"Dear Vendor:
There have been a number of questions raised by vendors about our upcoming EDI change. I have compiled the common questions and answers in the form of a FAQ for EDI vendors. Hopefully this will answer any remaining questions and eliminate any remaining confusion about our EDI changes.
Q: When is the change effective?
A: All purchase orders published to EDI on and after 7/21/08 will be in the new format. These orders will be posted to your ftp mailbox beginning 7/22/08 (one calendar day after the purchase order is released).
Q: Are you still going to send the three PO formats (store, DC, and allocation)?
A: No. Under the new PO system, all orders will be treated the same and all will have the same EDI format. Store orders will have a store number as a ship-to location, DC orders will have a DC number, and allocations will include the allocations. All orders to a given vendor number will be included in the same batch for the day and all will follow the same format.
Q: Are you still going to send out EDI data with multiple GS sender IDs?
A: No. The GS sender ID will be the same as the ISA sender ID after the change. Some vendors have special requirements for different ISA and GS sender/receiver IDs, and we will do our best to accommodate those special needs on a case by case basis.
Q: Are you using version 4010 or 4010VICS?
A: Our purchase orders did not comply with the VICS subset of EDI, and this lack of compliance sometimes caused problems with vendors and service bureaus expecting data complying with the VICS subset. The new purchase order format will be X.12 4010 (GS08="004010").
Q: Do you want us to send EDI invoices (X.12 810s) as 4010 or 4010VICS?
A: No changes have been made to EDI invoices, so continue to send them as 4010VICS. If your systems create a turnaround 810 and forces your 810s into version 4010 rather than 4010VICS, let us know and we will make the necessary changes here.
Q: Can I get an extension on the due date for conversion?
A: No. The new PO system going into production here will not produce data in the format required to support the old EDI formats. All purchase orders posted to your ftp mailbox on and after 7/21/08 will be in the new format. No exceptions can be made.
Q: When will EDI change orders (X.12 860) be available?
A: The new PO system at Michaels supports the EDI 860, but we will not begin rolling them out to the vendors until later in the year. We will develop a rollout process and calendar, and notify you of your 860 availability date.
Q: How does this affect import orders?
A: Import orders are subject to the same EDI changes as domestic orders. For EDI purposes, there are no differences between a domestic and import order.
Q: I do not do enough business with you to justify the expense of changing my EDI maps. What can I do?
A: Let us know at edi@michaels.com that you want to switch from EDI to our WebEDI system. We will move you to WebEDI upon your request. Our AP department will require you to certify your electronic invoices on the WebEDI system, however, before they will take them in production.
Q: In summary, what are the EDI changes?
A: There are three primary changes, none of which represent major changes.
(1) Consolidation of purchase order types into one format.
(2) Addition of a few new EDI segments (AMT = PO dollar total, CUR = currency code, FOB = FOB information, etc.)
(3) Deletion of the CTP (cost) segment -- this segment was removed as it was redundant.
Q: I use an EDI service bureau. What do I need to do?
A: EDI service bureaus have been contacted previously about this change. EDI service bureaus report they are ready to receive your purchase orders in the new format, and are ready to receive PO changes (X.12 860) once they become available from Michaels. If you have any special data handing arrangements with your service bureau, you will need to contact them to see if our EDI change has any impact on your special services.
Q: Where are your new EDI specs?
A: The new EDI specs are posted on http://www.vendorconnect.com/ under the "EDI Information" link.
Q: How does the change affect EDI 856s, 864s, etc?
A: No changes were made to EDI transactions other than the 850 and 860.
David Henderson
Manager, Vendor Compliance and EDI
Michaels Stores, Inc.
henderso@michaels.com
Phone: 972-409-1715
Fax: 972-409-1375"
