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EDI Set Up Overview for Warehouse Invoicing

1.  Invoice Submission Overview

    

     a.  During the actual set up with Kroger, our vendors will continue

          to submit hardcopy invoicing for manual processing. When their

          business information is set up and cross referenced within our

          ordering system, they will have completed set up, and will begin

          to receive purchase orders by EDI.

    

     b.  Once the vendor is receiving EDI purchase orders, the testing

          phase will start.  Vendors will continue to submit hardcopy

          invoicing by mail, but they will utilize the EDI purchase orders

          that they have received to test their invoicing capability and

          format set up.  Test invoicing and hardcopy processing will be

          concurrent. 

    

     c.  When RASC EDI has released the vendor to production, it is

          expected the vendor will transmit invoicing for their EDI

          purchase orders into production.  This is advantageous to the

          vendor and required progress. Invoice payment released by

          closed loop system will be received faster than by manually

          processed hardcopy invoicing.  Failure to EDI invoice on EDI

          transmitted purchase orders will be considered to be non-

          compliance and the vendor will be then responsible for the cost

          of processing by hand, audit and storage of hardcopy business

          documents.

    

    

2. Initial Contact –  will likely be with a RASC EDI business analyst for warehouse accounting.  The first alpha character of the vendor’s name determines the EDI contact.   The RASC EDI contact directory can be found at http://edi.kroger.com/contact_kr_004.htm

    

   1. Vendor will contact the appropriate RASC EDI for start up

      of EDI transmissions. The EDI contact at RASC will also

      eventually assist you with the procedure of testing

      invoices, and be your EDI contact regarding EDI invoice

      transmission.

   2. A completed vendor application for EDI set up should be

      submitted to edi@kroger.com.

   3. The vendor will be directed to the following information found

      at the edi.kroger.com website:

      1. EDI Communication Information

      2. Ship-to locations.

      3. Bill-to locations.

      4. Contacts for Invoicing.

   4. Vendor will review Kroger/Peyton data requirements.

   5. The Kroger EDI Technical group will notify the RASC EDI

      group when the set up of business data is complete and

      EDI transmission of purchase orders will commence.

       

3. Test Phase -

   Communication Info –

   ISA:  925411TEST  QUALIFIER: 08   GS 03: 5137624388

    

   Testing can now start.  During the test and parallel phase of invoice testing, the vendor should continue to send the paper invoices. The vendor should notify their RASC EDI contact when they are ready to transmit their first test and the RASC EDI group will review the test invoices for errors in format and content.  The RASC EDI contacts directory can be found at http://edi.kroger.com/contact_kr_004.htm

    

   1. The vendor transmits EDI invoices to our test mailbox.

      Communication Info: ISA:925411TEST QUALIFIER:08 

      GS 03: 5137624388

       

   2. The vendor will schedule at least two (2) test

      transmissions.

       

   3.  RASC EDI will verify that the EDI Invoice complies with

      data requirements and integrates with RASC internal

      systems.

       

   4.  A 997 Functional Acknowledgement will be sent for every

      transmission of invoices received. Partners are required

      to interpret the FA and make necessary corrections if

      there are errors in the invoice, and retransmit.

      Processing problems will be resolved during the test

      phase.  Invoices with content discrepancies will receive

      824 correction advice documents, and these problems as

      well, will need to be resolved.

       

   5. Once the vendor has successfully tested with one

      division they will be cleared to send the EDI transmission to all divisions without re-testing for each.

       

4. Full Production Phase -

   Communication Info: ISA 9254110060  QUALIFIER: 08 

   GS: 5137624388

    

   After test EDI Invoices have tested successfully, RASC EDI will contact the vendor and have them send EDI invoices to our production mailbox.

   ISA 9254110060  QUALIFIER: 08  GS: 513762438

    

           a.    When the Vendor moves into paperless invoicing, they will no

            longer provide the paper invoice, unless it is requested. 

    

       b.  Paper invoices received after that point will require attention,

            and the EDI transmission window will be reduced to seven

            days in order for accounting clerks to take action on the

            available invoice. 

    

       c.  After notification to send an EDI invoice, should a reject free

            EDI invoice not be received within the seven day grace period,

            manual processing on the invoice will commence, and the

            vendor will be assessed a processing charge of 150.00 to

            cover the higher costs associated with processing, audit, and

            document storage.

    

       d.  Failure to EDI invoice on any EDI transmitted purchase orders

            will be considered to be non-compliance and the vendor will be

            then responsible for the cost of processing by hand, audit and

            storage of hardcopy business documents.