Transcription

Wakefern Data Synchronization InitiativeImplementation Guide for Wakefern SuppliersRev. June 2019

TABLE OF CONTENTS12OVERVIEW . 3WAKEFERN’S DATA SYNCHRONIZATION INITIATIVE . 42.12.23Wakefern’s Contact Information . 4Steps to Begin Synchronizing Data with Wakefern . 4DATA SYNCHRONIZATION MESSAGING . 53.1Publication Types . 53.1.13.2Catalogue Item Confirmation (CIC) – Responses from Wakefern . 53.2.13.2.1.1.3.2.23.2.2.1.4GDSN Catalog Attributes . 9Additional Wakefern Requirements . 9Random Weight Items . 9PRIVATE LABEL . 96.17Product Types. 7Assortments . 8MANDATORY ATTRIBUTES . 95.15.25.36GTIN Allocation Rules for Private Label Products . 9DATA POOLS AND SOLUTION PARTNERS . 107.1Choosing Data Pools. 107.1.17.1.27.27.31WORLDSYNC . 10IMPLEMENTATION FEES . 10Solution Partners . 107.2.18WAKEFERN CIC RESPONSES TO INITIAL LOAD AND ITEM CHANGES . 6CIC RESPONSE - REVIEW. 6WAKEFERN CIC RESPONSES TO NEW ITEM PUBLICATIONS 6CIC RESPONSE – REJECT . 7ITEM HIERARCHY . 74.14.25ITEM CHANGES AND MODIFICATIONS . 51WORLDSYNC AS A SOLUTION PARTNER . 11Additional Resources . 11FREQUENTLY ASKED QUESTIONS . 11Strictly Confidential – Property of Wakefern Food CorporationPage 2 of 13

1OVERVIEWThis document is intended for use by the trading partners of Wakefern Food Corp, as a guide for thepreparation and on-going support for the synchronization of product data via the Global DataSynchronization Network (GDSN ).Data Synchronization is the electronic transfer of standardized product and location informationbetween trading partners and the continuous synchronization of that data over time. When this data isexchanged via a central global repository - GS1 Global Registry , it is referred to as Global DataSynchronization.Product and location information includes the following, but is not limited to: Item attributes controlled by the supplier or brand owner (e.g. Global Trade Item Number(GTIN), Net Content, Dimensions, Weight, Brand, UPC code, Ingredients and Food Allergens) Global Location Number (GLN) – Locations involved in trade such as company headquarters,billing departments, and ship-to addressesThe Global Data Synchronization Network (GDSN ) is an automated, standards-based globalenvironment that enables secure and continuous data synchronization. This allows all trading partnersto have consistent item data in their systems at the same time, ensuring that all parties in the supplychain are working with the same data. The GDSN helps to save time and money for all organizationsby eliminating steps to correct inaccurate data.As part of Wakefern’s continuing focus to satisfy consumer demand for product information and toimprove supply chain efficiencies for it and its trading partners, Wakefern has worked with otherretailers and suppliers to help build the GDSN . Global Data Synchronization provides tangible benefitsfor retailers and suppliers such as: Satisfy increased consumer demand for information about the products theypurchase Cost reductions within the supply chain Elimination of hand keying for creation and maintenance of items Enabling real time updates for item maintenance Elimination of data errors resulting in more accurate foundational data Increasing the efficiency of your business Building the foundation for electronic collaborative commerceAn entity that provides its customer’s data synchronization services and a single point of entry to theGlobal Data Synchronization Network (GDSN ) is called a data pool. Data pools must be certified perGS1 System standards to operate within the GDSN . Data pools interoperate with the GS1 GlobalRegistry and each other. Example: 1WorldSync Data Pool.Strictly Confidential – Property of Wakefern Food CorporationPage 3 of 13

