The structure below is the SAME as the standard SO structure but has been modified specifically for a type M order.
...
| Table of Contents | ||||
|---|---|---|---|---|
|
...
XML Segment Information
<ORDERS> | At the beginning of the file | |||
<SO> | At the beginning of each order | Each SO is grouped by field HD3, you can not have multiple SO with the same HD3 data within the same file. | ||
<HD></HD> | Header - One time for each order | MANDATORY segment | ||
<HO></HO> | Header Options - One time for each order | MANDATORY segment | ||
<HU></HU> | Header Underbond - One time for each order | only if needed | ||
<LD> | Line Detail - Repeats for each product line on the order | MANDATORY segment at least once per SO | ||
<LO></LO> | Line Options - One time for each LD entry | only if needed | ||
</LD> | ||||
</SO> | At the end of each order | You can then open a new order by using <SO> and repeating the above. | ||
</ORDERS> | End of the file |
| Code Block |
|---|
<ORDERS> <SO> <-- can repeat for additional orders <HD>fields within the segment tag</HD> <HO>fields within the segment tag</HO> <HU>fields within the segment tag</HU> <HF>fields within the segment tag</HF> <LD>fields within the segment tag <LO>fields within the segment tag</LO> </LD> <-- can repeat with a further <LD> </SO> Repeat next <SO> </ORDERS> |
...
Data Types - For information on what the data types are then click this link to visit the reference page.
XML HD (Header) Segment
...
<HO>13
...
CollectionDeliveryArea
...
Used for Collection of Goods from Warehouse and allows the system to allocate specific goods to a specific delivery area / zone
Standard Codes are found in Code List E (Click on the link)
*Please check with warehouse to confirm codes in use
This field should be left blank to indicate that the warehouse keeper is arranging delivery of the goods.
...
AN
...
6
...
Optional
...
If this field is used then the following fields are conditionally required
Field Notes
<HO>10 Mandatory
<HO>14 Mandatory
<HO>15 Mandatory for 3rd Party Collections
<HO>16 Mandatory
<DO>4 May be required if not default
<DO>5 May be required if not default
<DO>6 May be required if not default
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<HO>14
...
CollectionBy
...
Who is collecting the goods.
Either the name of the company, haulier or the person collecting.
Security Note
This is an important security field - it allows the warehouse information on the haulier expected, if you choose to supply dummy information the warehouse could give your goods to the wrong carrier
...
AN
...
50
...
Conditional
...
Mandatory if HO13 ‘CollectionDeliveryArea’ is in use and contains anything, can only be blank if HO13 is also blank.
...
<HO>15
...
VehicleRegistration
...
Enter the registration number or mark for the vehicle collecting the goods.
If you are unsure about the registration you must still fill this field in as it is MANDATORY, but it is acceptable to put "TBC" in this field.
...
AN
...
15
...
Conditional
...
Conditional if HO13 ‘CollectionDeliveryArea’ is in use
If the items are being collected from the warehouse by a third party then this is mandatory.
...
<HO>16
...
CollectionTime
...
You must provide a time to allow the warehouse to plan the picking for the goods and ensures that they will be ready for collection.from warehouse
If you do not know the time then use 08:00 as a default to ensure the warehouse have the goods picked for first thing
If you are using this as a Collection AFTER then the time should be specified as 23:59
Underbond Collections - This should be specified and HMRC requirement should allow one working day.
...
TM
...
5
...
Conditional
...
Conditional if HO13 ‘CollectionDeliveryArea’ is in use
If the items are being collected from the warehouse by a third party then this is mandatory.
Format hh:mm
...
<HO>17
...
RemovalAuthorisationConfirmed
...
Is only needed where reserve customer authorization is marked as being required for the customer owning the stocks.
If supplied in the sales order format as Y warehouse system will not ask warehouse keeper to check order with stock owner.
...
B
...
1
...
Optional
The default is N
...
<HO>18
...
DeliveryCategory
...
Should not be sent unless the warehouse keeper asks you to send this field.
...
AN
...
8
...
Replaced by DO Segment
...
<HO>19
...
PickGroup
...
Should not be sent unless the warehouse keeper asks you to send this field.
This field is used to facilitate bulk picking groups. When customers use their own vehicles this can be used to identify what goods go onto which vehicle or could be used to identify specific groups of goods, such as all those going to a remote distribution centre.
...
AN
...
8
...
Optional
...
<HO>20
...
SpecialMessageText1
...
Message Lines – A service offered by the warehouse – please check availability.
Used by customers who wish to put a card inside the delivery for the receiver. Can be used for “Happy Birthday” “Merry Christmas” messages or similar.
...
HTML
...
4096
...
Optional
...
Gift Messaging
...
<HO>21
...
