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EMS User Manual - Data Processing Services, Inc.

1. 9 Miscellaneous and Unknown 99 OTHER 998re MISCELLANEOUS MAGAZINE 999re UNKNOWN D 201 Rev 5 3 04 Copyright 1981 2006 D Keki 3 17 Industry Survey 3 17 1 Record Types National distributors would use this format to transfer monthly historical sales numbers to accounting firm to produce an industry health report Code Description 740 Industry Level Header 741 Industry Survey Company Level Detail Each 741 Company Level Detail record would contain the summarized data for that national distributor for a single month e Units wholesaler billing dollars and retail dollars for both net monthly in and out draw and returns would be individually summarized across the US Canadian and foreign markets Eighteen values e All dollars would be reported in US dollars e The US to Canadian dollar conversion used by the national distributor would be reported as well A 981 Carbon Copy Record needs to be sent to Mailbox 0008 D 201 Rev 9 20 04 Copyright 1981 2006 EMS 3 17 2 Field Descriptions Record Code 740 Industry Survey Header Positions From To Field Name Format Description 1 Variable X 1 Value V 2 6 7 10 Record Length From ID 95 94 Value 00344 The length of the transaction data in bytes Sender s Id Left Zero Fill 11 14 To ID 4 Value 8500 Left Zero Fill
2. 47 76 Address 2 X 30 Second line of Address of EMS mailbox user 71 18 Base Computer System X 2 Code identifying which service company built the computer system under which the wholesaler operates 79 80 Filler X 2 Unused Record Code 701 C Mailbox Master Misc Positions From To Field Name Format Description 12 12 Record Expander X 1 Value C 13 32 Contact X 20 Name of Contact at Mailbox Site 33 52 Phone X 20 Phone Number of Contact 53 60 Date Last Accessed 9 6 YYMMDD of the last time this mailbox was accessed 61 80 Filler X 20 Unused D 201 Rev 4 7 00 Copyright 1981 2006 PDA Record Code 706 Session Statistics Multiple entry format Compressed record type as described in Appendix A Each record will hold up to twelve different statistics each using 10 Positions Positions From To Field Name Format Description 14 19 Date 9 6 The date YYMMDD the session was started This field makes up part of the unique session number 20 25 Time 9 6 The time HHMMSS the session was started This field makes up part of the unique session number 26 29 Receive Send Method or Identifier 9 4 The logical incoming outgoing method This field makes up part of the unique session number Oxxx is a telephone
3. Transaction Amount S9 9 v99 The total dollar amount of the transaction May be either positive or negative Wholesaler s Reference Number X 10 Reference number used by the Wholesaler to match this transaction to his records Filler X 6 Unused D 201 Rev 4 7 00 Copyright 1981 2006 EMS 3 3 Magazine Adjustments 3 3 1 Record Types Magazine adjustments are transmitted from the National Distributor to the Wholesaler The following record types are used for magazine adjustments Code Description 030 Adjustment Header 032 Sales Adjustment Detail 033 Sales Adjustment Comment 034 Non Sales Adjustment Detail 035 Non Sales Adjustment Detail Description Each adjustment memo will be preceded by an adjustment header specifying the adjustment number total number of records in the adjustment including detail and comment net copies being adjusted and total adjustment dollar amount Two types of transactions may be included in the adjustment Sales transactions Non sales transactions Sales transactions are those adjustments relating to a specific magazine and issue Examples of sales transactions might include shortages and reorders Non sales transactions are used for debits and credits that are not related to a specific magazine and issue Examples might include freight charges and rack charges Sales transactions will be specified using record types 032 and 033
4. Sender Control Id X 4 A unique AlphaNumeric code which the sender places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient Return to Sender Code X Values B Out of Balance D Illegal Date S Out of Sync T Unrecognized IPDA org ID Filler Unused D 201 Rev 5 3 04 Copyright 1981 2006 Le Record Code 061 UPC Cover Title Data N D to EMS A Positions From To Field Name Description 12 Number System The Number System in which this UPC resides or a 0 for a suppressed code UPC Code A UPC code that will be used to designate a specific title left justified If position 12 contains a 0 positions 13 to 18 are numeric and positions 19 to 22 are blank thenitis a zero suppressed barcode Self Check Digit The internally calculated self check digit associated with the Number system Mfg Prod or Suppressed Code Country Code The country code associated with any UPC EAN bar code as of 1 1 2005 Part of the bar code If the field is blank it will be assumed to be a 0 This is actually the leading digit of the bar code regardless of where it is placed in this format Type of Code Value U Country Country Value U for USA Value C for Canada Note if the UPC and Cover price is the same in the US and Canada the National Distributor needs
5. 79 80 Explanation Code X 2 A code clarifying the status of the requested order or reorder SB Book substituted OS Out of stock BO Back order NY Not yet published OP Out of print D 201 Rev 4 7 00 Copyright 1981 2006 VPA Record Code 272 Invoice Detail Ship to not same as Bill to Single entry format Positions From To Field Name Format Description 12 21 ISBN 9 10 The International Standard Book Number ISBN identifying the book or prepack to be invoiced 22 28 Quantity 9 7 The number of copies of the book or units of the prepack to be invoiced 29 34 Cover Price 9 4 v99 The cover price of the book or the value of the prepack to be invoiced 35 43 Billing Price 9 4 v9 5 The discounted billing price for this book or prepack Will be zero for reorder requests that could not be filled 44 53 Extension 9 7 v999 The total dollar amount for this book or prepack quantity x billing price 54 60 Publisher Book Number 9 7 The non ISBN identification number used by the publisher for this title 61 68 Ship To Account X 8 The number of the account to which the books were shipped 69 78 Filler X 10 Unused 79 80 Explanation Code X 2 A code clarifying the status of the requested order or reorder SB Book substituted OS Out of st
6. BIPAD 9 5 BIPAD number of magazine to be allotted 17 20 UPC Issue 9 4 Code identifying the issue to be allotted Format YYAA where YY is last digits of year AA is magazine s add on code Cover Issue Alphabetic issue date printed on the magazine Title Title of mag to be allotted Quantity Number of copies to be allotted Cover Price Cover price of issue to be allotted UPC UPC on the cover of the magazine to be allotted Add on code can be gotten from Positions 19 amp 20 within the UPC Issue Onsale Date The on sale date for the issue of the magazine to be allotted format YYMMDD Frequency The frequency of the magazine to be allotted expressed in issues per year i e 001 is an annual 012 is a monthly and 052 is a weekly Copies per Bundle The number of copies of each magazine contained in a standard carton or package Packaging Code Code indicating type of packaging used for the issue O Shrink wrapped opaque C Shrink wrapped clear T Tabbed B Banded D 201 Rev 4 7 00 Copyright 1981 2006 Record Code 052 Redistribution Detail Positions From To Field Name Description 12 16 BIPAD BIPAD number of magazine to be allotted 17 20 UPC Issue Code identifying the issue to be allotted Format YYAA where YY is last digits of year AA is magazine s add on code
7. Cover Issue X 6 Alphabetic issue date printed on the magazine Title X 19 Title of the mag being allotted Quantity S9 7 Number of copies to be allotted Cover Price 9 3 v99 Cover price of the issue being allotted UPC X 10 UPC on the cover of the magazine to be allotted Add on code can be gotten from Positions 19 amp 20 within the UPC Issue Onsale Date 9 6 The on sale date for the issue of the magazine to be allotted format YYMMDD Frequency 9 3 The frequency of the magazine to be allotted expressed in issues per year i e 001 is an annual 012 is a monthly and 052 is a weekly Copies per Bundle 9 3 The number of copies of each magazine contained in a standard carton or package Packaging Code X Code indicating type of packaging used for the issue O Shrink wrapped opaque C Shrink wrapped clear T Tabbed B Banded Note D 201 Rev 4 7 00 Record type 052 is identical to record type 051 with the exception of the record code Copyright 1981 2006 Record Code 054 Allotment Detail Extended Positions From To Field Name Description 12 16 BIPAD BIPAD number of allotted magazine 17 20 UPC Issue Code identifying the issue to be allotted Format YYAA where YY is last digits of year AA is magazine s add on code Full UPC Code Full UPC ie 0 12345 56790 8 09 broken down as follows Pos 21
8. Record Length From ID To ID Record Code Record Expander 95 9 4 9 4 3 Xd Value 00194 The length of the transaction data in bytes Sender s Id Value 0009 Value 264 Value B 19 32 Bar Code X 14 Right Justified Bar Code of the type of UPC or EAN suppressed codes will note be accepted they will be exploded into full codes e UPC format OONNNNNNNNNNNS e EAN format ONNNNNNNNNNNNS Country e Value U for USA e Value C for Canada Note even if the UPC and Cover price is the same in the US and Canada the National Distributor needs to still send two records Year YY The year associated with the issue Issue Add on code AA The 2 digit code placed to the right of the UPC code which is printed on the cover of the periodical Conflicting Owner The Mailbox number of the national distributor supplier maintaining current ownership of this Barcode Issue Price Check Validates the fact that PICS contains the same price for the country Only used in conjunction with Conflicting Owner blank or Y Same price N Different Price Barcode format blank Barcode Format OK N Barcode Format not either Self Check Digit blank Okay N Invalid Self Check Digit Cover Price blank Okay N Invalid Cover Price Title blank Okay N Invalid Title BIPAD blank Okay N
9. The following steps need to be performed separately for the Parent BIPAD number and the Parent Authorization number operating on a single supplier s transmission at a time gt Ifthe Parent BIPAD number field is blank or zero place the BIPAD number in that field gt Ifthe Parent Authorization number field is blank or zero place the BIPAD number in that field Sort the incoming file by the Parent BIPAD Then read the file sequentially and if the Parent BIPAD has only one entry change it to a zero otherwise leave the Parent BIPAD number as is Sort the incoming file by the Parent Authorization Then read the file sequentially and if the Parent Authorization has only one entry change it to a zero otherwise leave the Parent Authorization number as is gt Then sort the file into the sequence needed for loading into the PICS database for further processing In some cases EMS will return the entire transmission If it does EMS will place a reason code in the Return to Sender field of the 060 record format The reasons for rejecting the entire transmission are B Out of Balance the detail records do not add up to the hash totals D Illegal Date the date assigned in the 060 header is too far into the future S Out of Sync if the date and time of the transmission being processed is less than the date and time of the last transmission which resides in the PICS database or T IPDA org doesn t recognize the ID possibly
10. 15 17 18 21 Record Code Sender Control Id 9 3 X 4 Value 740 Left Zero Fill A unique Alphanumeric code which STRT places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient 22 26 Total Lines Records 9 5 The total number of 741 records Left Zero Fill 27 46 Contact Name X 20 Person to be contacted that could clarify the numbers or in case of error 47 66 Contact Phone X 20 Phone number of person to be contacted that could clarify the numbers or in case of error 67 106 Contact Email X 40 Email of person to be contacted that could clarify the numbers or in case of error 107 118 Run Date Time X 12 Format YY YYMMDDHHMM 119 350 Filler X 232 Unused D 201 Rev 9 20 04 Copyright 1981 2006 Record Code 741 Industry Survey Company Level Detail Positions From To Field Name Format Description 1 Variable X 1 Value V 2 6 7 10 11 14 15 17 18 19 Record Length From ID To ID Record Code Month 9 5 9 4 9 4 3 9 2 Value 00344 The length of the transaction data in bytes Sender s Id Left Zero Fill Value 8500 Left Zero Fill Value 741 Left Zero Fill The calendar month for which the data in this record applies Left Zero Fill 20 23 Year 9 4 The
11. Code Description 020 Statement Header 021 Statement Aged Balances 022 Statement Transaction Detail Both magazine and Book statements can be transmitted separately or consolidated using the same record types Each statement will be preceded by a statement header specifying the statement date the total number of records in the statement the wholesaler s opening and closing balances for the month and a code indicating whether the statement is for magazine transactions book transactions or both Field Descriptions Record Code 020 Statement Header Positions From To Field Name Format Description 12 15 Total Lines 9 4 The total number of records for this statement 16 21 Statement Date 9 6 The date used for the statement Format YYMMDD 22 48 Filler X 27 Unused 49 59 Opening Balance S9 9 v99 The Wholesaler s balance as of the end of the previous month May be positive or negative denotes a credit balance Closing Balance S9 9 v99 The Wholesaler s balance as of the end of the current month It should be equal to the sum of the transaction amounts on the subsequent detail records plus the opening balance May be positive or negative denotes a credit balance Filler Unused Sender Control Id A unique AlphaNumeric code which the sender places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient Statement Type A code clarifying the type of statement BK Book S
12. The title of the magazine being invoiced Quantity 97 The number of copies of the issue being invoiced Cover Price 9 3 v99 The cover price of the issue being invoiced Billing Price 9 3 v9 5 The discounted billing price for this magazine Extension 9 7 v999 The total dollar amount for this magazine quantity x billing price Filler X 5 Unused D 201 Rev 9 28 01 Copyright 1981 2006 PDA Record Code 072 Invoice Detail Ship to not same as Bill to Single entry format Positions From To Field Name Format Description 12 16 BIPAD 9 5 The BIPAD number of the magazine being invoiced 17 20 UPC Issue 9 4 The code identifying the issue being invoiced Format is YYAA where YY is the last digits of the year and AA are the magazine s add on code 21 26 Cover Issue X 6 The alphabetic issue date printed on the magazine 27 34 Ship To Account X 8 The number of the account to which the magazine was shipped 35 45 Filler X 11 Unused 46 52 Quantity 9 7 The number of copies of the issue being invoiced 53 57 Cover Price 9 3 v99 The cover price of the issue being invoiced 58 65 Billing Price 9 3 v9 5 The discounted billing price for this magazine 66 75 Extension 9 7 v999 The total dollar amount for this magazine quantity x billing price 76 80 Filler X 5 Unused Note Record type 072 is iden