2WAKEFERN’S DATA SYNCHRONIZATION INITIATIVE2.1**2.2Wakefern’s Contact InformationData Sync related correspondence should be sent to [email protected] Member of the Wakefern Data Sync team will respond to your inquiries.**Name:Lien WangMichael DurningTitle:Global Standards SpecialistManager – Digital Assets & tephen BuccoTitle:Global Standards n.comSteps to Begin Synchronizing Data with Wakefern1. Sign up with a GDSN certified data pool, Wakefern uses 1WorldSync for its data pool. AGDSN certified data pool will educate trading partners about the implementation optionsthat they offer.2. Review documentation within this Implementation Guide to familiarize yourself with boththe GDSN and Wakefern processes.3. Complete the Wakefern - Trading Partner Form by following the steps below:a. Access the Trading Partner from by going to the 1WorldSync landing page by goingto - efern/b. Provide your information to Wakefern by answering the questions on the formc. Hit the SUBMIT button on the form.4. Wakefern will send a subscription for your data (Catalog Item Subscription - CIS) based onyour GLN to your GDSN certified data pool Prior to publishing data to Wakefern, make sure that you have received oursubscription for your product data. Wakefern uses the supplier’s Global LocationNumber (GLN) to subscribe to product data. (See Section 8 for a definition ofGLN) For 1WorldSync Users, please refer to the “Subscriptions” tab within the ItemManagement portal to view the subscription Wakefern has in place for yourcompany GLN.5. Loading your data into your data pool: Register your items with the GS1 Global Registry Perform an audit of all item data attributes (dimensions, weights, allergens,ingredients, etc.) Load all item data for each level of the product hierarchy (ie. packagingconfiguration - Each, Inner Pack, Case, Pallet, Display, etc.)Strictly Confidential – Property of Wakefern Food CorporationPage 4 of 13

6. Publish items to Wakefern1. Initially, publish to Wakefern’s GLN 0341190000006 a limited number of items(5 - 10). Wakefern will monitor and review the publications. If we are able toprocess the publications successfully, you can then proceed with publishing allremaining GTINs. If the initial publications are unsuccessful, we will work withyou to resolve the problem.2. If your items are already set up in Wakefern’s item catalog, publish these itemswith a Publication Type of “Initial Load”.3. If you are setting up an item for the first time, the GTIN must be published witha Publication Type of “New”.3DATA SYNCHRONIZATION MESSAGING3.1Publication TypesWakefern checks all Initial Loads, Item Changes/Modifications, and New Item messages for incomingCatalogue Item Notifications (CIN). If the publication type is sent incorrectly (e.g. a New Item ispublished as an Initial Load), the publication will fail when processed by our PIM and the publicationwill need to be resubmitted with the correct publication type.“New” is to be used by a trading partner to introduce a new item to Wakefern.“Delete” is used to stop the synchronization on an item. This publication type is not currentlypart of an automated process at Wakefern, and must be completed manually by the DataSynchronization Specialist. If you publish a delete please send an email notification [email protected] listing the GTIN’s to be deleted.“Initial Load” is used to synchronize item data for items presently carried by Wakefern. Allexisting items must be synchronized using this publication type.3.1.1 ITEM CHANGES AND MODIFICATIONSAll item changes must be sent through your data pool. An item change or modification is not apublication type, but an operation within an Initial Load or New publication. At this time, Wakeferncannot accept changes/modifications for new items that are already in the process of being set up;such changes need to be Published as New. If your item is in the process of being set up in Wakefernsystems and a Modify or Correction is transmitted for the GTIN, the GTIN will reject and you will needto begin the new item set up process from the beginning.At all times, it is essential that you follow the GS1 GTIN Management Standard. For example, if theconsumer net content changes, then a new GTIN (UPC) must be assigned. For more information on theGTIN Management Standard, please visit www.gs1.org/gtinrules. You may contact your data pool formore information.3.2Catalogue Item Confirmation (CIC) – Responses from WakefernWakefern has an auto-accept process to handle all publications received (CIC messages). AfterWakefern receives the CIN, the message is subjected to matching and validation rules. The CatalogueItem Confirmation (CIC) response is generated immediately after those rules are executed.1WorldSync users should review the “Sync Status Report” and the “Item Sync Exception Report” in theItem Management application to determine if synchronization was successful.Strictly Confidential – Property of Wakefern Food CorporationPage 5 of 13

