Work group “Vordruckwesen/Datenaustausch” VDA (VDA ... - Delivery...VDA Recommendation 4905 - 6...

VDA Recommendation 4905 - 1 - Issue 04, April 1996

VDA

Work group “Vordruckwesen/Datenaustausch” (VDA-AKVD)

Transmission of delivery forecast and instruction data

4905

Process description

Remote data transmission (Daten-Fern-Übertragung - DFÜ) of delivery forecast and instruction data from customer to supplier.

This recommendation regulates the automatic data exchange of delivery

schedules from the automobile manufacturers to the supplier industry as well as from the supplier industry to its upstream suppliers. This is the result of the project of the VDA work group “Vordruckwesen / Datenaustausch” (VDA-AKVD) (Forms / Data Exchange).

4. Edition of April 1996

Replaces 3rd Edition, October 1988

VDA-AKVD

AUDI, Bauer & Schaurte, Behr, BMW, Bosch, Brose, Continental, Eaton Controls, Elring, Ford, Freudenberg,Happich, Hella, Hoppecke, ITT Automotive Europe, Iveco, Kamax, Krupp Hoesch Automotive, Lucas, Mahle, MAN, Mann & Hummel, Mercedes-

Benz, Opel, Osram, Phoenix, Porsche, Sekurit, SKF, Valeo, Varta, VDO, VW, ZF

Publisher: Verband der Automobilindustrie Copyright

Behrenstr. 35 Reprint, also in extracts,

PO Box 8 04 62 only with the approval of the 10004 Berlin publisher. Phone 030/897842-221

Fax 030/897842-606


TABLE OF CONTENTS Page

1 SHORT DESCRIPTION 3 1.1 Application 3 1.2 Objective 3 1.3 Definition and Fundamentals 4

1.4 Changes compared to previous version 4 2 RECORD TYPES 54 3 TEST CONDITIONS 5 3.1 Permitted record types 5

3.1.1 Description of the data structure 65 3.1.2 Example: 6 3.2 Valid version number 7 3.3 Formal examination of data fields 7

3.4 Logical examination of data fields 7 3.5 Customer number / supplier number 7 3.6 Control totals 7 3.7 Old/New Transmission number 7

4 INTERNAL SUPPLY PROCESSING 8 4.1 Defining argument / search key 8 4.2 Processing 8 4.3 Cumulative received quantity 8

4.4 Composition of error messages 9 5 FACILITY 10


1 SHORT DESCRIPTION

1.1 Application

This procedural description regulates the processing of remote-data transmission (DFÜ) of delivery schedules via public transmission networks between the automobile manufacturers and the supplier industry as well as

between the supplier industry and its upstream suppliers. It was deliberately developed universally and made hardware independent. The procedure is usable independently of specific application systems.

The method has been implemented since April 1978 in practical operations and

has proven itself in practice.

1.2 Objective

− Fast data transfer

− Documentary data exchange

− Production and delivery programs at the supplier can be set up quickly than earlier for the new program situation at the customer.

− Telephone or telex messages for delivery schedule changes are reduced because the DFÜ allows immediate information of suppliers.

− Less special measures such as special transports, etc.

− New customer programme planning is available 3 to 5 working days before.

This brings, amongst others, the following advantages:

a) Better planning security (production plan)

b) Increase in readiness for delivery c) Increase in manufacturing flexibility d) Decline of immediate planning

− For each sales item, the demand for all the plants of the customer can be

specified simultaneously.

− Depending on the degree of integration of the DFÜ process into the sales

and materials management systems at the supplier, there are further advantages:

a) No expense in data collection b) No registration errors c) No manual transfer of delivery schedule data to vendor-owned

documents

d) Computer supported assignment of customer data, e.g.

- to supplier’s item number

- to supplier’s order number - Adjustment of customer position with “on-the-way delivery” - Determination of demand increases, reductions, changes of dates against the current supplier planning


- Scheduling of the new delivery instructions

- Immediate check for available inventory for immediate needs.

e) The delivery schedule data sent by data transmission are binding until

the arrival of specified corrections or until the next data transfer of delivery schedule data.

1.3 Definition and Fundamentals

Definition of delivery schedule

Delivery schedules are primarily used in the automotive industry to update demands that change in quantity and time at specific time intervals. A new delivery schedule completely replaces a previous delivery schedule. The DFÜ delivery schedule transfers data that is also contained in the delivery order form.

The VDA standard form “Delivery Schedule (Lieferabruf)" is described in VDA Recommendation 4904. The standard form VDA4904 is sent only to suppliers who do not have a DFÜ.

