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Amazon UK Compliance Update

Beginning September 2013, all purchase orders (POs) are now stamped with Deliver From/To dates for prepaid freight (where you deliver the freight into Amazon) or Ship From/To dates for collect freight (where Amazon collects the freight from you). Ensuring that your items are filled to Amazon within the designated windows is important in the inventory planning process which directly impacts customer commitment. By improving the predictability and consistency of inventory arrivals, we are able to jointly improve customer experience and subsequently improve product sales.

Pay close attention to the compliance of the ship/delivery windows.

How is compliance measured?
For prepaid orders, the Requested Delivery Date in your appointment request needs to be inside the delivery window.
For collect orders, the Freight Ready Date needs to be inside the ship window.

What are the consequences of non-compliance?
Amazon will begin tracking vendor on-time compliance metrics, and may introduce chargebacks for non-compliant events in the future.

How can we ensure Delivery/Ship window compliance?
Follow these best practices when confirming POs:

Items immediately available for fulfillment (Non-Backorders)
For orders that are able to be fulfilled within the ship/delivery window provided in the PO header, take the following action to ensure freight on-time compliance:

  1. Confirm the order line with the number of units you are able to fill with Item Accepted acknowledgement codes
    • Vendor Central: confirm orders with the Item Accepted acknowledgement code.
    • EDI: confirm with the EDI ORDRSP (Qty+12 segment)
  1. Ensure that the items are fulfilled within the window defined in the PO header

    For prepaid freight on-time compliance both of the following check-points must be completed:

  • Your carrier submits, via Amazon’s CARP appointment system, a requested delivery date that is within the delivery window.
  • Your carrier delivers, to the Amazon FC, on the date provided by Amazon.

For collect freight, ensure a routing request is submitted with the order ready for pickup date within the ship window or that the freight is ready inside the ship window.

Items not immediately available for fulfillment (Backorders)
For orders not able to be fulfilled within the ship/delivery window provided in the PO header but could be fulfilled on a defined later date, take the following actions:

If the PO allows backorders:

  1. Confirm the line item as backorder with the number of units you are able to fill.
    • Vendor Central: confirm orders with the Item Backordered acknowledgement code.
    • EDI: confirm backordered with the EDI ORDRSP (Qty+83 segment)
  2. Provide either an Estimated Delivery Date (EDD, prepaid freight) or an Estimated Ship Date (ESD, collect freight) for the line item.
  3. Please provide the most accurate EDD/ESD in the initial confirmation as backorder, and provide EDD/ESD updates as necessary.
  4. Do not change the PO status code, from a backordered code, to an accepted code when you ship backordered items.
  5. Ship or deliver the units consistent with the EDD or ESD you provided.
    • For prepaid freight, the Carrier Requested Delivery Date (CRDD) on the CARP appointment should be the same as the EDD.
    • For collect freight, the Freight Ready Date (FRD) on the Routing Request should be the same as the ESD.

If the PO does not allow backorders, reject the line item.

    • Vendor Central: confirm orders with the Item Rejected acknowledgement codes.
    • EDI: reject with the EDI ORDRSP (Qty+185 segment for Temporarily Out of Stock or Qty+182 segment for No Longer Available

Orders received against Backorder vendor codes must be acknowledged as backordered when confirming the number of units for fulfillment.

    • Vendor Central: confirm orders with the Item Backordered acknowledgement code.
    • EDI: confirm with the EDI ORDRSP (Qty+83 segment)

Items with unknown availability
For items with unknown availability, please reject the item.

    • Vendor Central: reject item with the Rejected acknowledgement codes.
    • EDI: reject with the EDI ORDRSP Qty+185 segment for Temporarily Out of Stock or Qty+182 segment for No Longer Available)

For EDI Vendors, how is the EDI Ship Window Messaging interpreted?
EDI vendors need to ensure that they are properly interpreting the DTM+64 and DTM+63 dates on the ORDERS message (DTM+64 Do Not Deliver Before/DTM+63 Do Not Deliver After).

    • Prepaid freight (where vendor delivers to an Amazon FC) should not be delivered before the Date/Time reference code +64, and should not be delivered after the Date/Time reference code +63 in the header.
    • Collect freight (Amazon pick-up) should be routed and available to ship between the Date/Time reference code 64 and the Date/Time reference code +63 in the header.

Please note that both ship and delivery expectations are communicated in the same field as described above. These reference codes are located in the DTM segment of the ORDERS file. Vendors should interpret these as Ship dates for collect freight and as Delivery dates for prepaid freight. Note: Please ensure the EDI DTM+63 messaging is not being used as the Requested By Date. This will result in non-compliant deliveries/collections.

Where can additional information be found?

  • See Ship/Delivery window requirements in Vendor Central> Resource Centre>’Amazon Ordering Process Delivery Window’
  • EDI Order Management: See instruction in Vendor Central>Resource Center>Technical > Amazon EDI Specification Package (ORDRSP folder)
  • Vendor Central Order Management: See instructions in Vendor Central> Help Center>PO Management

Contact your DCS EDI Specialist or e-mail Data Communication Solutions at info@dcsedi.com to learn more or how we can assist you to be compliant with Amazon.