Code AN9 5 Town AN20 6 VAT-ID Supplier AN11 821,08 7 Supplier reference AN9 821,04

Generator (Customer)) – 1x per page 8 Company name AN35 9 Street AN20 Option to enter PO Box

10 Country code AN2 Analogue to field 11 ZIP Code AN9 12 City AN20 13 VAT-ID AN11 821,09 14 Customer reference AN9 821;03

Self-billed invoice – 1x per page 15 Date N8 822,04 YYYYMMDD 16 Due date N8 822,05 YYYYMMDD 17 Receipt number N8 822,03 Number of self-billed invoice 18 Receiving plant Customer AN35 823,04 Customer’s plant which receives delivery 19 Currency AN3 822,12 VDA 4908, Appendix xx

Contact person (Customer) – 1x per page 20 Name AN35 Allocation according to 823,16 21 Department AN35 22 Phone number AN20 23 Fax number AN20 24 E-mail address AN50

Sum block 25 Value of goods/service N13 Length: 13 in format 10.2; compare Field 40 Detail

View 26 Net N13 Length: 13 in format 10.2; compare Field 41 Detail

View 27 VAT N4 824,13 Length: 4 in format 2.2; compare Field 33 Detail View

Should differing values occur within the frame of the detail view, this field stays empty.

28 Total value N13 Length: 13 in format 10.2; compare Field 42 Detail View

Company footer 29 Footer – Company-specific

These lines are completely defined by the sender of the data (WebEDI provider) as specified by the respective corporate design.

Note: The details of the field lengths are to be read as follows: N = Numeric, AN = Alphanumeric. The figure

represents the actual field length in the database (DB), or in the display and printout. Example: AN35 => 35 alphanumeric characters

Self-billed_invoice-detail view.doc VDA Recommendation WebEDI Version 1.0 07.12.01, 14:06 VDA Working Group 'Electronic Business Transactions' – Working Group 'WebEDI' Page 72 of 80

Self-billed invoice – detail view Consignee (Supplier) Generator (Customer) Self-billed invoice COMPANY (1) STREET/PO BOX (2) COUNTRY CODE-ZIP CODE TOWN (3)(4)(5) VAT-ID (6) Supplier reference (7)

COMPANY (8) STREET/PO BOX (9) COUNTRY CODE-ZIP CODE TOWN (10)(11)(12) VAT-ID (13) Customer reference (14)

Of (15) Due (16) Receipt no.: (17) Receiving plant: (18) Currency (19)

CONTACT PERSON Customer Name (20) Phone (22) Department (21) Fax (23) E-mail (24)

DN number. (25) Date (26)

OC Part number Order no. Standard price

UP Net sum VAT %

VAT sum Gross sum

Incoming goods - reference Incoming goods - date

Quantity UQ

(27) (28) (29) (30) (31) (32) (33) (34) (35) (36) (37) (38) (39)

Sum: (40) (41) (42)

Company footer 1. Line (43) Company footer 2. Line Company footer 3. Line Additional information: The details stated above under consignee and generator are only fill-in fields for the actual data. A page number can be inserted in the upper right-hand corner. The individual positions may occur at different frequencies – as described in the list of fields. This means that several printouts can be created with one self-billed invoice. The field list specifies the areas of the above diagrammatic section that are repeated and where they are repeated.

Self-billed_invoice-detail view.doc VDA Recommendation WebEDI Version 1.0 VDA Working Group 'Electronic Business Transactions' – Working Grou

Sample layout of the fields: DN number 12345678901 Date 12345678

OC Part number Order no. Stand

price Incoming goods - reference Incoming goods -

date Quan

12 1234567890123456789012 123456789012345 12345 12345678901234 12345678 12345 12 1234567890123456789012 123456789012345 12345 12345678901234 12345678 12345