SpecialMessageText2
...
Message Lines – A service offered by the warehouse – please check availability.
Used by customers who wish to put a card inside the delivery for the receiver. Can be used for “Happy Birthday” “Merry Christmas” messages or similar.
This is line 2 of the message text and is predominantly used as a marketing message for the receiver of the goods.
...
HTML
...
4096
...
Optional
...
Gift Messaging
...
<HO>22
...
ParcelCarrierServiceCode
...
A service offered by the warehouse – please check availability.
...
AN
...
12
...
Conditional
If you use a CARR code in HO 13 then look at the code list as these fields are used, with HO23 being mandatory
...
<HO>23
...
ParcelCarrierAccountNo
...
A service offered by the warehouse – please check availability.
...
AN
...
12
...
Conditional
...
<HO>24
...
ParcelCarrierExtraInsuranceRequired
...
A service offered by the warehouse – please check availability.
...
A
...
4
...
Optional
...
<HO>25
...
SecurityPinNo
...
A service offered by the warehouse – please check availability.
A service for high value goods. The delivery will only be made if the receiver of the goods can quote the PIN NUMBER.
This PIN number is stored securely and is not visible to warehouse or delivery personnel.
Used to securely delivery goods of high value where it is important the correct person signs for the items.
...
N
...
4
...
Optional
...
Must be a NUMBER
...
<HO>26
...
ProcessedBy
A service offered by the warehouse – please check availability.
If you wish to put the order processor onto the delivery note for the customer so that they can contact the processor.
...
AN
...
50
...
Optional
...
<HO>28
...
DeliveryIssueEmailAddress
...
Will over write the default customer delivery issue email field which is transferred to the orders when adding a new order
...
AN
...
50
...
Optional
...
This is the address to notify you that there is an issue with the order, by default we use the address on the system setup for contacts.
...
<HO>30
...
SendDeliveryConfirmationEmail
...
Will over write the default customer delivery issue email field which is transferred to the orders when adding a new order
...
B
...
1
...
Optional
...
<HO>31
...
SendDeliveryIssueEmail
...
Will over write the default customer delivery issue email field which is transferred to the orders when adding a new order
...
B
...
1
...
Optiona
...
<HO>32
...
SendBookingDelayedEmail
...
Will over write the default customer delivery issue email field which is transferred to the orders when adding a new order
...
B
...
1
...
Optional
...
<HO>33
...
DeliveryIssueDPCustEmailAddress
...
Will over write the default customer delivery issue email field which is transferred to the orders when adding a new order – will send a desaptch email to the customer confirming ETA
...
EM
...
50
...
Optional
...
This is your customers eMail address, the email for the delivery point, by default this would have to be supplied on every order for this to be used for outbound notifications.
...
<HO>34
...
AWRS
...
AWRS Registration Number of the customer to whom you are selling the goods
You can either send
Correct AWRS Number, and only if this is not available then one of the three choices below should be used.
"RETAIL"
"PRIVATE" - a private individual
"UNDERBOND" - when the order is not duty paid, we only check this field for duty paid orders.
Blank or N/A will not be accepted from 01 January 2019
...
AN
...
30
...
Conditional
...
In an HMRC Excise warehouse this is mandatory for all orders to businesses where duty is being paid.
Will become mandatory - August 2018 onwards
...
<HO>35
...
ResCust
...
This field is used for pre-processing of the file, where you want the system to only choose from the available stocks belonging to a specific reserve customer account then this field would have the reserve customer code entered.
The system will pre-process the inbound file, adding a specific rotation for each product required
...
AN
...
12
...
Optional
...
Please ensure your warehouse offers this service.
...
<HO>36
...
GDPR_Type
...
0 - Business
1 - Personal
...
I
...
6
...
Optional
...
defaults to 0 for all order unless 1 is specified.
...
<HO>37
...
GDPR_Erase
...
Y or N
...
B
...
1
...
Conditional
...
Can only be sent if the GDPR_Type = 1
Default is N
...
<HO>38
...
SM3
...
Special Message 3 - Header
...
AN
...
120
...
Optional
...
Gift Messaging
...
<HO>39
...
SM4
...
Special Message 4 - Footer
...
AN
...
120
...
Optional
...
<HO>40
...
SM5
...
Special Message 5 - Recipient (to)
...
AN
...
80
...
Optional
...
<HO>41
...
SM6
...
Special Message 6 - Sender (from)
...
AN
...
80
...
Optional
...
<HO>42
...
SMD
...
Special Message Document ID
...
I
...
6
...
Optional
...
<HO>43
...
SMDT
...
Special Message Document ID Text Description
...
AN
...
80
...
Optional
...
<HO>44
...
SMDQ
...
Special Message Document Quantity
...
I
...
