What does AAFES require?
Typical Document Flow
AAFES will initiate the process with an electronic transmission of the Purchase Order (an EDI PO). You receive the order, case it and print UCC-128 labels. The order is packed and the UCC-128 labels are placed on the cartons. The cartons are then shipped to AAFES and you transmit an Advanced Ship Notice electronically. After the shipment has been sent, you transmit an electronic Invoice for the goods. These electronic documents are sent in a standard Electronic Data Interchange (EDI) format.
***Note: Some vendors may vary depending on merchandise and agreement with AAFES. The documents listed are typically what AAFES requires. EasyLink is capable of handling the other documents as well.
Common AAFES Transactions
Inbound Transactions (AAFES sends to You, the Vendor)
Purchase Order (850)
Rather than the old method of paper Purchase Orders, AAFES send Purchase Orders via EDI. EDI Purchase Orders increase accuracy on the orders and speeds up the time it takes a product to reach the market. Purchase Orders provide you with Ship Dates, Cancel Dates, Ship To locations, Item information and quantities requested.
Outbound Transactions (You, the Vendor sends to AAFES)
UCC-128 Labels
UCC-128 Labels are 4 x 6 shipping labels that must be placed on the outside of your box. These labels have information necessary for the AAFES Cross Dock to process the shipment, such as Ship To, Mark For, PO number, etc. Also on a UCC-128 label, you will find a large barcode with an 18-digit serial number above it. This serial number identifies the specific carton and enables AAFES to scan the barcode to obtain a list of what is contained in the carton (information is sent on the Advanced Ship Notice).
Advanced Ship Notice (856)
The Advanced Ship Notice is an EDI document transmitted to AAFES to let AAFES know when a shipment is coming and enable them to scan the barcode to obtain a list of what is contained in the carton. It is imperative that this document is received by AAFES prior to their receipt of the shipment and it is imperative that the information on the Advanced Ship Notice is accurate.
Invoice (810)
AAFES no longer uses the paper invoice. Invoice information is now sent electronically through the EDI 810 (invoice) document. This document is imported automatically into AAFES’s accounting system—this improved method of submitting invoices enhances accuracy and cuts down the amount of time it takes for a vendor to receive payment.
UPC Catalog (832)
The UPC Catalog is used by AAFES to keep up-to-date information on products their suppliers offer. The Universal Product Code is a standardized way for AAFES to identify your products. The UPC is a 12 digit number, which is usually made up of a 6 digit block ID (UCC Manufacturer’s ID), 5-digits that identifies your product, and the last digit is a check digit. The check digit is a calculation based on the previous 11 digits.
Future Transactions
Request for Routing (753) (Outbound document)
The Request for Routing is sent several days prior to shipping to the retailer to request the Ship To location information. Goods cannot be shipped until this document has been sent and the Routing Instructions (754) has been received from the retailer.
Routing Instructions (754) (Inbound document)
The Routing Instructions are sent by the retailer in response to the 754. It gives you the Ship To location. You must ship your goods to the location on the 754 and to the location received on the Purchase Order. Goods cannot be shipped until you receive this document.
How can EasyLink Help simplify these requirements for you?
For more information, send us a request from here, or call (800) 787-4037.