DN number 12345678901 Date 12345678


price Incoming goods - reference Incoming goods –

date Quan

12 1234567890123456789012 123456789012345 12345 12345678901234 12345678 12345

DN number 12345678901 Date 12345678


price Incoming goods - reference Incoming goods –

date Quan

12 1234567890123456789012 123456789012345 12345 12345678901234 12345678 12345
Delivery note 1
07.12.01, 14:06

p 'WebEDI' Page 73 of 80

ard UP Net sum VAT %

VAT sum Gross sum

tity UQ

67,90 12 1234567890,23 12,34 1234567,90 1234567890,23 67890 123

67,90 12 1234567890,23 12,34 1234567,90 1234567890,23 67890 123


VAT sum Gross sum

tity UQ

67,90 12 1234567890,23 12,34 1234567,90 1234567890,23 67890 123


VAT sum Gross sum

tity UQ

67,90 12 1234567890,23 12,34 1234567,90 1234567890,23 67890 123

Sum: 1234567890,23 1234567,90 1234567890,23

Delivery note 2

Delivery note 3



No. Field designation Field length –Display

VDA 4908

Comments

Consignee (Supplier) – 1x per page 1 Company name AN35 2 Street AN20 Option to enter PO Box 3 Country code AN2 822,15 Encoded in accordance with ISO 4217/1978,

see also Appendix 10, Pos. 09 4 ZIP Code AN9 5 Town AN20 6 VAT-ID Supplier AN11 821,08 7 Supplier reference AN9 821,04

Generator (Customer)) – 1x per page 8 Company name AN35 9 Street AN20 Option to enter PO Box

10 Country code AN2 Analogue to field 11 ZIP Code AN9 12 City AN20 13 VAT-ID AN11 821,09 14 Customer reference AN9 821;03

Self-billed invoice – 1x per page 15 Date N8 822,04 YYYYMMDD 16 Due date N8 822,05 YYYYMMDD 17 Receipt number N8 822,03 Number of self-billed invoice 18 Receiving plant Customer AN35 823,04 Customer’s plant which receives delivery 19 Currency AN3 822,12 VDA 4908, Appendix xx

Contact person (Customer) – 1x per page 20 Name AN35 Allocation according to 823,16 21 Department AN35 22 Phone number AN20 23 Fax number AN20 24 E-mail address AN50

Individual positions 25 Delivery note number AN11 823,03 Frequency: 1-n times per self-billed invoice 26 Date of delivery note N8 YYYYMMDD

Frequency: 1-n times per self-billed invoice 27 Process code N2 824,03 Corresponds to booking code from VDA 4908,

Appendix 10, Pos. 04 Frequency: 1-n times per delivery note

28 Part number of customer AN22 824,04 Frequency: 1-n times per self-billed invoice 29 Order no. (= Order number from

delivery request) AN15 823,12 Frequency: 1-n times per self-billed invoice

30 Standard price N10 824,08 Standard price (Format: 7.2) Frequency: 1-n times per self-billed invoice

31 UP N2 824,07 Unit price see also Appendix 10, Pos. 0 Frequency: 1-n times per self-billed invoice

32 Net sum N13 824,09 Length: 13 in format 10.2 Frequency: 1-n times per self-billed invoice

33 VAT % N4 824,13 Length: 4 in format 2.2 Frequency: 1-n times per self-billed invoice


34 VAT sum N10 824,14 Length: 13 in format 7.2

Frequency: 1-n times per delivery note 35 Gross sum N13 Length: 13 in format 10.2

Frequency: 1-n times per delivery note 36 Incoming goods - reference

(= Test report customer) AN14 824, 15 Frequency: 1-n times per delivery note

37 Incoming goods - date N8 823,15 YYYYMMDD Frequency: 1-n times per self-billed invoice

38 Quantity (according to incoming goods)

AN10 Frequency: 1-n times per self-billed invoice

39 Unit of quantity AN3 824,06 According to. DIN 16 559/ISO 7372, see also Appendix 10, Pos. 05 Frequency: 1-n times per self-billed invoice

Sum line – 1x per self-billed invoice, on last page 40 Net sum N13 Addition of all net amounts 41 VAT sum N10 Addition of all VAT amounts 42 Gross sum N13 Addition of all gross amounts

Company footer – 1x per self-billed invoice, on last page 43 Footer – Company-specific

These lines are completely defined by the sender of the data (WebEDI provider) as specified by the respective corporate design.

Note: The details of the field lengths are to be read as follows: N = Numeric, AN = Alphanumeric. The figure

represents the actual field length in the database (DB), or in the display and printout. Example: AN35 => 35 alphanumeric characters



Technical guide This section contains general guidelines that the customer should consider when preparing a concept for a WebEDI solution. These descriptions are not binding recommendations, but are given solely to provide general information.

