MANUFACTURERS Guide to Bar Code, Common Forms and EC/EDI

8.  IBCA Standard Forms Requirements

The forms that follow are intended to provide a template for forms used between trading partners.  The content and layout of these forms represent the minimum acceptable for common usage. The model is shown with field designations; i.e. Field 1, Field 2… The fields are explained in the following section. The forms provided are: Purchase Order, Packing list / Manifest, Invoice.

8.1 Purchase Order

8.1.1  Description of fields

FIELD

TYPE

CONTENT

1

Text

 Form Title : PURCHASE ORDER ( Large font size )

2

Data

 Purchase Order Number

3

Data

 Date

4

Data

 Page number/Total pages

5a

Graphics

 Logo, if desired

5b

Data

 Address (Bill To)

6

Data

 Free Text Field for Internal Use

7

Data

 Delivery Information : Due Date, Ship Via, FOB, Terms

8

Data

 Supplier ID and Address

9

Data

 Ship to Address

10

Text

 Title Field : ITEM NUMBER

11

Text

 Title Field : ITEM DESCRIPTION

12

Text

 Title Field : QUANTITY

13

Text

 Title Field : U/M (Unit of Measure)

14

Text

 Title Field : UNIT COST

15

Text

 Title Field : ADJUSTED COST

16

Text

 Title Field : TAX

17

Text

 Title Field : TOTAL AMOUNT

18

Data

 U. P. C. item number

19

Data

 Item Description

20

Data

 Quantity

21

Data

 Unit of Measure of the item Number ordered by the assigned quantity

22

Data

 Unit of measure cost

23

Data

 Unit of measure adjusted cost

24

Data

 Total applicable taxes

25

Data

 Total Cost of line item

26

Text

 Title Field : SUBTOTAL

27

Data

 Tax subtotal

28

Data

 Line item subtotal

29

Text

 Title Field :  ADJUSTMENTS

30

Data

Any further cost adjustments (for global adjustments, last page only)

31

Text

Title Field : TOTAL

32

Data

Last page only, total P. O. Amount

8.1.2 EXAMPLE

Figure
Example of Standard Purchase Order Form

8.2 Packing List / Manifest (see Description of Fields, 8.2.1)

8.2.1 Description of fields

FIELD

TYPE

CONTENT

1

Text

 Form Title : MANIFEST or PACKING LIST ( Large font size )

2

Data

 Order Number (for internal use)

3

Data

 Date

4

Data

 Page number/Total pages

5

Data

 Carrier ID

6

Data

 Point of Origin

7

Data

 Manifest Number

8

Data

 Ship To Address

9

Data

 Routing Information

10

Data

 Shipping schedule : scheduled ship date, scheduled arrival date

11

Data

 Customer Purchase Order Number

12

Data

 Terms

13

Data

 Date Loaded

14

Data

 Charge Class

15

Data

 Mileage

16

Data

 Trailer ID

17

Data

 Trailer Seal Number

18

Text

 Free text area for internal use

19

Data

 Total number of unit loads

20

Data

 Total number of extra pieces

21

Data

 Total quantity in each units

22

Data

 Total cubic feet

23

Data

 Total weight

24

Text

 Title Field : ITEM NUMBER

25

Text

 Title Field : ITEM DESCRIPTION

26

Text

 Title Field : QUANTITY

27

Text

 Title Field : UNIT LOAD

28

Text

 Title Field : EXTRA

29

Text

 Title Field :COUNT

30

Text

 Title Field : VARIANCE

31

Text

 Title Field : TOTAL WEIGHT

32

Data

 U. P. C. item number

33

Data

 Item Description

34

Data

 Quantity each

35

Data

 Quantity of unit loads

36

Data

 Quantity of non unit loads

37

Data

 Total quantity of units for this line item

38

Data

 Any difference from ordered quantity

39

Data

 Total weight of this line item

40

Text

 Title Field : TOTALS

41

Data

 Column total for Quantity

42

Data

 Column total for Unit Loads

43

Data

 Column total for Non Unit Loads

44

Data

 Column total for total units

45

Data

 Column total for Variance

46

Data

 Column total for Total Weight

47

Text

 Free text area for handling instructions

8.2.2 EXAMPLE

8.3 Invoice (see Description of Fields, 8.3.1)

8.3.1 Description of fields

FIELD

TYPE

CONTENT

1

Text

 Form Title : INVOICE ( Large font size )

2

Data

 Invoice Number

3

Data

 Date

4

Data

 Page number/Total pages

5a

Graphics

 Logo, if desired

5b

Data

 Address  of Seller

6

Data

 Free Text Field for Internal Use

7

Data

 Free Text Field for Internal Use

8

Data

 Customer ID and Address

9

Data

 Ship to Address

10

Text

 Title Field : ITEM NUMBER

11

Text

 Title Field : ITEM DESCRIPTION

12

Text

 Title Field : QUANTITY  O/B/S (Ordered/Backordered/Substituted)

13

Text

 Title Field : U/M (Unit of Measure)

14

Text

 Title Field : UNIT PRICE

15

Text

 Title Field : ADJUSTED PRICE

16

Text

 Title Field : PRICE CODE

17

Text

 Title Field : TOTAL AMOUNT

18

Data

 U. P. C. item number

19

Data

 Item Description

20

Data

 Quantity Sold, Backordered, Substituted

21

Data

 Unit of Measure of the item Number ordered by the assigned quantity

22

Data

 Unit of measure price

23

Data

 Unit of measure adjusted price

24

Data

 Price Code

25

Data

 Total Cost of line item

26

Text

 Title Field : SUBTOTAL

27

Data

 Line item subtotal

28

Text

 Title Field :  ADJUSTMENTS

29

Data

 Any further cost adjustments (for global adjustments, last page only)

30

Text

 Title Field : TOTAL

31

Data

 Last page only: total Invoice. Amount
 

8.3.2 EXAMPLE

[ Up ] [ 1. Introduction ] [ 2. Overview ] [ 3. Organizing the Labeling Project ] [ 4. The EAN.UCC System ] [ 5. Implementing an EAN.UCC System Labeling Project ] [ 6. Implementing a Serial Shipping Container Code Labeling Project ] [ 7. Bar Code Print Quality ] [ 8. IBCA Standard Forms Requirements ] [ 9. Electronic Data Interchange (EDI) ] [ 10. Appendix: How Bar Codes Work ]