13. There are four types of records gt Standard 80 byte gt Compressed 80 byte gt Variable gt Variable Compressed Each record format is used for one and only one record type Each separate record format is always be the same length The first three fields of a Standard decompressed format record are gt Sending Account Number The four byte identification number of the Subscriber originating the transmission gt Receiving Account Number The four byte identification number of the Subscriber to which the record is to be transmitted gt Record Code The three byte code identifying the type of record To avoid lengthy transmissions particularly of statement package records a compression algorithm described in Appendix A was developed While most compression format types have a corresponding non compressed counterpart the long range intent will be to minimize the use of the non compressed version A better understanding of the compressing methodology can be found in Appendix A All examples of compressed values are shown using the EBCDIC character set The first four fields of a Compressed format record are gt The letter C The first byte must contain the letter C EBCDIC C3 ASCII 43 pex which tells the software that the next seventy nine 79 bytes are actually one hundred and fifty eight 158 positions of data gt Sending Account Number The four position identification number of the Sub
14. UCT Price Title UCT Price Title File File eee To Wholesalers Retailers and Other Sellers D 201 Rev 5 3 04 Copyright 1981 2006 EMS 3 16 2 Field Description Record Code 060 UPC Cover Title Header N D to EMS Positions From To Field Name Format Description 12 15 Total Lines Original 9 4 The total number of 061 records valid only for record counts of up to 9 999 16 21 Process Date 9 6 The date YYMMDD the data was processed by the national distributor publisher 22 25 Process Time 9 4 The time associated with the process date HH MM that the data was processed by the national distributor publisher Date and time are required to allow EMS to determine the latest file in the event a national distributor publisher transmits more than one file between EMS daily update cycles Cover Price Hash Total 9 7 v99 Total of all the cover prices on all the 061 records to be used for balancing this transmission BIPAD Hash Total 9 9 The total of all the BIPAD s on all the 061 records to be used for balancing this transmission Created By Identifier X 1 Value X created by STRT from 069 Input Total Lines 9 5 The total number of 061 records should be used for all submissions replaced positions 12 to 15 Filler X 22 Unused Sync Identifier 9 3 Used by STRT to sync 069 records with 061 amp 261
15. Description 121 128 Publisher Code An alphanumeric code identifying the supplier s internal code for the publisher of the UPC This will be used to allow the publisher to receive its bar codes via EMS or the web site 129 148 Publisher Desc Actual name of publisher of the product In most cases it would be the name associated with the Publisher Code however it could be different For example if Publisher A and Publisher B sell product to Middleman X who in turn sells both products to Middleman Y it is reasonable that the Publisher Code would be the same for both titles however the Publisher Desc would be different for each title This field would allow a retailer to coordinate all products belonging to a single publisher even if the publisher uses more than one national distributor 149 200 Filler Unused D 201 Rev 5 3 04 Copyright 1981 2006 Record Code 263 Barcode Cover Title Issue Reject Header Positions From To Field Name Format Description 1 Variable X 1 Value V 2 6 Record Length 9 5 Value 00194 The length of the transaction data in bytes 7 10 From ID 9 4 Sender s Id 11 14 To ID 9 4 Value 0009 15 17 Record Code 9 3 Value 263 18 21 Sender Control Id X 4 A unique Alphanumeric code which the sender places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient Total Lin
16. Description 14 37 Ist Group Magazine Issue Combination 14 18 BIPAD 9 5 The BIPAD Code for the Nth item of the possible six items on this 079 record 19 22 UPC Issue 9 4 The code identifying the issue for the Nth item of the possible six items on this 079 record Format is YY AA where YY is the last digits of the year and AA are the magazine s add on code Quantity The quantity for the Nth item of the possible six items on this 079 record The quantity must be a positive number and must not exceed 999 999 copies If this item does not meet this criteria then it cannot be reported on this 079 record but rather on its own 072 record Cover Price The cover price for the Nth item of the possible six items on this 079 record The cover price must be a positive number and must not exceed 9 99 If this item does not meet this criteria then it cannot be reported on this 079 record but rather on its own 072 record Billing Price 9v9 5 The billing price for the Nth item of the possible six items on this 079 record The billing price must be a positive number and must not exceed 9 99999 If this item does not meet this criteria then it cannot be reported on this 079 record but rather on its own 072 record 38 61 2nd Group Magazine Issue Combination 62 85 3rd Group Magazine Issue Combination 86 109 4th Group Magazine Issue Combination 110
17. Request for a simultaneous Carbon Copy of a transaction set 3 25 2 Field Descriptions Record Code 981 Simultaneous Carbon Copy Request for a standard 80 Byte Record Positions From To Field Name Format Description 12 15 CC EMS ID 9 4 The EMS Mailbox Number of the other organization that is to receive a duplicate copy of this request 16 NN Filler X NN 15 The appropriate amount of filler required to make this record have the same record length as the family header for a standard 80 record For example if the family header is an 050 then NN would be 80 and the filler would be 65 Record Code 981 Simultaneous Carbon Copy Request for a variable Byte Record Positions From To Field Name Format Description 1 Variable X 1 Value V 2 6 Record Length 9 5 Value NN 6 The length of the transaction data in bytes NN is defined in the filler section several lines below In the below example this value would be 110 From ID 9 4 Sender s Id To ID 9 4 Recipient s ID Record Code 9 3 Value 981 CC EMS ID 9 4 The EMS Mailbox Number of the other organization that is to receive a duplicate copy of this request Filler X NN 21 The appropriate amount of filler required to make this record have the same record length as the family header for a variable record For example if the family header is an 001 which has a full record length of 116 then NN would be 116 and
18. The cover price must be a positive number and must not exceed 999 99 If this item does not meet this criteria then it cannot be reported on this 279 record but rather on its own 272 record Billing Price 9 3 v9 5 The discounted billing price for the Nth item of a possible four items on this 279 record for this book or prepack Will be zero for reorder requests that could not be filled The billing price must be a positive number and must not exceed 999 99999 If this item does not meet this criteria then it cannot be reported on this 279 record but rather on its own 272 record Explanation Code A code for the Nth item of a possible four items on this 279 record clarifying the status of the requested order or reorder X01 Book substituted X02 Out of stock X03 Back order X04 Not yet published X05 Out of print 46 77 2nd Group ISBN 78 109 3rd Group ISBN 110 141 4th Group ISBN 142 149 Ship To Account X 8 The number of the account to which the books were shipped 150 159 Filler X 10 Unused 160 Number of items on record 9 1 Count of the number of items recorded on this record 1 to 4 Note Record type 279 is identical to record type 278 except that the Ship To Account is added D 201 Rev 4 7 00 Copyright 1981 2006 EMS 3 10 Book Credit Memos 3 10 1 Record Types Book credit memos are transmitted fr
19. code does not match the national distributor s BIPAD All activity with the national distributor should use the BIPAD not the UPC BIPAD On Arrival Filler X 19 Ignore the on sale date and place on sale upon receipt of copies Call In Filler X 19 Ignore the off sale date and call in copies immediately Late Filler X 19 The copies will be arriving late D 201 Rev 4 7 00 Copyright 1981 2006 EMS 3 5 Magazine Invoices 3 5 1 Record Types Magazine invoices are transmitted from the National Distributor to its Trading Partner The following record types are used for Magazine Invoices Code Description 070 Invoice Header 071 Invoice Detail Single entry format 072 Invoice Detail Ship to not same as bill to single entry format 075 Invoice Comment 078 Invoice Detail Compressed multiple entry 6 format 079 Invoice Detail Ship to not same as bill to compressed multiple entry 5 format Each Invoice will be preceded by an Invoice Header specifying the invoice number total number of records on the invoice including detail and comment total number of copies being invoiced and total invoice dollar amount Following the header will be any of four types of invoice details In order to reduce the transmission time the sending national distributor may compress up to six normal detail items on a single record type 078 or up to four bill to s
20. 103 110 Off Sale Date The date in the form of YY YYMMDD that the issue is to be taken off sale 111 120 Editorial Category Industry standard magazine editorial category see table below 121 128 Filler Unused D 201 Rev 5 3 04 Copyright 1981 2006 Le Record Code 266 Barcode Cover Title Issue Data Continued Positions From To Field Name Description 129 148 Publisher Desc Actual name of publisher of the product In most cases it would be the name associated with the Publisher Code however it could be different For example if Publisher A and Publisher B sell product to Middleman X who in turn sells both products to Middleman Y it is reasonable that the Publisher Code would be the same for both titles however the Publisher Desc would be different for each title This field would allow a retailer to coordinate all products belonging to a single publisher even if the publisher uses more than one national distributor 149 200 Filler Unused D 201 Rev 5 3 04 Copyright 1981 2006 Editorial Categories Legend Approach 1xxxx is Personal Interest 2xxxx is General Interest 3xxxx is Special Interest 9xxxx is Miscellaneous Unknown A category code is 5 digits r is O for non regional and 1 for regional e is 0 for non ethnic and 1 for ethnic For Example 12200 would be for a national bridal magazine 12210 wo
21. 4 Note Explanation code X08 Quantity specified has been accepted however due to a discrepancy the quantity in not equal to that requested by the Wholesaler D 201 Rev 4 7 00 Copyright 1981 2006 EMS 3 11 Reserved 3 12 Reserved D 201 Rev 4 7 00 Copyright 1981 2006 EMS 3 13 Internal Statistics 3 13 1 Record Types This category is used to pass internal statistical data from the EMS computer center to EMS users The following record types are available for transmitting this data Code Description 700 Statistics Header 701 Mailbox Master 706 Session Statistics Compressed multiple entry 12 format The 701 record type is made up of a 701 A 701 B and 701 C record These records should be concatenated together to create a full mailbox master record EMS will only send record formats 701 A B C upon request This may be requested at anytime during the month by anyone using the EMS system The session record format takes advantage of EMS compression feature It will allow up to twelve receiving ID Group Category combinations on a single record A unique session is made up of four components The date the session was initiated The time of day the session was initiated The logical line number and or port on which the session transmitted AND The sending mailbox id number The EMS computer center will automatically send all record type 706 once per month to any IPDA member that
22. 43933 00008 see step II Step III A has a value of 14 0 3 3 0 0 8 Step II B has a value of 42 14 3 Step HI C has a value of 16 4 9 3 0 0 Step HI D has a value of 58 42 16 Step I E has a value of 942 Step ITT F has a value of 2 So the full UPC is 0 43933 00008 2 and the suppressed UPC is 0 439338 2 2 Actual example 1 Islands has a suppressed UPC of 0 215465 It expands to a full UPC of 0 21546 00005 see step II Step III A has a value of 10 0 1 4 0 0 5 D 201Rev 4 7 00 APP C 2 Copyright 1981 2006 Step III B has a value of 30 10 3 Step III C has a value of 13 2 5 6 0 0 Step III D has a value of 43 30 13 Step I E has a value of 957 Step II F has a value of 7 So the full UPC is 0 21546 00005 7 and the suppressed UPC is 0 215465 7 Actual example 3 Cosmopolitan has a suppressed UPC of 0 754704 It expands to a full UPC of 0 75470 00000 see step IT Step III A has a value of 12 0 5 7 0 0 0 Step II B has a value of 36 12 3 Step II C has a value of 11 7 4 0 0 0 Step I D has a value of 47 36 11 Step I E has a value of 953 Step IH F has a value of 3 So the full UPC is 0 75470 00000 3 and the suppressed UPC is 0 7547044 3 Actual example 4 OAG has a full UPC of 0 74820 08623 Step II A has a value of 15 0 4 2 0 6 3 Step II B has a value of 45 15 3 Step II C has a value of 25 7 8 0 8 2 Step I D has a value of 70 45425 Step I E has a value of 930 Step ITT F has a
23. B 8 A Record C R 4 1 2 2 Data Stream without baa Aer Record A Record B Record C Each record being sent from EMS to the Receiver will not have a CRy p as shown below It would be up to the receiver to add the P r if they desired Record A Record B Record C D 201 Rev 7 1 01 l Copyright 1981 2006 4 1 4 STANDARD 80 byte First byte must between 0 and 9 Bytes From To Field Name Format Description 1 4 From Id 9 4 The Sending Account Number of the originating installation 5 8 To Id 9 4 The Receiving Account Number of the installation to whom the record should be transmitted Record Code 9 3 See Chapter 3 for a discussion of the allowable record codes Data Fields See Chapter 3 for detailed layouts 4 1 5 COMPRESSED 80 byte First byte must be C See Fig 4 3 B 160 position Positions 1 and 2 must be C Positions From To Field Name Format Description 1 2 Record Type X 1 Taken together as a full byte Value C EBCDIC C3 ASCI 43 pex 3 6 From Id 9 4 The Sending Account Number of the originating installation 7 10 To Id 9 4 The Receiving Account Number of the installation to whom the record should be transmitted 11 13 Record Code 9 3 See Chapter 3 for a discussion of the allowable record codes 14 160 Data Fields See Chapter 3 for detailed layouts 4 1 6 VARIABLE 18
