Harrods EDI requirements

Harrods EDI requirements for vendor documents flow

Harrods EDI Requirements are of a big importance for vendors. Harrods is the biggest London department store that offers a wide range of products and services. Harrods established the below mentioned supplier demands in order to optimize documents workflow and processing.

Message flow Harrods EDI requirements

  1. The flow starts with a Purchase Order (ORDERS), this message, which is sent by Harrods to the supplier, requests the supply of a specific quantity of a product. Only order-related information (e.g. quantity, requested delivery date, delivery location, prices, etc.) should be provided in the message. Should Harrods wish to change a previously sent order, a Purchase Order (ORDERS) message is transmitted identifying the original purchase order number and the information to be changed.
  2. Upon receipt of an order (or order change) a supplier will assess whether it is possible to supply the order based on available stock quantities. The response of the supplier is communicated to Harrods using the Purchase Order Response (ORDRSP) message. This message enables the supplier to suggest changes to the original order (e.g. a new delivery date, quantities, prices) subsequently be confirmed by Harrods using the purchase order (ORDERS).
  3. Upon receipt of an (ORDRSP) Harrods can accept the changes sending an (ORDERS) to the supplier or propose changes to the supplier using (ORDERS) with change functionality.
  4. This is then followed by another Purchase Order Response (ORDRSP) from the supplier. This repeats itself until both Harrods and the supplier agrees on units, cost and delivery date.
  5. At the time of transport the supplier of the goods will inform Harrods that the goods are about to be, or have been, despatched for delivery using the Despatch Advice (DESADV) message. This message provides details of the goods being despatched, the date and time on which they are expected to be delivered, and the method and identification (if known) of transport being used. The details contained in the despatch advice should mirror those agreed in the previously sent Orders message(s).

The Despatch Advice (DESADV) message is used by a supplier to indicate to the buyer, that previously ordered goods are ready for despatching, or already have been, despatched. This message details the goods which will arrive at the buyer’s premises. It allows Harrods to plan for receipt of the goods.

  1. Upon receipt of a delivery Harrods will check the goods delivered against what was ordered and report the quantities received (or not), and any additional relevant information (e.g. details of damaged goods), using the Receiving Advice (RECADV) message. This message sent by Harrods to the supplier and may be used by the supplier as the basis for invoice. Ideally, only information related to the actual goods delivered, e.g., delivery date and quantity should be provided in the message.
  2. The final part of the process is the invoicing of the goods or services supplied and the final payment. This process is started through the sending of the Invoice (INVOIC) message from the supplier to Harrods Central Payments. References to the previously communicated via EDI inform the Harrods of the basis for the pricing, quantities, and delivery or consignment related information contained in the message. The communication of detailed product (e.g. descriptions, additional codes, etc.) and party information such as names, addresses, etc., should be avoided, as the references indirectly provide the same information. Please bear in mind that Harrods EDI requirements regarding the communication of tax-related information may be subject to national regulations which must be catered for in the message.
  3. Upon receipt of an invoice, Harrods will compare the invoice details with its own details concerning what service or product was received and accepted at the point of delivery. Should the buyers own details not agree with those sent on the invoice, a query will usually be raised by the Harrods using GENRAL text.

The following diagram illustrates the flow of this message relative to the overall electronic trading potentially conducted between Harrods and your company.


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