MANUFACTURERS Guide to Bar Code, Common Forms and EC/EDI

8.  IBCA Standard Forms Requirements

The forms that follow are intended to provide a template for forms used between trading partners.  The content and layout of these forms represent the minimum acceptable for common usage. The model is shown with field designations; i.e. Field 1, Field 2 The fields are explained in the following section. The forms provided are: Purchase Order, Packing list / Manifest, Invoice.

8.1 Purchase Order

8.1.1  Description of fields

FIELD

TYPE

CONTENT

1

Text

Form Title : PURCHASE ORDER ( Large font size )

2

Data

Purchase Order Number

3

Data

Date

4

Data

Page number/Total pages

5a

Graphics

Logo, if desired

5b

Data

Address (Bill To)

6

Data

Free Text Field for Internal Use

7

Data

Delivery Information : Due Date, Ship Via, FOB, Terms

8

Data

Supplier ID and Address

9

Data

Ship to Address

10

Text

Title Field : ITEM NUMBER

11

Text

Title Field : ITEM DESCRIPTION

12

Text

Title Field : QUANTITY

13

Text

Title Field : U/M (Unit of Measure)

14

Text

Title Field : UNIT COST

15

Text

Title Field : ADJUSTED COST

16

Text

Title Field : TAX

17

Text

Title Field : TOTAL AMOUNT

18

Data

U. P. C. item number

19

Data

Item Description

20

Data

Quantity

21

Data

Unit of Measure of the item Number ordered by the assigned quantity

22

Data

Unit of measure cost

23

Data

Unit of measure adjusted cost

24

Data

Total applicable taxes

25

Data

Total Cost of line item

26

Text

Title Field : SUBTOTAL

27

Data

Tax subtotal

28

Data

Line item subtotal

29

Text

Title Field :  ADJUSTMENTS

30

Data

Any further cost adjustments (for global adjustments, last page only)

31

Text

Title Field : TOTAL

32

Data

Last page only, total P. O. Amount

8.1.2 EXAMPLE

Figure
Example of Standard Purchase Order Form

8.2 Packing List / Manifest (see Description of Fields, 8.2.1)

8.2.1 Description of fields

FIELD

TYPE

CONTENT

1

Text

Form Title : MANIFEST or PACKING LIST ( Large font size )

2

Data

Order Number (for internal use)

3

Data

Date

4

Data

Page number/Total pages

5

Data

Carrier ID

6

Data

Point of Origin

7

Data

Manifest Number

8

Data

Ship To Address

9

Data

Routing Information

10

Data

Shipping schedule : scheduled ship date, scheduled arrival date

11

Data

Customer Purchase Order Number

12

Data

Terms

13

Data

Date Loaded

14

Data

Charge Class

15

Data

Mileage

16

Data

Trailer ID

17

Data

Trailer Seal Number

18

Text

Free text area for internal use

19

Data

Total number of unit loads

20

Data

Total number of extra pieces

21

Data

Total quantity in each units

22

Data

Total cubic feet

23

Data

Total weight

24

Text

Title Field : ITEM NUMBER

25

Text

Title Field : ITEM DESCRIPTION

26

Text

Title Field : QUANTITY

27

Text

Title Field : UNIT LOAD

28

Text

Title Field : EXTRA

29

Text

Title Field :COUNT

30

Text

Title Field : VARIANCE

31

Text

Title Field : TOTAL WEIGHT

32

Data

U. P. C. item number

33

Data

Item Description

34

Data

Quantity each

35

Data

Quantity of unit loads

36

Data

Quantity of non unit loads

37

Data

Total quantity of units for this line item

38

Data

Any difference from ordered quantity

39

Data

Total weight of this line item

40

Text

Title Field : TOTALS

41

Data

Column total for Quantity

42

Data

Column total for Unit Loads

43

Data

Column total for Non Unit Loads

44

Data

Column total for total units

45

Data

Column total for Variance

46

Data

Column total for Total Weight

47

Text

Free text area for handling instructions

8.2.2 EXAMPLE

8.3 Invoice (see Description of Fields, 8.3.1)

8.3.1 Description of fields

FIELD

TYPE

CONTENT

1

Text

Form Title : INVOICE ( Large font size )

2

Data

Invoice Number

3

Data

Date

4

Data

Page number/Total pages

5a

Graphics

Logo, if desired

5b

Data

Address  of Seller

6

Data

Free Text Field for Internal Use

7

Data

Free Text Field for Internal Use

8

Data

Customer ID and Address

9

Data

Ship to Address

10

Text

Title Field : ITEM NUMBER

11

Text

Title Field : ITEM DESCRIPTION

12

Text

Title Field : QUANTITY  O/B/S (Ordered/Backordered/Substituted)

13

Text

Title Field : U/M (Unit of Measure)

14

Text

Title Field : UNIT PRICE

15

Text

Title Field : ADJUSTED PRICE

16

Text

Title Field : PRICE CODE

17

Text

Title Field : TOTAL AMOUNT

18

Data

U. P. C. item number

19

Data

Item Description

20

Data

Quantity Sold, Backordered, Substituted

21

Data

Unit of Measure of the item Number ordered by the assigned quantity

22

Data

Unit of measure price

23

Data

Unit of measure adjusted price

24

Data

Price Code

25

Data

Total Cost of line item

26

Text

Title Field : SUBTOTAL

27

Data

Line item subtotal

28

Text

Title Field :  ADJUSTMENTS

29

Data

Any further cost adjustments (for global adjustments, last page only)

30

Text

Title Field : TOTAL

31

Data

Last page only: total Invoice. Amount
 

8.3.2 EXAMPLE

Up ] 1. Introduction ] 2. Overview ] 3. Organizing the Labeling Project ] 4. The EAN.UCC System ] 5. Implementing an EAN.UCC System Labeling Project ] 6. Implementing a Serial Shipping Container Code Labeling Project ] 7. Bar Code Print Quality ] [ 8. IBCA Standard Forms Requirements ] 9. Electronic Data Interchange (EDI) ] 10. Appendix: How Bar Codes Work ]