In a continued effort toward efficiency, The Exchange continues reviewing policies and streamlining processes. We would like to take this opportunity to notify you of changes your firm will see in the coming months.
The Exchange’s Business Terms Agreement (BTA) has moved to an online workflow. We will conduct all negotiations contained in the BTA through Exchange Partners Online via the Business Terms Agreement Application. The Exchange initiates all agreements and the online workflow houses all BTAs. A supplier guide is available for your review on Exchange Partners Online. You can utilize this guide at the following link to familiarize yourself with the process:
https://partners.aafes.com/EPOL/Login.aspx
In conjunction with the online BTA, the Exchange is also reviewing the current Supplier Requirements (A095069) and Terms & Conditions (A095211) to ensure the documents align as well as mirror industry best practice. Current policy outlined in the BTA and the Exchange Terms & Conditions (A095211) dictates that returned merchandise (e.g. as defective/nonconforming, late, over-shipments, etc.) will be charged back at the rate of the contract value of the goods plus a 10% handling fee and return freight. Updates to our internal processes are taking place to ensure the consistent following of these guidelines. As a result, future returns will also include the handling fee and cost of freight.
To implement best practices and industry standards at The Exchange, we have updated our Supplier Requirements to reflect the requirements for Electronic Data Interchange (EDI).
SECTION 3B ELECTRONIC DATA INTERCHANGE (EDI) REQUIREMENTS - Updated as follows:
1. The Exchange requires EDI. It is our intention to eliminate all paper media by trading business electronically via X12, Voluntary Inter-Industry Communications Statement (VICS) or Electronic Data Interchange for Administration Commerce and Transport (EDIFACT) EDI.
2. The required documents are 810 (inbound Invoice), 850 (outbound PO), 860 (outbound Amendment), 856 (inbound advanced shipping notice [ASN]) with GS1-128 label documents, 824 (Application Advice), and 997 (acknowledgement).
As you are aware, Connolly Consulting has been the Secondary Post Auditor of record for the previous 10 years. After an extensive contract renewal process, the Exchange has awarded the new contract to Auditec Solutions effective July 2017. Beginning with Audit Year 2015, Auditec will conduct all secondary audits.
We look forward to a continued successful business relationship with your firm. If you have any questions or concerns, please feel free to contact the buying staff to discuss further.
The Exchange is not affiliated with any third party network for communication links. The Exchange transmits to the third party of the partner's choice. Trading partners wishing to use a third party network for their communication link assume all expenses for the third party involved. Trading partners are responsible for setup with their third party and any related issues.
Inbound communication facilities are open 24 hours a day, 7 days a week. The current transmission schedule begins on or before 7:00 a.m. central time.
All calls concerning communication problems should be directed to the help desk (800) 289-3800.
The Exchange also supports EDIFACT standards for our overseas partners.
Facility Listing Reports
Note to Trading Partners: If you prefer to receive facility numbers in a "DUNs+4" format, then combine the The Exchange duns 001695568 and the 4 digit EDI ref code listed in the reports below.
B: Destination -Where merchandise is being shipped to
C: Barcode (zipcode from ship to address) this is for Carrier information - as specified by transportation company moving shipment
D: Carrier Name, tracking numbers (PRO#, Bill of Lading, AWB, etc.)
E: PO number -10 digit numeric. Readable number required. Barcode and Department # optional, below PO number
F: 7 digit facility number in bar code form
G: Readable facility number - 7 digit numeric
H: SSCC 18 digit serial shipping container code - with application ID “00”
Commodity List
Here are the commodities currently in OTM (all are in uppercase).
AEROSOLS
CHILL_FOOD
DRY_SPECIAL
FREEZE_SPECIAL
AMMUNITIONS
CHILL_SPECIAL
EQUIPMENT
INBOND
APP_CLOTHING
CORROSIVE
FIREARMS
LIQUOR
APP_FOOTWEAR
DANGEROUSLIMITED
FLAMM_GAS
NONFLAMM_GAS
APP_MCS
DRY_BULKY
FLAMM_LIQUID
PETROLEUM
BEER_WINE
DRY_FOOD
FLAMM_SOLID
POISON
BEVERAGES
DRY_GENERAL
FREEZE_FOOD
PROTECT_FOOD
BUILDING_MATERIALS
DRY_PROTECT
FREEZE_ICECREAM
TOBACCO
CHEMICALS
DRY_SENSITIVE
eBusiness: Vendor Training Opportunities
Vendor Learning Videos have been placed in our Exchange Website under Vendor Training Opportunities, supplier will be able to view EPOL (Exchange Partners On-Line), eCommerce, Oracle RMS, Trade Promotion Management, Finance and Accounting and how to request Sales Data Information from 1010data.
EDI in conjunction with our AP department is working toward eliminating paper invoices! While we strive to exchange documents electronically whenever possible, we do understand the cost associated with EDI may not be practical for all of our partners. For this reason, we created a new tool called Web Invoice. The neat thing about this new tool is that it is a simple spreadsheet that can be saved onto multiple computers. When the file is uploaded into our secure website, the user will receive an automatic email confirmation. There is NO COST associated with using this tool.
As you know, exchanging documents electronically creates a quicker turnaround in processing orders. More importantly, electronic invoices increases speedy payments to our vendors. We want to grow in our partnership and look forward to working with you on automating the payment process.
If you are interested in submitting invoices with this tool, please contact our EDI Rollout Team at EDIRolloutRequest@aafes.com with following information in your e-mail:
Company Name: (Required)
Vendor Code: (Vendor Code that AAFES assigned for your company - optional)
DUNS: (9 digits DUNS number - optional)
Contact Name: (Person submitting Invoices - Required)
Phone Number: (Required)
Email Address: (Required)
Type of Browser: (i.e Internet Explorer, Chrome, Firefox - Optional)
To download: We prefer this option since it is much easier to download. For Google Chrome users, click on the "Download Web Invoice Form" link above. The file will download to your download folder that you predefined in Chrome. To open the file, the downloaded file appears on the lower left corner of your Chrome screen, simply double click on it or you may need to go to your Chrome download folder.
For Internet Explorer users, since IE doesn't support the download attribute anymore (cannot click to download), please point a pointer over the "Download Web Invoice Form" link above, click on the right button on your mouse, select "Save target as...". This next step is very important. Please select a location on your PC to save the file and finally click SAVE button to save the file (make sure that the file extension is .xlsm not .htm). To open the form, go to location where the form is saved and click on the file to open it.
For other browser users, you may try either method above. If none of them works please let us know.
The Exchange eBusiness Department welcomes your feedback.
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