Electronic Data Interchange (EDI) is the computer to computer
transfer of machine processable, content-standardized business
information. The international standards body, Electronic Data
Interchange for Administration, Commerce, and Transport (EDIFACT),
was established by the United Nations (UN) in 1985. American
Standards Committee (ASC) X12 and EDIFACT have established over
200 transaction sets intended to satisfy a broad spectrum of data
requirements. Concurrent with these activities, several larger
U.S. firms are expressing interest in accelerating migration to
United Nations EDIFACT standards for international data interchange.
The United States has committed to a process alignment between
the domestic American National Standards Institute (ANSI) X12
Electronic Data Interchange standard, and the international UN/EDIFACT
standard. The Defense Fuels Supply Center (DFSC) acts as the
Defense Logistics Agency's (DLA's) designated representative in
conducting Department of Defense's management of fuel inventory
and war reserves. DFSC's mission is to provide the Department
of Defense (DoD) and our customers comprehensive energy support
in the most effective and economical manner possible. The Defense
Fuels Supply Center is an important participant in the global
marketplace of petroleum products. Within this marketplace, suppliers,
airline industries, fixed-base operators, and other participants
including DFSC, jointly developed methods for applying EDI to
the sale and delivery of petroleum products. International aspects
of defense, the need for standardization and harmony, and the
increasing reality of a global economy are factors that signal
the need for a more common basis of data interchange. UN/EDIFACT
holds the most potential for achieving this end with respect to
the exchanges of routine business information. In this scenario,
DFSC must ensure that its business functions currently satisfied
by the ASC X12 standard can firstly be supported by the UN/EDIFACT
standards. DFSC methods address use of U.S. national EDI X12
standards, and are beginning to look into a limited use of UN/EDIFACT
standards for international data interchange. An example of this
joint effort is the Aviation Network Project or AVNET, which is
attempting to maintain comparability of business information in
a small set of X12 and UN/EDIFACT standards, with the goal of
making use of EDI in one or both formats nearly transparent.
The objective of this report is to outline the current practices
and procedures followed by the Defense Fuels Supply Center with
focus on the Electronic Data Interchange implementations in use
today. An overview of the main processes such as invoicing, delivery
ticket processing and price notification and change processes
is discussed. The Aviation Network (AVNET) implementation guidelines
discuss the variety of business requirements to be satisfied by
an EDI Fuels Acquisition Model. These requirements will later
be used in the analysis of the EDI program at the DFSC. The processes
in place for supporting the business requirements at the DFSC
are then outlined and briefly discussed.
The following section gives an overview of the DFSC EDI program
and details current practices being followed.
The DFSC procedures and practices in the EDI domain involve the
complex combinations of players and business processes. Many
of the business functions and processes incorporated into the
DFSC EDI infrastructure are driven by the direction specified
in the commercial airline industry fuels business model. The
DFSC EDI program specifies the use of the AVNET implementation
conventions for the major types of transactions conducted. AVNET
is a joint aviation/oil industry effort to develop and promote
the use of EDI standards to bring new efficiencies to the sale
and delivery of aviation fuel and related products and services.
The AVNET group identified the fuel invoice, delivery ticket
and price notification as the most important documents for conversion
to electronic format.
The DFSC conducts all business with a variety of trading partners
using ASC X12 transaction sets. A high percentage of the industry
trading partners use different versions of ASC X12 ranging from
version 2002 to 3030. However, our initial assessment is that
the most common version used is 3010. The DFSC does not mandate
the requirement for a standard version of ASC X12 but instead
tailors the transaction set for the vendor with the trading partner
agreement and guidelines so that the relevant information can
be transacted. The airline industry drives the guidelines for
implementation of EDI at the DFSC, since airlines are the biggest
consumer of fuel and have well set and established guidelines
for EDI implementation. The DFSC is beginning to look into a
limited use of UN/EDIFACT standards for international data interchange.
