Waterstones EDI requirements and other electronic trading conventions

Waterstones expects all trading partners to ensure that all EDI files successfully reach the GXS network and Waterstones GXS mailbox. Waterstones accepts no responsibility for documents that fail to reach the mailbox. Missing invoices will result in non-payment of the documents within the agreed credit period. Missing credit notes will result in larger deductions.

 Waterstones Branch Information

For finance queries please contact Waterstones Finance Systems: Tel: 0121 703 8203

For branch contact details go to Waterstones http://www.waterstones.com and select ‘Our Shops’.

General issues
Invoices

Credit notes

Delivery notes

Contact details for

For any issues relating to EDI invoices, credit notes and delivery notes
For payment and reconciliation issues

Electronic Statements (Non EDI version)
Bibliographic Data
Version number

General issues

Waterstones requires participating suppliers to follow certain conventions when transmitting EDI data (invoices or credit notes) to the Waterstones EDI mailbox.

When sending live or test EDI messages to Waterstones Finance Operations, suppliers must use the reconciliation message. Please ensure that the STX/ STDS segment/ element contains ANAA as the standard to indicate that the facility is being used. An RSG segment must also be included prior to the END segment.

The RSG message contains the address of the recipient and the transmission reference. This is matched to those held in the STX segment of the transmission. If the two messages do not match, then another STX has been embedded within the EDI transmission.

Waterstones currently only accepts TRADACOMS EDI messages which conform to the latest Trade Guidelines and Code Lists. The current guidelines and code lists can be found and downloaded from the BIC web site at: www.bic.org.uk. Direct URL links to these Guidelines are given below:

Trade Implementation Guidelines
Code Lists

All EDI messages should be sent through the Nielsen BookNet network, Waterstone's preferred route.

Waterstones requires participating suppliers to follow certain conventions when transmitting EDI data (invoices or credit notes) to the EDI mailbox.

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Invoices

Invoices relating to the United Kingdom (including Northern Ireland)

The supplier is required to send one EDI transmission (file generation) to include invoices for all United Kingdom stores. Invoices relating to the six stores in the Irish Republic (or those in Amsterdam or Brussels) must not be included in the United Kingdom EDI transmission.

Transmissions should be sent on a regular basis, preferably weekly, but at least once a month. Waterstone's Finance Operations will not pay for documents that are not forwarded to the mailbox in a timely manner - regardless of credit terms.

All invoices contained in these batches should be consolidated on one monthly statement entitled 'Waterstones Key Account Statement'.

EDI transmissions should be sent to the Waterstones Finance Operations Department using EAN 5013546054890. The EDI number should be quoted in both the STX and CDT segments of each EDI transmission.

Please note:

When sending live or test EDI messages to Waterstones Finance Operations, suppliers must use the reconciliation message. Please ensure that the STX/ STDS segment/ element contains ANAA as the standard to indicate that the facility is being used. An RSG segment must also be included prior to the END segment.

The RSG message contains the address of the recipient and the transmission reference. This is matched to those held in the STX segment of the transmission. If the two messages do not match, then another STX has been embedded within the EDI transmission.

This applies to ALL transmissions and message types (invoices and credit notes).

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Invoices relating to the Irish Republic

For Invoices relating to the six Waterstones stores in the Irish Republic, a separate EDI batch should be transmitted on a regular basis to the Finance Operations Department. These stores are:

Store Address Store Code
Hodges Figgis Corporate and Library Sales 56-58 Dawson Street, Dublin 100
Hodges Figgis 56-58 Dawson Street, Dublin 002
Dublin City University (Hodges Figgis) 56-58 Dawson Street, Dublin 222
Waterstone's 7 Dawson Street, Dublin 318
Waterstone's The Jervis Centre, Dublin 088
Waterstone's Patrick Street, Cork 316

In order to distinguish these transmissions from the United Kingdom batches, EAN 5063299160003 should be quoted in the Customer Details (CDT) segment of the EDI transmission. The STX segment should show the United Kingdom EAN 5013546054890, as all transmissions are sent to the same mailbox.

All invoices contained in these batches should be consolidated on one monthly statement, entitled 'Waterstone's Ireland Statement'.

