<PA>

Defines the start of a Pre-advice

<HD>

Mandatory

</HD>

Appears only once within any PA segment

<HO>

Conditional

</HO>

Appears only once within any PA segment

<PH>

Conditional

</PH>

Used only if HO29 is TRUE

<LO>

Mandatory

</LO>

Appears as many times as there are lines on the preadvice and repeats itself for each line in the pre-advice.

<PD></PD>

Conditional

</PD>

Used only if HO29 is TRUE and if you supply for one line you have to send for all lines

</LO>

Can be repeated as many times as required

</PA>

Can be repeated as many times as required to add multiple PO within same file.

</PREADVICES>

defines the end of the file.

<HD>1

CustomerCode

Y

AN

8

Customer will supply the alphanumeric customer code which will then have to be looked up for the FKID of the customer.

Mandatory

<HD>2

CustomerPONumber

Y

AN

20

Insert your PO Number which should be a unique number for the purchase order and something which your supplier/shipper/haulier can use to quote for booking purposes.

Mandatory

<HD>3

CustomerPODate

Y

DT

Format dd/mm/yyyy or dd/mm/yy

Mandatory

<HO>1

SiteCode

Y

AN

2

Mandatory -  this field is MANDATORY for all files

<HO>2

DeliveryType

Y

AN

6

A code which defines the purpose of the purchase order / pre-advice.
See the code list for a list of codes which are used here PA Code List

Mandatory -  this field is MANDATORY for all files

<HO>3

SupplierCode

AN

8

If you know the supplier code which is stored on the warehouse keeper system then this can be filled in, instead of having to complete the full supplier details below.

Some warehouses this is still required, please check with the warehouse

Optional - Do not filll this in if you do not know the correct code the system will reject the entire pre-advice if this is an invalid code.

<HO>5

ExpectedDeliveryDate

Y

DT

Format dd/mm/yyyy or dd/mm/yy

Mandatory

<HO>6

Container

B

Either Y or N

Optional – Default is NO

<HO>7

ContainerNumber

AN

20

Conditional – Should be supplied if this is arriving in container, but can be left blank

<HO>8

SlipSheetsInUse

B

Either Y or N

Optional – Default is NO

<HO>9

OnPallets

B

Either Y or N

Optional – Default is NO

<HO>10

SupplierName

Y

AN

50

If this is being used for Delivery Type = COLL (e.g. You are asking the warehouse to pick the goods up and return to the warehouse) then supply the collection name and address in the fields HO10-HO26

MANDATORY

<HO>11

SupplierContactName

Y

AN

50

MANDATORY

<HO>12

SupplierAccountCode

AN

20

MANDATORY

<HO>13

SupplierAddressLine1

Y

AN

50

MANDATORY

<HO>14

SupplierAddressLine2

Y

AN

50

<HO>15

SupplierAddressLine3

Y

AN

50

<HO>16

SupplierTown

Y

AN

50

MANDATORY

<HO>17

SupplierPostcode

Y

AN

15

MANDATORY

<HO>18

SupplierCountry

Y

A

2

ISO-3166 – 2 digit country codes
If UK then GB needs to be entered !! 

MANDATORY

<HO>19

SupplierTelephone

TP

20

<HO>20

SupplierFax

TP

20

<HO>21

SupplierEmail

EMI

50

single email address

<HO>22

ShipperName

Y

AN

50

<HO>23

ShipperContactName

AN

50

<HO>24

ShipperContactTelephone

TP

20

<HO>25

ShipperContactFax

TP

20

<HO>26

ShipperContactEmail

EMI

50

single email address

<HO>27

ExpectedNoOfLines

Y

I

Total number of product lines due

Mandatory

<HO>28

ExpectedNoOfCases

Y

I

Total number of cases due

<HO>29

ArrangeCollection

Y

B

1

Y or N

CONDITIONAL

When the DeliveryType is set to RFC, it is mandatory to specify this line as "Y" if you want the warehouse to collect the goods. Otherwise, by default, set it to "N" in all other cases.

<HO>30

HOCF1

These are custom fields, their data type and use will depend on each warehouse to define.

Not all warehouses will use these fields but where they are in use you will be able to obtain this from the code list table and it will be linked from here.

<HO>31

HOCF2

<HO>32

HOCF3

<HO>33

HOCF4

<HO>34

HOCF5

<HO>35

HOCF6

<HO>36

HOCF7

<HO>37

HOCF8

<HO>38

HOCF9

<PH>1

<PUFrom>

N

TM

5

Pickup from time

<PH>2

<PUTo>

N

TM

5

Pickup To time.........must be supplied if PH1 supplied

<PH>3

<PU2From>

N

TM

5

Optional second set......... PH2 needs to have data first before this.

<PH>4

<PU2To>

N

TM

5

Optional second set.......must be supplied if PH3 supplied

<PH>5

<PHNotes>

N

AN

120

Notes or instructions relating to the pickup of the items.

