Page Comparison

<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 or excise 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

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>4

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, check with 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.

FKUnderBondType (T)(M)– MUST be the receiving stock holding customers name

FKUnderBondType (U,N) - MUST be the receiving warehouse name and address 

FKUnderBondType (E,X) - Shipper or Exporter name/address (who is arranging the export) [known as the point of export

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 the delivery point it must be the number + streetname where there is no streetname then the building name can replace it.

FKUnderBondType (T) or (M) - MUST contain the receiving customers stock holding code

You can obtain this from the customer or the warehouse.

CH

50

Mandatory

The entire file will fail if this is missing from any order within the file

This must be a valid streetname

<HD>8

DeliveryAddress2

Building Name + SubBuilding + Dependant Thoroughfare

FKUnderBondType (T) or (M) - MUST contain the receiving customers' site code.
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

Conditional

Conditions : Mandatory for type T or Type M orders (transfers)

<HD>9

DeliveryAddress3

Locality

FKUnderBondType (T) - If the receiving customer uses Reserve customer codes this should contain the reserve accounts code or name if not known then leave blank.

CH

50

Conditional

Conditions : Required for Type T

<HD>10

DeliveryTownOrCounty

Delivery Point - POST TOWN

MUST NOT contain COUNTY

FKUnderBondType (T) or (M) - should be the " POST TOWN" of the receiving warehouse.

CH

50

Mandatory

Minimum of 4 alphabetic letters (not including spaces)

This should not contain the COUNTY

<HD>11

DeliveryPostcode

Mandatory - Supply the postcode for DELIVERY POINT FOR UK Deliveries

FKUnderBondType (T) or (M) - should be the postcode of the receiving warehouse

AN

15

Conditional

MANDATORY . for ALL UK Deliveries

REQUIRED : for countries with zip / postcodes 

<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

Also “+”
is allowed

30

Optional

If used then HD13 Contact name is Mandatory

If your warehouse uses Distribution with notifications then sending an 07xx or +447xx number will result in the mobile number receiving SMS notifications regarding the delivery estimated delivery times / delays.

<HO>1

FKSalesOrderType

See Code List D

This is for customs purposes and potentially to move items through different preparation types within the warehouse. In general if you are selling the goods then this is 1 but when you send outside the current country the declarations need to know whether it is gifts, samples or personal items for the declaration forms.

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.

UK Underbond Orders (U)- please include the delivery warehouse stock holding code / name and reserve account name in this field.

CH

120

Optional

**Delivery times MUST NOT be sent within the instructions **

If a field exists for a specific item then it should be in the field and not in this generic field.

<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

2^nd 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

2^nd 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

AN

20

Optional

As this prints on paperwork CHECK with your warehouse that they print this length as most warehouses paperwork is set for 20 maximum. It can be extended to 30 but only after your warehouse agrees.

<HO>10

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

For Warehouse Deliveries : Use of this field is dependent on your warehouse and deadlines or delivery schedule that they provide.

For Collections from Warehouse : 

DT

10

Conditional

Based on the Delivery method

Warehouse Delivery = Optional

Collection from Warehouse = mandatory

Transfers = not required.

We use a custom xml format for this which is :
dd/mm/yy or dd/mm/yyyy

<HO>11

IsBookingRequired

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.

B

1

Optional

Default to N

<HO>12

IsCustomerPickup

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.

Do not include this field in new files after 1st January 2015

<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

<HO>22-24 if using a PCxx code are required

<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 next day date and 08:00 as a default to ensure the warehouse have the goods picked for first thing

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>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

<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

<HO>22

ParcelCarrierServiceCode

A service offered by the warehouse – please check availability.

AN

12

Conditional

If you use a PCxx 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>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
  ONLY where 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.

AN

30

Conditional

Condition : excise warehouse this is mandatory for all orders to businesses where duty paid stock is involved in the transaction.

