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How Do I Validate My DSDC ASN?

2021-06-15
8 min read

Learn about:

  • The process of DSDC ASN validation
  • Avoiding common errors on ASNs
  • What each error code means

Suppliers that ship Direct Store Delivery Consolidation (DSDC) must follow Walmart’s ASN validation process. With Walmart’s new Supplier Quality Excellence Program (SQEP), now more than ever, suppliers must ensure compliance with the latest standards for their Advance Ship Notices.

To comply with Walmart’s system, the supplier must follow the instructions for Walmart ASN Validation. First, enter the supplier’s Advance Shipping Notice (ASN) data for each purchase order (PO) shipped to Regional Distribution Centers (an ASN is also known as an EDI 856).  

Then, the supplier should actively monitor for an acknowledgment of the ASN transmission (Accepted or Rejected). The supplier should then follow up on any EDI error messages (EDI 824s) or ASNs that do not successfully download into the Walmart system. The supplier should also be familiar with the suite of EDI 800 transaction codes

The process of DSDC ASN Validation

To ensure that there is enough time allotted for the ASN data to run through all levels of validation in the Walmart system, the supplier should send Walmart an ASN through the EDI system simultaneous to the departure of the outbound DSDC shipment from their facility.

All suppliers may find this glossary of EDI terms helpful as a reference. Please remember that ASN data must also populate into the RDC’s system correctly, and any errors can lead to delays. 

Working within the EDI framework is beneficial at all stages of the Walmart supply chain, ensuring cohesion and accountability for the warehouse and its shipment, the provider, vendor, supplier, and retailer. 

Please remember that all EDI documents sent from a supplier must pass through several Walmart systems before populating into the Distribution Center tables in functional receiving status. The validation process takes approximately 2.5 hours from sending the ASN through the EDI system until the data loads in the DC system.

That timeframe is also assuming that there were no errors in the ASN. When any supplier sends an ASN to Walmart, it receives a document called an EDI 997 (Functional Acknowledgment). The EDI 997 serves as a response, or electronic receipt, between EDI transactions that alert suppliers to one of two things: either Walmart’s system has acknowledged or rejected the ASN.

Functional acknowledgments

If Walmart acknowledges an ASN, that means that the document appears correctly formatted and accurate and that the system can ingest the data. If the document has issues that prevent its acceptance by the Walmart system, the supplier will need to correct and then retransmit the ASN as soon as possible to ensure prompt shipping action and compliance.

Once a supplier receives an EDI 997 acknowledgment for its ASN transmission, it should be on the lookout for any potential error messages in the form of an EDI 824 (Application Advice). EDI 824 transactions always indicate a problem with the ASN. These problems or errors include an invalid Global Location Number (GLN), a missing, improper, or otherwise invalid UPC, or some other segment of the ASN that may be missing or inaccurate.

ASN validation and correcting errors

To validate the original ASN, suppliers must first correct the errors listed in the EDI 824 as quickly as possible (if not immediately) and then retransmit the updated ASN.  After transmission of the updated document, the entire process starts over, meaning that a supplier in this situation should look for a follow-up EDI 997 and be aware there could still be subsequent EDI 824 transactions issued.

If a supplier fails to correct the EDI 824 errors before the freight arrives at the DC, the ASN will not be available in the system. In that case, the cargo will go into the problems/remedy category. If that happens, the freight will not move on to the stores until the supplier remedies problems, potentially negatively impacting store inventory and sales.

If a supplier does receive an EDI 997 acknowledgment, and there are no EDI 824s listed,  it should be reasonably confident that the ASN loaded without issue. The supplier should still be looking for an EDI 864 (Text Message), a transaction sent when there is a problem with a digital invoice (EDI 810).

Monitoring EDI transactions

Suppliers with a valid Retail Link ID can continue to monitor their ASNs using the Order Management System (OMS). The OMS requires additional access authorization. It is a tool containing various methods to support order generation and maintenance.

Additionally, suppliers should monitor the Advanced Ship Notification Dashboard (ASND). Suppliers can access the ASND by going to Retail Link, selecting Apps, and clicking on Advanced Shipment Notification Dashboard. 