8 Basic hardware and software The respective WebEDI provider or his Internet service provider determines the hardware and software used. The minimum software requirement is usage of a database.

9 Integration with in-house networks/public networks 9.1 Server location

The operator has responsibility for the location of the server. All necessary safeguards and security measures required to operate a WebEDI solution should be undertaken. This includes at least one secure SSL transmission with at least 128-Bit encryption.

9.2 Link to ENX/Internet For security and performance reasons, a link via ENX is recommended. It is the responsibility of the WebEDI provider to offer a link that integrates with his existing supplier infrastructure via the Internet. However, with the use of the Internet, additional security measures such as an encoded data transmission via SSL are required.

9.3 Telecommunications link The type of connection is not specified. Connections using analogue, ISDN, xDSL, and radio are currently available. The link should have a communication speed of at least 33.6 Kbytes.

9.4 System management System management responsibility belongs to the “Operation” group. The solution provider has responsibility for the type and scope of system management functions. The WebEDI provider should consider the following points when selecting where the solution will be hosted. 9.4.1 Integration with other systems/applications

The WebEDI solution should integrate with existing EDI or ERP systems via standard interfaces. The WebEDI solution utilised must be able to communicate with in-house systems using standard protocols such as OFTP, FTP-ALE, FTP, etc. The long-term solution should be the transmission of data via XML. No XML recommendations are currently available. However, reference is made to the VDA XML Working Group, who are currently working on such a recommendation.



9.4.2 Securing of data integrity Due to the separation of the WebEDI system from other in-house systems, mechanisms are required between these systems for data transfer. These mechanisms should go beyond a simple transfer of the entire data set. The objective is to secure the integrity of the EDI data. For example, it must be ensured that the database is constantly known and controlled by the WebEDI servers. This is guaranteed when using the reliable OFTP protocol (due to its protocol structure.)

9.4.3 Logging It is best practice for the WebEDI provider to establish comprehensive logging facilities to allow quick location and elimination of errors, which will promote error-free processing. All user actions and data transactions should be logged. The WebEDI provider has responsibility for the type and scope of the logging performed.

9.4.4 Monitoring of operations The Internet service provider has the responsibility for operations security, including systems status monitoring using appropriate tools and processes.

9.4.5 Initiation of processes The WebEDI administrator should be able to stop and restart running processes, change priorities, start data transfers, etc., at all times. Integrity of the system and the data storage must be secured at all times.

9.4.6 Maintenance of access rights The assigning of access rights is the responsibility of the WebEDI provider.

9.4.7 Type of administration access The WebEDI provider should define the type of administration access.

10 Security The WebEDI provider defines the degree of security, which must be guaranteed within the scope of the WebEDI solution. This does not include the function “self-billed invoice,” which requires a secure SSL transmission with at least 128-Bit encryption. The Internet service provider must guarantee the following points:

• Transfer of confidential data 128-Bit encryption must be used. Additional security could be established by using digital signatures. Confidential data consists of all price-related data (e.g. prices or conditions) as well as person-related data.

• Secure authentication of external partners. The authentication of external partners (=suppliers) should be secured through appropriate measures. In addition to secure transmission of user accounts, regular password changes and security against misuse of access



rights should be included (e.g. in the case of an unintentional disclosure of the user authorisation).

11 Data exchange between EDI and WebEDI system 11.1 Interaction of WebEDI system with in-house systems

Data transfer between the WebEDI systems and in-house systems should be possible while the systems are up and running. Appropriate security measures must be taken to ensure the integrity of the transferred data. Live data transfer is a major feature of a WebEDI solution applied in various time zones worldwide.

11.2 Dial-up It should be possible to start the dial-up connection between in-house and WebEDI system on all involved systems.

11.3 Transfer format and protocol between in-house and WebEDI systems The transfer format used for the internal data transfer between the individual components of the solution should be known and accepted within the automobile industry. One possibility, amongst others, is an XML model (still to be defined). However, it should be possible to implement a WebEDI solution independent of a pre-defined data format.