6
...
Optional
...
<HO>45
...
SMDE
...
Special Message Email Address
...
...
Optional
XML HU (Header Underbond) Segment
...
XML Element
...
XML Key Name
...
Notes
...
Type
...
Length
...
Requirements
...
Field Notes or Conditions
...
<HU>1
...
ExciseDefermentNumber
This is the account code given to the deferment account.
...
AN
...
10
...
Conditional
...
MANDATORY for Excise or Customs warehouse
This may not be the deferment number or stock holding customer code as it accommodates cash deferments where HMRC numbers are not issued. Please speak to your warehouse to find out this code
...
<HU>2
...
CustomsDefermentNumber
This is the account code given to the deferment account.
...
AN
...
10
...
Conditional
...
<HU>3
...
PayCustomsDuty
...
B
...
1
...
Conditional
...
Should default to “N” for anything leaving the UK
Must be set to “Y” for any Type P orders otherwise optional
...
<HU>4
...
ViaECCountry
...
If your export goes through an EC country then additional paperwork is required for the goods.
...
B
...
1
...
Conditional
...
From 31/12/2020 no longer used.
...
<HU>5
...
C426No
...
Max 8 characters
...
INT
...
8
...
Conditional
...
MANDATORY for Diplomatic Orders (Type D)
...
<HU>6
...
C185No
...
Max 8 characters
...
INT
...
8
...
Conditional
...
MANDATORY for NATO Order (Type V)
...
<HU>8
...
ConsigneeName
...
The Consignee is the buyer of the goods.
Purchasing Customers Name (not where its going but who it is going to)
...
CH
...
50
...
Conditional
...
Conditions : Where the stock holding customer is paying the duty and the order type is = P (Duty Paid) then optional, in all other cases this is mandatory.
You can supply this even if it is Type P we would just ignore it.
If not supplied then this order will be a validation failure
If the country you are supplying to has no post codes / zip codes then add the country code to the postcode field.
Address Information for specific Order types:
P/T/U/K - name & address of company or person buying the goods
E/X/K - name of person or company buying the goods and the address outside the UK to where the goods are being delivered. (this could simply be the non UK name and address of the purchase)
D/V - The person to whom the authorisation was issued
...
<HU>9
...
ConsigneeAddress1
...
Buyer Address Line 1
...
CH
...
50
...
Conditional
...
<HU>10
...
ConsigneeAddress2
...
Optional Address field
...
CH
...
50
...
Optional
...
<HU>11
...
ConsigneeAddress3
...
Optional Address field
...
CH
...
50
...
Optional
...
ConsigneeAddress4
...
Buyer Address TOWN
...
CH
...
50
...
Conditional
...
<HU>13
...
ConsigneePostcode
...
Buyer Postcode or ZIP
...
AN
...
15
...
Conditional
...
<HU>15
...
ConsigneeCountry
...
Buyer COUNTRY code
...
A
...
2
...
Conditional
...
<HU>16
...
ExciseNo
...
The receiving warehouse excise warehouse number.
...
AN
...
15
...
Conditional
Do not send these if you are storing at a 3PL
These fields should only be used if your warehouse is solely used by you for your own products.
...
<HU>17
...
VATNo
...
The receiving warehouse / customer VAT registration number.
Should also contain the country code as the first two digits. - Used for Intra EC movements
...
AN
...
15
...
Conditional
...
<HU>18
...
CustomsGuarantee
...
The receiving warehouse customs warehouse number.
...
AN
...
15
...
Conditional
...
<HU>20
...
TransportName
...
Underbond Orders - Need to know the transporter name.
...
AN
...
40
...
Conditional
...
<HU>21
...
TransportAddress1
...
if the Transport code is known then this field is not required.
...
AN
...
40
...
Conditional
...
<HU>22
...
TransportAddress2
...
if the Transport code is known then this field is not required.
...
AN
...
40
...
Conditional
...
<HU>23
...
TransportAddress3
...
if the Transport code is known then this field is not required.
...
AN
...
40
...
Conditional
...
<HU>24
...
TransportAddress4
...
if the Transport code is known then this field is not required.
...
AN
...
40
...
Conditional
...
<HU>25
...
TransportPostcode
...
if the Transport code is known then this field is not required.
...
AN
...
15
...
Conditional
...
<HU>26
...
TransportCountry
...
if the Transport code is known then this field is not required.
...
A
...
2
...
Conditional
...
<HU>28
...
GuaranteeNo
...
The HMRC guarantee number being used for the EC movement.
You must have permission to use this guarantee from the guarantor.
...
AN
...
8
...
Conditional
...
<HU>29
...
GuaranteeDate
...
The HMRC guarantee date being used for the EC movement.
You must have permission to use this guarantee from the guarantor.