The Aviation Network Project or AVNET, is attempting to maintain
comparability of business information in a small set of X12 and
UN/EDIFACT standards, with the goal of making use of EDI in one
or both formats nearly transparent. The Defense Fuels Supply
Center transacts a variety of business information with EDI, primarily
with the ASC X12 transaction sets. The trading partner agreements
and the addenda to the agreement are given in Appendix A.
The trading partner agreement outlines the details and implementation
conventions to be followed in the use of these transaction sets.
Trading partners doing business with the DFSC must adhere to
the published ANSI X12 standard for transaction sets and shall
comply with DFSC conventions for ANSI X12 transaction sets as
identified by the trading partner agreements. Trading Partners
are also required to support the current and previous versions
of the ANSI X12/American Standards Committee standards within
certain time limits. Trading partners must give at least 90 days
notice of intent to upgrade to a new published ANSI X12/ASC standard.
Trading Partners must also upgrade to that new standard within
90 days of receiving the preceding notice.
EDI transactions with trading partners undergo a period of testing,
in which transaction sets will be sent electronically and corresponding
paper documents will be sent by mail, for a mutually agreed upon
time period. At the completion of the test period, if the parties
determine the test to be successful, the mailing of paper documents
will cease. The DFSC specified that in the event of any dispute
between the trading partners during this testing period, the paper
document shall prevail.
Receipt of a transaction set shall be deemed to occur when a trading
partner picks up the transaction set from its computer, or from
the trading partner's electronic mailbox on its third-party network.
Trading Partners must agree to collect the contents of their
mailboxes a minimum of twice a day on business days of the United
States Government.
Should there be any errors in a transmission received by a trading
partner, the originating trading partner will only be responsible
for those errors occurring on its system or on the system of its
third-party network. If a trading partner should receive a transmission
with errors in ASC X12 syntax or lost or altered data, or data
in unintelligible or garbled form, the trading partner must transmit
a Transaction Set 997, Functional Acknowledgment, stating rejection
due to non-conformance. In the absence of such notice, the originating
trading partner's record content shall control.
The originating trading partner will not be responsible for any
damages incurred by a receiving trading partner as a result of
missing or delayed transmissions when the problem is not with
the originating trading partner or its third-party network.
Any transaction set transmitted with a proper authenticating code
is to be considered a valid and authentic document backed by the
same guarantees of legitimacy as found in a paper transaction.
Transaction sets are authorized to be conducted as specified in
the addenda to the trading partner agreements given in Appendix A.
These addenda may be supplemented by particular specifications
and requirements, and additional addenda as mutually agreed upon
by the trading partners.
Each trading partner is responsible for establishing and maintaining
its EDI operation. The DFSC does not start the process of establishing
an EDI relationship with a vendor until the vendor has demonstrated
EDI proficiency. The trading partners must agree to maintain
trained operators and support personnel possessing the ability
to perform independently EDI day-to-day operations. Training
is the trading partners' responsibility, and this requirement
extends to having qualified operators at all times. The Vendor
shall maintain self-evaluation of its EDI performance and take
corrective action to maintain performance at mutually acceptable
levels.
The trading partners must agree to utilize adequate security practices
(1) to ensure that the transmission of each transaction set is
authorized and (2) to protect records and data from improper access.
Trading partners must protect and maintain confidentiality of
passwords used for EDI access. Each trading partner must further
agree that its software shall provide adequate protection for
password security. The trading partners shall maintain the same
standards of confidentiality, security, care, and diligence regarding
EDI transactions as with paper contracting documents.
Some of the main trading partners of the DFSC are oil companies,
namely: Shell, BP, Exxon, Texaco, Mobil, and Amoco. Use of EDI
at the DFSC is implemented with relatively few transactions but
each of them are for high volumes of fuel and involve high currency
transfers. To indicate the volume level of the transactions,
the DFSC conducts about
A total of about $ 4.2 billion per year is transacted through
the DFSC, which constitutes nearly 50 percent of the budget for
the Defense Logistics Agency. So in spite of the fact that the
transaction volume is low, the effects of each transaction are
significantly high.