11.4 Additional features The following are additional guidelines and considerations when planning a WebEDI solution. The methods, format and subsequent results are the responsibility of the WebEDI provider. 11.4.1 Archiving at the WebEDI provider

Archiving must comply with legal provisions. However, organisational circumstances should be taken into account when creating the format. The decision regarding which type of data is archived with which system must be made within the framework of the operational infrastructure. The archiving of EDI data should not be carried out within the WebEDI solution (except for the permanent storage of the user log data which is required to operate the solution). As all input and output data finally resides on the in-house system, all archiving should be performed on the in-house system in accordance with legal provisions. Additionally, all log data should be stored in a data bank for easy archival and retrieval.

11.4.2 Data upload The time required for data upload in a WebEDI solution is comparable to the time required to adapt the transfer data for EDI. Therefore, it is not logical to include data upload with the scope of this recommendation.

11.4.3 Help functions for WebEDI providers (optional) 11.4.3.1 Viewing the status of data provided on the web

The responsible employee (purchasing agent) should be able to check the current progress status on the supplier side with the data stored in the WebEDI solution (e.g. via reporting).



11.4.3.2 Changing access to the web data Such a function is not logical, as the EDI system should still be THE primary system used by a WebEDI provider to make necessary changes to the data.

11.4.4 Help functions for suppliers (optional) 11.4.4.1 Maintenance/setting of information paths to the supplier

(e.g. SMS, mail, fax) 11.4.4.2 Date- and status-controlled notifications 11.4.4.3 General feedback mail as online form 11.4.4.4 Feedback mail during a process

(See also the screen layout) for contacts. When sending a mail, the following information must be provided as a minimum to ensure quick processing: - Sender of the mail (clear text User + supplier company) - Type of process

(Delivery request, self-billed invoice, collection of D&T data) - Clear process characteristic (ID-No., if applicable, URL)

11.4.5 Monitoring tools (optional) Monitoring tools may be integrated as the WebEDI provider finds necessary. Examples might include: * Checking the data integrity of the EDI and WebEDI systems * Evaluating the running time of delivery requests (per supplier) * Frequency of failure indicators

12 Implementing the solution The individual WebEDI provider determines the form and programming languages/elements he will use to implement the WebEDI solution. In addition to the programming language, he will also be responsible for determining the degree of modularisation and distribution of the logical components in the underlying data model. The only requirement is that, if used, distributed code elements, such as scripting languages and Java, must be reviewed by an appropriate certification body. However, as previously mentioned in Chapter 3.6, the use of such elements should be kept to a minimum.



Glossary

13 Definition of terms Roles used in this recommendation: WebEDI provider: This role describes an organisation which uses the WebEDI

solution in addition to an existing EDI system in order to provide its own suppliers with EDI messages.

WebEDI user: This role describes an organisation that uses the WebEDI solution in order to receive EDI messages from its customers.

Customer: Within the scope of this recommendation, this role describes the WebEDI provider in a customary customer-supplier relationship.

Supplier: Within the scope of this recommendation, this role describes the WebEDI user in a customary customer-supplier relationship.

Internet service provider: This role describes an organisation that provides access to the WebEDI solution. This role can include the hosting of the solution as well as the link of the server to the Internet and/or ENX.

Solution provider: This is a software company which, based on this recommendation and complemented by company-specific requirements, is charged with the programming, e.g. the development of a WebEDI solution.

It is easily possible, that the above-mentioned roles are partially taken up by the same organisations. This is generally applicable for the combination WebEDI provider � Customer and WebEDI user � supplier. Examples: • A software company creates a solution and hosts it for an industrial company. In

this example, the industrial company would hold the role of the WebEDI provider and customer, the software company the role as solution provider and Internet service provider.

• A software company creates a solution and another organisation hosts it for an industrial company. In this example, the industrial company would hold the role as WebEDI provider and customer, the software company would have the role of solution provider, and the hosting organisation would be the Internet service provider.

• An industrial company charges a software company with the creation of a solution, but hosts the solution itself. In this example, the industrial company would represent the WebEDI provider, customer and Internet service provider; the software company would only be the solution provider.

vda functional committee electronic business vda - web-edi phase i/4936_en.pdfvda recommendation...

Documents