...
DT
...
10
...
Conditional
...
XML Element
XML Key Name
Notes
Type
Length
Requirements
Field Notes or Comments
<LD>1
FKProduct
Specify the product code of the item you wish to send out from the warehouse
This is the product code for the goods on the warehouse keepers system
[This field is usually alpha numeric, we can accept some symbols but these sometimes present problems on printed paperwork]
Note : The length on this field is limited as most customers do not have configured paperwork beyond 20 characters, if you need larger then contact your warehouse first as they may need to make changes to accommodate. The absolute limit is 50.
AN
20
REQUIRED
IF stock holding customer is set to "batch mandatory for orders" is true then this field is not required.
OTHERWISE
MANDATORY (also see LD2 notes)
If the Product Code provided is wrong then the ENTIRE Order will fail validation and will not be allowed to enter into the main warehousing system
You can only send the same product more than once if you include a unique rotation number for each order line.
<LD>2
RotationNo
Specify the rotation number of the stock you wish to send to the customer.
The rotation format is strictly YY/Dnnnnnn
YY = Year
D = Duty Paid indicator either T or P or D or 0 (number)
Nnnnn = sequential number
AN
10
CONDITIONAL
IF LD1 OR LD4 is not supplied this is MANDATORY
Please check that your warehouse will accept only Rotation Number as there is no double check on the stock if you only supply rotation number and many customers get this wrong
If the warehouse stock holding customer uses "Reserve Customers" this is MANDATORY
If the same product code in LD1 appears more than once in any order this is MANDATORY
if your ordert type is Type = T (Transfers) this is mandatory
Otherwise it is OPTIONAL
You can not duplicate the rotation number unless each one has a different rotation line number
<LD>3
RotationLineNo
This is part of the rotation number, it does not have to be used however when you are selecting which one to use as each rotation comes from the same origin. However it would be used when the stocks have to be identified to a single batch.
IN
4
Optional
This field is required and mandatory when the customer is setup to use “Reserve Customers” and also when the order type is type = "T"
Also is optional to identify high value stocks where a specific rotation has to be identified.
<LD>4
CustomerBatchNo
This can be used when batch / lot numbers are taken for goods.
You need to specify the product code for the items, as batch numbers can be used more than once by some producers.
A Batch number could stretch over a number of rotations of the product.
When batch numbers are in use, each receipt of goods with batch numbers should receive separate rotation numbers.
AN
15
Conditional
If stock holding customer is set "use batch ordering" is true then OPTIONAL (as this enforces the batch to be recorded on receipt)
If stock holding customer is set "batch mandatory for orders" is true this is MANDATORY
Otherwise its not used but can be sent and it will be recorded
<LD>5
PalletsOrdered
Enter the number of pallets required.
Order quantities can be quoted as a quantity of any or all or a mix of each columns.
e.g. 1 pallet 0 case 0 singles OR 0 pallet 12case 4 singles
IN
4
Conditional
LD5,LD6 or LD7 must have an entry in one of the fields.
There can be entries in all fields or a mixture of fields.
But at least one field of the three needs to be a positive value e.g.1 or more
<LD>6
UnitsOrdered
XML Element | XML Key Name | Notes | Length | Requirements | Field Notes or Conditions | |||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
<HD>1 | FKCustomer | Customer will specify their stock holding account code for the warehousekeepers warehouse system. | AN | 8 | Mandatory | The entire file will fail if this is missing from any order within the file | ||||||||
<HD>2 | FKUnderBondType | What type of order are you wanting to process . Below is the code list in use : Standard warehouse systems - see code List A Customs warehouse systems - see code list B Special Movement Types for customs warehouse systems - see code list C
| A | 1 | Mandatory | Will always be a “M” | A | 1 | Mandatory | The entire file will fail if this is missing from any order within the file | ||||
<HD>3 | DocumentRef | Unique Reference for this order e.g. Your Order number | AN | 30 | Mandatory | As this prints on paperwork CHECK with your warehouse that they print this length as most warehouses paperwork is set for 15 maximum. The entire file will fail if this is missing from any order within the file | ||||||||
<HD>3<HD>4 | DocumentRef | Unique Reference for this orderDPAccountRef | This is the unique delivery point reference code given by the customer for this delivery point. e.g. Your Order numberA unique identifier for your customer | AN | 30 | Mandatory | As this prints on paperwork CHECK with your warehouse that they print this length as most warehouses paperwork is set for 15 maximum. The entire file will fail if this is missing from any order within the file | |||||||