24. Invalid BIPAD Duplicate Record Blank Okay N This record was rejected because the same barcode was already sent within this transmission whether or not it was sent as a full or suppressed UPC code D 201 Rev 5 3 04 Copyright 1981 2006 PDA Record Code 264 Barcode Cover Title Issue Rejects Record B Continued Positions From To Field Name Format Description 49 Active BIPAD Title X 1 Used in conjunction with Conflicting Owner blank Title is Active N Title is Inactive Barcode Ownership X 1 Blank Okay N Cannot place an issue barcode under a barcode which isn t under your control 51 Company Prefix X Blank Okay N Unknown Company Prefix 52 No Matching Barcode X 1 Blank Okay N No Matching Barcode in Barcodes 53 BIPAD doesn t match BIPAD in Barcodes X 1 Blank Okay N BIPAD doesn t match BIPAD in Barcodes 54 200 Filler X 137 Unused D 201 Rev 5 3 04 Copyright 1981 2006 Record Code 265 Barcode Cover Title Issue Data Header Positions From To Field Name Description 1 Variable Value V 2 6 Record Length Value 00194 The length of the transaction data in bytes 7 10 From ID Sender s Id 11 14 To ID Value 0009 15 17 Record Code Value 265 18 21 Send
25. Stes adhe nab E R E E O EE E 3 16 1 Industry Survey ini e poles TE E EE E AE EE S 3 17 1 National Distributor Sales Number Collection 3 18 1 R SERV ht anse ns pese nn AGIR A Ie 3 19 1 ESS ne ER ebunte cvs a a EE cousnteeineeudeaveuces 3 20 1 ReSOrved ieee A eel eA Ree eo aS Rev SS RO AS Monte 3 21 1 RESOLVE rss tn ne nt r tustsave vas daes AE R 3 22 1 PICS S ynChromiZation issues dr dessn sms ae esenee pE ERE Sn E hu Mises 3 23 1 Draw Return Adjustment 0 0 0 0 cece cee csecseecseeeeeeeeeeeeeeeessecsecesecsaecsaecnaecsaeeaeeeaes 3 24 1 Administrative assessment Nine Muse avi 3 25 1 Data Transmission Procedures Overall Record Descriptions ss 4 1 1 Appendices Rules for Compressing and Decompressing Certain Record Types EDI Layouts in Graphical Form Charts amp Other Figures EBCDIC to from ASCII Conversions Copyright 1981 2006 PDA Introduction This user s Guide has been prepared as an operations manual to assist participating subscribers to the use of the Electronic Data Interchange EDI via the Electronic Mail System EMS The Guide contains detailed instructions concerning standardized procedures and record layouts used by the system The manual is organized as follows e Chapter 2 presents an overview of the EMS s functions and capabilities e Chapter 3 includes a detailed description of the record layouts used to transmit data e Chapter 4 includes a description of the procedures set up by DPS to transmi
26. X 14 The date on which this title issue is to be placed on sale has been changed Revised Off Sale Date Filler X 14 The date on which this title issue is to be taken off sale has been changed Revised Title Name Filler X 1 The title description has been changed D 201 Rev 4 7 00 4 Copyright 1981 2006 Field to be Corrected Tran Code Format s Revised UPC 009 10 digit X 10 Filler X 10 The UPC code printed on the 12 digit X 12 Filler X 8 title issue has been changed 13 digit X 13 Filler X 7 6 digit X 6 Filler X 14 Revised UPC Issue 9 4 Filler X 16 The Year and or Add On has been changed Cancelled BIPAD Issue 9 5 9 4 Filler X 11 The title issue will not be published or distributed by the sending party Incremental Decremental Copies X 1 Filler X 12 The number of copies either Blank added added to or reduced from the reduced previously sent allotment Revised Copies Bundle 9 3 Filler X 17 Revised Packaging X 4 X 16 Code Packaging Description Revised Returns Due Date 9 6 Filler X 14 All returns are due in by this changed date Revised Billing Price 9 3 v9 5 Filler X 12 The billing price has changed Revised Extension 9 7 v999 Filler X 10 The total cost for the allotment has changed Number of Full Bundles Odd 9 5 9 3 Filler X 12 Bundle Copies See description under record format 057 UPC out of Sync Filler X 19 U The BIPAD within the UPC
27. a method that is easy to implement that can reduce these charges and the time required for transmission by as much as 80 This type of compression benefits everyone in that it reduces the time required to remain connected by the sending as well as the receiving computer The methodology operates around the concept that a single hexadecimal character can actually handle 256 different symbols Since certain record types are either all numeric or can have a minimum of other characters up to 6 including a blank it is possible to represent this limited set of 2 characters in each byte These compressed formats can be identified by placing the letter C in the first byte and 158 additional compressed characters into bytes 2 through 80 of the 80 byte record or an R in the first byte the length in the next five bytes and compressed characters in the next N bytes Additionally although certain record types provide for alphabetic information such as title and issue date as printed on the magazine in most cases the Wholesaler only needs the BIPAD number and the UPC Issue code which consists of the last 2 digits of the year concatenated with the UPC Add on code In the event the National Distributor needs to send the full expanded record it can still use the full expanded 80 byte record for those few items Using the Magazine Credit Memo as an example it will be possible to transfer six items on a single 80 byte record The generic layout
28. and 279 for this invoice 40 48 Total Invoice 9 7 v99 The total dollar amount for this invoice It is equal to the sum of the extensions for each 271 and 272 record type added to the product of quantity and billing price appropriately rounded for each 278 and 279 record type Filler X 26 Unused Sender Control Id X 4 A unique AlphaNumeric code which the sender places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient Filler X 2 Unused Record Code 271 Invoice Detail Single entry format Positions From To Field Name Format Description 12 21 ISBN 9 10 The International Standard Book Number ISBN identifying the book or prepack to be invoiced 22 28 Quantity 9 7 The number of copies of the book or units of the prepack to be invoiced 29 34 Cover Price 9 4 v99 The cover price of the book or the value of the prepack to be invoiced 35 43 Billing Price 9 4 v9 5 The discounted billing price for this book or prepack Will be zero for reorder requests that could not be filled 44 53 Extension 9 7 v999 The total dollar amount for this book or prepack quantity x billing price 54 60 Publisher Book Number 9 7 The non ISBN identification number used by the publisher for this title 61 78 Filler X 18 Unused
29. and pseudo variable record lengths as well as combinations of each STRT supports these techniques and is expected to support other yet to defined techniques as well By using STRT your facility can concentrate on the creation and use of the data rather than on the periodic communications activities An STRT installation only needs to use their internal software to gt For outgoing transmissions create the family data records header and detail which contain the outgoing data gt For incoming transmissions operate on the separated family data streams header and detail STRT pretty much does the rest STRT will be provided at no charge to any organization wanting to communicate with EMS It is expected that over time STRT will become the only software vehicle permitted to communicate with EMS The user however will need to purchase their own copy of ProComm for Windows an off the shelf communications software package with a retail cost of about 125 Record Format Descriptions 4 1 1 There are four overall types of record formats two of which are being kept to provide backward compatibility 4 1 2 Each record being sent to EMS may either end with a Carriage Return Line Feed Fhe or could data stream EMS determines the number of bytes associated with each incoming record and strips the p if it is present Both of the following examples would be equivalent 4 1 2 1 Record with P r Record A 8 Record
30. cover price of the issue to be credited Billing Price 9 3 v9 5 The discounted billing price for this magazine Extension 9 7 v999 The total dollar amount for this magazine quantity x billing price Filler X 3 Unused Explanation Code X 2 A code clarifying the action taken on this return RL Refused Late RP Refused Premature RN Refused Negative Sale NP Refused Not our publication DC Discrepancy Double Checked Note Explanation code DC Quantity specified has been accepted however due to a discrepancy the quantity is not equal to that requested by the Wholesaler Record Code 085 Credit Memo Comment Positions From To Field Name Format Description 12 16 BIPAD 9 5 The BIPAD code identifying the magazine to be credited 17 20 UPC Issue 9 4 The code identifying the issue to be credited Format is YYAA where YY is the last digits of the year and AA are the magazine s add on code Comment X 60 Free form message concerning the specified magazine D 201 Rev 4 7 00 6 Copyright 1981 2006 VPA Record Code 088 Credit Memo Detail Multiple entry format Compressed record type as described in Appendix A Each record will hold up to six different BIPAD Issue combinations using twenty four 24 positions Positions From To Decompressed Field Name Format Description 14 37 Ist Group Magazine Issue Co
31. first position is not the letter X then the billing price must be a positive number and must not exceed 9 99999 If this item does not meet this criteria then it cannot be reported on this 088 record but rather on its own 081 record 38 61 2nd Group Magazine Issue Combination 62 85 3rd Group Magazine Issue Combination 86 109 4th Group Magazine Issue Combination 110 133 Sth Group Magazine Issue Combination 134 157 6th Group Magazine Issue Combination 158 159 Filler X 2 Unused 160 Number of items on record 9 1 Count of the number of items recorded on this record 1 to 6 Note Reject code X05 Quantity specified has been accepted however due to a discrepancy the quantity is not equal to that requested by the Wholesaler D 201 Rev 4 7 00 Copyright 1981 2006 EMS 3 7 Magazine Returns 3 7 1 Record Types Magazine return affidavits are transmitted from the Trading Partner to the National Distributor Wholesalers may transmit their magazine return affidavits to the National Distributor using the following record types Code Description 180 Affidavit Header STANDARD 181 Affidavit Detail STANDARD Multiple entry 4 format 183 Affidavit Detail Single Entry NOT for Transmission Internal Use Only to only be used in conjunction with IPDA s STRT software package Each affidavit will be preceded by an affidavit
32. line identifier NNNN may represent other forms such as tape Sending ID The mailbox number of the sending party This field makes up part of the unique session number Filler Unused Ist Group Session Group Category Receiving ID The mailbox number of the receiving party Group Type The group header identifier see above Record Count The number of records number of 80 byte not the occurrences on the 80 byte record If the number of records for this group type exceed 999 then more than one component would be used see above 49 58 2nd Group Session Group Category 59 68 3rd Group Session Group Category 69 78 4th Group Session Group Category 79 88 Sth Group Session Group Category 69 98 6th Group Session Group Category 99 108 7th Group Session Group Category 109 118 Sth Group Session Group Category 119 128 9th Group Session Group Category 129 138 10th Group Session Group Category 139 148 11th Group Session Group Category 149 158 12th Group Session Group Category 159 160 Number of items on record Count of number of items recorded on this record 1 to 12 D 201 Rev 4 7 00 Copyright 1981 2006 EMS 3 14 Internal Statistics 3 14 1 Record Types This category managed by EMS and is for internal use only The following record types are availabl
33. magazine Extension S9 7 v999 The total adjustment dollar amount for this item quantity x billing price Debits will be indicated by a positive value Credit will be indicated by a negative value Filler X 3 Unused Adjustment Code X 2 A code clarifying the reason for the adjustment SO Shortage Overage RS Shortage Overage Reversal TR Transfer from TT Transfer to RO Reorder NS Non shipment SR Suspended return credit PC Price change OT Other D 201 Rev 12 13 06 3 Copyright 1981 2006 PDA Record Code 033 Sales Adjustment Comment Positions From To Field Name Format Description 12 16 BIPAD 9 5 The BIPAD number of the magazine being adjusted 17 20 UPC Issue 9 4 The code identifying the issue being adjusted Format is YYAA where YY is the last digits of the year and AA are the magazine s add on code Wholesaler s Reference Number X 10 Reference number used by wholesaler to match this transaction to his files Comment X 50 Free form message concerning the preceding adjustment Record Code 034 Non Sales Adjustment Detail Positions From To Field Name Format Description 12 21 Wholesaler s Reference Number X 10 Reference number used by Wholesaler to match this transaction to his records 22 32 Adjustment Dollar Amount S9 9 v
34. price standard rounding 5 or higher rounds up whereas 49999 or less rounds down needs to be performed on each and every return item not only on the final total Both new releases and reorders will be billed using these record types Furthermore these record types may also be used to document reorders that could not be filled as requested An explanation code is included that clarifies the reason for the change Each invoice item may optionally be followed by an alternate reference record This record may be used to record reference information that may further help the wholesaler to identify this order such as the customers purchase order number Each invoice item may optionally be followed by a comment record The comment record may be used to include messages relating to the specific invoiced item D 201 Rev 4 7 00 9 Copyright 1981 2006 EMS 3 9 2 Field Descriptions Record Code 270 Invoice Header Positions From To Field Name Format Description 12 15 Total Lines 9 4 The total number of records 271 272 274 275 278 and 279 for this invoice 16 21 Process Date 9 6 The date the data was processed by the National Distributor Format YYMMDD 22 31 Invoice Number X 10 The National Distributor s reference number which uniquely identifies this invoice 32 39 Total Quantity 9 8 The total of all the quantity fields on record types 271 272 278