Waterstons Eire VAT code is IE6382624D

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Invoices relating to the Amsterdam Store

EDI invoices and credit notes relating to Waterstones Amsterdam are processed to a separate purchase ledger. In order for this process to work effectively, documents relating to this store need to be sent in separate EDI files. The details are shown below. Please ensure that deliveries continue to be made direct to the store or the shipping agent, together with the corresponding EDN or delivery note.

Waterstones Amsterdam Purchase Ledger
Waterstones Finance Operations
Royal House, Prince's Gate
Homer Road, Solihull
West Midlands
B91 3QQ

TUN: 9447
STX: 5013546054890
CDT: 5030670138876
Store code: 500
SAN: 1000020
VAT Code: NL008687444BO1

The EAN details to be quoted in the STX segment of transmissions will remain unchanged. The set up should be similar to that for the Eire stores/ Waterstones Ireland Statement Account. Please ensure that separate, unique and sequential file generation numbers are in place for the store's invoice and credit note files. Files for this store should be transmitted at least weekly to the Waterstone's Finance Operations mailbox.

The above should not impact on the current arrangements relating to the provision of EDI invoices and credit notes for UK and Northern Ireland stores (Waterstones Key Accounts) or the Irish Republic/ Eire (Waterstone's Ireland). Arrangements for electronic delivery note provision (EDNs) also remain unaffected.

Waterstones will provide a separate remittance advice in respect of this store, and expects statements to be provided in a similar fashion. Where statements and remittances are exchanged electronically, this will continue.

If an electronic statement cannot be provided, then the paper copy should be posted to the address shown above.

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Invoices relating to the Brussels Store

EDI invoices and credit notes relating to Waterstones Brussels are processed to a separate purchase ledger. In order for this process to work effectively, documents relating to this store need to be sent in separate EDI files. The details are shown below. Please ensure that deliveries continue to be made direct to the store or the shipping agent, together with the corresponding EDN or delivery note.

Waterstones Brussels Purchase Ledger
Waterstones Finance Operations
Royal House, Prince's Gate
Homer Road, Solihull
West Midlands
B91 3QQ

TUN: 9447
STX: 5013546054890
CDT: 5030670138883
Store code: 501
SAN: 0994812
VAT Code: BE403540685

The EAN details to be quoted in the STX segment of transmissions will remain unchanged. The set up should be similar to that for the Amsterdam store/ Waterstones Amsterdam Statement Account. Please ensure that separate, unique and sequential file generation numbers are in place for the store's invoice and credit note files. Files for this store should be transmitted at least weekly to the Waterstones Finance Operations mailbox.

The above should not impact on the current arrangements relating to the provision of EDI invoices and credit notes for UK and Northern Ireland stores (Waterstones Key Accounts), the Irish Republic/ Eire (Waterstones Ireland) or Amsterdam (Waterstones Amsterdam). Arrangements for electronic delivery note provision (EDNs) also remain unaffected.

Waterstones will provide a separate remittance advice in respect of this store, and expects statements to be provided in a similar fashion. Where statements and remittances are exchanged electronically, this will continue.

If an electronic statement cannot be provided, then the paper copy should be posted to the address shown above.

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Invoices through the post

Once Waterstones Finance Operations Department authorises the supplier to send live invoice data via EDI, the supplier should immediately stop sending paper invoices through the post. It is a requirement that the supplier sends the original invoice via EDI (for VAT purposes) and sets the transaction code to 0700 Any paper documents received will be automatically discarded. It is imperative that all Waterstone's, Hatchards and Hodges Figgis locations are enabled for EDI invoices and credit notes.

Waterstones Finance Operations Department will initiate any request for paper invoices. Delivery notes and dues reports should continue to accompany stock to the individual stores.

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Invoice numbers

Waterstones Finance Operations Department uses an automated process to match delivery notes from individual stores to invoices received from suppliers via EDI. In order for this process to work, invoice numbers need to follow certain guidelines. Failure to follow these guidelines will result in non-payment of invoices.

Please note:

Invoice numbers should not begin with a leading zero, nor contain any punctuation or spaces. The invoice number quoted in the EDI transmission should match exactly the document/reference number shown on the delivery note sent to the store.

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Standard Address Numbers (SANs)

Each invoice included in an EDI batch requires a corresponding Standard Address Number, or SAN, to identify the store to which the delivery belongs.

The SAN is unique to each store, and both Waterstones Finance Operations Department and The SAN Agency keep up to date records of all standard address numbers. The SAN should be placed in the CLOC (Customer's Location) element of the CLO (Customer Location) segment of each invoice message.

