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

10.  CHA Labeling and Shipping Standards for Manufacturers

10.1 Introduction

10.2 Product Identification Using the U.P.C. for Item, Inner Pack and Master Pack

10.3 Data Files To Communicate U.P.C. Numbers

10.4 Carton Packing

10.5 CARTON LABELING: Product Identification and Shipping Label

10.6 Packing Slip Preparation

10.7 Selling Unit Packaging Requirements

10.8 Material Safety Data Sheets (MSDS)

10.9 Product Safety and Product Safety Labeling

10.10 Shipment Packaging and Pallets

10.1  Introduction

10.1.1  This document provides further explanation about the CHA guideline and identifies the standards necessary to help you move your merchandise through the hobby industry supply chain including retail stores and distribution centers.

10.1.2  In order to move products through the supply chain we must be able to identify the products and then match the physical product and shipment to the related transaction information.  This means that we must have a standard method to identify products and shipments including the bar codes and labels.  We must also have a standard to deal with methods of communicating information about shipments and the individual items contained in the shipment.

10.1.3  In this section we will explain a standard for a "hard copy" form to provide information about the individual item that will be used in a variety of database applications and another "hard copy" form to provide shipment information (manifest).  The forms will serve as models so that manufacturers and their customers can explain the elements of information that they each need in order to conduct business.  Trading partners can establish their own methods to electronically communicate the elements of information identified on the standard forms.

10.1.4  This section will also explain carton labeling.  We would like to remind the reader that there are two kinds of labels found on cartons.  One identifies the product that is contained in the carton the other provides shipping information. In fact there are a number of elements essential to driving costs out of our supply chain. They are:

• Product identification numbers (UPC) and shipment identification.

• Electronic files containing information about a specific SKU.

• Complete and accurate paperwork (forms and electronic files)

• Proper carton and inner pack quantities

• Complete and accurate label information

• Use of strong packaging materials

10.2  Product Identification Using the U.P.C. for Item, Inner Pack and Master Pack

10.2.1  Every item that is to be sold must have a unique product identification number using the standards established by the Uniform Code Counsel (UCC).  The CHA guidelines require this product identification method that includes item identification, inner-pack and master-pack. A quick overview of the requirements can be found in the "key elements to success".

10.2.2  If this is your first involvement or if you need an overview we suggest that you review the CHA Guidelines.

10.3  Data Files To Communicate U.P.C. Numbers

10.3.1  The product identification number that is found in the bar code is used to access different data files in computer systems.  Therefore manufacturers must be able to provide some fundamental information in an electronic form.  This electronic file must contain, at a minimum, the product identification number found in the bar code, the product catalog number, the description, the package quantity and package dimensions.  Various trading partners may require other information about specific items.  It is strongly recommended that companies discuss the “item master file” with their trading partners.

10.3.2  Distributor and retailer inventory master files must be matched to the manufacturer’s file using the U.P.C. number as a starting point (because of new global capabilities, the Uniform Code Council now refers to the product identification number as the global trade item number (GTIN). This is part of a movement to harmonize all retail item numbers called Sunrise 2005 see Topics ... for details. An important point must not be overlooked.  After the initial matching, then the files must be maintained.  This maintenance is called synchronization.  Any time something changes in a product master file (controlled by the manufacturer) the item master files throughout the supply chain must be synchronized with the manufacturer’s file.  Therefore it is important to have two capabilities, one for start-up matching and the other for ongoing synchronization.

10.3.3  Below we have provided an example of the item master file using an Excel™ spreadsheet. The example shows the elements of information that a retailer can expect to be contained in the item master file. The elements of information are arranged in the rows in this example so that they can be seen on one page. The Excel™ spreadsheet that can be downloaded for FREE is set up with the information elements in columns since that arrangement is easier to be imported by a computer. NOTE: The field numbers and names are the same in both layouts. The field names, at the top of the columns, must not be changed since they are directly related to the XML tags. To help users reference their own field names, a row is provided “User Field Names.” User can enter their own filed names into those cells.

The spreadsheet serves as a model to help companies communicate with their trading partners.  Using Excel™ enables the least sophisticated companies to communicate with even the most sophisticated. Even the least sophisticated company can import and export Excel™ format. Of course, the most sophisticated can use the Excel™ files.  The advanced user can employ XML tags (Excel 2003™) that enable many different computers and software systems to automatically load and interact, in real time, over the Internet. (.Net and Web Services)

Please be aware that CHA Members may have additional data requirements based on customer / vendor relationships that are not specifically shown in here. Those other elements can be provided in any of the eight “Generic” fields shown. Microsoft Excel is the standard format for data sharing. Questions regarding this matrix should be directed to Standards@CHA.com.

• Size  This column describes the size of data field.

• Type  “a” represents alphabetic  “n” represents numeric  “a/n’ represents alpha numeric

• Value   “m” represents mandatory  “o” represents optional  “r” represents recommended

Database Record Format