<HD>4<HD>5 | DPAccountRefOrderDate | This is the unique delivery point reference code given by the customer for this delivery point. e.g. A unique identifier for your customer | AN | 30 | Mandatory | As this prints on paperwork CHECK with your warehouse that they print this length as most warehouses paperwork is set for 15 maximum. The entire file will fail if this is missing from any order within the file | <HD>5 | OrderDate | This should be the current date, the file generation date It can be a date in the future but you need to speak to your warehouse to see if they can accept forward should be the current date, the file generation date It can be a date in the future but you need to speak to your warehouse to see if they can accept forward dated orders, however you should consider using the booked date field instead. We use a custom xml format which is : dd/mm/yy or dd/mm/yyyy | DT | 10 | Mandatory | The entire file will fail if the order date is before the current date | |
<HD>6 | DeliveryName | Mandatory field - DELIVERY POINT NAME Fields HD6 -HD12; the following applies to this and subsequent fields : For Any orders not mentioned below - This is the name at the DELIVERY POINT e.g. for the person or company receiving the goods. For Transfers (T)(For Transfers (M)– This MUST be the receiving stock holding customers name, for other fields review the fields there are specific notes. For UK underbond orders (U) - MUST be the receiving warehouse name and address (All must be UK addresses except E where an approved EU address is allowed) or this may be the shipper name and address where that is considered the export point. For any non UK underbond orders (E,X) - this may be the shipper name and address where that is considered the export point from the UK Underbond (V,D,O) MUST be the receiving entity name and address. [Note - Consignee should also contain the warrant holder name and address ] | CH | 50 | Mandatory | |||||||||
<HD>7 | DeliveryAddress1 | For Type M Orders (Transfers) fill this field with the receiving customer code which can be obtained from the warehouse keeper | CH | 50 | Mandatory | For Type T or M Orders (Transfers) fill this field with the receiving customer code which can be obtained from the warehouse keeper The entire file will fail if this is missing from any order within the file | ||||||||
<HD>8 | DeliveryAddress2 | If a transfer order (M) then fill the receiving customers' site code into this field, this is a two digit code corresponding to the site where the receiving customer is based and would be obtained from the warehouse keeper. | CH | 50 | Mandatory Type E orders may be removed for BREXIT At this point all orders which were Type E would need to be Type X | <HD>7 | DeliveryAddress1 | |||||||
CH | 50 | Mandatory | For Type T or <HD>9 | DeliveryAddress3 | If receiving customer uses reserve codes then this field is MANDATORY and should be the reserve code of the sub account the stock is going into. Otherwise it must be blank | CH | 50 | Conditional | Conditions : If the receiving customer uses reserve accounts | |||||
<HD>10 | DeliveryTownOrCounty | For Type M Orders (Transfers) fill this field with the receiving customer code which can be obtained from the warehouse keeper The entire file will fail if this is missing from any order within the file | <HD>8 | DeliveryAddress2 | CH | 50 | Conditional | Conditions : Mandatory for type T or Type M orders (transfers) If a transfer order (T)(M) then fill the receiving customers' site code into this field, this is a two digit code corresponding to the site where the receiving customer is based and would be obtained from the warehouse keeper. | <HD>9 | DeliveryAddress3 | CH | 50 | Conditional | Conditions : Required for Type T or M orders (transfers) If receiving customer uses reserve codes then this field is REQUIRED however if it is not known then leave blank but it will require a manual warehouse process to be undertaken. |
<HD>10 | DeliveryTownOrCounty | Mandatory field - which must contain the DELIVERY POINT TOWN Must be a valid TOWN MUST NOT contain COUNTY | CH | 50 | Mandatory | This must be a minimum of 4 alphbetic letters (not including spaces) For Type T or M Orders (Transfers) this should be the "TOWN" of the receiving warehouse. This should not contain the COUNTY | <HD>11 | DeliveryPostcode | AN | 15 | Conditional | MANDATORY . for ALL UK Deliveries REQUIRED : for countries with zip / postcodes For Type T or M orders this should be the postcode for the receiving warehouse | ||
<HD>12 | DeliveryCountry | Supply the country code, ISO 2 digit codes. | A | 2 | Mandatory | Please ensure you use "GB" for all UK deliveries | <HD>13 | ContactName | used for a delivery to contact the delivery point | AN | 50 | Optional | ||
<HD>14 | ContactTelephoneNo | used for a delivery to contact the delivery point.
| N | 30 | Optional | If used then HD13 Contact name is Mandatory If your warehouse uses Distribution with notifications then sending an 07xx number will result in the mobile number receiving SMS notifications regarding the delivery eatimated delivery times / delays. |
XML HO (Header Options) Segment
...
XML Element
...
XML Key Name
...
Notes
...
Type
...
Length
...
Requirements
...
Field Notes or Conditions
...
<HO>1
...
FKSalesOrderType
See Code List D
...
N
...
1
...
Mandatory
...
<HO>2
...