3.2.1 WAKEFERN CIC RESPONSES TO INITIAL LOAD AND ITEM CHANGESSynchronized: Item has been successfully updated in the Wakefern database and is synchronized tothe assigned Wakefern item code in our item database.Review: Item data has been received and differences in data have been identified requiring the dataundergo further review.3.2.1.1.CIC RESPONSE - REVIEW A CIC response of Review implies that after comparison of the data published, differenceswere found between the published data and the product data in Wakefern’s database. AReview status generates an internal notification for a Wakefern associate to review thedifferences found in the product data. Once an item is internally reviewed and audited,Wakefern has the ability to Challenge the vendor’s data.Challenge: Wakefern may audit and challenge data elements, sending via email specific informationregarding the data discrepancy. It is expected that the trading partner review the product data andwhere appropriate, publish corrections to the data. If the trading partner, upon its own internalreview process, determines the published data is correct, you must report this information back toWakefern, via email to [email protected] Examples of discrepancies are dimensions, netcontent, unit of measure, and others.Reject: The item record failed to match an item in the Wakefern item database, for one of thefollowing reasons:1. The UPC on the “Each” level GTIN could not be matched in Wakefern’s internal systems2. Wakefern could not find a match on the UPC on the GTIN’s above the “Each” levelGTIN in the item hierarchy3. The totalQuantityOfNextLowerTradeItem (1WS – Qty of Next Level Item) of the GTINsabove the Each level, does not match Wakefern’s internal systems (total quantity ofconsumer units in the case).Data synchronization standards support the use of Status Detail codes on Review or Reject CIC’s tofurther explain the reason for those CIC’s. Wakefern does not currently support these codes; however,we are planning to make system changes providing us with the ability to communicate an appropriateStatus Detail code.3.2.2 WAKEFERN CIC RESPONSES TO NEW ITEM PUBLICATIONSReceived: New Item has been received by Wakefern, but no business decision has been made on theitem. Wakefern does not automatically validate any data at this time. If all attributes are publishedcorrectly, the item will be available in the Wakefern New Item Portal’s Data Sync Repository for thesales rep/broker to set up. The item will remain in a Received Status until the sales rep/broker submitsthe new item into the Wakefern New Item Portal.Review: Your sales person (or broker) has supplemented GDSN data in the Wakefern New Item Portal,and has submitted the item for Category Manager Approval. The item (GTIN) will remain in Reviewstatus during the new item set up process. The final stage of the new item process is completed byWakefern’s Data Integrity department.Synchronized: The New Item has been added to the Wakefern item database and assigned a Wakefernitem code.Reject: New Item has been rejected for one of the following reasons:Strictly Confidential – Property of Wakefern Food CorporationPage 6 of 13

3.2.2.1.CIC RESPONSE – REJECTThe following circumstances will explain the reasons for a rejection of a New Item publication:1. Category Manager has decided not to purchase this item.2. The data structure has failed our edit process requiring corrections and republication(example: isDispatchUnit indicator is false at all levels of the hierarchy).3. No response generally means that Wakefern does not have the required subscription set upfor the item. All subscriptions currently require a GLN.4. If you published a new item as anything other than new, including “correction, “modify,”“initial load”, you would receive a REJECT status, as the Wakefern system would not beable to find a matching consumer UPC for that item.5. The new item was updated or modified in the GDSN and a change/correction/modifyoperation was sent to Wakefern to update the GTIN. In order for you to correct thiscondition, you must contact [email protected], provide all relevant detailsincluding the high level GTIN, receive confirmation that Wakefern has updated the CICfrom Rejected to Review, and then republish as “New”.6. The Item is incorrectly deleted out of the Wakefern Item portal for any reason.Note: While a GTIN is in a CIC of Rejected, Wakefern will not be able to accept any other publicationattempts on the GTIN until we, Wakefern, reset the CIC status to Review. Once Wakefern confirms thestatus of the GTIN is now listed as Review, you can go back and publish the GTIN as NEW.4ITEM HIERARCHY4.1Product TypesTrading partners are required to publish all applicable levels of the item hierarchy (each, pack, case,and pallet). Wakefern captures the item attributes published for each level of the item hierarchy andmatches this data with the item data in our corporate item database.All item hierarchies are assigned GTIN’s to uniquely identify the item at each level of the publisheditem hierarchy. The levels of the item hierarchy are determined by the logistical and retailcharacteristics of the item.Wakefern currently supports the following hierarchical product types (please note while the definitionsare based on GDS standards, certain hierarchical combinations may not be supported by Wakefern’ssystem).“PL” - Pallet – a pallet of a normal line or turn item. This product type may not have anyparents, however may have children (DS, CS, PK, and EA).Wakefern is only able to support a Pallet that has 1 unique child linked to it.Example: PL CA EA is acceptable.PL CA EA CA EA is not supported, since there are two different caselevels linked to the pallet“MX” - Mixed Mod – mixed module or display ready pallet that is not a normal line or turn itemfor ordering. This product type may not have any parents, however may have children (CA, PK,and EA) in multiple instances. When publishing an MX CA EA CA EA CA EA, it meansthat there are three different consumer units on the pallet being shipped. An example of thiswould be yogurt flavors. The Mixed Mod would contain 5 cases of vanilla, 5 of banana and 10 ofstrawberry, all shipped together on one pallet. To publish this type of item, it would need tohave the MX Product Type at the Highest Level of the published hierarchy.Strictly Confidential – Property of Wakefern Food CorporationPage 7 of 13

