PA XML Structure

<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>

Coditional

</PH>

Used only if HO28 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 HO28 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

A

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

A

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

D

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

Mandatory

<HO>1

SiteCode

Y

A

2

Mandatory -  this field is MANDATORY for all files

<HO>2

DeliveryType

Y

A

6

Standard Codes which can be sent with a Pre-Advice
For more details please see the code list for a list of codes used here PA Code List

Mandatory -  this field is MANDATORY for all files

<HO>3

SupplierCode

A

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.

DO NOT USE THIS IF YOU ARE USING A 3PL WAREHOUSE TO STORE YOUR STOCK

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>4

ShipperCode

A

8

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

The shipper codes are shared among all customers as the same companies are generally used by everyone.
If supplied this must be correct
DO NOT USE THIS IF YOU ARE USING A 3PL WAREHOUSE TO STORE YOUR STOCK

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

D

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

Mandatory

<HO>6

Container

B

Either Y or N

Optional – Default is NO

<HO>7

ContainerNumber

A

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

A

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

A

50

MANDATORY

<HO>12

SupplierAccountCode

A

20

MANDATORY

<HO>13

SupplierAddressLine1

Y

A

50

MANDATORY

<HO>14

SupplierAddressLine2

Y

A

50

<HO>15

SupplierAddressLine3

Y

A

50

<HO>16

SupplierTown

Y

A

50

MANDATORY

<HO>17

SupplierPostcode

Y

A

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

A

20

<HO>20

SupplierFax

A

20

<HO>21

SupplierEmail

A

50

<HO>22

ShipperName

Y

A

50

<HO>23

ShipperContactName

A

50

<HO>24

ShipperContactTelephone

A

20

<HO>25

ShipperContactFax

A

20

<HO>26

ShipperContactEmail

A

50

<HO>27

ExpectedNoOfLines

Y

I

Total number of product lines due

Mandatory

<HO>28

ExpectedNoOfCases

Y

I

Total number of cases due

Mandatory

<HO>29

ArrangeCollection

Y

B

1

Y or N

Optional - Will default to N if not set.

<PH>1

<PUFrom>

N

hh:mm

5

Pickup from time

<PH>2

<PUTo>

N

hh:mm

5

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

<PH>3

<PU2From>

N

hh:mm

5

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

<PH>4

<PU2To>

N

hh:mm

5

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

<PH>5

<PHNotes>

N

A

120

Notes or instructions relating to the pickup of the items.

<PH>6

<ADN>

N

A

30

Associated Document Reference -

It is used to associate the pick up request with the original outgoing order

Conditional (HO29 = Y and Purchase Type is either "RWC" or "RFC" then mandatory)

<LO>1

ProductCode

Y

A

20

Mandatory – except for customers using the system product table then can be left blank

<LO>2

DescriptionOfGoods

Y

A

50

Mandatory

<LO>3

CountryWhenceConsigned

A

20

Unless supplied will default from the country code of the supplier

<LO>4

ReserveCustomerDetail

A

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.

Optional

<LO>5

RotationNumber

A

20

Will always be of the format YY/Znnnnnn

Conditional – Can only be supplied for TR type orders, otherwise it will be ignored.

<LO>6

RotationLineNo

A

4

Conditional – Can only be supplied for TR type orders, otherwise it will be ignored.

<LO>7

CustomerBatchNo

A

30

<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

Supply to confirm this is the same as the product master table

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

Mandatory

<LO>10

SingleSize

Y

N

8.5

Supply to confirm this is the same as the product master table.

e.g 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

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

N

18.5

Only supply if different to the product master table,  if left blank will deflt to master record

Highly Recommended to complete

<LO>15

InsuranceCostPerUnit

N

18.5

Only supply if different to the product master table,  if left blank will deflt to master record

Highly Recommended to complete

<LO>16

FreightCostPerUnit

N

18.5

Only supply if different to the product master table,  if left blank will deflt to master record

Highly Recommended to complete

<LO>17

ItemNetWeight

N

18.5

Only supply if different to the product master table,  if left blank will deflt to master record

Mandatory - Format is to 2 decimal places in Kilograms

<LO>18

ItemHeight

N

18.5

Only supply if different to the product master table,  if left blank will deflt to master record

Format is to 2 decimal places

<LO>19

IsOriginalWoodCase

B

Y or N

Optional

<LO>20

QuotaNumberOrPreference

A

15

Only enter if known. Paperwork will be checked at time of receipt and applied as necessary

Quota Number or Preference if known

<LO>21

DutyStamped

B

Either Y or N

Default as N if not supplied

<LO>22

FreezeUponReceipt

B

Either Y or N

<LO>23

ProductCostCurrency

Y

A

3

Only supply if different to the product master table,  if left blank will deflt to master record

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

<LO>24

InsuranceCostCurrency

A

3

Only supply if different to the product master table,  if left blank will deflt to master record

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

<LO>25

FreightCostCurrency

A

3

Only supply if different to the product master table,  if left blank will deflt to master record

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

<LO>26

CommodityCode

A

20

Only supply if different to the product master table,  if left blank will deflt to master record

If supplied should be a continuous string of numbers, no spaces, no dashes, no letters

<LO>27

TaxCode

A

6

Only supply if different to the product master table,  if left blank will deflt to master record

Normally 3 digits beginning 4__ and is the EXCISE CODE

<LO>28

ItemGrossWeight

N

18.5

Only supply if different to the product master table,  if left blank will deflt to master record

Format is to 2 decimal places in Kilograms

<LO>29

SiteCode

A

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

8

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

<LO> 31

Vintage

Y

A

4

Either use a 4 digit year or NA or NV in this field but can also be left blank.

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

<LO>33

CRR

B

Condition Report Required - defaults to NO

<LO>34

CustRepCond

A

50

Customer Reported Condition - freetext field

<LO>35

Brand

Y

A

50

Brand Name for the product or Producer or Manufacturer

Mandatory 

<LO>36

CustRegion

A

50

Customer Region field, only used to assist with goods receipt process

This field is not commonly used, please confirm with your warehouse whether they use this field

<LO>37

CustType

A

50

Customer Type field, only used to assist with goods receipt process

This field is not commonly used, please confirm with your warehouse whether they use this field

<LO>38

SingleSizeUnit

A

20

Unit description for the single size

This field is not commonly used, please confirm with your warehouse whether they use this field

<LO>39

CustLineLitres

N

8.3

General Customer litres

This field is not commonly used, please confirm with your warehouse whether they use this field

<PD>1

<PDNotes>

N

A

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.