SiteCode
...
This is the warehouse keepers site code for where the stock is located that you wish to use to fulfill this order request.
...
AN
...
2
...
Mandatory
...
<HO>3
...
DeliveryInstructions1
...
This is printed on the paperwork given to the customer and is provided to the driver / delivery vehicle for the delivery of the order.
*Delivery times should not be sent within the instructions **
...
CH
...
120
...
Optional
...
<HO>4
...
PickInstructions
...
This is printed on the warehouse picking note and is instructions for the warehouse to follow when picking the goods. e.g. chep pallets, shrink wrap…. Etc..
...
CH
...
120
...
Optional
...
<HO>5
...
EarliestTime
...
1st Delivery time field -Format is hh:mm
...
TM
...
5
...
Conditional
...
HO5/6/7/8 can all be blank, you do NOT have to specify any time.
If supplied then must be also send HO6
Check with your warehouse if they offer delivery windows .
...
<HO>6
...
LatestTime
...
1st Delivery time field - Format is hh:mm
...
TM
...
5
...
Conditional
...
Mandatory if you supply <HO>5
Must be same as <HO>5 OR a minimum of 2 hours later than <HO>5
Please confirm the minimum time window with your warehouse
...
<HO>7
...
EarliestTime2
...
2nd Delivery time field.- Format hh:mm
...
TM
...
5
...
Conditional
...
<HO> 5 / 6 must be supplied before adding this field
Mandatory if you supply <HO>8
Must be later than <HO>6
...
<HO>8
...
LatestTime2
...
2nd Delivery time fields - Format hh:mm
...
TM
...
5
...
Conditional
...
Mandatory if you supply <HO>7
Must be a minimum of 2 hours later than <HO>7
...
<HO>9
...
CustomerPORef
...
This is the final customers purchase order reference, its free text just quoted on the final delivery document
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AN
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30
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Optional
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As this prints on paperwork CHECK with your warehouse that they print this length as most warehouses paperwork is set for 20 maximum.
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<HO>10
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BookedOrCollectionDate
Do not use this field for reference or for the next delivery day, it must only be used if you have a SPECIFIC date the goods must be delivered.
Use of this field may adjust the picking time/date for the goods and MAY incur a charge for specifying a fixed date
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For Collections from Warehouse :
This is the date that the collection will be made (specify a Collection Time) or this will be used as a "Collection AFTER" option where the Collection time specified is 23:59. e.g. To collect after 12 May then set this date to 12/05/2019 and the collection time to 23:59
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DT
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10
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Conditional
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Collection from Warehouse = mandatory
Transfers = not required.
We use a custom xml format for this which is :
dd/mm/yy or dd/mm/yyyy
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<HO>11
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IsBookingRequired
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If Y then the order will needs to be booked in prior to the order being available to pick.
Usually only used only when the warehouse are making the delivery.
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B
...
1
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Optional
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Default to N
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<HO>12
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IsCustomerPickup
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This field is supported to 31 Dec 2015 for backward compatibility only for customer using prior to October 2010 All pick up requests should arrive as PRE-ADVICES with effect from 1st April 2011 onwards.
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Do not include this field in new files after 1st January 2015
this should be the "TOWN" of the receiving warehouse. | CH | 50 | Mandatory | This must be a minimum of 4 alphbetic letters (not including spaces) | ||
<HD>11 | DeliveryPostcode | For Type M orders this should be the postcode for the receiving warehouse | AN | 15 | Mandatory |
|
<HD>12 | DeliveryCountry | Supply the country code, ISO 2 digit codes. Must be the country code of the receiving warehouse | A | 2 | Mandatory | Please ensure you use "GB" for all UK deliveries |
XML HO (Header Options) Segment
XML Element | XML Key Name | Notes | Type | Length | Requirements | Field Notes or Conditions |
|---|---|---|---|---|---|---|
<HO>1 | FKSalesOrderType | Should always be 1 | N | 1 | Mandatory | |
<HO>2 | SiteCode | This is the warehouse keepers site code for where the stock is located that you wish to use to fulfill this order request. | AN | 2 | Mandatory | |
<HO>9 | CustomerPORef | This is the final customers purchase order reference, its free text just quoted on the final delivery document | AN | 30 | Optional | As this prints on paperwork CHECK with your warehouse that they print this length as most warehouses paperwork is set for 20 maximum. |
