Topco 875 EDI (Purchase Order) Guidelines
Topco 875 EDI mapping includes two PO numbers for orders delivering to a Topco member:
- The Topco PO # is sent in data element G5003; the format is always ‘00000nnnnnnn000’
- Topco’s member’s PO # is sent in N902 and in free-form text in an NTE segment.
Topco 875 EDI orders shipping to a Topco member will always include both PO numbers. Replenishment orders shipping to a warehouse will only have a Topco PO, since no member PO is involved. When both PO numbers are present in an order, both will need to be visible in the vendor’s order and shipping systems.
The member PO # is usually required on the shipping documents and when making delivery appointments. In addition, Topco requests that both PO numbers be returned on invoices. Please review use of these PO numbers in your internal systems with your Customer Service and/or Shipping departments.
Topco 875 EDI PO Item Identification
Topco orders by, and requires invoicing by UPC case code (2-5-5 format), except in the case of non-UPC items such as random weight products. Per Topco’s 875 mapping specs, other item IDs with ‘PI’ or ‘VN’ qualifiers will be present if the item does not have a UPC case code. Topco branded items may be sent with a 14-digit GTIN in the G1705/06, with a qualifier of ‘UK’. The GTIN is not currently required to be returned on the EDI invoice.
Random weight items
Random weight items are usually ordered by case (CA) or box (BX), with a billing UOM of ‘LB’. The item is priced per the billing UOM. These orders are usually not placed via EDI, but are invoiced via EDI. If the order is placed via an EDI PO, the G6801 and 02 are the order quantity and UOM, and the G6803 is the price per the billing UOM. The billing UOM is sent in a G69 segment following the G17 item detail and G69 item description.
PO changes are not sent via EDI; they are communicated via fax or email from the Topco buyer.