Download GTIN FAQ - Kroger EDI Web

GTIN FAQ
GTIN FAQ.doc
EDI related questions
When will the implementation guides be available from Kroger?
The Implementation Guides should be available in March 2005. Please check the
EDI web site http://edi.kroger.com/ for availability.
When will the implementation guides be available from the Third Parties?
As soon as the maps are posted on our web site Kroger will make them available to
the Third Party suppliers. Please check with your supplier in late March for their
availability and their upgrade schedules.
Will all EDI documents be converted at the same time?
YES! Kroger cannot have a combination of documents in version 4010 and some in
5010. At the time of conversion, all the EDI documents you are currently trading
with Kroger will be upgraded to 5010 and be GTIN compliant.
What are the major changes from 4010 to 5010?
All changes must reflect the 5010 version requirements including the 14-digit GTIN
code and GTIN UK qualifier. All EDI and GTIN standards (including the required
and conditional segments and elements) as well as our application requirements
should be included in your planning.
What are the EDI testing procedures? Is there a checklist available?
The EDI version upgrade to 5010 will be the final step in the GTIN conversion
process. EDI will ask you to complete the Business group requirements (see below)
prior to contacting us.
PLEASE NOTE: ALL 5010 CONVERSIONS WILL BE DONE LIVE- NO TESTING
WILL BE DONE.
All 5010 conversions will affect all transactions-all divisions-all product groups
exchanged for the converted EDI Communication ID’s.
Step 1-We will confirm your company has completed the business requirements
with PID in regards to the GTIN Product Value ID.
Step 2- We will ask you to confirm basic information, contacts, EDI ISA ID’s etc.
and also confirm that you have the Kroger 5010 implementation guides in place.
Step 3- We will inventory the current documents traded. Your conversion will not
be completed until all documents currently trading have been successfully
exchanged in 5010.
Step 4 - A “go live” conversion date and time will set.
Step 5 – Convert to 5010 begin sending and receiving GTIN Product Value ID
Step 6 – Kroger and vendor will need to monitor and resolve problems in live
environment.
Step 7 – Confirm conversion is complete- close project
Is there any GTIN compliant certification required for either our EDI team or business
systems?
No. Kroger systems will support the use of GTIN. We assume that if a suppler is
asking to use GTIN, their systems also support it. Kroger will confirm that all new
GTINs have been set up in Kroger systems. No EDI conversions can be done with
out Kroger approval.
If I send or receive a 4010 document and then convert to 5010 will the corresponding
5010 997’s be accepted?
Yes.
Accounting Related Questions
How will the accounting process work? As an example if we receive a 4010 purchase
order and can only send a 4010 invoice in return, will it be processed? Conversely if we
send a 5010 invoice for a 4010 received PO, will the invoice be processed?
Yes. Accounting can definitely accept a 4010 invoice if the PO was sent in 4010
version. Accounting would accept a 5010 invoice for a PO that was sent in version
4010, but there could be a possibility of inaccurate payments. Given that, it is
imperative that both parties (Kroger and Vendor) monitor EDI transactions very
carefully after the conversion to 5010.
We currently receive the 812 and 820’s from Kroger. We were not planning on any GTIN
changes or 5010 conversions on these documents, can I still receive 4010 for these
documents?
The 820 is not affected by the GTIN changes however all documents will be changed
to 5010 at the same time including 812 and 820. You should be ready to exchange all
transactions at the time the GTIN conversion begins for all divisions all product
groups.
Will corresponding paper documents (back ups for invoices and debit and credit memo’s
as an example) need to be converted to GTIN’s as well? Will RASC provide GTIN back
up or current UPC formats for paper GTIN received documents?
Yes, any paper or computer generated documents from Kroger will reflect the full
number provided by the supplier. In some cases, the printed documents will include
the check digit, and in other cases they will not, so the number may be either 13
digits or 14 digits.
Purchasing Related Questions:
How do I know “who” to contact at the division level? Is there a list?
Kroger has established a GTIN Coordinator to work with all the affected areas
within Kroger:
Larry Rolfes
Phone: (513) 762-4640)
Email: [email protected].
Is there a checklist available, perhaps a step-by-step process Kroger Purchasing has in
place to make sure nothing is overlooked for GTIN implementation?
Our GTIN Coordinator will assure control this.
I know all the UPC’s are managed by Kroger through the PID group, will I need to work
with them too? Can I only work with them (and then PID can provide the downstream
info for Kroger)?
The GTIN Coordinator will serve as the suppliers’ primary contact for the GTIN
changes. The GTIN Coordinator will work with the PID and EDI groups to
coordinate their implementations.
I have one file I can provide to Kroger but it seems cumbersome to provide the same file
to many different category managers. How do I streamline the product check process?
We prefer to get one file of all your GTINs, via the GTIN Coordinator.
What about Ralph’s / Food 4 less are they GTIN ready too? Do I need to contact them?
Ralphs and Food 4 Less will be able to handle GTINs. However, we have recently
founds some “holes” in their conversion, which will delay us for suppliers that
provide product to those divisions. Ralphs and Food 4 Less plan to have their
systems support ready by April 2005.
Merchandising Forms: Are there Merchandising Conversion request forms? Do we need
to send in “New Item” forms to either the divisions or to PID group?
New Item forms will not be required, since these are existing items simply changing
numbers. You will need to provide your item information in the attached
spreadsheet: XXXXXXXX. It is essential that you use this form as is, since we will
be using it as input to some automated processes.
Will we receive an approval or certification from all the various Category Managers?
How will all the different Kroger business groups know I have been approved by all
concerned (category mgrs, AP, P4S etc.)?
This is one of the functions of the GTIN Coordinator.
Pre-Conversion questions:
How do I know everyone at Kroger has the information and system changes in place
before we convert to 5010?
This is a function of the GTIN Coordinator.
Will corresponding paper documents (back ups for price changes and promo’s as an
example) need to be converted to GTIN as well? Will Kroger provide information in
paper form with both GTIN and Case UPC’s?
All paper documents should provide for a 14-digit product number, Any paper or
computer generated documents from Kroger would also reflect the full number
provided by the supplier. In some cases, the printed documents will include the
check digit, and in other cases they will not, so the number may be either 13 digits
or 14 digits.
Category Manager Questions:
I have items in Peyton and items in Kroger corporate categories. Do I need to work with
the Category Managers at Peyton, Corporate Category Managers and each division
Category Managers where the product is actually shipped?
You do not need to coordinate this. Our GTIN Coordinator will work with all the
affected parties on our side.
We sell products across a broad range frozen grocery, dry grocery and non-foods. Do we
need to contact each division / each Category Manager separately and then waits for all
Category Managers and divisions to approve before we are GTIN approved?
Again, our GTIN Coordinator will manage this.
.