<PH>6

<ADN>

N

NA

30

Associated Document Reference -
It is used to associate the pick up request with the original outgoing order

Conditional
(HO29 = Y and HO2 is either "RWC" or "RFC" then MANDATORY)

<LO>1

ProductCode

Y

AN

20

Mandatory

<LO>2

DescriptionOfGoods

Y

AN

50

Mandatory

<LO>3

CountryWhenceConsigned

A

20

Unless supplied will default from the country code of the supplier

<LO>4

ReserveCustomerDetail

AN

8

Enter the reserve customer code. In the event of a EnPrimeur shipment the same line could be repeated many times for different reserver customer codes, each customer for example receiving a single case.

<LO>8

UnitsPerPallet

I

Only supply if different to the product master table

Conditional - Must be supplied in case the product does not exist, mandatory when HO29 Arrange Collection to be TRUE

<LO>9

SinglesPerUnit

Y

I

Also known as SPC - Can never be zero (0)

e.g. How many items are there per unit / case

Mandatory

<LO>10

SingleSize

Y

DC

8.5

Also known as SS - If liquid then the single item number of litres; otherwise could be the single weight otherwise if the product is not measurable then use 1.00
Must always contain at least one decimal place.

Mandatory

<LO>11

ExpectedPallets

I

Enter a value if left blank will deflt to 0

Conditional – Either <LO>10 or 11 or 12 must be greater than 0

<LO>12

ExpectedUnits

Y

I

Enter a value if left blank will deflt to 0

Conditional – Either <LO>10 or 11 or 12 must be greater than 0

<LO>13

ExpectedSingles

Y

I

Enter a value if left blank will deflt to 0

Conditional – Either <LO>10 or 11 or 12 must be greater than 0

<LO>14

ProductCostPerUnit

Y

CU

18.5

Money field so MUST contain 2 decimals e.g. 13.00 or 143.12

MANDATORY

<LO>15

InsuranceCostPerUnit

CU

18.5

Money field so MUST contain 2 decimals e.g. 13.00

Highly Recommended to complete

<LO>16

FreightCostPerUnit

CU

18.5

Money field so MUST contain 2 decimals e.g. 13.00

Highly Recommended to complete

<LO>19

IsOriginalWoodCase

B

Y or N

<LO>23

ProductCostCurrency

Y

A

3

ISO 4127 Currency Code – if LO<13> provided then required

<LO>24

InsuranceCostCurrency

A

3

ISO 4127 Currency Code – if LO<14> provided then required

<LO>25

FreightCostCurrency

A

3

ISO 4127 Currency Code – if LO<15> provided then required

<LO>29

SiteCode

AN

2

Optional  - Should a customer send a single PO and require it to be landed into two sites then this field should be filled in otherwise left blank. If the po has lines with differing site codes on each line then a separate unique PO will be added to the system, one for each site.

<LO>30

PALineNo

Y

I

4

The line number from your system, we will send this back to you when we send the receipt.

MANDATORY

<LO> 31

Vintage

Y

AN

4

Either use a 4 digit year or NA or NV in this field.

If you do not know do not send this, if it is the same as the product then it is not needed.

<LO>32

DutyPaid

B

Either Y or N or will assume N if left blank

This can only be set to Y for items receipted from the same country the warehouse is located, if this is not the case then N must always be used (or left blank)

If you are storing with a third party warehouse do not send this element as the warehouse are required to check the goods on arrival. Only where the goods are a return from a duty paid delivery should you set this flag where there is no doubt that ALL duties have been paid.

<LO>33

CRR

B

Condition Report Required - defaults to N (No)

Options are Y or N

<LO>35

Brand

Y

AN

50

Brand Name field please provide either the

Brand OR Producer OR Manufacturer

Very Important for UK New Duty Regime 2023 - small producer discounts on duty

Mandatory 

<LO>36

Strength

Y

DC

4.2

ABV Strength

Mandatory for excise warehouses and alcoholic products

<LO>40

LOCF1

These are custom fields, their data type and use will depend on each warehouse to define.

Not all warehouses will use these fields but where they are in use you will be able to obtain this from the code list table and it will be linked from here.

<LO>41

LOCF2

<LO>42

LOCF3

<LO>43

LOCF4

<LO>44

LOCF5

<LO>46

LOCF6

<LO>47

LOCF7

<LO>48

LOCF8

<LO>49

LOCF9

<PD>1

<PDNotes>

N

AN

120

Notes or instructions relating to the pickup of the items. This is at line level and can be used as additional notes

<PD>2

<PDMarker>

N

B

1

A "Y" or "N" field which will stop the pre-advice from populating the product codes, but only the descriptions of the goods, this will force the warehouse to check the items match the description before landing the goods onto the warehousing system.