Information on the electronic data interhange
implementation with
METRO Cash & Carry SR, s.r.o.
MAKRO Cash & Carry ČR, s.r.o.
This guideline describes basic technical and organizational information for suppliers, who need to implement electronic
communication with companies MAKRO ČR/METRO SR.
EDI implementation guide
srpen 2013
1. Solution choice
For the implementation of EDI, there are generally three options:
„Standard“ EDI = EDI converter directly connected to your IS, automatic processing of orders, invoices and
delivery notes (This is suitable for larger companies with assured IT support.)
„WEB“ EDI = there is not any connection with IS, manually downloaded orders, created invoices, dispatch advices
(This is suitable for small companies with low number of documents.)
„EDI as a Service“ = EDI converter at providers’ facilities, possibility to choose the option WEB EDI or connection to
your IS.
2. EDI provider choice
Informative list below
We recommend you to contact several providers and ask for an offer for your specific company. You will need to
provide the information on the number of documents which you share with your business partners (orders, invoices,
delivery notes).
3. Access to the Internet (modem, phone line...)
4. Registering with GS1 ČR or SR
=> arrange EAN localization code (otherwise GLN, ILN code) (www.gs1.sk/www.gs1.cz)
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5. Installation and commissioning of EDI software (adequately prepared for your
hardware) or WEB EDI solution
List of our GLN codes available on our website, in following link:
http://www.makro.cz/public/makro-cz/Domu/Pro-dodavatele/EDI
http://www.metro.sk/public/sk-metro/Uvod/Pre-dodavatelov
Our X400 address, which will be needed by your EDI provider:
S=EXITECZ;P=EDI;A=EDIVAN400;C=CZ
Our AS2 address (If you prefer direct connection without the participation of VAN/EDI provider on your side.)
AS2-ID:
EXITE
AS2 URL: http://as2gate.exite.net:4080/
AS2 IP:
89.233.128.205
MDN: asynchronous
encryption algorithm:
3-DES
signing algorithm: RSA with SHA1
signed and encrypted messages are preferred
The source address 89.233.128.205 must be accepted by the firewall of the receiving system
6. Registration for the electronic data interchange
= completion of the questionnaires for EDI communication (EDI ORDER questionnaire, EDI INVOIC questionnaire)
and sending them to EDI coordinator
7. Contractual requirements
We will send you Contract on Electronic Data Interchange, that generally desribes the relationship between the
parties (supplier and company MAKRO/METRO), Acceptance Protocol for orders and EDI Invoice contract
supplement covering electronic invoicing.
In case you have not received the documents from us, please request them from EDI coordinator.
8. Testing phase
ORDERS
After the set up is done in our system, you will receive the information about START OF TESTING PERIOD FOR
ORDERING via email. During the test period you will receive orders both by fax and electronically.
During this period it is necessary to check the accurancy of the content and usability of electronic orders carefully. If
you find any discrepancy, you will contact EDI coordinator.
Within the time of testing as well as within live/paperless EDI communication it is necessary to download received
electronic orders identically in the same time as you are receiving fax orders. It means that you should obtain
standard orders from the previous day at 9.00 o’clock in the morning and makro/metro mail orders/for action goods
up to 12.30 o’clock in the same day.
Warning:
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Electronic orders replace fax orders. But el. orders in printed form are not exactly the same as fax orders in format
and position of each item.
When you are able to process electronic orders correctly, you will confirm it by signing of „ACCEPTANCE
PROTOCOL“, in which you can suggest the date of the end of sending fax messages. If the date is not specifed in the
contract, it will be completed by us. The protocol has to be signed by the legal representative and sent via post in two
copies to the company MAKRO/METRO.
Please, send this document at the moment, when you are fine to process only electronic orders. At the
same time, we will need the general Contract on Electronic Data Interchange.
After reception of these contracts, we will send you confirmation on the termination of fax orders. From the next day
orders will only be sent electronically via EDI.
INVOICES
While testing electronic orders, you can also start to test electronic invoices. After the set up in our system, you will
receive the information about START OF TESTING PERIOD FOR ELECTRONIC INVOICING via email. Within test
period invoices will be sent in both ways – electronically via EDI and via mail/post.
Please, inform the EDI coordinator, after you have sent the first electronic invoice.
Elektronic invoices must be sent at the same time as paper ones, therefore we recommend you to send both of
them in one day. Paper invoices should be sent to address of company MAKRO/METRO „Oddělení kontroly faktur“ in
Prague via mail/post. Within the testing of electronic invoices it is possible not to use electronic signature.
You will have to establish ELECTRONIC/DIGITAL SIGNATURE certified by a recognized authority in your country or
in Europe. This signature is an essential part of electronic invoices (signature ensures the authenticity and
permanence of the document, f.e. www.ceskaposta.cz, www.ICA.cz, www.EDITEL.cz). We require qualified system
certificate in the case of Czech entities, for Slovak entities we require commercial certificate.
