Page Comparison

<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

<DO></DO>

Delivery Options - One time for each order

only if needed

<HI></HI>

Header Invoice - One time for each order

only if needed

<LD>

Line Detail - Repeats for each <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
If added in any SO it has to always occur after each LD even if not being used.

</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

<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
This is a warehouse which is not operating as a customs warehouse.

Customs warehouse systems - see code list B
if your stock is in a warehouse that is excise or customs approved or operating this format of the system then you need to use list B

Special Movement Types for customs warehouse systems - see code list C

Only to be used if your warehouse specifically approve you to use codes.

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 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>4

DPAccountRef

This is the unique delivery DPAccountRef

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 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)(M)– For Transfers (M)– This MUST be the receiving stock holding customers name, for other fields review the fields there are specific notes.

CH

50

Mandatory

 <HD>7

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 ]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

General Address field

this should be the "TOWN" of the receiving warehouse.

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.

• SMS notifications

• Contacts for bookings

• Driver help with locating customer

• Some parcel carriers insist on this being sent.

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.

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

<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.

<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>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

<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>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

Enter the number of cases / 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

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>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
PLEASE ENTER THE SALES PRICE per CASE / UNIT   
(Pallets → Cases/Units → Bottles/Singles) 

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.
We will generically work out the Sales Price based on the Singles per case.

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

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.
We will generically work out the Sales Price based on the Singles per case.

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

<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