35. price associated with this UPC for the US or Canada based on the above fields BIPAD Number 9 5 The industry number by which this title is identified Left Zero Fill Parent BIPAD 9 5 The BIPAD Number of the parent title if any otherwise it should contain a zero value or the same BIPAD number as above Left Zero Fill Filler X 5 Unsued Issues per Year 9 2 Number of published issues per year for this title Left Zero fill Title X 25 The title associated with this UPC code and BIPAD This system will only allow a single title per BIPAD It is the national distributor s responsibility to insure that there is only one title supplied per BIPAD If a special interest publication has four names one for each quarter EMS will only be able to carry one in its title file If more than one is submitted EMS cannot guarantee which one will be used 85 94 Issue Description The date printed on the issue 95 102 On Sale Date The date in the form of YY YYMMDD that the issue is to be placed on Sale 103 110 Off Sale Date The date in the form of YY YYMMDD that the issue is to be taken off sale 111 120 Editorial Category Industry standard magazine editorial category see table below D 201 Rev 5 3 04 Copyright 1981 2006 Le Record Code 261 Barcode Cover Title Issue Data Continued Positions From To Field Name
36. record see criteria below STRT will ignore all issues that are outside of the selected range Each UPC is compared to all the other identical UPCs for the same country 1 If one record is on sale now and the other is not the on sale record is selected 2 If both are on sale now the one with the latest on sale date is selected If both are off sale and one has a past on sale date and one has a future on sale date the past on sale date is selected if today s processing date is up to 15 days after the past off sale date otherwise the future on sale date is selected If both are off sale and both have a past on sale date the one with the latest on sale date is selected If both are off sale and both have a future on sale date the one with the earlier on sale date is selected STRT will pre process the entire 069 input file looking for rejected records If it finds any the entire run will be stopped However the STRT subscriber will be provided with a report which identifies all the errors within the file The reason for this is to ensure that a UPC isn t deleted erroneously because its record failed the edit checks B From the EMS System to the national distributor 063 PICS Reject Header 064 PICS Reject Data Record Record Extenders A B amp C D 201 Rev 5 3 04 3 16 1 Copyright 1981 2006 C From the EMS System to the wholesaler Resulting from an 810 Request Code Description 065 PICS Header Record 066 PICS Dat
37. result in a credit Shortage Cancel if accepted will increase Stock Recovery if and only if stock is draw quantity and will result in a charge reported as a return and held back from destruction and then used to fulfill orders if accepted will reduce return quantity and will result in a charge Overage Cancel if accepted will reduce draw quantity and will result in a credit D 201 Rev 6 19 02 Copyright 1981 2006 Le Record Code 192 Draw Return Adjustments Comment Positions From To Field Name Format Description 12 16 BIPAD 9 5 The BIPAD Code identifying the magazine to be adjusted 17 20 UPC Issue 9 4 The code identifying the issue to be adjusted Format is YYAA where YY is the last digits of the year and AA are the magazine s add on code Comment X 58 Free form message concerning the specified magazine and issue Sequence Number 9 2 Used for multiple line notes to indicate the order in which they should be printed 192 Comment record associated with a 191 record must be placed immediately after that 191 record D 201 Rev 6 19 02 Copyright 1981 2006 a PDA 3 25 Administrative Function A collection of unrelated 3 25 1 Record Types The administrative collection are independent and unrelated record formats that can be used within the confines ascribed to each Description
38. sales transactions Sales transactions are those adjustments relating to a specific book Examples of sales transactions might include shortages and reorders Non sales transactions are used for debits and credits that are not related to a specific book Examples might include freight charges and rack charges Sales transactions will be specified using record types 232 233 and 234 Record type 232 specifies the book to which the transaction applies as well as the adjustment quantity dollar amount and a code indicating the type of adjustment Each detail record may optionally be followed by a title and reference record and or a comment record The title and reference record can be used to indicate the Wholesaler s reference number for the preceding detail as well as the title of the book being adjusted The comment record may be used to incorporate free from messages to the preceding detail Non sale transactions will be specified using record types 235 and 236 Record type 235 will contain the transaction detail Each detail will include the dollar amount of the transaction as well as a code indicating the reason for the adjustment Record type 236 may be used to include a description of the transaction recorded on the preceding 235 record Price changes can be included as either a sales or non sales transaction Some National Distributors correct the price using a net billing or credit This would be done via a non sales adjustment Othe
39. stated data or to send additional data about the magazine issue Over time it would replace the 056 amp 057 record formats Each detail record may optionally be followed by a comment record The comment record may be used to include messages relating to the preceding detail The same comment record would be used for distribution 051 054 redistribution 052 054 and corrections 056 057 058 D 201 Rev 4 7 00 4 Copyright 1981 2006 EMS 3 4 2 Field Descriptions Record Code 050 Allotment Header Positions From To Field Name Format Description 12 15 Total Lines 9 4 The total number of records Codes 051 052 054 055 056 057 058 amp 059 for this allotment 16 21 Date 9 6 The date of this allotment Format YYMMDD 22 31 Allotment Number X 10 The National distributor s Reference Number which uniquely identifies this allotment 32 39 Total Quantity 9 8 The sum of the quantities to be allotted on record formats 051 052 and 056 of the subsequent details 40 74 Filler X 35 Unused 75 78 Sender Control Id X 4 A unique AlphaNumeric code which the sender places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient X 2 Unused Record Code 051 First Distribution Detail Positions From To Field Name Format Description 12 16
40. to have an A without a B but it is not possible to have a B without an A The 060 record format will be used by EMS to insure that it received a complete transmission and in the event of multiple transmissions which is the latest The retail community doesn t use the BIPAD for purposes of scanning they use the UPC code In their store s computer there is a title and cover price associated with each unique UPC code The magazine industry must be very careful when it comes to using the UPC codes with respect to changing of cover prices Currently the magazine industry changes the company prefix of the UPC with each cover price change In order to accommodate using Point of Sale data for analysis or other purposes it may become necessary for a title to flip flop the company prefix between issues as well It must be noted that if a national distributor publisher chooses to reuse a UPC or more likely a suppressed UPC code it would need to wait a sufficient period of time to insure that the retail community no longer has any product using the old UPC code The concept of Life to death BIPAD s may become a requirement in the long term The national distributor publisher periodically creates an 061 record format for each active soon to be active and recently past active UPC cover price title on its files When a national distributor publisher feels that the retailer will no longer be scanning a discontinued UPC cover price it m
41. value of 0 So the full UPC is 0 74820 08623 0 Actual example 5 New Stitches has a full UPC of 0 74820 08126 Step II A has a value of 13 0 4 2 0 1 6 Step II B has a value of 39 13 3 Step II C has a value of 25 7 8 0 8 2 Step HI D has a value of 64 39425 Step I E has a value of 936 Step II F has a value of 6 So the full UPC is 0 74820 08 126 6 Actual example 6 Victorian Sampler has a full UPC of 0 74820 08961 D 201Rev 4 7 00 Step II A has a value of 16 0 4 2 0 9 1 Step II B has a value of 48 16 3 Step HI C has a value of 29 7 8 0 8 6 Step HI D has a value of 77 48429 Step I E has a value of 923 Step IH F has a value of 3 So the full UPC is 0 74820 08961 3 Copyright 1981 2006 Appendix D EBCDIC to from ASCII Conversions Since EMS was originally COBOL based many of its customs and techniques are part of its heritage and need to remain in place in order to provide for upward compatibility and not cause a problem for current users One such custom is the use of signed numeric fields eg S9 7 v99 They are used to carry both positive and negative values in the same field by using a specific character in the units position Sometimes this character is a standard value zero to nine while at other times it can be a case sensitive alphabetic or special character Please note that for future formats we plan to use a separate field to carry the sign The challenge for the developer is to be ab
42. 050 CC ID set equal to 3456 0040 7777 070 CC ID set equal to 3456 D 201 Rev 7 18 02 Copyright 1981 2006 EMS 3 142 Field Description Record Code 710 Functional Acknowledgement Header Positions From To Field Name Format Description 1 Variable X 1 Value V 2 6 Record Length 9 5 Value 00044 The length of the transaction data in bytes 7 10 From ID 9 4 Value 0000 11 14 To ID 9 4 Actual Sender ID for the Transaction Set 15 17 Record Code 9 3 Value 710 18 23 Record Count 9 6 Count of the number of 712 and 713 Record that follow 24 50 Filler X 27 Unused Record Code 712 Functional Acknowledgement Transaction set sent to EMS Positions From To Field Name Format Description 1 Variable X 1 Value V 2 6 Record Length 9 5 Value 00044 The length of the transaction data in bytes 7 10 From ID 9 4 Value 0000 11 14 To ID 9 4 Actual Sender ID for the Transaction Set 15 17 Record Code 9 3 Value 712 18 23 Date 9 6 Date Processed by EMS 24 29 Time 9 6 Time Processed by EMS 30 33 Receiver ID 9 4 Original Receiver 34 36 Transaction Set Family 9 3 Transaction Family Being Sent 37 41 Record Count 9 5 Number of Records Sent in the Transaction Set 42 45 Control ID X 4 Unique Identifier assigned to this single transaction set 46 Status X 1 O Okay T Invalid Mailbox CC ID 9 4 EMS Id to whom Carb
43. 133 Sth Group Magazine Issue Combination 134 141 Ship To Account X 8 The number of the account to which the magazines were shipped 142 159 Filler X 18 Unused 160 Number of items on record 9 1 Count of the number of items recorded on this record 1 to 5 Note Record type 079 is identical to record type 078 except that the ship to account number replaces part of the 6th magazine issue D 201 Rev 9 28 01 Copyright 1981 2006 EMS 3 6 Magazine Credit Memos 3 6 1 Record Types Magazine Credit Memos are transmitted from the National Distributor to its Trading Partner The following record types are used for Magazine Credit Memos Code Description 080 Credit Memo Header 081 Credit Memo Detail Single entry format 085 Credit Memo Comment 088 Credit Memo Detail Compressed multiple entry 6 format Each Credit Memo will be preceded by a Credit Memo Header specifying the credit memo number total number of records in the credit memo including detail and comment total number of copies being credited total credit memo dollar amount and total number of refused returns Following the header will be either of two types of credit memo details In order to reduce the transmission time the sending national distributor may compress up to six detail items on a single record type 088 Alternatively the national distributor may use a record type 081 which has a format
44. 2 F2 F2 RRASA 373737777777777777 Decompression Translation Table Figure App 2 EBCDIC D 201 Rev 4 7 00 Copyright 1981 2006 RRRABRRRRAARA A AMOUADWPFCHIADAARBDNHKS nu BARAK nn Ne SmO0nSSRZRURRESHCS be es Des ie eo Mie Mies Mies ie eee Mie Me Me Deo ger SSSSSSESEIITIETITS RRRABRERRRRAERSA D F2 F2 F2 F2 F2 F2 F2 F2 F2 F2 F2 F2 F2 F2 F2 F2 escooooooocooceocseosoos RRA 373737777777777777 Decompression Translation Table Figure App 2 ASCII D 201 Rev 4 7 00 Copyright 1981 2006 Appendix B Glossary D 201Rev 4 7 00 Copyright 1981 2006 Appendix C Charts and Other Figures D 201Rev 4 7 00 Copyright 1981 2006 Figure 3 Calculation of UPC Self Check Digits The process of determining the self check digit follows D If the UPC is a Full 10 digit UPC skip to step III II Expansion of Suppressed UPC The number system must be a zero A If the six digit number ends in a 5 6 7 8 or 9 place four zeros between the fifth and sixth digits to create the full UPC IE 123456 becomes 12345 00006 and 345678 becomes 34567 00008 then go to step MI B If the six digit number ends in a 4 throw away the 4 and place five zeros between the fourth and fifth remaining digits to create the full UPC IE 748244 becomes 74820 00004 and 724404 becomes 72440 00000 then go to step HI C If t
45. 32 39 Total Quantity 9 8 The total of all the quantity fields on record types 071 072 078 and 079 for this invoice 40 48 Total Invoice 9 7 v99 The total dollar amount for this invoice It is equal to the sum of the extensions for each 071 and 072 record type added to the product of quantity and billing price appropriately rounded for each 078 and 079 record type If the total value is greater than 9 999 999 99 then fill this field with all zeros Total Invoice 9 9 v99 The total dollar amount for this invoice It is equal to the sum of the extensions for each 071 and 072 record type added to the product of quantity and billing price appropriately rounded for each 078 and 079 record type Filler X 15 Unused Sender Control Id X 4 A unique AlphaNumeric code which the sender places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient X 2 Unused Record Code 071 Invoice Detail Single entry format Positions From To Field Name Format Description 12 16 BIPAD 9 5 The BIPAD number of the magazine being invoiced 17 20 UPC Issue 9 4 The code identifying the issue being invoiced Format is YYAA where YY is the last digits of the year and AA are the magazine s add on code Cover Issue X 6 The alphabetic issue date printed on the magazine Title X 19
46. 8 Unused D 201 Rev 9 20 04 3 17 3 Copyright 1981 2006 PDA Record Code 981 Simultaneous Carbon Copy Request for a variable Byte Record Positions From To 1 2 6 7 10 Field Name Variable Record Length From ID Description Value V Value 00344 The length of the transaction data in bytes Sender s Id Left Zero Fill 11 14 To ID Value 8500 Left Zero Fill 15 17 18 21 Record Code CC EMS ID Value 981 Left Zero Fill Value 0008 Left Zero Fill 22 350 Filler Unused D 201 Rev 9 20 04 Copyright 1981 2006 Kek 3 18 Industry Survey 3 18 1 Record Types National distributors would use this format to transfer monthly historical sales numbers to accounting firm to produce an industry health report Code Description 750 ND Issue Level Sales Collection Header 751 ND Issue Level Sales Collection Detail D 201 Rev 9 20 04 Copyright 1981 2006 EMS 3 18 2 Field Descriptions D 201 Rev 9 20 04 Copyright 1981 2006 Reserved Reserved Reserved Reserved Reserved D 201 Rev 9 20 04 Copyright 1981 2006 EMS 3 24 Magazine Draw Return Adjustments 3 24 1 Record Types Magazine adjustments are transmitted from the Wholesaler Trading Partner to the National Distributor Wholesalers may transmit their magazine adjustments to the National Distributor u
