John Lewis EDI - test submission for TRADACOMS

Overview

The test transmission will only be successful if the connection is set up, please ensure that JLP are aware of any new connection requests.

If this has not been completed please complete the set up/changeover request form. You can follow guidance for these steps here.

Actions

1. Send test invoice against live PO to JL production mailbox (5023949000004)
2. Please check for the following common errors

• Application Reference

  When sending a test invoice please ensure that the application reference in the STX segment is quoted as INVTES.

  Example:
  STX=ANAA:1+(yourANAnumber)+5023949000004+(dateYYMMDD):(timeHHMMSS)+(ref erence number)+(PASSWORD)+INVTES

  You can also use ANA if no RSG message is being sent:
  STX=ANA:1+(yourANAnumber)+(dateYYMMDD):(timeHHMMSS)+(reference number)+(PASSWORD)+INVTES

  Once you have finished testing and have been set live the application reference should be sent as INVFIL. We shall let you know when you have passed the testing stages and ready to go live on invoicing.

• Using a Live PO for Testing

  
  

  
  

  To ensure line level detail on future invoices is correct, we need a test invoice using lines from a live purchase order. This may be the next live order that you have received via EDI, alternatively this could be an old live order that has already been receipted and invoiced previously.

  The order does not have to have been sent to you via EDI for you to send a test EDI invoice against it. Although, it may be easier to have been sent via EDI.

  We please ask for you to submit just one invoice with one current purchase order for testing.

  The Purchase Order Number must be quoted in the ODD segment and contain the John Lewis 6 digit order number. It may also contact the 3 digit department number.

  Example:
  ODD=1+(OrderNumber/Dissection)+(DeliveryNoteNumber):(DeliveryNoteDateYYM MDD)
  ODD=1+123456/123+DD/987654:190520'

• Early Settlement Discount Wording

  If you have an early settlement discount applied to the payment terms on your account please ensure the test invoice is including the early settlement discount wording.

  Under HMRC guidance, you must show both the Net and VAT values undiscounted on your invoice. When we pay your invoice, we will discount the Net and the VAT accordingly.

  Your invoice must also carry the wording:

  “A discount of X% of the full price applies if payment is made within Y days of the invoice received date. No credit note will be issued.’

  
  Following payment you must ensure you have only recovered the VAT paid.

  Suppliers using the TRADACOMS EDI format must enter the wording in a DNA segment, you will need to use a shortened version of the wording due to the short length of this field. For suppliers on a “number of days” payment term we suggest the following wording “Disc X% if paid in Y days, no credit note”. For those on a fixed-date payment we suggest “DiscX% if paid on 30th, no credit note”. For those on a fixed-date payment term a month in arrears we suggest “Disc X% if paid on 30th + 1, no credit note”.

  Example:
  DNA=1+++(Early Settlement Discount Wording)’

  This DNA segment must go after the IRF and before the ODD segments to show clearly on the invoice.

  Example:
  IRF=[InvoiceNumber]+[InvoiceDate]+[TaxPointDate]’
  DNA=1+++Disc 3% if paid in 30 days, no credit no’
  ODD=1+[JohnLewisOrderNumber]::+[DeliveryNoteNumber]:[DeliveryNoteDate]+++:[ProofOfDeliveryDate]’

  If you have quoted your early settlement discount wording in a PYT segment, please ensure this segment is removed as it must be visible in a DNA segment only to populate correctly onto your invoice.

  Please note, if you have multiple DNA segments make sure that the ESD wording is in the first and any following  DNA segments are added with sequence numbers. (ie, DNA=1+, DNA=2+, DNA=3+, etc)

  There is a provision in the amended HMRC legislation for suppliers to issue credit notes for every use of early settlement discount. To ensure efficient processing of your invoices, the John Lewis Partnership has chosen only to support the method which does not involve issuing a credit note.

• Direct to Customer

  For suppliers that provide direct to customer orders they will need to provide the carriage charge in the invoice.

  To add the carriage charge ensure this is under a DNA segment. You may also have a DNA segment for your Early settlement discount wording already but you can just add another one ensuring that you add a segment with sequence numbers. (ie, DNA=1+, DNA=2+, DNA=3+, etc).

  The DNA segment for your carriage charge must go after the IRF segment (invoice number) and after the Early Settlement Discount wording DNA segment if you have this.

  The fields must be completed as:
  SEQA = 1 (or whichever sequence number you are at)
  RTEX7 = 280
  RTEX8 = C or D (C for Carriage and D for Customer Delivery)
  The value then goes in the STL (SURA) and the TLR (SURT) segments.

  Example:
  DNA=1++::::::280:C
  STL=SEQA+VATC+VATP+NRIL+LVLA+++(SURA)CarriageCharge++EVLA++ASDA+V ATA+APSA+APSI'
  TLR=NSTL+LVLT+++(SURT)CarriageCharge++EVLT+SEDT+ASDT+TVAT+TPSE+TPS I

3. If you are unsure how to submit a test invoice, please contact your EDI provider