Aviation fueling is a complex process. Fuel is the second highest
cost item for the airline industry and a necessity for daily operations.
AVNET concerns the aviation fuel and lubricant deliveries at
the airports, the related price notifications, and the billing
process related to the deliveries. In AVNET the primary business
processes include
There are a variety of paths an invoice can follow in aviation/ground
transport fueling. The actual path depends on the ownership of
the fuel. A fuel invoice is sent from the petroleum company to
the servicing company or the consumer. The intention nonetheless
is to have the invoice be a financial summary and a reference
to the actual deliveries. The invoice consists of a header with
general information, followed by one or more lines of detail referring
to actual deliveries and a trailer with summary information.
The header uniquely identifies the invoice, who issued the invoice,
and to whom it is being sent. The line items refer to a product
or service and contain pricing information. The line items may
also contain reference information to help the invoice receiver
match the item against a physical event. The trailer of the invoice
contains control totals and summarized information for allowances
and charges containing the whole invoice.
There are generally three different forms of invoices.
Volumes/Events Based Invoice: An invoice where the charge
being invoiced is directly related to a specific volume/event.
An example would be the charges for storage or in-plane deliveries.
Period Based Invoice: An invoice where a charge is not
related directly to a specific volume/event but related to many
volumes/events over a period. An example would be the charges
for in-plane deliveries over a month.
Non-Volume Based Invoice: An invoice where the charge
being invoiced is not related to a specific volume/event but may
be related to periods. An example would be the charges for fixed
facilities or debt service charges.
Some of the business issues concerning invoices are
Trading partners, in the course of business, negotiate agreements
for the supply of products or services. The price of the product
or service may change during the contract period as specified
in the agreement. In addition, the price of associated fees,
duties and taxes may also change. Notification of these changes
are needed by the trading partners' accounting, financial and
procurement systems which need to know the price information for
the proper invoice verification and expensing of charges. The
price notification message function is to standardize the communication
of routine price information between trading partners. The timely
delivery of pricing information is important because some agreements
terms require price notification before sales and invoices can
be created. The price notification contains data elements which
deal with
The message functionality includes the ability of trading partners
to send notification for all types of product and service prices
and related fees, taxes, charges and allowances. Prices may be
represented as rates, percentages, or values, with specific qualifiers
included in the message structure. The following business issues
are typically presented in the price notification.
Delivery tickets are generated as a result of movement of product
and/or title transfer. A delivery ticket can also result from
a service triggered by the movement of a product. The delivery
ticket message contains a header, which contains the information
identifying the parties involved, addresses, locations and supporting
documents relevant to the entire delivery. Contained in the details
section of the message are the specifics of the delivered items.
The purpose of the ticket is to provide evidence of the transfer,
to allow automatic verification of the invoice and to act as a
source document for inventory control. The scope of the AVNET
delivery ticket message is, however, limited to the receipt of
deliveries. The following business issues are presented for the
delivery ticket.
The range of business functionality addressed by the DFSC is quite
extensive, as is evident from the wide range of transaction sets
that are in use or are slated for future use. These transaction
sets encompass wide business functionality and requirements.
The AVNET implementation guide suggests 136 different business
requirements that need to be transacted in an aviation fuels environment.
These can be split into the following 13 categories:
Of the five transaction sets in current use, the invoice is the
most widely used. Vendors are required to submit invoices to
the DFSC using ASC X12s 810 transaction set version 3010 followed
under the AVNET industry implementation convention. The DFSC
electronically submits an acknowledgment using Transaction Set
997 to the vendor within one day of receipt of the 810 transaction
set.
