Frequently Asked Questions

Frequently Asked Questions
What are the differences between the two M&S solutions?

The Web EDI (Intelligent Web Forms – IWF) solution provides a simple low cost solution for communicating business documents with M&S. The B2B EDI solution is supported for suppliers who have an existing EDI solution and can receive the EDI messages into their business systems.

Which is the right solution for my company to use?

M&S deeply understands the diversity of its trading partner base to which we have ensured that we have multiple solutions available to meet your company’s IT capability. M&S can not make the decision as to which solution you should use, however offer the following considerations to assist your decision making:

  • Do you have an existing EDI capability? Incorporate the M&S solution into your existing capability whether that is using the Web EDI solution or the B2B EDI solution.
  • How many business transactions do you have with M&S per annum? If you are exchanging a high volume of business documents (Purchase Orders and Invoices) with M&S each year, the B2B EDI may offer a more efficient solution assuming your IT capability can support this. If you exchange low volumes, the Web EDI solution is likely to be most appropriate to you.
  • Are you a short-season trading partner with M&S? If you only exchange small number of business documents with M&S during a small timeframe the Web EDI solution may be the most appropriate option for you.

If you are still unsure about your options OpenText will be happy to assist you with making the right decision for your company as part of the registration process.

When can I use the solution?

As soon as you complete the registration process and the short transition process you will be able to use the solution. Whether using the Web EDI or B2B EDI solution OpenText will send you a registration email to walk you through the set-up requirements.

If you are intending to use the B2B EDI solution then the transition time will be slightly longer whilst you incorporate the M&S Business Document Definitions into your EDI solution. The solution will enable you to use the Web EDI solution during the interim period enabling you to successfully exchange all business documents with M&S immediately.

Transitioning between M&S trading companies (GM Only)?

In 2010 M&S itself will transition its business trading account from SCM to M&S Plc – this transition will require suppliers to make the same change. This transition period will be by M&S business unit, and will span a number of months during which time you maybe required to trade with both companies; you will only be able to trade with M&S Plc using the Electronic Trading Partner solution.

M&S will ensure the smooth transition with clear and timely communications, approximately 1-2 weeks before transition, informing you of when the business unit you supply is live with the Electronic Trading Partner solution.

Are there any business hours restrictions on when I can use the solution?

The M&S electronic trading solution will be available as a 24*7 service and therefore you will be able to exchange business documents with M&S at anytime during the day, wherever you are located across the world.

What are the definitions of the “number of transactions” quoted by GXS?

The transaction data relates to historical PO transactions used for internal analysis.

Does the new EDI solution replace Contracts.com (GM Only)?

No. Although PO information for Outlets and International Direct deliveries will not be visible in Contracts.com EDI does not replace Contracts.com

Will trigger email messages from Contracts.Com be replaced by EDI (GM Only)?

No you will receive the existing trigger email message from Contracts.com.

Are M&S in a position to share future medium/long term IT plans for example call off, payments and style files so that these can be considered when making a decision to any changes in our IT infrastructure (GM Only)?

M&S is currently not in a position to share future IT plans with its Suppliers. However we currently have no plans to change the call-off and style file information for the next two years.

Which documents will need to be exchanged by EDI (GM Only)?

For FSV core product, just the Contract. For Direct & International Direct Deliveries, Contract, PO, PO Amendment, Invoice MUST be submitted via EDI, Invoice acknowledgement, Dr / Cr memo. For FSV Outlet, PO, PO Amendment, Self-bill Invoice, Self-Bill Cr / Dr memo. For more detail on these please see The M&S EDI Solution for Trading Partners page.

Which documents will need to be exchanged by EDI (Food Only)?

PO, PO Amendment, POD, Invoice acknowledgement, Dr memo. The invoice MUST be submitted via EDI. Provisional and Pre-Final orders will continue to be sent in the existing format.

We are currently receiving your pre-final and final orders via Kewill but it is a very old system. Will we need to abandon our current system and join the OpenText (Food only)?

Existing Kewill system will need to run in parallel for Provisional and Pre-Final orders until such time as these migrate to a new food solution.

We are currently receiving your self-billing invoice via EDI (with Kewill) but it is a very old system which only allows us to receive the self-billing invoices and/or remittance advices. Will we need to abandon our current system and join the OpenText (GM only)?

EDI will run in parallel to the current self-bill system (for FSV orders) the next phase of the Development Programme which will be in around 12 months from now will however review the payment process.

Will the existing supply model continue unchanged? If we still self bill, will it become electronic (GM Only)? Will we have to send EDI invoices to match M&S’ or will we need to match each invoice to a PO?

All stock received onto the hubs warehouse management system will be uploaded to the SAP system. Reconciliation of goods will be done against the goods receipt; PO and invoice at line (UPC level) (Food suppliers should ensure that the invoice matches PO price and POD quantity).

What will remittance be like for Direct Deliveries / Outlet for FSVs (GM Only)?

For Direct Deliveries, suppliers must submit an invoice. For Outlet shipments Self bill invoices via EDI will be used.

What is the OpenText mailbox that I will be using?