<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

email

Optional

<HU>1

ExciseDefermentNumber

This is the deferment account code given to the deferment account number

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 deferment account code given to the deferment account number.

AN

10

Conditional

<HU>3

PayCustomsDuty

B

1

Conditional

MANDATORY for Excise or Customs warehouse

Always use “N” for anything leaving the UK
Always use “Y” for any Type P orders otherwise you choose Y or N

<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 :

If you are storing in an excise or customs warehouse then this section is mandatory.

Whilst not really required for FKUnderBondType = P with you paying the duty we would just ignore it.
If not supplied then this order will be a validation failure

Address Information for specific FKUnderBondType types:
P/T/U/K/N/E/X/K - name & address of company or person buying the goods
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

If the country you are supplying to has no post codes / zip codes then add the country code to the postcode field.

AN

15

Conditional

<HU>15

ConsigneeCountry

Buyer COUNTRY code

A

2

Conditional

<DO>1

LabelURL

For use with NetDespatch module

URL

<DO>2

DAD1

Delivery Attached Document

URL

Can be provided and set to print at point of delivery note printing.

e.g. Tasting Notes, product certification, export license

Should be a PDF document.

<DO>3

DAD2

Delivery Attached Document

URL

<DO>4

DAD2

Delivery Attached Document

URL

ConsignmentNo

For use with NetDespatch module

N

No longer used

CarrierID

For use with NetDespatch module

AN

No longer used

CarrierCode

For use with NetDespatch module.

AN

No longer used

<DO>5

ServiceCodes

This is a string of codes seperated by semicolon which assists in the transport planning system.

This is the 'vehicle requirements' for the route planning.

Code - Description
TWO - Two Man Delivery
TLV - Tail Lift Vehicle Required
SDH - Special Delivery Handling - a delivery service requiring the white gloves approach.
SPH - Special Pick Handling - picking handling is important.
REW - Re-Works Required - e.g. Messages / Leaflets adding to the cases

Leave blank if not using; check with your warehouse before using as these codes may be different and they may not have the module enabled

AN

Optional - Route planning module within Distribution required

<DO>6

ServiceLevel

This defines a service level other than the standard delivery service levels.

Code - Description
24 - 24 Hours Service
48 - 48 Hour Service

Leave Blank if not using, but check with your warehouse as this is a non standard service.

AN

Optional - Route planning module within Distribution required

<DO>7

AreaNumber

This defines an area number for the vehicle and is used for automatic routing system to allocate this specific order to a specific vehicle for the area number.

This is an INTEGER field

N

Optional - Route planning module within Distribution required

<DO>8

BKContact

Booking Contact Name

<DO>9

BKTel

Booking Contact Telephone No

<DO>10

BKEmail

Booking Email Address

<DO>11

BKRef

Booking Reference Number

<DO>12

DNDB

Do not Delivery before dd/mm/yyyy             

If you set this field the system will pick the next delivery date on or after the date provided.

DT

<DO>13

DNDA

Do not Delivery after dd/mm/yyy

If you set this field the system will pick a delivery date on or before the date provided
If this can not be met then the warehouse will contact you

DT

<DO>14

DNote

1 - Electronic Delivery Note sent via email to DP email and  no paper copy  (Green option)
2 - Electronic Delivery Note sent via email to DP email and paper copy at time of delivery
3 - Paper Delivery note at the time of delivery.

IN

Will default to 1 

<DO>15

POD

You can download a POD any time up to the point where your warehouse state they will retain documents for, so there is no need for POD's to be systematically sent to you unless there is something wrong.

1 - Store POD on warehouse system copy not required
2 - Store POD on warehouse system copy to be send if there is a delivery issue
3 - Store POD on warehouse system and send copy once confirmed

IN

Will default to 1

<DO>16

ROR

Report Over Ride Feature

If left blank will default to your normal delivery note, however if completed we will use an alternative Delivery note template for this order only    
(Please speak to your warehouse before using this)

IN

Default is BLANK