“CA” - Case – for most items, the standard shipping unit level. Can be linked to a PL or MXlevel. Multiple Cases should be linked to an MX, whereas, we request that hierarchiescontaining just 1 unique case to be linked to a PL. A CA may contain multiple children forassortments (PK, and EA).“PK” - Pack / Inner pack – the logistical or consumer unit between a case and each. May becontained within one parent (PL, MX, DS, CA). Also, may contain multiple children forassortments (EA).“EA” – Each – the lowest level of the item hierarchy, intended to be the consumer unit. Maybe contained within one parent (PL, MX, DS, CA, or PK).“DS” - Display / Shipper/Mixed Case – A display, shipper or mixed case, may be containedwithin one PL parent. Also, may have (CA, PK, or EA) children in single or multiple instances.Here is a table of the appropriate product types with parents and children that are supported by GDSStandards. Please refer to the GS1 webpage for additional resources and -majorrelease-3Trade Item Unit DescriptorMX Mixed lay/Shipper, MixedCaseCasePack/InnerpackEachPL, MXSingleCAPKEAChildrenDS*, CS, PK,EADS, CA, PK,EACA, PK, EAInstancesSingle/MultipleSingleSingle/MultipleDS, MX, PLSinglePK, EASingleMX, PL, DS, CASingleEASinglePL, MX, DS, CA,SingleNoneN/AAP, PK*While supported by GDSN standards, Wakefern cannot process a publication with a Trade Item UnitDescriptor of MX that has a child of DS.4.2AssortmentsWakefern defines assortments as an orderable item that contains multiple UPC’s in the shipping unit(i.e. match box cars – an assortment of different car models within the master case). Assortments canbe of two types; Fixed or Dynamic.A Fixed Assortment is defined where each case, or pack, contains the same quantity of each UPCevery time it ships.A Dynamic Assortment is defined where the case may contain varying quantities of each UPC.Note: When publishing a dynamic assortment hierarchy the specialItemCode attribute must bepopulated with Dynamic Assortment on the level of the item hierarchy for which it would beapplicable (i.e. a display with two unique consumer items, the specialItemCode attribute would applyto the display level of the hierarchy).Currently Wakefern supports most hierarchies, common and complex. If you have any complexhierarchies not described here, please contact Wakefern for additional information regarding therequirements at [email protected] Confidential – Property of Wakefern Food CorporationPage 8 of 13