An up-to-date list of all Waterstones SANs, store numbers and addresses can be obtained from Sue Pike at Solihull on 0121 703 8203. 

A valid SAN must always be quoted for each invoice included in an EDI transmission. It should be noted that 50% of all invoice queries arising from EDI transmissions relate to missing or incorrect SANs.

EDI batches received with invalid SANs, no SAN information or suppliers' proprietary store codes will not be processed and will result in non-payment of invoices.

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File Generation Numbers

Each EDI transmission is given a unique and sequential reference number, known as the File Generation Number. The supplier should maintain separate and sequential file generation sequences: for the United Kingdom, the Irish Republic, Amsterdam, Brussels, invoices and credit notes.

The file generation sequence should increment in equal steps. This allows Waterstones Finance Operations Department to identify possible breaks or failures in EDI transmissions.

Suppliers must also ensure that the sender's reference used on each file is also incremental and unique. A sender's reference must ONLY be used once. Attempting to use the same sender's reference on more than one file will result in the second file being regarded as a duplicate by the GXS network. Duplicate files will not reach the Waterstones mailbox.

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Post and packing charges

Any supplier that is authorised to charge for post and packing must ensure that the charge is shown as an individual product line. Do not use the surcharge segment/ element (STL/ SURA). Charges shown in this segment/ element will not be processed to the purchase ledger.

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Credit notes

All of the previously mentioned guidelines relating to EDI invoices also apply to Credit Notes. However, the following points also need to be taken into consideration.

It is a requirement that the supplier sends the original credit note via EDI (for VAT purposes) and sets the transaction code to 0740.

Each Credit Note included in the EDI transmission should relate to one Waterstone's credit request only. The credit request number populates the CRF/ DNNR segment and element. This is a conditional segment/ element within the BIC standard, but mandatory for Waterstones suppliers.

Credit note conventions

The Finance Operations Department uses an automated process to match credit requests from individual stores to credit notes received from suppliers via EDI. In order for this process to work, certain criteria need to be taken into account with regard to credit note numbers. Failure to follow these guidelines will lead to delays and larger trade account deductions.

Waterstones Finance Operations requires one credit note per Waterstones credit request. Credit requests must not be consolidated on a single EDI credit note.

Each credit note must include the original credit request number. The number begins with the Waterstones three-digit store code followed by the actual credit request number.

For example, store code 072 and credit request number 14576 should be displayed as 07214576.

The following variations, including spaces, punctuation marks and omitted digits are not acceptable and will result in a non-match between credit request and credit note:

072/14576
072 14576
72/14576
72 14576

Likewise, consolidating several credit requests on one credit note will result in a failure to match as well:

072/14576-77-78

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Delivery notes

Overview

Suppliers should send a single EDI transmission to include Delivery Notes for all branches. Transmissions should be sent daily as goods are despatched. The EDI number should be quoted in both the STX and CDT segments of each EDI transmission.

EDI transmissions should be sent as follows:

Phoenix branches - send to the Central Mailbox TUN F151 and EDI number 5013546064097.

Each Delivery Note included in an EDI transmission requires a corresponding branch SAN number to identify the branch to which the delivery belongs.

An up-to-date listing of all Waterstones SANs, TUNs, EDI numbers, branch numbers and addresses can be obtained from Sue Pike at Solihull on 0121 703 8203.

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Test files

Prior to suppliers sending Delivery Notes on a live basis, test files should be sent to the following mailbox:

TUN ID F215
EDI ID 5013546108296

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EDN requirements

Some Delivery Notes that have been received contain data that cannot be used by Waterstones. This data results in the rejection of the entire Delivery Note. In order that this does not happen, it is important that EDN messages follow certain guidelines.

Point of sale materials and other assorted zero-priced promotional items
These items are not held on Waterstone's computer system, and are not booked in as stock. Consequently they are displayed as unrecognised ISBNs. They should therefore be excluded from the Delivery Note. If this is not possible, they should be invoiced separately and put into a separate Delivery Note.

Dumpbins
Where a dumpbin or counter pack is supplied to a branch that contains one or more titles with different ISBNs from that of the dumpbin itself, the actual ISBN of the book(s) and the quantity/quantities of each title are required, not the ISBN of the dumpbin. Each book is individually booked in on the EPoS system using its own ISBN. This ensures that the stock holding and sales for each book can be recorded correctly. If this is not possible, each book should be invoiced separately and put into a separate Delivery Note.