47. 99 The total adjustment dollar amount for this transaction Debits will be indicated by a positive value Credits will be indicated by a negative value BIPAD X 5 BIPAD Issue Code X 4 Format of YYAA Cover Issue X 6 Desc of Issue on Cover Title X 19 Title Description Filler X 12 Unused Adjustment Code X 2 A code clarifying the reason for the adjustment FR Freight on return FD Freight on delivery HD Handling RK Racks AL Allowance RD RDA PN Price Change ON Other Record Code 035 Non Sales Adjustment Description Positions From To Field Name Format Description 12 80 Description X 69 Free form field which may be used to clarify the reason for the preceding adjustment D 201 Rev 12 13 06 Copyright 1981 2006 EMS 3 4 Magazine Allotments 3 4 1 Record Types Magazine allotment notices are transmitted from the National Distributor to its Trading Partner The following record types are used for magazine allotment notices Code Description 050 Allotment Header 051 First Distribution Detail 052 Redistribution Detail 054 Detail Extended 055 Comment Free Form 056 Distribution Correction Detail 057 Distribution Correction 1st Extended 058 Distribution Correction 2nd Extended 059 Distribution General Correction Each allotment notice will preceded by an allotme
48. App 1 ASCII D 201 Rev 4 7 00 Copyright 1981 2006 Kebi Translation from the Compressed 80 Byte Format First Byte is a C The decompressing table assumes that the user has the 80 byte record and will decompress it to a 160 character record It will explode each hex value into two EBCDIC characters starting with byte 2 of the 80 byte record which is positions 3 4 of the 160 character record and ending with byte 80 of the 80 byte record which is positions 159 160 of the 160 character record It would match the hex value of the 80 byte record against the value in column 1 of the Decompression Translation Table See Figure App 2 and use the corresponding values in column 2 and column 3 for the translated values The odd or first position in the 160 character record will be the calculated by multiplying the byte number of the 80 byte record by 2 and then subtracting 1 For example byte 7 of the 80 byte record would become the pair of characters in positions 13 14 of the 160 character record Examples of the actual table look up follow Value in the Paired values in the 80 byte record 158 character record HEX 4A 4 amp blank 27 2 amp 7 BO X amp 0 AB blank amp X Translation from the Variable Compressed N Byte Format First Byte is an R Before beginning this process the user should determine the value of N from bytes 2 6 of the incoming record and then move the following N bytes into a buffer from which
49. Canada Note even if the UPC and Cover price is the same in the US and Canada the National Distributor needs to still send two records Year X 2 YY The year associated with the issue Issue Add on code X 2 AA The 2 digit code placed to the right of the UPC code which is printed on the cover of the periodical Cover Price 9 3 v99 The cover price associated with this UPC for the US or Canada based on the above fields BIPAD Number 9 5 The industry number by which this title is identified Left Zero Fill Parent BIPAD 9 5 The BIPAD Number of the parent title if any otherwise it should contain a zero value or the same BIPAD number as above Left Zero Fill Filler X 5 Unused Issues per Year 9 2 Number of published issues per year for this title Left Zero fill Title X 25 The title associated with this UPC code and BIPAD This system will only allow a single title per BIPAD It is the national distributor s responsibility to insure that there is only one title supplied per BIPAD If a special interest publication has four names one for each quarter EMS will only be able to carry one in its title file If more than one is submitted EMS cannot guarantee which one will be used 85 94 Issue Description The date printed on the issue 95 102 On Sale Date The date in the form of YY YYMMDD that the issue is to be placed on Sale
50. Cover RF Accepted Returned Full DS Accepted Non Shipment RA Accepted Returned Allot RL Refused Late RN Refused Negative Sale NP Refused Not Our Pub DC Discrepancy Double Chkd Note Explanation code DC Quantity specified has been accepted however due to a discrepancy the quantity in not equal to that requested by the Wholesaler Record Code 285 Credit Memo Comment Positions From To Field Name Format Description 12 21 ISBN 9 10 The International Standard Book Number ISBN identifying the book or prepack to be credited 22 80 Comment X 59 Free form message concerning a specific book or prepack D 201 Rev 4 7 00 Copyright 1981 2006 VPA Record Code 288 Credit Memo Detail Multiple entry format Compressed record type as described in Appendix A Each record will hold up to four different ISBN s using thirty two 32 positions Positions From To Decompressed Field Name Format Description 14 45 Ist Group ISBN 14 23 ISBN 9 10 The International Standard Book Number ISBN for the Nth item of a possible four items on this 288 record identifying the book or prepack to be credited Quantity 9 6 The number of copies of the book or units of the prepack for the Nth item of a possible four items on this 288 record to be credited The quantity must be a positive number and mu
51. D B Positions From To Field Name Format Description 12 Number System 9 1 The Number System in which this UPC resides or a 0 for a suppressed code UPC Code 9 10 A UPC code that will be used to designate a specific title left justified If position 12 contains a 0 positions 13 to 18 are numeric and positions 19 to 22 are blank then it is a zero suppressed barcode Self Check Digit The internally calculated self check digit associated with the Number system Mfg Prod or Suppressed Code Country Code The country code associated with any UPC EAN bar code as of 1 1 2005 Part of the bar code If the field is blank it will be assumed to be a 0 This is actually the leading digit of the bar code regardless of where it is placed in this format Type of Code Value U Country Conflicting Owner Country Value U for USA Value C for Canada The Mailbox number of the national distributor supplier maintaining current ownership of this UPC code Price Check Validates the fact that PICS contains the same price for the country Only used in conjunction with Conflicting Owner blank or Y Same price N Different Price UPC format blank UPC Format OK N UPC Format not either Self Check Digit Cover Price blank Okay N Invalid Self Check Digit blank Okay N Invalid Cover Price Title blank Ok
52. From To Field Name Description 12 Number System The Number System in which this UPC resides or a 0 for a suppressed code UPC Code A UPC code that will be used to designate a specific title left justified This must be the full barcode not a zero suppressed version Self Check Digit The internally calculated self check digit associated with the Number system Mfg Prod or Suppressed Code Country Code The country code associated with any UPC EAN bar code as of 1 1 2005 Part of the bar code If the field is blank it will be assumed to be a 0 This is actually the leading digit of the bar code regardless of where it is placed in this format Type of Code Value U Country Country Value U for USA Value C for Canada Note if the UPC and Cover price is the same in the US and Canada the National Distributor needs to still send two records Cover Price 9 3 v99 The cover price associated with this UPC for the US or Canada based on the above field BIPAD Number 9 5 The industry number by which this title is identified Parent BIPAD 9 5 The BIPAD Number of the parent title if any otherwise it should contain the BIPAD Number Parent Authorization 9 5 The BIPAD Number of the title under which an authorization group is handled For example if a group of special interest titles are authorized simultaneously to distribution then the maste
53. IPAD Number of the parent title if any otherwise it should contain a zero value or the same BIPAD number as above Parent Authorization 9 5 The BIPAD Number of the title under which an authorization group is handled For example if a group of special interest titles are authorized simultaneously to distribution then the master product BIPAD number would be placed here A zero value or the BIPAD Number from above should be used if Parent Authorization doesn t apply Issues per Year The number of published issues per year for this title Title The title associated with this UPC code and BIPAD This system will only allow a single title per BIPAD It is the national distributor s responsibility to insure that there is only one title supplied per BIPAD If a special interest publication has four names one for each quarter EMS will only be able to carry one in its title file If more than one is submitted EMS cannot guarantee which one will be used Editorial Category 9 5 A yet to be defined industry standard magazine editorial category see table below 79 Filler X 1 Unused 80 Record Expander X 1 Value A Note record respectively D 201 Rev 5 3 04 Positions to 4 and 5 to 8 contain 0009 and ID of recipient the EMS user that actually sent in this Copyright 1981 2006 VPA Record Code 064 UPC Cover Title Reject Data EMS to N
54. L ORGANIZATION AGRIBUSINESS 297re E BUSINESS 298re 299re INVESTING BUSINESS OTHER Copyright 1981 2006 3 Special Interest Description Group 32 ANIMALS 32 ARTS 33 COMPUTERS 34 AUTOMOTIVE 35 OUTDOORS D 201 Rev 5 3 04 Code ANIMALS PETS HORSES BREEDING ANIMALS OTHER ARTS GENERAL ANTIQUES ART MUSIC ARTS PHOTOGRAPHY THEATER PERFORMING ARTS OTHER MUSEUMS ARTS OTHER COMPUTERS GENERAL BUYING GUIDES HOME COMPUTERS INTERNET SOFTWARE GAMES COMPUTERS OTHER AUTO GENERAL AUTO BUYING GUIDES AUTO ELECTRONICS TRUCKS SUV RV atv VANS PERFORMANCE RACING AUTO ENTHUSIAST COLLECTOR MOTORCYCLES AUTO BRANDED AUTO OTHER OUTDOOR GENERAL ENVIRONMENTAL HUNTING FISHING GUNS KNIVES HIKING CAMPING CLIMBING SURVIVAL OUTDOOR OTHER Copyright 1981 2006 Group Code Description 36 RECREATION RECREATION GENERAL AIRPLANES BOATING CITY amp STATE GUIDE GAMBLING GAMING CRAFTS HOBBIES TRAVEL RECREATION OTHER 37 SCIENCE SCIENCE GENERAL MEDICINE SCIENCE FICTION EARTH SCIENCE SCIENCE OTHER 38 GAMES PUZZLES GAMES PUZZLES GENERAL GAMES PUZZLES CD ROMS OTHER MAGNETIC MEDIUM GAMES PUZZLES OTHER 39 SPECIALTY FACT BOOK REFERENCE CATALOG ALMANACS CALENDARS HOROSCOPES MINIMAGS TRADING CARDS MAPS SPECIALTY OTHER
55. Magazine PICS Data EMS to Wholesaler Magazine Issue Level PICS Data for use ONLY with STRT Magazine Invoice Header Magazine Invoice Detail Single Entry Format Magazine Invoice Detail Ship To Bill To Magazine Invoice Comment Magazine Invoice Detail Compressed Multiple Entry Format 6 Mag Invoice Detail Ship To Bill To Compressed Multiple Entry Format 5 Magazine Credit Memo Header Magazine Credit Memo Detail Single Entry Format Magazine Credit Memo Comment Magazine Credit Memo Detail Compressed Multiple Entry Format 6 Non Standardized Bindery Header Non Standardized Bindery Detail Copyright 1981 2006 Summary of Record Types used in the EMS Continued Document PICS Synchronization Magazine Affidavit Magazine Draw Ret Adj Book Adjust Book Invoice Book Credit Memo EAM Electronic Authorization Statistics Functional Acknowledge ments Industry Survey Input ND Sales Collection D 201 Rev 7 9 02 Code 160 161 163 164 180 181 183 Description Reserved Reserved Reserved Reserved Magazine Affidavit Header Magazine Affidavit Detail Multiple Entry Format 4 Magazine Affidavit Detail Single Entry Format for use ONLY with STRT Magazine Draw Return Adjustments Header Magazine Draw Return Adjustments Detail Book Adjustment Header Book Sales Adjustment Detail Book Sales Adjustment Title amp Reference Info Book Sales Adjustm
56. Mfg Prod or Suppressed Code Country Code The country code associated with any UPC EAN bar code as of 1 1 2005 Part of the bar code If the field is blank it will be assumed to be a 0 This is actually the leading digit of the bar code regardless of where it is placed in this format Type of Code Value U Country Country Value U for USA Value C for Canada Note if the UPC and Cover price is the same in the US and Canada the National Distributor needs to still send two records Filler Unused Publisher Desc A short name identifying the publisher It may or may not need to be associated with the Publisher Code above This will allow recipient to know which publisher created this title Filler X 25 Unused 80 Record Expander Xd Value B Note Positions to 4 and 5 to 8 contain 0009 and ID of Recipient respectively D 201 Rev 5 3 04 Copyright 1981 2006 Record Code 069 Internal UPC Cover Title Data for use ONLY with STRT Positions From To Field Name Format Description 1 Variable X 1 Value V 2 6 7 10 11 14 15 17 18 31 Record Length From ID To ID Record Code Bar Code 9 5 A4 A4 9 3 X 14 Value 00141 The length of the transaction data in bytes Sender s Id Value 0009 Value 069 Right Justified Bar Code of the type of UPC or EAN
57. Not suppressed where S in last position is the Self Check digit e UPC format ONNNNNNNNNNNS e EAN format ONNNNNNNNNNNNS Country Value U for USA Value C for Canada Note if the UPC and Cover price is the same in the US and Canada the National Distributor needs to still send two records Year X 2 YY The year associated with the issue Issue Add on code X 2 AA The 2 digit code placed to the right of the UPC code which is printed on the cover of the periodical Cover Price 9 3 v99 The cover price associated with this UPC for the US or Canada based on the above fields BIPAD Number 9 5 The industry number by which this title is identified Parent BIPAD 9 5 The BIPAD Number of the parent title if any otherwise it should contain a zero value or the same BIPAD number as above Parent Authorization 9 5 The BIPAD Number of the title under which an authorization group is handled For example if a group of special interest titles are authorized simultaneously to distribution then the master product BIPAD number would be placed here A zero value or the BIPAD Number from above should be used if Parent Authorization doesn t apply Issues per Year The number of published issues per year for this title Title The title associated with this UPC code and BIPAD This system will only allow a single title per BIPAD It is the national distributor s r