Fundamentals

The basis of this application are the agreements made in the VDA work group “Vordruckwesen / Datenaustausch”. It contains

- uniform sentence structures, - standardised data elements in the automotive industry, - uniform field lengths, field types, codes,

that are used as a binding programming basis between the DFÜ- participants.

For the DFÜ of delivery schedule data, if available, international or national customary keys (codes) are used, which are converted into user-specific keys

as required. For reasons of cost, not all data from the delivery schedule form is transmitted by DFÜ. Only the data are sent that were absolutely required by the DFÜ users and specified in the VDA-AKVD .

1.4 Changes compared to previous version

The following changes led to the 4th edition of VDA recommendation 4905:

• Extension by record type 515 "Additional LAB information",

• Date Encryption Presentation Note "555555,

• Revision of the verbal description,

• Limit sentence type 518 to 5 repetitions,

• Recording a date "Progress number reached at zero".


2 RECORD TYPES

In order to be able to transfer the necessary data functionally coherent, corresponding data records were developed. The structure of these data records including the assigned record types, data elements, field lengths, field types, etc. can be found in the attachments.

Record type Description Must/Can

511 Intended delivery schedule data Must

512 unique data elements of the delivery schedule Must

513 Demarcation and retrieval data Must

514 further release data Can

515 Additional LAB information Can

517 Packaging data Can

518 Delivery schedule text Can

519 Post-sentence delivery call data Must

3 TEST CONDITIONS

For the data exchange between SUPPLIERS and CUSTOMERS the following test conditions are to be considered. They are in accordance with the

regulations of the VDA working group “Vordruckwesen/ Datenaustausch” and documented in the VDA-AKVD data catalogue (VDABASE).

3.1 Permitted record types

Record type Description

511 Intended delivery schedule data (1x per DFÜ)

512 one-time data (1x per defining argument1))

513 Delimitation and retrieval of data (1x per defining argument1))

514 further retrieval of data (x times per defining argument1))

515 Additional LAB information (1x per defining argument1))

517 Packaging data (x times per defining argument1))

518 Text data (x times per defining argument1))

519 Postscript delivery instruction data (1x per DFÜ)

1) Terms of order, if required, see also 4.1 (Factory of customer, customer item number, final order number, unloading

point)

Record types 511 and 519 are mandatory at the beginning and at the end of a DFÜ.


3.1.1 Description of the data structure

511 512 519 M 1 M 1 M 1 513 M 1 514 515 517 518 K R K 1 K R K 5

M - mandatory K - optional

511 must be the first sentence of a logical transmission. 512 must be at 511 and may be at 513, 514, 515, 517, or 518.

513 must follow 512. 514 may follow at 513 or 514 (retrieval dates must be ascending) *.

515 may follow at 513 or 514. 517 may follow at 513, 514, 515 or 517.

518 may follow 513, 514, 515, 517 or 518. 519 may follow at 513, 514, 515, 517 or 518 and must be the last sentence of a logical transmission.

* Exceptions are the regulations for the data keys

000000, 222222, 333333, 444444, 555555.

3.1.2 Example:

Must Can Frequency

511 Once per DFÜ

512 Once per part number and plant


514 x times per part number and plant


517 x times per part number and plant

518 Max. 5 times per part number and plant

519 Once per DFÜ


3.2 Valid version number

The version number used by the data admin of each record type must match the version number used by the data receiver. A change of the version number must be agreed in good time between the DFÜ partners and be incorporated into the corresponding program check routines before the date of the

assignment.

3.3 Formal examination of data fields

All data fields of a record type must be in accordance with the formal provisions centrally administered under the version number in the VDA data catalogue

(VDABASE).

Numerically defined fields are to be regarded as non-compressed decimal and filled right-justified with leading zeros. If the fields are not used, they are to be filled with zeros.

3.4 Logical examination of data fields

Individual examinations are chosen from different record types to ensure that each DFÜ participant receives only the data intended for him.

3.5 Customer number / supplier number

The connection between Customer and supplier number used in the record type 511 must match the number registered with the recipient.

3.6 Control totals

The counter readings determined in record type 519 must agree with the

counter readings determined with the data receiver. In the case of deviations, the data communication is invalid and must be repeated completely.

3.7 Old/New Transmission number

The data admin allocates both the old and new transmission number per DFÜ

and subject area both. This will allow for the necessary equality of transfers between the relevant partners per sector. A continuously increasing allocation of a new transmission number is not mandatory.


4 INTERNAL SUPPLY PROCESSING

4.1 Defining argument / search keys

The following defining arguments must be taken into account:

- customer plant,

- customer item number, - order number (i.e. frame contract),

- unloading point.

