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Safeway EDI Practices

EDI is the computer to computer exchange of business documents in a standardized format. These standards detail the format of over 200 business transactions that companies exchange on a daily basis. The standards spell out not only the format of the records that make up the business document, but also specify the communications methods for transferring the documents and the sequence of events in the exchange. Copies of the standards can be obtained directly from the Standards organizations.

EDI Communications
Safeway operates as their own VAN in much the same way as many of the public VANs. Safeway does not employ a VAN for store and forward of our EDI data. We do communicate with most of the major VANs that our trading partners have employed. When our trading partners send data to their VAN for Safeway, the VAN will "dial and drop" the data to Safeway’s direct dial port. Likewise; when Safeway has data for a trading partner and that trading partner has designated a VAN to use for their communications, Safeway will "dial and drop" the data to the designated VAN. Since Safeway does not employ a VAN, some VANs will charge the trading partner a premium for handling the Safeway data.

As an alternative to this premium, Safeway does offer direct dial communications to all of our trading partners, thus saving them the total cost of using a VAN to communicate with us. For details on how to dial direct with Safeway, see our "Direct Dial to Safeway" document.

How to get started with EDI to Safeway
If you already have EDI capability, then you only need to establish a "trading partnership" with Safeway and start testing. If you do not have EDI capability in you present systems, you may wish to contact one of several companies that currently help trading partners to connect with Safeway via EDI . These companies offer a variety of software and service solutions that are in use by current trading partners of Safeway.

We suggest the first thing that you do is download the appropriate Implementation Guide for the transactions you will be communicating with Safeway. Next, from EDI FORMS, fill out the Trading Partner Information form and submit. When the EDS analyst receives the completed Trading Partner Information Page, they will contact you and provide you with list of item codes that are currently on file with Safeway for your company. Upon receiving the list of item UPCs you should verify that the list is accurate and complete and have Safeway buyers correct any errors before we start exchanging purchase orders and invoices that are based on these codes.

Receiving Purchase Orders
Once you have set Safeway up as a trading partner in your system and Safeway has done the same for your company, you can request a test purchase order be sent to establish that the communication path is functioning. Rather than sending a test purchase order, we can turn on the indicators to set you in parallel to receive the purchase orders in both EDI and FAX or EDI and print. If you employ a broker, Safeway will send EDI purchase orders directly to our suppliers only. It is the responsibility of the supplier to provide a copy of Safeway’s purchase order to your broker or other sales offices. Inquire with your VAN to see if they provide carbon copy services. Safeway requires functional acknowledgements be sent back for every transaction that we send to you. The terms and conditions that apply to EDI purchase orders are the same as those that apply to all hardcopy purchase orders and are spelled out in Safeway form 1060 that replaces Form 662.

Sending Invoices
Once you have set Safeway up as a trading partner in your system and Safeway has done the same for your company, you can begin sending in test invoices. These test invoices will be reviewed by the EDI analyst for completeness and accuracy and feedback will be provided. Once you have sent in a good invoice, the EDI analyst will pass you to Accounts Payable in a test mode. At this stage you will only be submitting invoices via EDI, no hardcopies are needed.  Accounts Payable will review many areas of the EDI invoice for accurate mapping and information.  If any problems exist, Accounts Payable will contact you via email. The trading partner must accept and acknowledge the 824 application advice transactions in order that they be moved to production.

Application Advice
When live invoices are sent in to Safeway and they contain data content errors, an Application Advice transaction (824) is sent back to the trading partner. This application advice contains an error message that describes the data error that occurred. Safeway expects a functional acknowledgement for each application advice that is sent. The trading partner should also correct the data error and re-send the corrected invoice.


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