8. HIA 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

[1. Introduction] [2. Overview] [3.Organizing the Labeling Project] [4. Understanding the GS1 System] [5. Implementing a GS1 System Labeling Project ] [6. Implementing a Serial Shipping Container Code Labeling Project] [7. Bar Code Print Quality] [8. CHA Standard Forms Requirements] [9. Electronic Data Interchange (EDI)] [10. Labeling and Shipping Standards] [11. Appendix: How Bar Codes Work]