Upon receipt of an incorrectly submitted invoice, an Invoice Return
Notification is sent via the ASC X12s 824 transaction set, version
3010 under a specific implementation convention defined by the
DFSC. The DFSC transmits the Invoice Return Notification within
seven days of receipt of an improper invoice (Transaction Set
810). The contractor is required to transmit a functional acknowledgment
(Transaction Set 997) within 24 hours of receipt of the Invoice
Return Notification.
Price changes are electronically transmitted to and by the DFSC
using the ASC X12s 832 transaction set, version 3010 under the
AVNET implementation convention. The receiving party is required
to electronically transmit an acknowledgment to the sending party
with the functional acknowledgment (Transaction Set 997) within
one day of receipt of Transaction Set 832.
There are 18 different transaction sets in use by the DFSC of
which five are utilized more extensively than the others. These
are shown in Table 2.4-1.
The information included in this report has been obtained from
site visits to the Defense Fuels Supply Center and information
interchange sessions. As the project continues, we will continually
build upon this "work in progress" before a more detailed
final version is presented. It is important to fully understand
the business requirements and how these requirements are satisfied
by the use of EDI in transacting information. This will also
enable a thorough assessment of the nature of the transaction
sets in current use and how the semantics of the data may be transacted
with the use of the UN/EDIFACT standards.
TRADING PARTNER AGREEMENT
THIS AGREEMENT, effective on the date signed by the Government
Contracting Officer, is between the Defense Fuel Supply Center
(DFSC) and ________________________________________ (the Vendor),
whose principal place of business is ____________________________________________________________________
(The DFSC and Vendor are sometimes individually referred to in
this Agreement as "Trading Partner" or collectively
as "Trading Partners".)
I. INTRODUCTION
a. Electronic Data Interchange (EDI) is the electronic
exchange of data contained in normal business transactions, in
a standard format.
b. This Agreement prescribes the general procedures
and policies to be followed when EDI is used for transmitting
and receiving data in mutually agreed upon formats in lieu of
creating paper documents normally associated with the conduct
of business between DFSC and the Vendor.
c. The Vendor voluntarily chooses to participate in
EDI with DFSC.
The Vendor agrees, by executing this Agreement, to be bound by
the terms and conditions of this Agreement in addition to those
of any underlying contract separately entered into between the
Vendor and DFSC.
NOW THEREFORE, in consideration of the mutual covenants contained
herein, the parties hereto agree as follows:
II. SCOPE
Information exchanged through EDI will be the same as that currently
required on paper documents for those transaction sets agreed
to by both parties through any Addenda to this agreement.
III. DURATION
a. This Agreement must be signed and dated by both
Trading Partners before this Agreement is valid and EDI operations
begin.
b. The Vendor will be the first party to sign and date
this Agreement, and any Addenda thereto. The last signature and
date will be that of the DFSC contracting officer upon acceptance
of the Agreement.
c. The original signed Agreement will remain with the
DFSC contracting officer and a copy will be furnished to the Vendor.
d. This Agreement will commence on the date of the
last signature and shall remain in effect unless terminated by
either party hereto pursuant to Section XIII of this Agreement.
IV. STANDARDS
a. The intent of this Agreement is to create a legally
binding obligation upon the Trading Partners using EDI and to
ensure that (1) use of any electronic equivalent of documents
referenced or exchanged under this Agreement shall be deemed an
acceptable practice in the ordinary course of business and (2)
such electronic documents shall be admissible as evidence on the
same basis as customary paper documents. The parties herein intend
to be legally bound by the electronic documents.
b. The documents recognized by the American National
Standards Institute (ANSI) X12 standard and identified in the
Addenda of this Agreement (Transaction Sets) will be transmitted
over a third-party network identified in the Appendix of this
Agreement between the Trading Partners.
c. Trading Partners shall adhere to the published ANSI
X12 standard for Transaction Sets and shall comply with DFSC conventions
for ANSI X12 Transaction Sets as identified in the Addenda.
