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Vendor EDI Requirements

Published 09/28/2018, 09:05 PM
Last Update 07/01/2022, 08:02 PM

Electronic Data Interchange (EDI) is the computer-to-computer exchange of business data in standard formats. It is the way to speed the flow of data by exchanging documents electronically, thus eliminating the need for manual processes.

As part of the Vendor Master Agreement (VMA), Best Buy requires an E-Business solution be in place for the following required documents within the designated timeframes as a means to conduct business. The following documents are mandatory either via Traditional EDI or via Web-based EDI:

Prior to the first PO being cut, EDI810, EDI824, EDI850, EDI856, EDI860, and EDI997 transmissions must all be in production. Completed testing for all five EDI transmission types must occur and is coordinated with Best Buy's EDI Team.

What is an ASN?

An EDI 856 Advance Shipping Notice (ASN) is an electronic version of a printed packing slip that tells Best Buy how, when, and what the vendor has manifested for an outbound shipment.

An ASN commonly includes similar information to the packing list i.e. purchase order, SKU, QTY, etc. The ASN also tells Best Buy how the goods have been shipped so that the delivery destination is able to facilitate planning and receiving.

Note: For information on the technical requirements of the EDI 856, please reference the EDI 856 Implementation Guide on the Partner Portal.

When should an ASN be used?

An ASN is required for every shipment.

  • TL: A single, unique ASN is preferred for each truckload. ASNs should not be split across multiple trailers. Note: There should never be more than one ASN on a single pallet.
  • LTL: Each pallet (or lowest shipping configuration) is considered a unique shipment and requires a unique ASN.
    • For example, if four pallets are being shipped LTL, then there should be four ASNs (one for each pallet).
  • Parcel: Each package requires a unique ASN.

Timing of transmission

  • ASN should be sent at the time of shipping.
  • ASNs or replacement ASNs are required prior to yard entry at the Best Buy distribution center.

ASN Technical Specifications

An SSCC number cannot be reused within a rolling 18-month period.

All SSCCs should be physically applied to the appropriate and matching ASN structure.

Parcel Shipments: Best Buy requires SSCC labels affixed to every carton.

TL/LTL Shipments: Best Buy requires SSCC labels at the pallet level.

BOL /PRO for EDI must match BOL/PRO on appointment in TMS. This is utilized for Appointment match.

Vendors must specify a shipment type of either LT=LTL, M=FTL, or D=Parcel

For DDC shipments, only a single SKU per SSCC is allowed. If there is a need to have mixed SKU pallets for transportation cube optimization, either: 1) include carton SSCCs, or 2) apply multiple tare SSCCs to the pallet - 1 tare per each SKU.  

For detailed ASN technical specifications, see the EDI Implementation Guide on the Best Buy Partner Portal.

ASN Accuracy and Compliance

ASN Item, quantity, PO, SSCC, PRO, and BOL data is expected to reflect the physical commodity and label it describes. Any deviation will be considered a violation.

During this transition period, Best Buy is not charging vendors for violations to the above policies. However, in the future there may be a chargeback program to promote compliance.