<HO>35 | ResCust | This field is used for pre-processing of the file, where you want the system to only choose from the available stocks belonging to a specific reserve customer account then this field would have the reserve customer code entered. The system will pre-process the inbound file, adding a specific rotation for each product required | AN | 12 | Optional | Please ensure your warehouse offers this service. |
XML HU (Header Underbond) Segment
XML Element | XML Key Name | Notes | Type | Length | Requirements | Field Notes or Conditions |
|---|---|---|---|---|---|---|
<HU>1 | ExciseDefermentNumber | This is the account code given to the deferment account. | AN | 10 | Conditional | MANDATORY for Excise or Customs warehouse This may not be the deferment number or stock holding customer code as it accommodates cash deferments where HMRC numbers are not issued. Please speak to your warehouse to find out this code |
<HU>2 | CustomsDefermentNumber | This is the account code given to the deferment account. | AN | 10 | Conditional | |
<HU>3 | PayCustomsDuty | B | 1 | Conditional | Should default to “N” for anything leaving the UK | |
<HU>8 | ConsigneeName | The Consignee is the buyer of the goods. Purchasing Customers Name (not where its going but who it is going to) | CH | 50 | Conditional | Conditions : Where the stock holding customer is paying the duty and the order type is = P (Duty Paid) then optional, in all other cases this is mandatory. You can supply this even if it is Type P we would just ignore it. If the country you are supplying to has no post codes / zip codes then add the country code to the postcode field. Address Information for specific Order types: |
<HU>9 | ConsigneeAddress1 | Buyer Address Line 1 | CH | 50 | Conditional | |
<HU>10 | ConsigneeAddress2 | Optional Address field | CH | 50 | Optional | |
<HU>11 | ConsigneeAddress3 | Optional Address field | CH | 50 | Optional | |
ConsigneeAddress4 | Buyer Address TOWN | CH | 50 | Conditional | ||
<HU>13 | ConsigneePostcode | Buyer Postcode or ZIP | AN | 15 | Conditional | |
<HU>15 | ConsigneeCountry | Buyer COUNTRY code | A | 2 | Conditional |
XML LD (Line Details) Segment
XML Element
XML Key Name
Notes
Type
Length
Mandatory / Optional / Conditional [M/O/C]
<LO>1
SOLineNotes
A service offered by the warehouse – please check availability.
Any notes which are needed for the product line, these are printed beneath the product line.
Can be used for messages about the product, pricing, customers own information.
CH
120
<LO>2
SOLineDiscountPercentage
A service offered by the warehouse – please check availability.
Used to calculate the invoice price for the invoice or priced delivery note
NU
8.3
<LO>3
SOLineDiscountValue
A service offered by the warehouse – please check availability.
Used to calculate the invoice price for the invoice or priced delivery note
NU
XML Element | XML Key Name | Notes | Type | Length | Requirements | Field Notes or Comments | |||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
<LD>1 | FKProduct | Specify the product code of the item you wish to send out from the warehouse [This field is usually alpha numeric, we can accept some symbols but these sometimes present problems on printed paperwork] Note : The length on this field is limited as most customers do not have configured paperwork beyond 20 characters, if you need larger then contact your warehouse first as they may need to make changes to accommodate. The absolute limit is 50. | AN | 20 | REQUIRED | IF stock holding customer is set to "batch mandatory for orders" is true then this field is not required. OTHERWISE MANDATORY (also see LD2 notes) If the Product Code provided is wrong then the ENTIRE Order will fail validation and will not be allowed to enter into the main warehousing system You can only send the same product more than once if you include a unique rotation number for each order line. | |||||||||||||||||
<LD>2 | RotationNo | Specify the rotation number of the stock you wish to send to the customer. The rotation format is strictly YY/Dnnnnnn YY = Year D = Duty Paid indicator either T or P or D or 0 (number) Nnnnn = sequential number | AN | 10 | CONDITIONAL |
Please check that your warehouse will accept only Rotation Number as there is no double check on the stock if you only supply rotation number and many customers get this wrong
Otherwise it is OPTIONAL You can not duplicate the rotation number unless each one has a different rotation line number | |||||||||||||||||
<LD>3 | RotationLineNo | This is part of the rotation number, it does not have to be used however when you are selecting which one to use as each rotation comes from the same origin. However it would be used when the stocks have to be identified to a single batch. | IN | 4 | Optional | This field is required and mandatory when the customer is setup to use “Reserve Customers” and also when the order type is type = "T" Also is optional to identify high value stocks where a specific rotation has to be identified. | |||||||||||||||||
<LD>5 | PalletsOrdered | Enter the number of pallets required. Order quantities can be quoted as a quantity of any or all or a mix of each columns. e.g. 1 pallet 0 case 0 singles OR 0 pallet singles OR 0 pallet 12case 4 singles | IN | 4 | Conditional | LD5,LD6 or LD7must LD7 must have an entry in one of the fields. There can be entries in all fields or a mixture of fields. But at least one field of the three needs to be a positive value e.g.1 or more | |||||||||||||||||