d. Trading Partners will support the current and previous
versions of the ANSI X12/American Standards Committee (ASC) standards
within the following time frames. Trading Partners will give
at least 90 days notice of intent to upgrade to a new published
ANSI X12/ASC standard. Trading Partners must upgrade to that
new standard within 90 days of receiving the preceding notice.
e. Each Trading Partner shall be responsible for providing
its own computer hardware and computer software necessary to receive
and transmit Transaction Sets.
f. EDI transactions with Trading Partners will undergo
a period of testing, in which Transaction Sets will be sent electronically
and corresponding paper documents will be sent by mail, for a
mutually agreed upon time period. At the completion of the test
period, if the parties determine the test to be successful, the
mailing of paper documents will cease. In the event of any dispute
between the Trading Partners during this testing period, the paper
document shall control.
g. Receipt of a Transaction Set shall be deemed to
occur when a Trading Partner picks up the Transaction Set from
its computer, or from the Trading Partner's electronic mailbox
on its third-party network. The Trading Partners agree to collect
the contents of their mailboxes a minimum of twice a day on business
days of the United States Government.
h. Should there be any errors in a transmission received
by a Trading Partner, the originating Trading Partner will only
be responsible for those errors occurring on its system or on
the system of its third-party network. If a Trading Partner should
receive a transmission with errors in ASC X12 syntax or lost or
altered data, or data in unintelligible or garbled form, the Trading
partner shall transmit a Transaction Set 997, Functional Acknowledgment,
stating rejection due to non conformance. In the absence of such
notice, the originating Trading Partner's record content shall
control. Pick-up of the retransmission constitutes receipt of
the Transaction Set, unless errors are noted in the retransmission.
i. The originating Trading Partner will not be responsible
for any damages incurred by a receiving Trading Partner as a result
of missing or delayed transmissions when the problem is not with
the originating Trading Partner or its third-party network.
j. Any Transaction Set transmitted with a proper authenticating
code is to be considered a valid and authentic document backed
by the same guarantees of legitimacy as found in a paper transaction.
Neither Trading Partner will challenge the authenticity or admissibility
of the Transaction Set(s) in evidence during any trial or administrative
proceeding except in circumstances where an analogous paper document
could be challenged.
V. TRANSACTIONS AUTHORIZED
Transaction Sets are authorized to be conducted as specified in
the Addenda which are made a part of this Agreement. These Addenda
may be supplemented by particular specifications and requirements,
and additional Addenda as mutually agreed upon by the Trading
Partners.
VI. AGREEMENT REVIEW
This Agreement will be reviewed as needed by the Trading Partners
to make changes, additions, or deletions as may be desirable.
VII. DISPUTES
All disputes, differences, disagreements, and/or claims between
the Trading Partners arising under or relating to this Agreement
that are not resolved by negotiation shall be subject to the Disputes
Clause of the underlying contract.
VIII. FORCE MAJEURE
Neither Trading Partner will be liable to the other for failure
to properly conduct EDI resulting from war; accident; quarantine
restriction; riot; fire; explosion; flood; unusually severe weather;
epidemic; power outage; labor dispute; embargo; act of God or
of the public enemy; act of Government in either its sovereign
or contractual capacity; malfunction or inappropriate design of
computer hardware or software; error of, or nonperformance by,
the other Trading Partner's third-party network; or any other
cause beyond such Trading Partner's control.
IX. INTERRUPTION OF SERVICE
In the event there is an interruption of EDI, paper documents
will be used until mutually agreed that EDI procedures can be
resumed.
X. DAMAGES
Neither Trading Partner shall be liable to the other for any incidental,
exemplary, or consequential damages resulting from any delay,
omission, or error in the electronic transmission or receipt of
Transaction Sets under this Agreement.
