EANCOM PART II |  | 1997-07-01
RECADV | - Receiving Advice Message | VERSION 003

## 1. Introduction

### Status

MESSAGE TYPE | : RECADV
REFERENCE DIRECTORY | : D.96A
EANCOM SUBSET VERSION | : 003

### Definition

The Receiving Advice message addresses the business needs related to the receipt of goods. It is used either:

- to confirm reception of goods
- in conjunction with the Despatch Advice message to confirm receipt or to advice discrepancies following the reception of goods and/or the controlled contents of a despatch which has been accepted (the waybill is signed).
- to inform about discrepancies between goods received and goods ordered/planned.

### Principles

The message relates to one consignor and one consignee and is initiated by the party who has received the goods and/or services according to agreed conditions.

The message relates to a single despatch point and a single receiving point. It may cover a number of different items or packages.

It allows the buyer or recipient of goods to provide the supplier or respective agent with;

- a confirmation of the receipt of goods
- a notification on discrepancies between the number of items RECEIVED AND ACCEPTED and the number of items despatched (and/or ordered)
- a notification or instruction concerning the acceptance or suggested actions for the identified discrepancies.
- an instruction for corrections to be undertaken on the invoice or credit notes to be issued which are based on the despatch advice or despatch note. The receiver of goods may also correct internal invoice(s) for goods which are eventually passed on to the final customer.

The Receiving Advice should always be sent by the buyer to the supplier or their respective agents after the goods are physically received and inspected.

The message should be sent within a commercially agreed time period e.g. 24 hours after receipt of goods. This makes it possible for the supplier to check the data of the despatch, adjust the invoice or issue a credit note, control internal procedures, count stock etc.

#### Scenarios for the Receiving Advice Message

Any number of business needs and actions affecting the whole production/ordering, delivery and invoicing cycle can arise as a result of the actual delivery of goods.

Discrepancies between goods received and accepted, and goods expected to be delivered might lead to adjustments of delivery schedules, orders, invoices, etc. These actions may be covered by the Receiving Advice, other EDI messages and via other communication channels.

Trading partners should review their business procedures and identify those functions and actions which may be covered by the Receiving Advice message. Scenarios covered by the Receiving Advice message can range from simple to complex, determining the ease and degree of automation.

#### Simple Scenario

Within a simple scenario, the Receiving Advice message is only used to confirm or advise discrepancies related to the Despatch Advice or note.

When only confirming the reception and acceptance of goods, only the header section of the Receiving Advice message need be transmitted. Confirmation of reception might trigger invoicing for goods and services or may be used by the supplier to control the performance of contracted transportation services.

Within a simple scenario, the Receiving Advice is only used to notify discrepancies between goods received and accepted and goods despatched as communicated in the Despatch Advice. In these cases, the Receiving Advice will usually involve information related to goods lost, stolen or damaged in transit, short or excess shipments, unknown items, etc.

Any adjustments to delivery schedules or purchase orders will have been dealt with beforehand or will be handled through other EDI messages or by other communication channels.

Actions to be taken related to any discrepancies may be agreed beforehand and can be specified in the interchange agreement.

#### Complex Scenario

The functionalities covered by the Receiving Advice within a more complex scenario may include those described above as part of the simple scenario and in addition, information or instructions which might alter an existing delivery schedule, outstanding order, invoice, etc.

Within a more complex scenario the Receiving Advice message might notify discrepancies for both despatched and received and accepted quantities AND despatched and ordered or planned quantities, e.g. a Receiving Advice could change the status of a line item on backorder by requesting a new delivery date, cancelling the item, etc.

Within a more complex scenario, suggested actions or instructions relevant to delivery discrepancies may vary depending on stock situation, sales forecasting, etc.

### Structure of the Receiving Advice Message

The EANCOM Receiving Advice detail section contains two distinct structures.

#### 1. CPS-PAC Segment Group Structure

The first is the CPS-PAC Segment Group structure which can be used to provide information at the shipping container level, (e.g. containers which have been damaged, serialised containers unknown at the reception point, etc.)

This group of segments allows for the provision of shipping container identification numbers. The function or meaning of the identification numbers transmitted in this part of the message should be bilaterally agreed by trading partners and described in the PCI and GIN segments at the CPS-PAC level.