<LD>7<LD>6 | SinglesOrderedUnitsOrdered | Enter the number of singlescases / bottles units required. Order quantities can be quoted as a quantity of any or all or a mix of each columns. e.g. 1 pallet 0 case 0 singles OR 0 pallet 12case 4 singles You do not calculate the number of singles needed to fulfill the order if you complete the case or pallet fields. In this column you can enter the total number of singles required, this will be converted to a quantity of pallets / cases / singles as required.0 case 0 singles OR 0 pallet 12case 4 singles | IN | 4 | Conditional | LD5,LD6 or LD7must have an entry in one of the fields. There can be entries in all fields or a mixture of fields. But at least one field of the three needs to be a positive value e.g.1 or more | <LD>8 | SalesPrice | Is used to declare the sales price of the goods for underbond / duty deferred /priced delivery notes or invoice advices The value for VAT purposes can never be 0,00 so either leave blank or supply the correct value | CU | 8.3 | <LD>9 | SinglePrice | Is used if the sales price per case (LD8) is not available and you can only provide the price per single item. If you provide BOTH LD8 and LD9 then we will not recalculate them we will take them as correct (this is in case you are selling at different case to single prices) | CU | 8.3 | This is the sales price of the single item. NOT AVAILABLE UNTIL Q3,2020 | <LD>10 | PODLineNumber | Used by customers to identify this line on the order from the customers system. If you wish to receive confirmations back to your system we would send DocRef, SOLineNo to aid identification of this incoming line from the customers system. If a line has been manually inserted by the warehouse then this remains blank as it does not relate to anything on the customers system so it can then be identified as a modified line. | IN | 4 | Required |
XML LO (Line Options) Segment
in one of the fields. There can be entries in all fields or a mixture of fields. But at least one field of the three needs to be a positive value e.g.1 or more | ||||||
<LD>7 | SinglesOrdered | Enter the number of singles/bottles required. Order quantities can be quoted as a quantity of any or all or a mix of each columns. e.g. 1 pallet 0 case 0 singles OR 0 pallet 12case 4 singles You do not calculate the number of singles needed to fulfill the order if you complete the case or pallet fields. In this column you can enter the total number of singles required, this will be converted to a quantity of pallets / cases / singles as required. | IN | 4 | Conditional | LD5,LD6 or LD7must have an entry in one of the fields. There can be entries in all fields or a mixture of fields. But at least one field of the three needs to be a positive value e.g.1 or more |
<LD>8 | SalesPrice | Is used to declare the sales price of the goods for underbond / duty deferred /priced delivery notes or invoice advices The value for VAT purposes can never be 0,00 so either leave blank or supply the correct value | CU | 8.3 | Conditional Mandatory for underbond / duty deferred and prices delivery notes. | Conditional – Is mandatory when the warehouse is a HMRC warehouse OR if you use the invoice option. This is a currency field so 8.2 format. You can supply this for all lines it has no effect if supplied and not required. |
<LD>9 | SinglePrice | Is used if the sales price per case (LD8) is not available and you can only provide the price per single item. If you provide BOTH LD8 and LD9 then we will not recalculate them we will take them as correct (this is in case you are selling at different case to single prices) | CU | 8.3 | This is the sales price of the single item. NOT AVAILABLE UNTIL Q3,2020 | |
<LD>10 | PODLineNumber | Used by customers to identify this line on the order from the customers system. If you wish to receive confirmations back to your system we would send DocRef, SOLineNo to aid identification of this incoming line from the customers system. If a line has been manually inserted by the warehouse then this remains blank as it does not relate to anything on the customers system so it can then be identified as a modified line. | IN | 4 | Required |
XML LO (Line Options) Segment
XML Element | XML Key Name | Notes | Type | Length | Mandatory / Optional / Conditional [M/O/C] |
|---|---|---|---|---|---|
<LO>4 | DestProduct | Type M - This is the product code of the receiving customer and this product needs to exist | AN | 30 | Conditional - If Type M order then Mandatory |
<LO>5 | DestUnits | Type M - Planned Number of Cases | NU | 5 | Conditional - If Type M order then Mandatory |
<LO>6 | DestSingles | Type M - PlannedNumber of Single Bottles or this can be the total in single bottles | NU | 5 | Conditional - If Type M order then Mandatory |
<LO>7 | DestSPC | Type M - The singles per case which were output during the manufacturing process | NU | 4 | Conditional - If Type M order then Mandatory |
<LO>8 | DestStamps | Type M - Specifies whether the final product will be duty stamped (Y or N) | BIT | 1 | Conditional - If Type M order then Mandatory |
<LO>9 | DestValue | Type M - The value of the goods per case when they are landed, in the warehouse base currency e.g. UK warehouses use GBP | MO | 8.2 | Conditional - If Type M order then Mandatory |