58. Number System Pos 22 Pos 23 27 Mfg Number Pos 28 Pos 29 33 Prod Number Pos 34 Pos 35 Check Digit Pos 36 Pos 37 38 Issue Add On Suppressed UPC ie 0 123456 7 12 broken down as follows Pos 21 0 Pos 22 Pos 23 28 suppressed Number Pos 29 Pos 30 Check Digit Pos 31 Pos 32 33 Issue Add On Pos 34 to 38 blank Offsale Date 9 6 Off sale date for issue of mag being allotted format YYMMDD Returns Due Date 9 6 Final date that returns would be accepted for credit by the nat l distributor format YYMMDD Price Change X 1 Blank no change P Price change from previous issue UPC Change X 1 Blank no change U UPC change from previous issue Billing Price 9 3 v9 5 The discounted billing price for this magazine Extension 9 7 v999 The total dollar amount for this magazine quantity x billing price Title ND Change X 1 Blank no change N Either a new title or an existing title that is now being distributed by this national distributor BIPAD Title Change X 1 blank no change C the title for this BIPAD has changed Number of Full Bundles 9 5 Number of full bundles cartons making up the allotment Odd Bundle Copies X 3 Number of copies in the odd bundle The total number of full bundles and the odd bundle copies comprising the allotment would be calculated as follows A The Number of Full Bundles is equal to the integer portion of the Quan
59. Periodical Distribution Industry s Proprietary Electronic Data Interchange EMS User s Guide Document 201 Release 3 1 December 13 2006 Copyright 1981 2006 Revisions D 201 Rev 5 30 01 Copyright 1981 2006 Section D 201 Rev 4 7 00 PDA Table of Contents Topic Page Introduction din ante s bis deeseseseeesb cdoseseensesseu ssoveveaevassseccuscoseseseseebaceses 1 0 1 OVEDVIEW rs nr ni TE TIAA TEE SA E 2 0 1 Purpose Method of Operation Document Record Layouts Summary of Record Types Requests for Certain Data Downloads Record Descriptions Messages sn nt e eee eT ed thee Re eee a RAS 3 1 1 StAlEMEMUtS s2sseseciseedeessaerssereethaseashen seater EEE E E E E 3 2 1 Magazine Adjustments siin n e A ti ES E 3 3 1 Magazine ANotMEN Seniorinnen e eee aeae ee aae eoa EE een Sates 3 4 1 Magazine MMVolCE Sere nnn ms See Au Bele ee ahs ne ES 3 5 1 Magazine Credit Memoire be tests lettres indus tu es 3 6 1 Magazine Return ATi a vats 2448858 sense ends lan dessus 3 7 1 Book Adjustments iiine esiones ieis EEE EEEE A EE EEE EEE 3 8 1 BookKMMVOICES aop a E EA E EEE EEE ET aS 3 9 1 Book Cr dit Memos vroi ieni ar EEEE EEE E EREE 3 10 1 Reserved erinin ona a E E E ARS A An NAA 3 11 1 ES Se RE E a E ea 3 12 1 Internal Statisti S reni a a nn E a nan a aE 3 13 1 Functional Acknowledgements 3 14 1 BAM Data nn EEE E EE E E 3 15 1 PICS Dafa ienero Riis eek decide E
60. Record type 032 specifies the magazine and issue to which the transaction applies as well as the adjustment quantity dollar amount and a code indicating the type of adjustment Each detail record may optionally be followed by a comment record The comment record may be used to indicate the Wholesaler s reference number for the preceding detail as well as desired comments Non sale transactions will be specified using record types 034 and 035 Record type 034 will contain the transaction detail Each detail will include the dollar amount of the transaction as well as a code indicating the reason for the adjustment Record type 035 may be used to include a description of the transaction recorded on the preceding 034 record Price changes can be included as either a sales or non sales transaction Some National Distributors correct the price using a net billing or credit This would be done via a non sales adjustment Others use an accounting reversal and a charge back This type of correction would be accomplished via a sales adjustment D 201 Rev 12 13 06 3 Copyright 1981 2006 EMS 3 3 2 Field Descriptions Record Code 030 Adjustment Header Positions From To Field Name Format Description 12 15 Total Lines 9 4 The total number of records detail comment and description for this adjustment 16 21 Adjustment Date 9 6 The date of the adjustment Format YYMMDD 22 31 Adjustment Memo Number X 10 The National Distri
61. SPORTS 237re SNOW SPORTS 238re BICYCLING RUNNING 239re 240re SPORTS OTHER NEWS GENERAL 241re NEWS NATIONAL 242re NEWS FOREIGN 243re NEWS LOCAL SPEC 244re GOVERNMENT MILITARY 248re TABLOIDS 249re NEWS OTHER Copyright 1981 2006 Group 25 ENTERTAINMENT 26 LIFESTYLE 27 HEALTH FITNESS 28 SOCIAL LITERARY 29 BUSINESS FINANCE D 201 Rev 5 3 04 2 General Interest Code 250re Description ENTERTAINMENT GENERAL 251re 252re ELECTRONICS MUSIC INSTRUMENTS 253re SOFTWARE GAMES 254re 255re TV VIDEO MOVIE RADIO POP CULTURE 256re MUSIC REVIEWS 257re HI FI 259re 260re ENTERTAINMENT OTHER LIFESTYLE GENERAL 261re 264re PERSONALITIES MATURITY RETIREMENT 269re 270re LIFESTYLE OTHER HEALTH FITNESS GENERAL 271re FITNESS 272re HEALTH 273re 278re MUSCLE WEIGHT MENTAL SELF HELP 279re 280re HEALTH FITNESS OTHER SOC LIT GENERAL 281re HISTORY 282re LITERATURE FICTION 283re MATURITY 284re PROFESSIONAL ORGANIZATION 285re RELIGION 286re 287re SOCIAL EDITORIAL POLITICS MYSTERY CRIME 288re HUMOR 289re 290re SOC LIT OTHER BUSINESS GENERAL 291re BUSINESS NEWS 292re TAX 293re ENTREPRENEURSHIP 294re PERSONAL FINANCE 295re 296re PROFESSIONA
62. Single entry format for use ONLY with STRT Each record will hold only one BIPAD Issue Positions From To 12 16 BIPAD Field Name Format 9 5 Description The BIPAD Code identifying the magazine for the Nth item of a possible four items to be returned 17 20 UPC Issue 9 4 The code identifying the issue for the Nth item of a possible four items to be returned Format is YY AA where YY is the last digits of the year and AA are the magazine s add on code Quantity The number of copies of this issue for the Nth item of a possible four items for which credit is being requested Filler Unused D 201 Rev 4 7 00 Copyright 1981 2006 EMS 3 8 Book Adjustments 3 8 1 Record Types Book adjustment memos are transmitted from the National Distributor to its Trading Partner The following record types are used for book adjustments Code Description 230 Adjustment Header 232 Sales Adjustment Detail 233 Sales Adjustment Title and Reference Information 234 Sales Adjustment Comment 235 Non Sales Adjustment Detail 236 Non Sales adjustment Detail Description Each adjustment will be preceded by an adjustment header specifying the adjustment number total number of records in the adjustment including detail and comment net copies being adjusted and total adjustment dollar amount Two types of transactions may be included in the adjustment Sales transactions Non
63. The table value for the intersection would be the value that was placed in the appropriate position of the N byte format The positional correspondence between the 2 N character record and the N byte record is for each pair divide the even position by 2 For example the pair of positions 7 8 of the 2 N character record would be placed in byte 4 of the N byte record After completing the above compression the programmer should prepend 6 bytes to the front of the 2N record which would contain the letter R and the 5 byte length of the 2 N record The end result will be that the actual final record will be 2 N 6 bytes in length The user may choose to develop an alternative method of compressing other than the one described above See Programming Suggestions later in this Appendix for one such method However the results must be identical D 201 Rev 4 7 00 Copyright 1981 2006 Graphic gt 0 Hex gt F0 used used used Fl F2 F3 F4 F5 F6 F7 F8 F9 40 X E7 60 not used not used not used F0 2 I A LU BR D 2 I D Un EE D oO Compression Translation Table Figure App 1 EBCDIC Graphic gt 0 Hex gt 30 used used used 0F 1F 2F 3F 4F SF 6F 7F 8F 40 60 0 1 2 3 4 5 6 T 8 D ID Un amp D 80 9E AO AE AF X BO BF C0 CF not used DO DE DF not used EO EE EF not used FO FE FF oO Compression Translation Table Figure
64. a Record Record Extenders A amp B The purpose of this set of transmissions is to allow EMS to consolidate all the UPC Cover Price Title data into a single area and make it available to the wholesale retail community The data provided via the 061 records will be made available to the retail and wholesale community via both the EMS system and the IPDA org web site A full UPC bar code consists of gt Number system 1 digit gt UPC code 10 digits gt Self Check Digit 1 digit In the formats 06x formats these fields are not presented in the above sequence it is up to the recipient to reconstruct the full code The new code needs to be 12 positions with no leading or embedded blanks A full EAN bar code consists of gt Country Code 1 digit gt Number system 1 digit gt UPC code 10 digits gt Self Check Digit 1 digit In the formats 06x formats these fields are not presented in the above sequence it is up to the recipient to reconstruct the full code The new code needs to be 13 positions with no leading or embedded blanks The 061 record format is made up of multiple records The Number System UPC Code Self Check Digit Country Code and Country create the record uniqueness which will allow the receiver to reconstruct the multiple record expanders into a full record A complete 061 is made up of two extender records an A and a B Within the transmission the B extender must follow the A It is possible
65. adjusted 62 80 Filler X 19 Unused Record Code 234 Sales Adjustment Comment Positions From To Field Name Format Description 12 21 ISBN 9 10 The International Standard Book Number ISBN identifying the book for which an adjustment is being made 22 80 Comment X 59 Free form message concerning the preceding adjustment Record Code 235 Non Sales Adjustment Detail Positions From To Field Name Format Description 12 21 Wholesaler s Reference Number X 10 Reference number used by Wholesaler to match this transaction to his records 22 32 Adjustment Dollar Amount S9 9 v99 The total adjustment dollar amount for this transaction Debits will be indicated by a positive value Credits will be indicated by a negative value Filler X 46 Unused Adjustment Code X 2 A code clarifying the reason for the adjustment FR Freight on return FD Freight on delivery HD Handling RK Racks AL Allowance PN Price Change ON Other Record Code 236 Non Sales Adjustment Description Positions From To Field Name Format Description 12 80 Description X 69 Free form field which may be used to clarify the reason for the preceding adjustment D 201 Rev 4 7 00 Copyright 1981 2006 EMS 3 9 Book Invoices 3 9 1 Recor
66. aken off sale 111 120 Editorial Category Industry standard magazine editorial category see table below D 201 Rev 5 3 04 Copyright 1981 2006 Le Record Code 264 Barcode Cover Title Issue Rejects Record A Continued Positions From To Field Name Format Description 121 128 Publisher Code X 8 An alphanumeric code identifying the supplier s internal code for the publisher of the UPC This will be used to allow the publisher to receive its bar codes via EMS or the web site 129 148 Publisher Desc Actual name of publisher of the product In most cases it would be the name associated with the Publisher Code however it could be different For example if Publisher A and Publisher B sell product to Middleman X who in turn sells both products to Middleman Y it is reasonable that the Publisher Code would be the same for both titles however the Publisher Desc would be different for each title This field would allow a retailer to coordinate all products belonging to a single publisher even if the publisher uses more than one national distributor 149 200 Filler Unused D 201 Rev 5 3 04 Copyright 1981 2006 Record Code 264 Barcode Cover Title Issue Rejects Record B Positions From To Field Name Format Description 1 Variable X 1 Value V 2 6 7 10 11 14 15 17 18
67. ansactions for the month Left Zero Fill 128 138 Foreign Draw Wholesale Dollars 9 11 The summarized Foreign draw and draw type wholesale dollar transactions for the month Left Zero Fill 139 149 Foreign Return Wholesale Dollars 9 11 The summarized Foreign return and return type wholesale transactions for the month Left Zero Fill 150 160 US Draw Retail Dollars 9 11 The summarized US draw and draw type retail dollar transactions for the month Left Zero Fill 161 171 US Return Retail Dollars 9 11 The summarized US return and return type retail transactions for the month Left Zero Fill 172 182 Canadian Draw Retail Dollars 9 11 The summarized Canadian draw and draw type retail dollar transactions for the month Left Zero Fill 183 193 Canadian Return Retail Dollars 9 11 The summarized Canadian return and return type retail transactions for the month Left Zero Fill 194 204 Foreign Draw Retail Dollars 9 11 The summarized Foreign draw and draw type retail dollar transactions for the month Left Zero Fill 205 215 Foreign Return Retail Dollars 9 11 The summarized Foreign return and return type retail transactions for the month Left Zero Fill 216 222 US to Canadian Conversion Factor 99v99999 Average factor ND used during the month to convert US to Canadian funds Left Zero Fill 223 350 Filler X 12
68. at with a corresponding self check digit the self check digit is accurate the cover price is a positive number the title field is not blank and the BIPAD is not zero If EMS identifies a validation error it will return the offending record back to the sender using record types 063 and 064 EMS will create two sets of output files record formats 065 and 066 one for the United States and one for Canada During the creation process of record format 065 and 066 EMS needs to force the sender field to be 0009 and the receiver field to be 0000 Note that this should only be on record formats 065 and 066 not in the PICS Database It is strongly recommended that the provider of UPC codes only use full UPC codes not Suppressed UPC codes It should be noted that there is a direct one to one relationship between a suppressed UPC code and its full version No matter which is placed on the cover the scanner software automatically translates it to the full version before sending it to the application software For this reason if the sender is provides a suppressed UPC code it will be exploded into the full version and the full version will be placed in the PICS database If the sender sends both the full and the suppressed versions or more than one of any version only the first one read will be used all the other ones whether or not they are suppressed or full will be returned to the sender There will not be any suppressed codes in the PICS database
69. ay N Invalid Title BIPAD Duplicate Record Active BIPAD Title blank Okay N Invalid BIPAD Blank Okay N This record was rejected because the same full UPC was already sent within this transmission whether or not it was sent as a full or suppressed UPC code Used in conjunction with Conflicting Owner blank Title is Active N Title is Inactive BIPAD Ownership Blank Okay N Cannot place a barcode under a BIPAD which isn t under your control D 201 Rev 5 3 04 Copyright 1981 2006 Le Record Code 064 UPC Cover Title Reject Data EMS to N D B Continued Positions From To Field Name Format Description 40 Company Prefix X 1 Blank Okay N Unknown Company Prefix Filler X 39 Unused 80 Record Expander X 1 Value B Note Positions 1 to 4 and 5 to 8 contain 0009 and ID of recipient the EMS user that actually sent in this record respectively D 201 Rev 5 3 04 Copyright 1981 2006 VPA Record Code 064 UPC Cover Title Data N D to EMS C Positions From To Field Name Description 12 Number System The Number System in which this UPC resides or a 0 for a suppressed code UPC Code A UPC code that will be used to designate a specific title left justified If position 12 contains a 0 positions 13 to 18 are numeric and position