XI. START-UP AND CONTINUING EDI OPERATIONS
a. Each Trading Partner is responsible for establishing
and maintaining its EDI operation.
b. DFSC will not start the process of establishing
an EDI relationship with the Vendor until the Vendor has demonstrated
EDI proficiency.
c. The Trading Partners agree to maintain trained operators
and support personnel possessing the ability to perform independently
EDI day-to-day operations. Training is the Trading Partners'
responsibility, and this requirement extends to having qualified
operators to cover periods of vacations and other absences.
d. The Vendor shall maintain self-evaluation of its
EDI performance and take corrective action to maintain performance
at mutually acceptable levels.
XII. SECURITY
The Trading Partners agree to utilize adequate security practices
(1) to ensure that the transmission of each Transaction Set is
authorized and (2) to protect records and data from improper access.
Trading Partners shall protect and maintain confidentiality of
passwords used for EDI access. Each Trading Partner further agrees
that its software shall provide adequate protection for password
security. The Trading Partners shall maintain the same standards
of confidentiality, security, care, and diligence regarding EDI
transactions as with paper contracting documents. The Vendor
agrees to comply with applicable laws and regulations governing
computer security.
XIII. TERMINATION
a. This Agreement may be terminated by either Trading
Partner by the giving of at least 30 days written notice designating
the date of termination.
b. This agreement may be terminated by either Trading
Partner if the other Trading Partner's EDI performance level is
unacceptable and that Trading Partner does not correct such performance
within 15 calendar days after written notification. Once terminated
for unacceptable EDI performance, the Agreement will not be renewed
until the Trading Partner having unacceptable EDI performance
provides sufficient evidence acceptable to the other Trading Partner
that performance deficiencies have been corrected
c. Termination of this Agreement shall have no effect
on transactions occurring prior to the effective date of termination.
d. Emergency termination of computer connections may
be made by the Trading Partners to protect data from unauthorized
access or other incidental damage. Such action does not constitute
termination of this Agreement. Prompt notice of the emergency
termination shall be provided to the other Trading Partner.
e. Any such action outlined above does not excuse the
Vendor from its obligation to perform under any U.S. Government
contract, purchase order, delivery order, or other obligation.
All such terms and conditions remain in full force and effect.
In addition, any such action outlined above will not entitle
the Vendor to a price increase under any underlying U.S. Government
contract, purchase order, delivery order, or other obligation.
XIV. THIRD-PARTY NETWORK
a. Trading Partners must use a third party network.
The third-party network selected to transmit, translate, or carry
data between the Trading Partners shall be identified in the USE
OF ELECTRONIC DATA INTERCHANGE clause.
b. Each Trading Partner shall be responsible for the
costs of its third-party network.
c. Trading Partners shall agree on the capability of
the third-party network(s) to provide such system data security
as data integrity, error-free protocol, identification code and
password protection, encrypting, etc., and shall make the requirements/specifications
for such capability a binding part of this Agreement by specifying
them in the Appendix. In the event that the requirements/specifications
for such capability conflicts with any term or condition of this
Agreement, the terms and conditions of this Agreement shall control.
d. Either Trading Partner may replace its third-party
network upon at least 30 days written notice to the other Trading
Partner. Any requested changes to the system configuration must
be compatible with the other Trading Partner's protocols. Neither
Trading Partner will incur any liability for costs associated
with the action of the other Trading Partner in changing networks;
however, the right to terminate this Agreement still applies.
XV. SIGNATURE
a. Each Trading Partner will use a code in each electronic
transmission as its discrete authenticating code in lieu of a
written signature and as the equivalent of a written signature.
b. Each Trading Partner agrees not to disclose its
own discrete authenticating code or that of the other Trading
Partner to any unauthorized person or entity.
c. Each Trading Partner agrees that its authenticating
code shall be sufficient to assure that such Trading Partner originated
the electronic transmission.
d. Receipt of Vendor's authenticating code in the proper
data element and segment shall signify its intent to be bound
by the Transaction Set as well as the terms and conditions of
any underlying contract, purchase order, delivery order, or other
obligation. Each Trading Partner may change its authenticating
code within the enveloping structure from time to time upon 10
days prior written notice to the other party.