Mentioned above Order terms can be assigned to the data recipient of the corresponding order / call.

Based on the customer's item number, the supplier's item number can be

determined using a reference file.

4.2 Processing

The delivery schedule data received via DFÜ should be immediately stored, checked, counted and supplemented, for example:

− Supplier's own customer number

− Supplier's own product number

− Supplier's own order number

− Product description / name

− Cost center / manufacturing site

− Storage location

− Packaging information (packaging number and loading capacity)

− Comparison with deliveries en-route

− Determination of demand increases, reductions and date shifts compared to the current planning with the supplier

− Consideration of the new delivery schedule in the production plan or in the dispatch area

− Immediate check for available inventory for immediate needs

− Converting the order data into user-defined data (for example according to the plant calendar)

− The new delivery schedule always completely replaces the "old" delivery

schedule

− Synchronization with the daily detailed call-off DFÜ at short range

4.3 Cumulative received quantity

The cumulative quantity includes all deliveries that are positively or negatively

booked by the customer from a certain point of time (for example, from 1.1 of the year) until the effective date of the current delivery instruction invoice. From


the difference between the supplier's cumulative delivery quantity and the

customer's cumulative receipt quantity, for e.g. quantity still en route can be derived.

The zero setting of the cumulative received quantity (SA 511, version 02, item 08) is transmitted in the first run after the conversion. The conversion date

applies to all parts of the supplier. Therefore, all parts should be included in the first run after zeroing. The conversion of the cumulative quantity can also have retroactive effect, but this must be done within a period of 2 months.

4.4 Composition of error messages

Corresponding error checks are to be provided in the application. Can be seen as examples amongst others:

− Item number of the customer is missing in the master file

− Unloading point not present in the master file

− The details of the last delivery (date, quantity, cumulative quantity, delivery note no.) cannot be identified

− Packaging data from LAB-DFÜ differs from supplier information (packaging number and capacity)


5 FACILITY

Annex 1

Structure description for record type 511, record length: 128, Must-have Intended delivery schedule data

Version 02

Item Data element K M

LG. BYT

TO from to

Verbal description

01 Record type M 3 N 1-3 Constant "511"

02 Version- Number

M 2 N 4-5 Identif ication of the actuality of a record type. For each type of record, it is kept in ascending order and increased by 1 after each change of a record type decided by the VDA-AK “Vordruck- wesen/ Datenaustausch”.

03 Customer

Number

M 9 A 6-14 Identif ication number that the supplier assigns to

a customer. All data of a sentence structure containing the field Customer no. contains, are subject to data protection. left-justified entry.

04 Supplier- Number

M 9 A 15-23 Identif ication number that the customer assigns to a to a supplier (contractor). All data of a structure containing the field supplier no. contains, are subject to data protection. left-justif ied entry.

05 Old Transmission number

M 5 N 24-28 Description see new transmission number. For the f irst transfer, the transfer number old = 00000. Right-justified entry, with leading zeros.

06 Old Transmission number

M 5 N 29-33 The data administrator assigns within an application (e.g. delivery instructions-DFÜ, invoice-DFÜ etc.) for every DFÜ data communication job a transfer number (new). The value “00000” may not be used. Data creator and receiver keep this number until the next transfer of the same application. Since the data administrator also indicates the former transfer number with the new one within this application, the receiver can check the completeness of the DFÜ-inventory for each application. Therefore, no continuous and ascending number sequence is required. Right-justified entry with leading zeros.

K = Can M= Must A = Alphanumeric N = Numeric


Continuation annex 1

Item Data element K

M

LG.

BYT TO from

to Verbal description

Examples for entries in both transfer number:

Procedure Old number New number Start 00000 00001 or 00000 00017 Routine: 00019 00020 oder 88051 88061 Overf low: 99999 00001 oder 89361 00011

07 Transfer Date M 6 N 34-39 In Form: YYMMDD

08 Date for zeroing Cumulative received quantity

K 6 N 40-45 In Form: YYMMDD

09 Empty M 83 A 46-128 f illed with Blanks.



Annex 2

Structure description for record type 512, record length: 128, Must-have Version 01


LG. BYT

TO from to

Verbal description


02 Version number M 2 N 4-5 Identif ication of the actuality of a record type, see also record type 511

03 Customer

Plant

M 3 A 6-8 Plant of customer, to which shall be delivered.