70. ay eliminate it from the file it sends to EMS This would be for both discontinued titles and discontinued cover prices It is the national distributors publishers responsibility to insure that this file contains each and every UPC cover price combination that could be scanned by a retailer from the day they create the file and into the future for at least 90 days back and up to 45 days forward A national distributor publisher may transmit as often as it chooses but not less than once per week By using multiple transmissions a national distributor can advise the wholesalers of D 201 Rev 5 3 04 Copyright 1981 2006 EWA late breaking UPC cover price combinations For this reason it is suggested that the Wholesaler Retailer request and use the data on a daily basis Once per day in the late evening hours EMS will take each and every national distributor publisher transmitted 061 record format and destructively overlay it in their master file The resulting file will have the latest data supplied by the national distributor publisher available for transmission to the wholesalers retailers It will also smooth out any ripples from the varying national distributor publisher operating schedules It will be EMS responsibility while updating the PICS Database to insure that the Parent BIPAD and the Parent Authorization fields are standardized according to 066 record format specifications EMS will also insure that the UPC code is in a valid form
71. be reported on this 078 record but rather on its own 071 record Cover Price The cover price for the Nth item of the possible six items on this 078 record The cover price must be a positive number and must not exceed 9 99 If this item does not meet this criteria then it cannot be reported on this 078 record but rather on its own 071 record Billing Price 9v9 5 The billing price for the Nth item of the possible six items on this 078 record The billing price must be a positive number and must not exceed 9 99999 If this item does not meet this criteria then it cannot be reported on this 078 record but rather on its own 071 record 38 61 2nd Group Magazine Issue Combination 62 85 3rd Group Magazine Issue Combination 86 109 4th Group Magazine Issue Combination 110 133 Sth Group Magazine Issue Combination 134 157 6th Group Magazine Issue Combination 158 159 Filler Unused 160 Number of items on record Count of the number of items recorded on this record 1 to 6 D 201 Rev 9 28 01 Copyright 1981 2006 EMS Record Code 079 Invoice Detail Ship to not same as Bill to Multiple entry format POA Compressed record type as described in Appendix A Each record will hold up to five different BIPAD Issue combinations using twenty four 24 positions Positions From To Decompressed Field Name Format
72. butor s reference number which uniquely identifies this adjustment 32 39 Net Quantity S9 8 The sum of the quantities to be adjusted on all subsequent sales details May be positive or negative 40 48 Net Amount S9 7 v99 The sum of the dollar amounts on all of the subsequent details sales and non sales May be positive or negative denotes a credit Wholesaler s Reference X 10 The number by which the wholesaler requested this Number adjustment provided by the wholesaler to the ND Filler X 26 Unused Sender Control Id X 4 A unique AlphaNumeric code which the sender places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient Filler X 2 Unused Record Code 032 Sales Adjustment Detail Positions From To Field Name Format Description 12 16 BIPAD 9 5 The BIPAD number of the magazine being adjusted 17 20 UPC Issue 9 4 The code identifying the issue being adjusted Format is YYAA where YY is the last digits of the year and AA are the magazine s add on code Cover Issue X 6 The alphabetic issue date printed on the magazine Title X 19 The title of the magazine being adjusted Quantity S9 7 The number of copies of the issue for which an adjustment has been made May be positive or negative Cover Price 9 3 v99 The cover price of the issue being adjusted Billing Price 9 3 v9 5 The discounted billing price for this
73. calendar year for which the data in this record applies in form of YYYY 24 33 US Draw Units 9 10 The summarized US draw and draw type unit transactions for the month Left Zero Fill 34 43 US Return Units 9 10 The summarized US return and return type unit transactions for the month Left Zero Fill 44 53 Canadian Draw Units 9 10 The summarized Canadian draw and draw type unit transactions for the month Left Zero Fill 54 63 Canadian Return Units 9 10 The summarized Canadian return and return type unit transactions for the month Left Zero Fill 64 73 Foreign Draw Units 9 10 The summarized Foreign draw and draw type unit transactions for the month Left Zero Fill 74 83 Foreign Return Units 9 10 The summarized Foreign return and return type unit transactions for the month Left Zero Fill 84 94 US Draw Wholesale Dollars 9 11 The summarized US draw and draw type wholesale dollar transactions for the month Left Zero Fill 95 105 US Return Wholesale Dollars 9 11 The summarized US return and return type wholesale transactions for the month Left Zero Fill 106 116 Canadian Draw Wholesale Dollars 9 11 The summarized Canadian draw and draw type wholesale dollar transactions for the month Left Zero Fill 117 127 Canadian Return Wholesale Dollars 9 11 The summarized Canadian return and return type wholesale tr
74. ction Data OI PIE EE EN EN EEE ia is 6 17 18 19 20 21 22 23l n Liri Rl LIRI LIRI IRI IRI IRI Ri iri iri LRP LRP LRPLPRILIRILIRILIRILIRILIRILIRILIRILL RL BB V_ Bytes Data part of record Sender Receiver Record Format Transaction Data 2 RiLIRi IRL IRI IRI iRi iR Ri iR ReRe eR iee LPRLL RLLALL ALL RPL RIL RA LR L Bytes Data part of record RECEPTOR CREPE EREEEREEeEEnnnEeReneae L R Sender _ Receiver RecFmt Compressed Transaction Data are the number of bytes beginning with Sender byte 7 and going through Transaction Data Maximum Record Size is 99 999 Record must always end on an byte boundry half bytes must be rounded to next byte Record type Determined by the value in position 1 if it s between 0 amp 9 then it is part of the sender s id D 201 Rev 7 1 01 Copyright 1981 2006 VPA Appendix A Rules for Compressing and Decompressing Certain Record Types One of the highest costs to run and operate the EMS system is for the telephone charges that accrue during the transmission of records both between the Wholesaler and DPS DPS and the National Distributor and vice versa As a result of the large number of certain record types such as magazine and book invoice and credit memo detail records as well as ABC magazine affidavit and sales information it is desirable to have method that reduces the number of records total bytes that need to be transmitted The following describes
75. d Types Book invoices are transmitted from the National Distributor to its Trading Partner The following record types are used for book invoices Code Description 270 Invoice Header 271 Invoice detail Single entry format 272 Invoice Detail Ship to not same as bill to single entry format 274 Invoice alternate reference 275 Invoice comment 278 Invoice Detail Compressed multiple entry 4 format 279 Invoice Detail Ship to not same as bill to compressed multiple entry 4 format Each invoice will be preceded by an invoice header specifying the invoice number total number of records in the invoice including detail and comment total number of copies being invoiced and total invoice dollar amount Following the header will be any of four types of invoice details In order to reduce the transmission time the sending national distributor may compress up to four detail items on a single record type 278 or 279 Alternatively the national distributor may use the corresponding record type 271 or 272 which has a format of one record for each item Lastly record types 272 and 279 are used when a book was shipped to a location other than the wholesaler Note that record types 278 and 279 contain only a limited amount of information as compared to the 271 and 272 record types It does not contain the actual extension and the Publisher s book number The extension can be easily be calculated by multiplying the quantity by the billing
76. de the first 6 bytes described above Sending Account Number The four position identification number of the Subscriber originating the transmission gt Receiving Account Number The four position identification number of the Subscriber to which the record is to be transmitted gt Record Code The three position code identifying the type of record Depending on the record code supplied the remainder of the record layout varies Data transmitted in normal format will be in character Display format Field formats are described using standard COBOL PICTURE notation All numeric fields are zoned decimal i e the sign of the field is represented by an overpunch on the first byte of the field Decimal places are always implied the decimal point will not be physically present Leading zeros should be inserted where needed All of the fields included in the layout for a particular record type may not be used by everybody The end user should verify which fields will be supplied by the sending party Unused numeric fields may contain spaces rather than zeros Each installation should screen the data before using it in numeric computations Account identification numbers have been assigned by DPS to all participating Subscribers Valid Sending and receiving account numbers must be present on each record otherwise the transmission will be rejected Each type of document that may be transmitted is discussed in one of the following s
77. e for transmitting this data Code Description 700 Functional Acknowledgement Header 712 Transaction Set Sent To EMS 713 Transaction Set Picked Up From EMS A Carbon Copy is requested by placing one or more 981 Record Formats after the last detail record of any transaction set and before the next transaction begins If there is a transaction set being placed into a CC s mailbox as determined by the Receiver s ID field not being equal to the mailbox into which the transaction is placed the CC ID from the 981 is placed in Record Format 712 s CC ID field If it is a normal send receive transaction set then the CC ID field should be set equal to 0000 If a transaction set being picked up from a mailbox where the Receiver s ID is not equal to the EMS ID of the mailbox being picked up then the 713 CC ID field should be populated with mailbox number picking up the transaction set If it is a normal send receive transaction set then the CC ID field should be set equal to 0000 It is possible that when a recipient picks up its mailbox that the mailbox contains both normal send receive as well as C C transactions sets Only the CC ID field of the CC Transaction sets would be populated with the mailbox number the others would be zero For example for picking up transactions from Mailbox 3456 0035 3456 050 CC ID set equal to 0000 0040 1234 050 CC ID set equal to 3456 0040 3456 050 CC ID set equal to 0000 0040 7777
78. ections Each section includes D 201 Rev 4 7 00 A general description of the purpose of each record a detailed record layout for each record type specifying each field name its format and a description of its contents Copyright 1981 2006 PDA 3 1 Messages 3 1 1 Record Types A record type has been included to allow any Wholesaler or National Distributor participating in the EMS to send mail messages to any other participating member Wholesaler or National Distributor Mail messages can be sent using the following record type Code Description 010 Message Record As many message records as desired can be included in a particular mailing By assigning a message number to each record several message records can be grouped together to create a longer message Field Descriptions Record Code 010 Message Record Positions From To Field Name Format Description 12 17 Message Number 9 6 A number that identifies all records for a particular message 18 20 Sequence Number 9 3 Used for multiple line messages to indicate the sequence number of this specific lines position within the message 21 80 Message X 60 Free form message field D 201 Rev 4 7 00 l Copyright 1981 2006 EMS 3 2 Statements 3 2 1 Record Types Monthly statements are transmitted from the National Distributor to the Wholesaler Monthly statements are transmitted using the following record types
79. eing distributed by this national distributor BIPAD Title Change X 1 blank no change C the title for this BIPAD has changed Number of Full Bundles 9 5 Number of full bundles cartons making up the allotment Odd Bundle Copies X 3 Number of copies in the odd bundle The total number of full bundles and the odd bundle copies comprising the allotment would be calculated as follows A The Number of Full Bundles is equal to the integer portion of the Quantity divided by the Copies per Bundle D 201 Rev 4 7 00 4 Copyright 1981 2006 PDA The Odd Bundle Copies is equal to the Quantity minus Number of Full Bundles multiplied by Copies per Bundle For example Quantity Copies per Bundle A B 150 100 100 100 Number of Full Bundles 1 1 Odd Bundle Copies 50 0 Record Code 058 Distribution Correction 2nd Extended Positions From To Field Name Format Description 12 16 BIPAD 9 5 BIPAD of mag being adjusted 17 20 UPC Issue 9 4 Code of issue to being adjusted Format Y YAA where YY is last digits of year AA is magazine s add on code Original Allotment Number X 10 The original allotment number on which BIPAD Issue was first transmitted Issue Code Change X 1 blank no change C The issue code previously reported needs to be changed The next two fields show the original and re
80. ent Comment Book Non Sales Adjustment Detail Book Non Sales Adjustment Detail Description Book Invoice Header Book Invoice Detail Single Entry Format Book Invoice Detail Ship To Bill To Book Invoice Alternate Reference Book Invoice Comment Book Invoice Detail Compressed Multiple Entry Format 4 Book Inv Detail Ship To Bill To Compressed Multiple Entry Format 4 Book Credit Memo Header Book Credit Memo Detail Single Entry Format Book Credit Memo Comment Book Credit Memo Detail Compressed Multiple Entry Format 4 Authorization Detail Rejected Authorization Detail Rejected Authorization Header Confirmation Authorization Detail Internal Statistics Header Mailbox Master Session Statistics Compressed Multiple Entry Format 12 Functional Acknowledgements Header Functional Acknowledgement to EMS Functional Acknowledgement to Recipient Industry Survey Header Industry Survey Company Level Detail ND Issue Level Sales Collection Header ND Issue Level Sales Collection Detail 2 0 5 Copyright 1981 2006 EMS Summary of Record Types used in the EMS Continued Document Code Description Admin 981 Request a Simultaneous Carbon Copy D 201 Rev 7 9 02 0 Copyright 1981 2006 Kebi 3 Record Descriptions This chapter presents detailed descriptions of all the record types included in the EMS Standard features common to all record types are discussed below D 201 Rev 4 7 00