XVI. WHOLE AGREEMENT
This Agreement and all Addenda constitute the entire Agreement
between the Trading Partners regarding EDI. Additional provisions
governing the Trading Partners' agreement may be found in the
underlying contract. No change in the terms and conditions of
this Agreement shall be effective unless approved in writing and
signed by both Trading Partners. As the Trading Partners develop
additional capabilities respecting EDI, additional Addenda may
be added to this Agreement. Each Addendum shall be signed and
dated by both Trading Partners. The date of the last signature
shall be the effective date, and each Addendum shall be appended
to this Agreement.
XVII. MISCELLANEOUS
a. This Agreement shall be governed and interpreted
in accordance with the laws, statutes, and regulations of the
United States Government.
b. No waiver by a Trading Partner of any breach or
default hereunder shall constitute a waiver of any subsequent
breach or default.
c. All notices under this Agreement shall be in writing
and shall be given by mailing them to the address identified below:
Vendor: DFSC:
_____________________________ ______________________________________
_____________________________ ______________________________________
______________________________ ______________________________________
Attn:________________________ Attn: _________________________________
IN WITNESS WHEREOF, The Trading Partners have executed this Agreement.
Vendor: DFSC:
By _____________________________ By ________________________________
Name__________________________ Name _____________________________
Title____________________________ Title ______________________________
Date____________________________ Date ______________________________
EDI Addendum
Invoices Transaction Set 810 Version
5.95
This Addendum to the Trading Partner Agreement provides additional
detail on the use of Electronic Data Interchange (EDI) between
Trading Partners.
The Vendor shall electronically submit invoices to DFSC using
the following American National Standards Institute (ANSI) X12
Transaction:
Transaction Set Version Release Industry Convention
810 003010
AVNET
The transaction set will contain all mandatory data elements as
defined within the AVNET Conventions, as well as any other fields
which are required by the underlying contract or are otherwise
agreed upon in writing between DFSC and Vendor. Maximum field
length for invoice number is five positions.
An Invoice (810) must be received by DFSC no later than 5:30 PM
to be considered received that day. Invoices received after 5:30
PM shall be considered received the next United States Government
business day. To be considered received an EDI Transaction must
be communicated to DFSCA2 (DFSC's EDI mid-tier computer).
DFSC shall electronically transmit an acknowledgment to the Vendor,
as specified herein at Addendum entitled "Functional Acknowledgment
(Transaction Set 997), " within one day of receipt of Transaction
Set 810 and associated transactions.
Trading Partners shall maintain hours of operation for network
availability and be capable of receiving or sending EDI transmissions,
Monday through Friday except federal holidays.
This agreement may be terminated by DFSC/DFAS-CO if the vendor's
EDI performance level is unacceptable and the vendor does not
correct performance within 15 calendar days after written notification.
Once terminated, the agreement will not be renewed until the
vendor has provided evidence acceptable to DFSC/DFAS-CO that performance
deficiencies have been corrected.
All notices under this agreement that impact the Accounting and
Payments function shall be furnished in writing to the address
furnished below:
Defense Finance and Accounting Service
Columbus Center
Fuels Accounting and Payments Division
Attn: DFAS-CO-SF
P.O. Box 182317
Columbus, OH 43218
VENDOR DFSC
By _______________________ By ______________________
Name _____________________ Name ______________________
Title _______________________ Title ______________________
Date _______________________ Date ______________________
Company _______________________
DFAS-CO
By ____________________
Name ____________________
Title ____________________
Date ____________________
Electronic Data Interchange Trading
Partner Agreement Addendum
EDI Addendum
Invoice Return Transaction Set 824 Version
5.95
This Addendum to the Trading Partner Agreement provides additional
detail on the use of Electronic Data Interchange (EDI) between
Trading Partners.
DFSC shall electronically transmit Invoice Return Notifications
using the following American National Standards Institute X12
transaction:
Transaction Set Version Release Industry Convention
824 003010
DFSC
DFSC shall transmit an Invoice Return Notification within seven
(7) days of receipt of an improper invoice (Transaction Set 810).