Encoded form of customer. Left-justified entry; see annex 9, Item 01

04 Delivery

instructions- New Number

M 9 N 9-17 The customer assigns a delivery schedule

number for each run for processing delivery schedule data. Customer and supplier keep this number until the next processing of delivery schedule data. Since the customer also indicates the previous processing for the new delivery call number, the supplier can check the completeness of the delivery call data per article number, lef t-justified entry.

05 Delivery instructions- New Date

M 6 N 18-23 In the form of YYMMDD; in connection with Item 04

06 Delivery instructions- Old Number

M 9 N 24-32 New Delivery instruction number, left-justified entry

07 Delivery instructions- Old Date

M 6 N 33-38 In Form: YYMMDD; in connection with Item 06

08 Customer

item number

M 22 A 39-60 Identif ication number that the customer assigns

to an article or another service. Lef t-justified entry in print form.

09 Supplier

Item number

K 22 A 61-82 Identif ication number that the supplier assigns to

an article or another service. Lef t-justified entry in print form.

10 Completion-/

Order- Number

K 12 N 83-94 Identif ication number that the customer assigns

to an order or a framework agreement. Lef t-justified entry in print form..




Item Data element K

M

LG.

BYT TO from


11 Unloading point M 5 A 95-99 The unloading point indicates the place in the Customer factory, where the goods shall be unloaded. Encoded form of customer. left-justif ied entry.

12 Logo of

customer

M 4 A 100-103 lef t-justified entry.

13 Quantity unit M 2 A 104-105 Encoded form; see annex 9, Item 02

14 Delivery-

Interval

M 1 A 106 Encoded form; see annex 9, Item 03

15 Production release

K 1 N 107 Number of months excluding due date month

16 Material release

K 1 N 108 Number of months excluding due date month

17 Usage key M 1 A 109 Encoded form; see annex 9, Item 04

18 Account assignment key

K 7 A 110-116 Also additional data of the customer, from Field (15) of the DIN form 4991-94. lef t-justified entry.

19 Warehouse K 7 A 117-123 Customer Storage location, in addition to the unloading point. lef t-justified entry.

20 Empty M 5 A 124-128 Filled with BLANKS.



Annex 3

Structure description for record type 513, record length: 128, Must-have Demarcation and retrieval data Version 01


LG. BYT

TO from to

Verbal description



03 Entry date last entry

M 6 N 6-11 In YYMMDD Form: The customer has booked deliveries received up to this date and taken into account in his disposition.

04 Delivery instruction note number last entry

M 8 N 12-19 Delivery instruction note number of the last delivery booked into the customer’s system, right-justif ied entry with leading zeros.

05 Delivery

instruction note date last entry

M 6 N 20-25 Delivery note = shipment date of the last delivery

booked into the customer's system, in the form of YYMMDD.Date of shipment of the last delivery booked to the customer, in the form of YYMMDD.

06 Last entry quantity

M 12 N 26-37 Quantity of the last delivery, right-justified entry, with leading zeros. 3 decimal places, minus sign if necessary.Amount of the last delivery posted to the customer, right-justified entry, with leading zeros. 3 decimal places, minus sign if necessary.

07 Cumulative received quantity

M 10 N 38-47 The cumulative quantity includes all of the deliveries that are positively or negatively booked by the customer from a certain point of time (for example, from 1.1 of the year) until the effective date of the current delivery instruction calculation. With leading zeros, no decimal place, minus sign if necessary.

08 Release date 1 M 6 N 48-53 Call-of f dates can be specified as daily / weekly

or monthly dates. This field contains several additional forms of presentation. For explanations, see Appendix 9, item 05.

09 Release quantity 1

M 9 N 54-62 Contains the released quantity 1. All released quantities, Right-justified entry, with leading zeros. No decimal digit

10 Release date 2 K 6 N 63-68 see Release date 1




Item Data element K

M

LG.

BYT TO from



K 9 N 69-77 see demand quantity 1










18 Empty M 6 A 123-128 Filled with BLANKS



Annex 4

Structure description for record type 514, record length: 128, Kannsatz further release data Version 01


LG. BYT

TO from to

Verbal description



03 Release date 6 M 6 N 6-11 see release date 1, SA 513.


M 9 N 12-20 see release quantity 1, SA 513.





08 Release

quantity 8



10 Release

quantity 9


11 Release date 10

K 6 N 66-71 see Release date 1



13 Release date 11


14 Release

quantity 11


15 Release date 12




17 Release date 13


18 Release K 9 N 117-125 see demand quantity 1


quantity 13


Note to record type "514": This table optionally includes the retrieval fields 6-13 or 14-21 or 22-29 or 30-37 etc.