Non-delivery information
When an ordered item is not to be delivered, it should not be included on the Delivery Note. All ISBNs listed on the Delivery Note are regarded by the system as items notified as 'to be delivered'. When pre-notified items are not actually received in the consignment, a claim will be automatically raised. If a branch accepted the Delivery Note without checking the contents, then on hand stock figures would be corrupted. This would result in the advised non-delivery quantity being deemed as having actually been delivered.

Re-charges
When an invoice is issued due to a recharge - if, for example, an incorrect discount figure was originally quoted - then a concomitant Delivery Note should not be generated.

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Essential fields

The following fields must be quoted in the EDN file:

  • Supplier Name, to be quoted in the STX segment of the message.
  • SAN number for the branch, to be quoted in the CLOC (Customer’s location) element of the CLO (Customer’s Location) segment of each message.
  • Invoice/Delivery Note number, to be quoted in the DELN element of the DEL segment.
  • ISBN, to be quoted in the SPRO data element within each DLD segment.
  • Quantity delivered, to be quoted in the DELQ data element within each DLD segment.

All other information is optional, and need not be included. It is not necessary to include bibliographic data such as author and title.

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Contact names

Issue E-mail Telephone
For ANY issues relating EDI invoices, credit notes and delivery notes Sue Pike 0121 703 8203
For any issues relating to EDI invoices, credit notes and delivery notes during the test or pilot phases Sue Pike 0121 703 8203
For payment and reconciliation issues, direct all enquiries through Waterstone's switchboard   0121 703 8000

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Electronic Statements (Non EDI version)

The transmission of suppliers' statements by e-mail has enabled Waterstones to accurately and speedily reconcile such statements.

Problems with invoice matching have been identified and corrective action taken. Once electronic statements have been successfully trialled with each supplier, the Waterstone's finance team is able to dispense with paper versions entirely, and in return can e-mail a remittance advice to allow suppliers' sales ledgers to automatically allocate the remittance.

Waterstones requires all major suppliers to provide this data in electronic format. Sample statement files can be e-mailed/ sent on request. For reference, the file specification outlining the fields required, and the formats accepted is shown below:

Statement File Specification

File Type: Comma delimited
  ASCII text format, without formatting
Additional Features: Statement headers and footers removed
  Statement balance figure to be included
  Maximum of 60,000 transactions per e-mail/ diskette
  Statement to be sent regularly on specified date
  Zipped/ ftp download files also accepted
Mandatory Fields: Document Type (E.g.: Invoice, Credit, Journal)
  Document Date
  Document Reference
  Store/ SAN 
  Net Value
  VAT value where applicable

In cases where data cannot be supplied by e-mail, Waterstone's has negotiated with a data preparation agency to key paper based statements onto screen. This will ensure that all key accounts are processed in a consistent manner, and that queries can be readily addressed. In such cases, Waterstones will contact suppliers to discuss the appropriate charges to be applied to the supplier's account for the services of the bureau.

Contacts:

Suppliers intending to send electronic statements should refer to their usual purchase ledger contact in the first instance.

Those suppliers already providing electronic statements should continue to do so in the normal manner, to the designated contact.

Bibliographic data

The accuracy and currency of the Waterstones bibliographic database is key to the efficient management of the Company's store operations. In particular, it plays a key role in stock replenishment, the processing of electronic data feeds from distributors and the delivery of current book information to customers within the stores.

The database is populated by records from Nielsen. Therefore, it is critical that publishers maintain a close relationship with Nielsen and provide that organisation with accurate new title bibliographic information, and updates on the price and publication status of their backlist titles. Stock from publishers with such a close relationship with Nielsen Book will take preference within all Waterstones stores.

For more information on the bibliographic needs of Waterstones and/or the services supplied by NIelsen, please contact:

Gabrielle Wallington
Bibliographic Manager
Waterstones
E-mail: Gabrielle.Wallington@waterstones.co.uk
Telephone 020 8996 3457
 
Peter Matthews
Nielsen 
E-mail: Peter.Mathews@nielsen.com
Telephone 01483 712 200.

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Version number

This is Version 6.0 dated 15 November 2004.