5MANDATORY ATTRIBUTES5.1GDSN Catalog AttributesWakefern has compiled a listing of GDSN Attributes that are to be published for all applicable levels ofa product hierarchy.Please note the different statuses of these attributes.Mandatory – a GDSN attribute that must be populated when publishing to Wakefern.Mandatory (if Module invoked) – are mandatory attributes when related data attributes arepopulated. Please refer to the Wakefern Attribute List for further details.Requested – these are attributes that Wakefern asks our trading partners to populate for allapplicable hierarchies.NOTE: ALL PRODUCT DATA THAT APPEARS ON THE CONSUMER PACKAGE IS REQUIRED TOBE PUBLISHED THROUGH THE GDSN .Please see the Wakefern Attribute List on our 1WorldSync landing page for a complete list of dataattributes. efern/5.2Additional Wakefern Requirements1. Wakefern requires that all trading partners publish the isDispatchUnit, isInvoiceUnitand isOrderableUnit as “true/yes” for at least one level of the hierarchy.2. Wakefern requires that all netContent and netContent unitOfMeasure be published asdeclared on the product packaging. Where the packaging states multiple net contents(e.g. 16.9 fl oz and 500 ml), both must be published.3. Dynamic assortment hierarchies must have the specialItemCode attribute populatedwith Dynamic Assortment on the level of the item hierarchy for which it would beapplicable.6PRIVATE LABEL6.1GTIN Allocation Rules for Private Label ProductsAll Private label products are required to be synchronized. Wakefern provides all private labelsuppliers with a unique UPC for all approved items. Global Data Synchronization requires the use ofGlobal Trade Item Numbers to support the communication of product data through the Global DataSynchronization Network (GDSN ). The Wakefern assigned UPC is the foundation for creating andassigning the required GTINs to an item hierarchy. ShopRite Private Label UPC Prefix - 041190Example - UPC 0 41190 12345 X (where X represents the check digit)In the GDSN , this UPC would be expressed with a GTIN of 0004119012345XItem Hierarchy - In the GDSN , Trade Item Unit Descriptors define the package level for theitem (Each, Pack/Inner Pack, Case and Pallet)As you assign GTINs in the Item Hierarchy, the Package Level value changes at each levelo P004119012345X (P represents the package level)When assigning the GTINs to each level of the product hierarchy, please follow these guidelines: The lowest or base level of the hierarchy (the EACH) GTIN will start with “0”Strictly Confidential – Property of Wakefern Food CorporationPage 9 of 13

o Example: 0004119012345X will be the GTIN for the Base level.You will update the P digit by one for every level above that. If your hierarchy iso CASE:o PACK:o EACH:a CASE PACK EACH the GTIN hierarchy will be:2004119012345X1004119012345X0004119012345X If your hierarchy is PALLET CASE EACH the GTIN hierarchy will be:o PALLET: 2004119012345Xo CASE: 1004119012345Xo EACH: 0004119012345X If your hierarchy is PALLET CASE PACK EACH the GTIN hierarchy will be:o PALLET: 3004119012345Xo CASE: 2004119012345Xo PACK: 1004119012345Xo EACH: 0004119012345X The Check Digit is a derived value and will change as the Package Level changes. Ifnecessary, you can find a check digit calculator ulatorFor further assistance regarding Wakefern / ShopRite private label guidelines, please [email protected] POOLS AND SOLUTION PARTNERS7.1Choosing Data PoolsAll trading partners are required to choose a data pool that best fits your company’s needs. Visit theGS1 website at http://www.gs1.org/gdsn to obtain a list of certified data pools or contact 1WorldSyncat [email protected] or 1 866.280.4013.7.1.1 1WORLDSYNC1WorldSync is a GDSN certified data pool which works closely with Wakefern in implementing its datasynchronization initiative. Wakefern uses the 1WorldSync Data Pool Solution for its GDSN services andrecommends 1WorldSync for all data pool services.1WorldSync supports and works with over 25K companies across the globe works with 98% of Fortune500 companies. To learn more about 1WorldSync and its services, visit https://www.1worldsync.comor call 1 866.280.4013.7.1.2 IMPLEMENTATION FEESThe cost will depend on the data pool your company chooses to work with. For example, if you chooseto work with 1WorldSync fees are calculated based on your company's total annual sales. Visithttp://www.1WorldSync.com/web/us/subscribe for more details.7.2Solution PartnersA Solution Partner is a company that enables supply chain functions through the provision of productsand services. A 1WorldSync Certified Solution Partner refers to a company that has been certified byStrictly Confidential – Property of Wakefern Food CorporationPage 10 of 13