Annex 5

Structure description for record type 515, record length: 128, Label Additional LAB information Version 02


LG. BYT

TO from to

Verbal description



03 Production release, start date

K 6 N 6-11 In YYMMDD Form

04 Production release, f inal data.


05 Production release, Cum. requirement

K 10 N 18-27 Cumulative production release number, reached on the end date (item 04)

06 Material release, start date


07 Material release, f inal data.


08 Material

release, cum. requirement

K 10 N 40-49 Cumulative material release number, reached on

the end date (item 07)

09 Supplementary

item number

K 22 A 50-71 Supplementary item number

10 Intermediate supplier

K 9 A 72-80 Identif ication number that the customer assigns to an intermediate supplier. Lef t-justified Entry

11 Planning

horizon date

K 6 N 81-86 End date of the planning horizon

12 Point of consumption

K 14 A 87-100 Point of consumption

13 Reached cumulative at zeroing

K 10 N 101-110 Final "date for zeroing" (record type 511) reached the cumulative received quantity





Annex 6

Structure description for record type 517, record length: 128, Label Packaging data Version 01


LG. BYT

TO from to

Verbal description



03 Customer Packaging number

M 22 A 6-27 Identif ication number that the customer assigns to a packaging; let-justified entry.

04 Supplier Packaging number

K 22 A 28-49 Identif ication number that the supplier assigns to a packaging; let-justified entry with leading zeros for packaging material type

05 Storage capacity

M 7 N 50-56 Calculated filling quantity associated with the packaging material for the item number, right-justif ied entry with leading zeros, no decimal place




Annex 7

Structure description for record type 518, record length: 128, Label Text data Version 01


LG. BYT

TO from to

Verbal description

01 Record type M 3 N 1-3 Constant"518"


03 Delivery schedule Text 1

M 40 A 6-45 Lef t-justified Entry

04 Delivery

schedule Text 2

K 40 A 46-85 Lef t-justified Entry

05 Delivery schedule Text 3

K 40 A 86-125 Lef t-justified Entry




Annex 8

Structure description for record type 519, record length: 128, Must-have Postscript delivery date Version 03


LG. BYT

TO from to

Verbal description

01 Record type M 3 N 1-3 Constant"519"


03 Counter record type 511

M 7 N 6-12 Number of transferred record type 511

04 Counter

record type 512








08 Counter

record type 518









Annex 9

Key registry

Item Key Key content in the record type

01 Customer Plant Max. 3-digit alphanumeric key must be matched with

the data admin

512

02 Quantity unit From the multitude of user-defined quantity and measuring units, only a targeted selection comes into question in connection with the release procedures for the intersection between customer and supplier, in order to dimension the requirement figures for the production material.

Encoded form:

ST = Piece/unit M = Metres M2 = Square M3 = Cubic metres L = Litre T = Tonne KG = Kilogram KM = Kilometre

All packaging-oriented quantity units of measure (e.g. dozen, bulk, bag, box) are not valid. Conversion - possibly with the assignment of a new part number - to the permitted unit of measure is required, whereby the packaging-oriented unit of measure can be specified, if necessary, in the name of the delivery or service.

512

03 Delivery-Interval Encrypted form as follows:

L = according to call date T = Daily W = Weekly M = Monthly or note the customer table

512

04 Usage Key Encrypted form as follows:

S = Series E = General replacement U = Series and Replacement V = Attempt P = Pilot Z = Additional need M = Initial sample Y = pattern X = Miscellaneous

512



Item Key Key content in the record type

05 Delivery Date This f ield contains several forms of presentation.

1. YYMMDD Form: which signifies the current date as arrival date.

2. Encrypted forms:

000000 Indicates the last delivery - f ield of a part number in the current delivery schedule. The associated quantity field as well as all other query fields of the data record are BLANK.

222222 Indicates that there is no need for the part number. The associated quantity field as well as all other query f ields of this record type are BLANK.

333333 Indicates the corresponding quantity as ARREARS.

444444 Indicates the corresponding quantity as IMMEDIATE NEEDS.

555555 Indicates that the following delivery fields contain delivery quantities that refer to the period specified on the delivery date. The associated quantity field should be set to "zero". If all quantities of a part number refer to periods, the first query field starts with ‘555555’.

The retrieval date can look like this:

YYWWWW Requirement for the period from week WW to week WW

YYMM00 Requirement for month MM

YY00WW Requirement for week WW

999999 Indicates the quantity field that can contain the foreseen quantities of several months in the delivery order under the "Remainder" date.

All numerical values used as YY, MM and DD correspond to the Gregorian calendar.

513, 514

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