#### 2. CPS-LIN Segment Group Structure

The second option is CPS-LIN Segment Group structure which can be used to provide detailed receiving information for a particular item (see Receiving Details per Item below). The item may be contained within any given number of shipping containers which are part of the delivery.

Optionally, more specific receiving information for an item within a particular shipping container can be provided (see Receiving Details per Serial Shipping Container Code below). In these cases each shipping container is uniquely identified by an EAN Serial Shipping Container Code.

##### The EAN/UCC Serial Shipping Container Code

The Serial Shipping Container Code (abbreviated SSCC) is an EAN/UCC standard designed to identify uniquely individual transport packages. It enables merchandise that is packed differently from one transport package to another, for example where products are picked and packed to meet individual orders, to be identified. The standard can support operations such as despatch, distribution and receiving of non-standardised packages.

The general code structure is:

| P | MMMMMMM | SSSSSSSSS | C
| 1 | <-------7-------> | <-----9-----> | 1

where

P | = | Packaging indicator
M..M | = | EAN/UCC prefix/company number
S..S | = | Serial number assigned by the company
C | = | Data check digit

The Serial Shipping Container Code may be bar coded, enabling automatic data capture, using the Application Identifier 00 and the UCC/EAN-128 bar code symbology. For further information please refer to the UCC/EAN Application Identifier Standard.

##### Receiving Details per Item

The LIN segment identifies the item and the QTY segment provides the total quantity for the item which has been received and accepted. The quantity in the QTY segment is the global quantity received and accepted and will relate to one or more shipping containers containing the item which are part of the delivery.

Discrepancies between the quantity received and accepted and other quantities (ordered/despatched) and actions to be taken are indicated in the QVR-DTM segments.

No details per specific shipping container are provided in this approach.

##### Receiving Details per Serial Shipping Container Code (SSCC)

Additionally, receiving details per specific shipping container containing the item identified in LIN may be provided. In these cases, LIN will identify the item and the receiving details will be provided per shipping container using the segment group PCI-QTY-QVR-GIN.

The PCI-GIN segments are used to provide the Serial Shipping Container Code of the container containing the item identified in LIN (PCI-GIN). The QTY segment indicates the quantity received and accepted for the specific shipping container. The QVR segment provides information on quantity discrepancies and actions to be taken.

There will be as many PCI-QTY-QVR-GIN repetitions as there are shipping containers containing the item identified in LIN.

##### CPS-LIN Structure Examples:

A delivery consists of a three shipping containers identified by the SSCC's A, B and C. There shipping containers contain three different items: EAN 1, EAN 2, EAN 3 in the following composition:

SSCC A contains 10 EAN 1

SSCC B contains 10 EAN 1, 15 EAN 2 and 20 EAN 3

SSCC C contains 15 EAN 2 and 15 EAN 3.

SHIPMENT DELIVERED:

SSCC - A 10 EAN 1
SSCC - B 10 EAN 1 15 EAN 2 20 EAN 3
SSCC - C 15 EAN 2 15 EAN 3

Receiving Details per Item

The Receiving Advice message may specify receiving details globally per item:

| LIN 1 | = | EAN 1
| QTY 1 | = | 20
| LIN 2 | = | EAN 2
| QTY 2 | = | 30
| LIN 3 | = | EAN 3
| QTY 3 | = | 35

Receiving Details per Shipping Container

The Receiving Advice message may specify receiving details globally per SSCC:

| LIN 1 | = | EAN 1
| PCI-GIN | = | SSCC A
| QTY | = | 10
| PCI-GIN | = | SSCC B
| QTY | = | 10

| LIN 2 | = | EAN 2
| PCI-GIN | = | SSCC B
| QTY | = | 15
| PCI-GIN | = | SSCC C
| QTY | = | 15

| LIN 3 | = | EAN 3
| PCI-GIN | = | SSCC B
| QTY | = | 20
| PCI-GIN | = | SSCC C
| QTY | = | 15

Note:
For simplicity, the above examples assume that all quantities despatched are received and accepted (no discrepancies). Under such conditions normally no Receiving Advice message would be sent or only the header section of the message would be sent to confirm reception.

(c) Copyright EAN 1997