The contractor shall transmit a Functional Acknowledgment (Transaction
Set 997) within 24 hours of receipt of the Invoice Return Notification.
If a control number is present on this transaction set, the vendor
must include this number on any re-submitted invoice.
Trading Partners shall maintain hours of operation for network
availability and be capable of receiving or sending EDI transmissions,
Monday through Friday except federal holidays.
VENDOR DFSC
By _______________________ By ______________________
Name _______________________ Name ______________________
Title _______________________ Title ______________________
Date _______________________ Date ______________________
Company ______________________
DFAS-CO
By ____________________
Name _______________________
Title _______________________
Date _______________________
Electronic Data Interchange Trading
Partner Agreement Addendum
EDI Addendum
Price Changes Transaction Set 832
This Addendum to the Trading Partner Agreement provides additional
detail on the use of Electronic Data Interchange (EDI) between
Trading Partners.
DFSC shall electronically transmit price change modifications
and the Vendor shall electronically transmit price change notifications
using the following American National Standards Institute (ANSI)
X12 transaction:
Transaction Set Version Release Industry Convention
832 003010
AVNET
The receiving party shall electronically transmit an acknowledgment
to the sending party, as specified herein at Addendum entitled
"Functional Acknowledgment (Transaction Set 997)," within
one day of receipt of Transaction Set 832.
Trading Partners shall maintain hours of operation for network
availability and be capable of receiving or sending EDI transmissions,
Monday through Friday except federal holidays.
VENDOR DFSC
By _______________________ By _______________________
Name _______________________ Name _______________________
Title _______________________ Title _______________________
Date _______________________ Date _______________________
Company ______________________
Electronic Data Interchange Trading
Partner Agreement Addendum
EDI Addendum
Functional Acknowledgments Transaction Set
997
This Addendum to the Trading Partner Agreement provides additional
detail on the use of Electronic Data Interchange (EDI) between
Trading Partners.
Transaction Set 997 is to be utilized by both Trading Partners
to acknowledge that the transaction set transmitted by the originating
partner was received and that it either was accepted as being
in conformance or was rejected as being in non-conformance with
the American National Standards Institute (ANSI) X12 format.
Transaction Set Version Release Industry Convention
997 003010
n/a
A 997 Functional Acknowledgment shall be electronically transmitted
by the receiving party to the sending party within one day of
receipt of any other (ANSI) X12 format transaction set.
Trading Partners shall maintain hours of operation for network
availability and be capable of receiving or sending EDI transmissions,
Monday through Friday except federal holidays.
VENDOR DFSC
By _________________________ By _________________________
Name _________________________ Name _________________________
Title _________________________ Title _________________________
Date _________________________ Date _________________________
Company ______________________
Electronic Data Interchange Trading
Partner Agreement Addendum
| ANSI | American National Standards Institute |
| ASC | American Standards Committee |
| AVNET | Aviation Network |
| DFSC | Defense Fuels Supply Center |
| DLA | Defense Logistics Agency |
| DoD | Department of Defense |
| EDI | Electronic Data Interchange |
| EDIFACT | Electronic Data Interchange for Administration, Commerce, and Transport |
| IMM | Integrated Materiel Manager |
| TPA | Trading Partner Agreement |
| UN | United Nations |
ASC X12 Version 003060, [CD-ROM]. Washington Publishing
Company. (1996).
AVNET Implementation Guide for Electronic Data Interchange,
A joint effort of the American Petroleum Institute, Air Transport
Association of America and the International Air Transport Association.
(May, 1996) Washington Publishing Company.
Defense Fuels Supply Center Homepage, [on-line]. (August
31, 1996). Available: http://www.DFSC.DLA.MIL.
UN/EDIFACT Version D.96A, Pan American EDIFACT Board. (March,
1996). Data Interchange Standards Association.