This tool provides data on the metrics that measure compliance, is capable of drilling down to verify the accuracy of ASNs, and offers features that help with root cause analysis or data retention. There is also the ability to:

  • Filter data by Network, Freight type, DC type, DC #, Department, and Dates.
  • Export Excel documents with PO numbers and PO lines with ASN opportunities.
  • Gain visibility to the EDI 824 error types affecting a supplier’s business.
  • Set up automated email notifications to send directly to suppliers with POs missing ASNs or ASNs with inaccuracies.

Remember, a supplier must first gain access from their Replenishment Manager (RM). Typically, an RM will email the Walmart BPS team asking to grant the supplier access.

How do I avoid common ASN errors?

To avoid errors in data validation, suppliers should ensure that they maintain the structural integrity of their ASNs. They need to avoid adding invalid items, invalid UPCs, or product overages to their ASNs. Also, suppliers must remember that ASNs must contain specific carton content. Therefore, suppliers will need to transmit item quantities with specificity regarding the individual item quantities required and in warehouse-pack multiples as appropriate. 

The supplier should also review the below list of error message codes and their explanations. A supplier can avoid most errors by being mindful of the syntax, structure, and required values within that list. If an error occurs and a supplier receives an EDI 824, the supplier should quickly refer to this list to determine the problem and its remedy. 

What do the EDI 824 error codes mean?

Refer to the following list of EDI 824 Error Messages for an explanation of each error code. Suppliers should use the EDI help desk at 479-273-8888 or open a ticket in Supplier Self Service (found under Apps in Retail Link) to find a solution to any ASN errors that this reference has not described.

Non-PO-Type 73 Distribution

The PO number submitted in the first element of the PRF segment is not a type 73 PO.

Shipped Qty Greater Than Twice Order

There are a few reasons this error could occur:

  • The shipped quantity exceeds the ordered quantity for a specific store item combination.
  • The original order quantity shipped, despite a downward adjustment to the original PO order quantity.
  • The PO line does not appear on the PO.

No Distribution Found For Store

There are two reasons this error could occur:

  • The system could not find the store on the matching PO line based on the item’s GTIN (UPC/EAN)
  • An alteration to the PO occurred

Unknown Purchase Order

There are two reasons this error could occur:

  • The PO is in canceled status
  • The PO number received does not match the DC receiving system data

Unknown UPC

The Walmart item file does not recognize the UPC/EAN.

DC Destination Not Matching PO Whse

The ASN contains the incorrect destination GLN in the N1 segment for the DC listed on the PO.

Item and UPC Not Matching

The GTIN (UPC/EAN) found in LIN*UP segment does not match Walmart Item Number found in LIN*IN segment.

Invalid UPC

An Item Identification (LIN) Product/Service ID pair (LIN_02 through LIN_31) contains a UP qualifier and an ID containing one of the following errors: 

  • There are over 12-characters or under 11-characters.
  • LIN*UP contains a non-numeric value.

UPC Segment Missing

The LIN segment does not include a GTIN. This segment has the following elements:

  • UP is the qualifier for the UPC (GTIN-12)
  • EN is the qualifier for the EAN
  • UA is the qualifier for the Case EAN

Additionally, this error can occur if the LIN position is incorrect. Currently, the ordering of the GTIN sent in the LIN matters:

  • The UA qualifier must be in the first position.
  • The UP/EN qualifiers must be in the first through fifth position.
  • The IN/UK must meet the minimum GTIN character requirement.

Missing Code 128 Pack Nbr

This error occurs when either:

  • The supplier sent a Tare/Pack level without a MAN*GM segment (the SSCC-128 pallet label)
  • The supplier sent the same valid Pack Number twice

Pack Number Segment Missing

Either the MAN*GM segment (the SSCC-128 pallet label) is missing in the data, or another issue in the data structure exists.

In summary

There are plenty of things that can go wrong in the ASN process, but this guide should help mitigate those errors or help to correct them. With proper monitoring and adherence to data structures, suppliers can avoid common EDI errors and ensure compliance.

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The SupplyPike Team
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The SupplyPike Team

SupplyPike builds software to help retail suppliers fight deductions, meet compliance standards, and dig down to root cause issues in their supply chain.

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