The OpenText mailbox is a secure area where you can post electronic business messages into and conversely receive from. OpenText metaphorically speaking provide a postal service, managing the delivery of the business messages using addressing information contained within the message provided by the sender of the message.

GM Test – 5013546001625:14
GM Production – 5012068999993:14
Food test – 5013546093738:14
Food Production – 5012068025502:14

Why do we need to use OpenText for the B2B solution – Why can’t our businesses exchange data directly?

As a business, M&S have over 600 supplier corporations, with diverse regional/company size range. We decided that we would need a central point of contact (GXS) to manage the interface, and provide a system suitable for each company type.

Why do we need to use OpenText for the B2B interface? This could prove more expensive if the rates are based on volume of transactions?

OpenText will allow us to offer a 2 tier service to accommodate all types/ locations/ sizes of suppliers. M&S data is sent to OpenText and they will split the info into Web based and B2B formats, according to each supplier’s contract with GXS.

Do we have to have a OpenText mailbox, or can we our existing mailboxes hosted by other providers, e.g. INOVIS?

Yes you can use the existing OpenText mailbox but it may need to be changed to allow for increased usage so you do not incur overage charges.

How can I connect to the OpenText mailbox?

Due to the nature of the data that will be transmitted between M&S and yourself, we request that your connection with OpenText is a secure one. OpenText support a wide variety of secure connection protocols enabling you to choose the most appropriate one to meet the capability of your company; examples are HTTPS, FTPS, SFTP, AS/2 etc.

If we have an existing OpenText mailbox can we use this?

Yes you can use the existing OpenText mailbox but it may need to be changed to allow for increased usage so you do not incur overage charges.

What is EANCOM?

EANCOM is an EDI data standard that has been adopted by M&S for its Electronic Trading Partner solution. The EANCOM® standard is an implementation guideline on the use of subsets of relevant UN/EDIFACT messages. This implementation guideline specifies in detail the use of the selected components of these UN/EDIFACT messages in order to support their electronic exchange between trading partners’ application systems for the selected information flows.

You can further information about the standard at the following location: http://www.gs1.se/eancom_2002/ean02s4/experts/index.htm

How can we identify the different PO Types?

We have made an amendment to the Purchase Order document to provide a PO Type value; this has been issued as a revision to both the Purchase Order and Purchase Order Change document.

How can we identify Purchase Orders that are to be Self-Billed (GM Only)?

We have made an amendment to the Purchase Order document to provide a Self-Bill flag value; this has been issued as a revision to both the Purchase Order and Purchase Order Change document.

What happens if we Invoice for a Self-Bill Purchase Order (GM Only)?

If you send an Invoice for a Self-Bill purchase order M&S will reject that Invoice.

As an FSV, we will be investing in the B2B system for the collection of PO’s. We will therefore be running 4 separate systems for M&S – Intakes for the flows, Contracts.com, Tradanet – where we pay an annual maintenance fee and now B2B. What are the plans for integration of these systems into one system and the timescales for this (GM Only)?

As part of release 3 of our changes, we will be looking at the FSV processes and aligning them as closely as possible to our Direct business. Longer term, this programme is laying the foundations for changes to all our systems, including our allocation and replenishment systems and product development tools. These must fully integrate with our new SAP platform and our intention would be to streamline all of the processes you outline. The timescales for this are 2-5 years.

Do we get an ATO message, on EDI (GM Only)?

Yes. Any change to contract will generate a message.

Can you load demo data onto the micro-site?

There are a number of data file examples currently hosted on the micro-site, covering multiple scenarios for each document type; this should be suitable to support B2B implementation.

How will I know when an invoice has been received?

When an invoice has been successfully received an invoice acknowledgement message will be sent via EDI to you. At the same time should an invoice be unsuccessful in its processing, a notification will be sent highlighting the issue and the need for the error to be rectified and the invoice resubmitted.

How will design changes be notified to us?

If there are any design changes we will publish these to the micro-site and send you a notification of the change by email.

Where do Suppliers register for the Web EDI (IWF) solution – How do we do this?

You will be sent a registration email communication requesting you to register with the Web EDI solution.

All instructions on how to register for the Web EDI solution can be found on this OpenText microsite. Please visit www.gxs.co.uk/mands/ username: mands password: iwf01and follow the registration process.

Can we get a training pack?

A training pack for the IWF solution will be hosted on this OpenText microsite.

Security of Contracts? Is the system totally secure? Will we receive other suppliers contract info by mistake?

The system is series number specific, so each supplier will only be able to receive their own contract details.

“IWF solution requires suppliers to manually enter all invoices”. Can we download the entered data into excel format for calculation purpose? Can we print the entered data into pdf format for documentation purpose?

Yes. Invoices are saved in a sent item box, from here they can be downloaded as csv, xml and pdf documents for either uploading into your own system of record or printing to paper.

How will I know when an invoice has been received?

When an invoice has been successfully received then an invoice acknowledgement message will be sent via EDI. At the same time should an invoice not have been received successfully then a notification will be sent highlighting the issue and the need for the error to be rectified and invoice resubmitted.