1WorldSync to connect to the 1WorldSync Data Pool. 1WorldSync customers have the option to choosea certified Solution Partner to assist in managing their data synchronization initiative. For a full list of1WorldSync Certified Solution Partners, visit https://www.1worldsync.com/community/partners andsearch for a Solution Partner that meets your needs.7.2.1 1WORLDSYNC AS A SOLUTION PARTNER1WorldSync provides customers with multiple implementation options to successfully synchronize datawith Wakefern. 1WorldSync offers implementation tools for customers and has partnered with some ofthe largest and most well-known companies in the world, including many that suppliers may already beworking with today. A supplier can implement data synchronization with the solution that best fitstheir needs and requirements.7.3Additional ResourcesFor questions associated with the GDSN , the first source for information should be your data pool.The data pool you select should be able to answer or provide proper direction for all your questionsassociated with data synchronization with Wakefern. For more information please contact 1WorldSynccustomer support at [email protected] or 1 866.280.4013.8FREQUENTLY ASKED QUESTIONSDo Direct Store Delivery (DSD) suppliers need to implement data synchronization?Yes, Wakefern’s DSD suppliers who are data sync capable need to provide their item data toWakefern through the GDSN .Do random weight suppliers need to implement data synchronization?Wakefern is capable of processing random weight item hierarchies for fresh meat, seafood,produce, bakery and deli categories. When publishing random weight items, you must publishall of the following attributes as TRUE at the case level: isConsumerUnit, isBaseUnit,isConsumerUnit, isDispatchUnit, isInvoiceUnit, isOrderableUnit, isVariableWeightItem.If you have any questions or are interested in testing random weight publications pleasecontact [email protected] for more information.Are suppliers that sell to a distributor that sells to Wakefern required to implement datasynchronization?If Wakefern buys from a distributor and not from the manufacturer, than the distributor isresponsible for either engaging in Global Data Synchronization or arranging with themanufacturer for the publication of product information through the GDSN to Wakefern.Is there a timeline for a supplier to respond to this request?Yes, if you are not publishing yet, you need to start doing so immediately. Suppliers need tosign with a GDSN Certified Data Pool and publish their items to Wakefern.If a supplier is synchronizing with another retailer, can they publish to Wakefern?If you currently synchronize product data with another retailer, we ask that you takeimmediate action to begin synchronizing item data with Wakefern.Why should a supplier respond to this request?Strictly Confidential – Property of Wakefern Food CorporationPage 11 of 13

Data synchronization is not just communicating item data on a one time basis. It is a processto keep data synchronized between trading partners during the life of a trade item. Datasynchronization ensures that all changes that occur to an item are communicated to theretailers on a timely basis.For these reasons, Wakefern has made Data Synchronization a standard business practicerequired of all vendors supplying Wakefern with bar-coded, consumer packaged products.What is a Global Location Number?A GLN is an acronym for “Global Location Number” and refers to the globally unique GS1System identification number for legal entities, functional entities, and physical locations. AGLN is comprised of 13 digits that together represent a GS1 Company Prefix, LocationReference, and ‘check digit’. Supply side trading partner locations generally include corporateheadquarters, regional offices, warehouses, plants, and distribution centers. Demand sidetrading partner locations generally include corporate headquarters, divisional offices, stores,and distribution centers.What is a GS1 Company Prefix?A company prefix is a globally unique number assigned to companies by GS1 memberorganizations (GS1 US in the United States) to create the identification numbers to the GS1system. It is comprised of a GS1 prefix and a company number.What is a Global Product Category?A GPC code is an 8-digit number that represents a classification of products. It is a ‘flat’classification system based on attributes and values. Global Product Classification is a requiredelement of the global data based on attributes, and values and is a required element of theGDSN . This information will be filled in the globalClassificationCategory Attribute, and youwill need to enter the correct code value. Further information on the Global Product Categorycan be found at https://www.gs1.org/standards/gpc or you can contact 1WorldSync’s customerservice for further assistance at [email protected] [email protected] other contact information for 1WorldSync can be foundat t/Note: If you are not subscribing to 1WorldSync you will need to contact your data pool providerfor a list of valid GPC Codes. To request a GPC code to be added to standards, work with yourdata pool provider to submit a change request.More informat

exchanged via a central global repository - GS1 Global Registry , it is referred to as Global Data Synchronization. Product and location information includes the following, but is not limited to: Item attributes controlled by the supplier or br