This article provides the definition and specification of the inventory report message (INVRPT) for UN/EDIFACT (United Nations for Electronic Data Interchange for Administration, Commerce and Transport) EDIFACT standard very commonly used in Europe, Oceanian countries, and some Asian counties. EDI 846 Inventory Inquiry / Advice is an analog document for the ANSI X12 standard, which is widely utilized in North America.
UN/EDIFACT INVRPT (inventory report) function
INVRPT (inventory report) is an electronic message for exchange between trading partners; it contains information about the supplier’s held inventories. The message is widely used regardless of the type of business or industry, both in domestic and international trade.
The information contained in the INVRPT message relates to availabilities and stock of goods. This message generally exchanged between the manufacturer and distributor (wholesaler) or the manufacturer and different type of seller: such us big-box retail, e-commerce, especially in the dropshipping model.
Primarily, the INVRPT message is often used to report stock held and movement of merchandise or raw materials, between business partners…
INVRPT message has a functionality that allows separating stock based on classes, to facilitate a financial assessment of stocks, production and supply planning.
The Inventory report message can indicate the initial stock, final stock and the movement of goods (incoming or outgoing) in the warehouse for a certain period.
UN/EDIFACT Terms Definition
Let’s look at some EDIFACT definitions to help you understand the INVRPT message.
This is information related to a particular transaction exchanged by business partners through EDI. Each message consists of logically grouped segments.
A segment is part of the information in a message. A segment is composed of a predefined set of data elements. Each segment starts with a unique “segment identifier”, that is a three-letter code, and ends with a segment terminator.
The different segments in a message can be have a Mandatory (M) or Conditional (C) usage.
Each segment has its own place in the message and the same type of segment can be found multiple times in any of the sections of a message (Header, Details, or Summary).
Group of Segments
An identified group of functionally related segments that can be repeated.
How does UN/EDIFACT INVRPT (inventory report) looks like?
To see easier the data structure in the example INVRPT message below, the segments are separate from each other using a new line.
NAD+WH+AMAZON WAREHOUSE CODE::73′
IMD+F++:::TPRG item description 1:TPRG second item description 1′
IMD+F++:::TPRG item description 2:TPRG second item description 2′
IMD+F++:::TPRG item description 3:TPRG second item description 3′
IMD+F++:::TPRG item description 4:TPRG second item description 4′
IMD+F++:::TPRG item description 5:TPRG second item description 5′
UN/EDIFACT INVRPT Message segment clarification
UN/EDIFACT INVRPT message is structured in two sections, a Header Section and a Detail Section. The header used to give general information relating to the message. The detail section consists of segments and groups.
In the list below you can find a short summary about the meaning and the functionality of the segment which are indicated on the INVRPT example given above.
UNH – Message header. A service segment uses to head, identify and specify a message.
BGM – Beginning of message uses to indicate the type and function of a message and to transmit the identifying number.
DTM – uses to specify the date, and/or time, or period. Date/time/period associated with the whole message. In order to determine the date when the inventory report was prepared, the segment must be indicated at least once.
NAD – Name and address. This segment serves to identify names and addresses and their functions related to the entire inventory report. In the inventory message, it is recommended to use the code form of ID to indicate the parties.
RFF – Reference. This segment is used to indicate documents that refer to the entire message of the inventory report, for example, dispatch advice number, contract, etc.
CUX – Currencies. This segment defines currencies and, if necessary, exchange rates for the entire message.
LIN – Line item. A segment that identifies a specific item in the INVRPT Message. All other segments in the detailed section are related to the line item.
PIA – Additional product id. The function of this segment to transmit additional product identification.
IMD – Item description. This segment used for describing the item.
INV – inventory management related details. Function: Providing various information related to inventory management functions that necessary for the processing of stock movements and stock balances.
QTY – Quantity. This segment provides quantity information
UNT – Message trailer. A service segment indicates an ending of the message. Indicate the total number of segments in the message (including the UNH & UNT) and the control reference number of the message.
UNZ – Interchange trailer. Function: to end and check the completeness of an interchange.
Benefits of Using Inventory Report (INVRPT)
The benefits of using the INVRPT EDI Message are obvious to both trading partners:
– The supplier can promptly inform you when the goods are out of stock or out of production.
– Much easier e-commerce management. This is one of the most popular and at the same time one of the most complex EDI document in the e- commerce.
– Provides information to the trading partner when the product will be available again if it is not available, thereby helping to better plan stocks and placing orders.
– Allows a business partner (usually a dropshipping online store) to manage data in his online store, such as the available quantity of goods in stock, and to delete or add goods to the online store accordingly.
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