Our public part of digital signature is available on our website, in the section EDI documents/Digital signature. (It is
necessary for processing outgoing messages, which respond to your EDI invoices – AUTACK, APERAK, COMDIS).
It is necessary to consistently monitor our feedback in the form of EDI messages and email information about status
of your invoices. The way how to solve each state is reflected in the table below.
1.
Emails with errors description
100 Nenalezeno „Art.No“
101 Pro jeden EAN nalezeno více „Art No“
2. APERAK (EDI message)
3. COMDIS (EDI message)
You have to solve it in cooperation with buying and invoice control dpt
Address buying dpt in case that the mistake is on our side – if the GTIN will be corrected in our system
within 10 days, invoice will be correctly processed.
In case that the invoice must be corrected from your side, address invoice control dpt – first invoice must
be cancelled and then it is possible to send corrected version again via EDI.
Address buying dpt, it is necessary to delete GTIN from one of those articles. In case that the correction
will be made within 10 days, invoice will be correctly processed.
If the invoice is already cancelled, then you can send it via EDI again.
Confirms invoice reception by our system (not its correctness and acceptation).
If you do not receive this message, it means that the invoice was not delivered to our system.
If you receive it, there can be error description from the invoice – in this case address directly invoice
control dpt or buying dpt, depending if the mistake is on your or our side.
Informs about final invoice status – status can be "accepted" = invoice was processed to payment, or
„refused", in this case it is necessary to find where the cause is (error description in the email or
APERAK message)
In case that the message does not arrive at all, the invoice had to be processed manually, which means
some trouble and risk of service fee for paper documents administration.
If you are already sending electronic invoices in testig phase, you can send us „Annex no. 2 – EDI Invoice contract
supplement“signed by legal representative in two copies via mail/post.
When we receive „Annex no. 2 – EDI Invoice contract supplement“, we will check whether your EDI invoices
have all legally required elements (f.e. signed with a registered digital signature and do not contain technical
errors). If all conditions are fulfilled, we will send you a notification email about the end of the testing phase and this
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email will also confirm receiving invoices only via EDI. Then it will not be possible to process invoices in paper
form.
DELIVERY NOTES
While testing electronic orders and invoices, you can also start to test delivery notes. We require this message from
all suppliers, who receive orders from individual stores and no matter wheather goods is delivered directly to the
store or through PAXD flow - to one of our platforms.
Please, inform the EDI coordinator, after you have sent the first ELECTRONIC DELIVERY NOTE (DESADV).
DESADV is always necessary to be sent before delivery of goods. After physical delivery, there is no chance to accept
it.
Particulars:





Required or real date of delivery to the store (usually same as in the order)
Identification of pallets/shipping units with SSCC code
Identification of goods by EAN/GTIN codes (each makro/metro number = specific/unique EAN
code)
Text segment should contain item desription together with MAKRO/METRO article number
Quantity always has to be in MAKRO/METRO units, regardless of the units you have received in
order, identifying the unit of measure „MU“ (optional), in the case of weighted items „KGM“
(mandatory).
In case that your DESADVs could not be correctly processed, we will inform you after reception of the goods in the
store. Please, take note that these email error messages have to be immediately solved in cooperation with the EDI
coordinator to ensure correction as soon as possible.
List of error messages in attachment:
DESADV_Chybove_hl
asky.xls
List of some SW companies that can provide tools for SSCC codes
www.gs1.cz, section Podpora, part dodavatelé pro systém
http://www.gs1.sk/softver-na-generovanie-kodov
www.ccv.cz
INVOICES issued by us (for you as our supplier)
We are able to send our invoices via EDI as well. Please, inform us, if you would like to receive invoices issued by us in
this way.
9.
EDI coordinator
EDI COORDINATOR is employee of company MAKRO/METRO, responsible for the process of EDI implementation.
helena.stulikova@makro.cz
EDI implementation guide
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10. Communication within implementation
Within testing phase, when supplier needs to solve any problem about implementation of EDI, he informs the EDI
coordinator by email or phone. Supplier also reports about fulfilled points of EDI communication. Verification and
reporting about fullfilled steps must always be initiated by the supplier, who contacts EDI coordinator.
11. The time after implementation of EDI – paperless communication
Paperless communication starts when implementation works fully and all conditions have been met. If any technical
problem occurs, supplier will immediately contact the EDI coordinator. There is also possibility to arrange
a temporary return to paper form of EDI comminicatuion for short time period.
Orders – temporary fax settings
Invoices – temporary processing of paper documents
Delivery notes –temporary absence DESADV, replaced by paper DN
EDI implementation guide
srpen 2013