EDI Purchase Order

Altar’d State requires all EDI capable vendors to exchange business documents via EDI. These documents include; purchase orders (850), purchase order changes – Buyer Initiated (860), advance shipment notices (856 Shipment Notice/Manifest), invoices (810), PO acknowledgments with or without change (855).

Altar’d State uses SPS Commerce as our enabler or VAN to facilitate EDI transactions. (VAN - Value Added Network, is a hosted service that acts as an intermediary between business partners sharing standards based or proprietary data via shared business process.)

Altar’d State/SPS Commerce will reach out to our existing and new vendors as they come online to establish an EDI system for business to business communications. Altar’d State realizes that many of our vendors have existing EDI relationships with other customers or companies.

Altar’d State/SPS will work with those vendors to ensure that these requirements are maintained while meeting AS’s EDI objective. The vendor can contact vendorcompliance@altardstate.com in order to establish an EDI dialogue and answer any questions concerning a vendor’s EDI status or use of emailed orders.

Altar’d State and/or SPS Commerce will assist vendors in testing, and transmission of EDI messages to and from the vendor and AS. Vendors in an EDI test status will process and ship Altar’d State merchandise using the Manual type PO. After a successful EDI trial period, vendors will process and ship merchandise using EDI generated documents only (i.e. 850, 860, 856, 810, etc.). The vendor is not to use emailed or faxed copies of the AS PO for processing, routing, and shipping merchandise after becoming an EDI vendor.

• 850 (Purchase Order)

• 856 (Advance Shipment Notice)

• 860 (Purchase Order Change Request—Buyer Initiated)

• 855 (PO Acknowledgment, with or without change)

• 810 (Invoices)

Electronic Purchase Order (850)

Vendors are required to acknowledge the receipt of all Altar’d State 850 transmissions within 24 business hours through the use of the electronic PO acknowledgment (855). Any 850 transmissions not acknowledged by the vendor within the time frame may be subject to chargebacks specified in the chargeback schedule. The exact vendor style/color number and UPC contained in the 850-item data must be used when sending a corresponding 856 or 810 message to AS. Once a vendor has been placed in a “production” status for the 850, processing, routing, and shipping of AS merchan- dise needs to be initiated using the 850. Vendors in a production status for the 850 messages are NOT to use copies of orders submitted via e-mail or fax unless approved by Altar’d State. Any orders approved and submitted using one of the previously mentioned methods will need to be validated upon receipt of corresponding 850 messages.

Electronic Shipment Notice or ASM (856) 

Altar’d State uses an 856-transaction set to the receipt and processing of vendor merchandise. Vendor item style, color, size, pack, and description contained in the corresponding 850 or 860 documents must also be used on the 856 messages. Any 856-messages transmitted to AS which fail to validate when compared to corresponding 850/860 messages may be subject to chargeback as specified in the Vendor Guide.

Altar’d State requires all ASN transmissions to be sent at time of pickup, and be in our system, prior to delivery of merchandise to the AS facilities or named shipping point. Any 856 message received after delivery of merchandise to AS facilities or named ship point will be subject to the chargebacks specified in the Vendor Guide.

An 856 transmission can reference multiple 850/860 transactions. Altar’d State requires a single, consolidated ASN per PO shipment and location. Any vendor shipping from multiple locations will need to create a corresponding ASN reflective of the shipment from a specific location.

Electronic PO Change Request - Buyer Initiated (860)

Currently suspended. A new or modified 850 will be sent if any changes to PO are made. Please check the most recent 850 for changes.

Altar’d State uses an 860 transaction set for the transmission of changes made to a previously transmitted 850 message. This message is generated upon modification and approval of the order in the AS merchandise system. Vendors are required to acknowledge the receipt of all Altar’d State 860 transmissions, within 24 business hours, through the use of the electronic functional acknowledgment message (997). An 860 message is the only approved method to change a valid produc- tion 850 message. Manually emailed or faxed change request messages are not to be used by an EDI-enabled vendor unless approved by AS unless approved by AS.

Electronic Invoice (810) 

Vendor item style, color, size, pack, and description contained in corresponding 850 or 860 transmissions must be used on the 810 messages. All 810 messages should be sent as a consolidated 810. Do not send an 810 for each store. Any 810 message transmitted to AS which fails to validate when compared to corresponding 850/860 message may be subject to chargeback as specified in the Vendor Guide. An 810 transmission can only reference a single 850/860 transaction. Altar’d State requires each invoice to reference our Purchase Order Number and contain the total units being billed. Invoices should be consolidated by PO.