81. er Code would be the same for both titles however the Publisher Desc would be different for each title This field would allow a retailer to coordinate all products belonging to a single publisher even if the publisher uses more than one national distributor For the time being 5 D 201 Rev 5 3 04 the current 5 digit editorial category into the 1 five positions of the 069 editorial categor Copyright 1981 2006 Record Code 260 Barcode Cover Title Issue Data Header STRT WILL READ USING THE 069 RECORD FORMAT Positions From To Field Name Format Description 1 Variable X 1 Value V 2 6 Record Length 9 5 Value 00194 The length of the transaction data in bytes 7 10 From ID 9 4 Sender s Id 11 14 To ID 9 4 Value 0009 15 17 Record Code 9 3 Value 260 18 21 Sender Control Id X 4 A unique Alphanumeric code which the sender places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient Total Lines 9 6 The total number of 061 records Process Date 9 6 The date YYMMDD the data was processed by the national distributor publisher Left Zero fill Process Time 9 4 The time associated with the process date HH MM that the data was processed by the national distributor publisher Date and time are required to allow EMS to determine the latest file in the event a national distributor publisher transmits more than one
82. er Control Id A unique Alphanumeric code which the sender places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient Total Lines The total number of 061 records Process Date The date YYMMDD the data was processed by the national distributor publisher Left Zero fill Process Time The time associated with the process date HH MM that the data was processed by the national distributor publisher Date and time are required to allow EMS to determine the latest file in the event a national distributor publisher transmits more than one file between EMS daily update cycles Left Zero fill 38 40 Sync Identifier Used by STRT to sync 069 records with 061 amp 261 41 200 Filler Unused D 201 Rev 5 3 04 Copyright 1981 2006 Record Code 266 Barcode Cover Title Issue Data Positions From To Field Name Description 1 Variable Value V 2 6 7 10 11 14 15 17 18 Record Length From ID To ID Record Code Record Expander Value 00194 The length of the transaction data in bytes Sender s Id Value 0009 Value 266 Value A 19 32 Bar Code Right Justified Bar Code of the type of UPC or EAN suppressed codes will note be accepted they will be exploded into full codes e UPC format ONNNNNNNNNNNS e EAN format ONNNNNNNNNNNNS Country Value U for USA Value C for
83. es 9 6 The total number of 061 records Process Date 9 6 The date YYMMDD the data was processed by the national distributor publisher Left Zero fill Process Time 9 4 The time associated with the process date HH MM that the data was processed by the national distributor publisher Date and time are required to allow EMS to determine the latest file in the event a national distributor publisher transmits more than one file between EMS daily update cycles Left Zero fill 38 40 Sync Identifier Used by STRT to sync 069 records with 061 amp 261 41 200 Filler Unused D 201 Rev 5 3 04 Copyright 1981 2006 Record Code 264 Barcode Cover Title Issue Rejects Record A Positions From To Field Name Format Description 1 Variable X 1 Value V 2 6 7 10 11 14 15 17 18 Record Length From ID To ID Record Code Record Expander 95 9 4 9 4 3 Xd Value 00194 The length of the transaction data in bytes Sender s Id Value 0009 Value 264 Value A 19 32 Bar Code X 14 Right Justified Bar Code of the type of UPC or EAN suppressed codes will note be accepted they will be exploded into full codes e UPC format OONNNNNNNNNNNS e EAN format ONNNNNNNNNNNNS Country Value U for USA Value C for Canada Note even if the UPC and Cover price is the same in the US and Canada the Nati
84. esponsibility to insure that there is only one title supplied per BIPAD If a special interest publication has four names one for each quarter EMS will only be able to carry one in its title file If more than one is submitted EMS cannot guarantee which one will be used 84 93 Issue Description The date printed on the issue 94 101 On Sale Date The date in the form of YY YYMMDD that the issue is to be placed on Sale D 201 Rev 5 3 04 Copyright 1981 2006 Record Code 069 Continued Internal UPC Cover Title Data for use ONLY with STRT Positions From To Field Name Format Description 102 109 Off Sale Date 9 8 The date in the form of YY YYMMDD that the issue is to be taken off sale 110 119 Editorial Category 9 10 A yet to be defined industry standard magazine editorial category see table below 120 127 Publisher Code X 8 An alphanumeric code identifying the supplier s internal code for the publisher of the UPC This will be used to allow the publisher to receive its bar codes via EMS or the web site 128 147 Publisher Desc Actual name of publisher of the product In most cases it would be the name associated with the Publisher Code however it could be different For example if Publisher A and Publisher B sell product to Middleman X who in turn sells both products to Middleman Y it is reasonable that the Publish
85. eturn Publisher Number Code assigned by the National Distributor to a publisher or book line Used if the National Distributor issues separate credit memos by publisher or book line Sender Control Id A unique AlphaNumeric code which the sender places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient Since all other transactions use a 4 character id and this uses only a 3 character id it is recommended that a blank be implied as the first position of this id D 201 Rev 4 7 00 Copyright 1981 2006 Record Code 281 Credit Memo Detail Single entry format Positions From To Field Name Format Description 12 21 ISBN 9 10 The International Standard Book Number ISBN identifying the book or prepack to be credited 22 28 Quantity 9 7 The number of copies of the book or units of the prepack to be credited 29 34 Cover Price 9 4 v99 The cover price of the book or the value of the prepack to be credited 35 43 Billing Price 9 4 v9 5 _ The discounted billing price for this book or prepack 44 53 Extension 9 7 v999 The total dollar amount for this book or prepack quantity x billing price 54 60 Publisher Book Number 9 7 The non ISBN identification number used by the publisher for this title 61 78 Filler X 18 Unused 79 80 Explanation Code X 2 A code clarifying the action taken on this return RC Accepted Returned
86. eturn item may optionally be followed by a comment record The comment record may be used to include messages relating to the specific returned item D 201 Rev 4 7 00 Copyright 1981 2006 EMS 3 10 2 Field Descriptions Record Code 280 Credit Memo Header Positions From To Field Name Format Description 12 15 Total Lines 9 4 The total number of records 281 285 and 288 for this credit memo 16 21 Process Date 9 6 The date the data was processed by the National Distributor Format YYMMDD 22 31 Credit Memo Number X 10 The National Distributor s reference number which uniquely identifies this credit memo 32 39 Total Accepted 9 8 The total of all the quantity fields on record types 281 and 288 for all accepted return items for this credit memo 40 48 Total Credit 9 7 v99 The total dollar amount for this credit memo It is equal to the sum of the extensions for each 281 record type added to the product of quantity and billing price appropriately rounded for each 288 record type for each accepted return item Wholesaler Date The date of the return as specified by the Wholesaler Format YYMMDD Total Refused The total of all the quantity fields on record types 281 and 288 for all rejected return items for this credit memo Wholesaler Credit Memo Number The reference number used by the wholesaler to uniquely identify this r
87. file between EMS daily update cycles Left Zero fill Sync Identifier Used by STRT to sync 069 records with 061 amp 261 Filler Unused Return to Sender Code Values B Out of Balance D Illegal Date S Out of Sync T Unrecognized IPDA org ID 147 200 Filler Unused D 201 Rev 5 3 04 Copyright 1981 2006 Record Code 261 Barcode Cover Title Issue Data STRT WILL CREAD USING THE 069 RECORD FORMAT Positions From To Field Name Format Description Variable X 1 Value V Record Length From ID 9 5 94 Value 00194 The length of the transaction data in bytes Sender s Id To ID 94 Value 0009 Record Code Record Expander 3 X 1 Value 261 Value A Bar Code X 14 Right Justified Bar Code of the type of UPC or EAN suppressed codes will note be accepted they will be exploded into full codes e UPC format OONNNNNNNNNNNS e EAN format ONNNNNNNNNNNNS Country Value U for USA Value C for Canada Note even if the UPC and Cover price is the same in the US and Canada the National Distributor needs to still send two records Year X 2 YY The year associated with the issue Issue Add on code X 2 AA The 2 digit code placed to the right of the UPC code which is printed on the cover of the periodical Cover Price 9 3 v99 The cover
88. has requested this data The IPDA member will receive all the transactions that occurred for the previous month This would include not only transactions that are sent to from themselves but those transactions sent to from everyone else in the system as well Group Category Header codes 010 General Message 230 Book Adjustments 020 Statements 250 Book Purchase Order Ack 030 Magazine Adjustments 270 Book Invoices 050 Magazine Allotments 280 Book Credit Memos 060 PICS Database 700 Internal Statistics 070 Magazine Invoices Others yet to be defined 080 Mag Credit Memos 090 Bindery Transfer 180 Magazine Affidavits The record count field on the 706 record format can only go as high as 999 Therefore if any group category within a session exceeds that number it needs to be split into several components that when taken together will add up to the total record count for that group category For example if the total for the group category is 2 350 then it would be split into three records The first for 999 the second for 999 and the third would have 352 A record type 706 will only be sent if the transmission was successful EMS computer center will filter out abended records before creating the transmission file D 201 Rev 4 7 00 Copyright 1981 2006 The record type 706 for any given month will be available only from the second business day through the last day of the month following the activity period The header record type 700 prov
89. he six digit number ends in a 3 throw away the 3 and place five zeros between the third and fourth remaining digits to create the full UPC IE 354113 becomes 35400 00011 and 354013 becomes 35400 00001 then go to step II D If the six digit number ends in a 0 1 or 2 move the 0 or 2 so that it becomes the third digit and then add four zeros following it before replacing the remaining three digits to create the full UPC IE 341232 becomes 34200 00123 and 270011 becomes 27100 00001 and 650220 becomes 65000 00022 then go to step III Only the full UPC code can be used to determine the Self Check Digit For example purposes assume an 11 digit UPC Number System plus full 10 digit UPC of 0 12345 67890 The 0 2 4 6 8 amp 0 digits are the odd positions and the 1 3 5 7 amp 9 are the even digits For this calculation the digits are all handled as separate numbers A Add up all the Odd digits to get Odd_Sum For example 20 B Multiply Odd_Sum by 3 to get Odd_Mult For example 60 C Add up all the Even digits to get Even_Sum For example 25 D Add Odd_Mult to Even_Sum to get Tot_Val For example 85 E Subtract Tot_Val from 1000 to get Dif_Val For example 915 F Keep only the units digit from Dif_Val to get Self Check Digit For example 5 Note A modulo 10 function can be used for this step Examples 1 Actual example 1 Forbes has a suppressed UPC of 0 439338 It expands to a full UPC of 0
90. header specifying the Wholesaler s reference number for this affidavit total number of detail records in the affidavit the date of the return and the total number of copies being returned Following the header will be as many affidavit detail records as needed Returns of up to four 4 magazine issues can be included on a single 181 record in normal format IPDA s Transaction Management Software STRT e Senders who use STRT e Sender s affidavit software creates Record Format 180 amp 183 records e STRT inputs Record Formats 180 amp 183 and then outputs modified 180 amp 181 record formats e Receivers who use STRT and select the 183 output option in their STRT profile e STRT inputs Record Formats 180 amp 181 and then outputs modified 180 amp 183 record formats e Receiver s affidavit software uses Record Format 180 amp 183 records D 201 Rev 4 7 00 7 Copyright 1981 2006 EMS 3 7 2 Field Descriptions Record Code 180 Affidavit Header STANDARD Positions From To Field Name Format Description 12 15 Total Lines 9 4 The total number of detail records for this affidavit 16 21 Date of Return 9 6 The date of the affidavit Format YYMMDD 22 31 Reference Number X 10 The Wholesaler s reference number which uniquely identifies this affidavit 32 39 Total Quantity 9 8 The sum of the quantities to be returned on all the subsequent record ty
91. hip to detail items on a single record type 079 Alternatively the national distributor may use the corresponding record type 071 or 072 which has a format of one record for each item Record types 072 and 079 are used when a magazine is to be shipped to a location other than the wholesaler Note that record types 078 and 079 contain only a limited amount of information as compared to the 071 and 072 record types It does not contain the magazine title issue description printed on the cover and the actual extension The extension can be easily be calculated by multiplying the quantity by the billing price standard rounding 5 or higher rounds up whereas 49999 or less rounds down needs to be performed on each and every return item not only on the final total Each invoice item may optionally be followed by a comment record The comment record may be used to include messages relating to the specific invoiced item D 201 Rev 9 28 01 J Copyright 1981 2006 EMS 3 5 2 Field Descriptions Record Code 070 Invoice Header Positions From To Field Name Format Description 12 15 Total Lines 9 4 The total number of records 071 072 075 078 and 079 for this invoice 16 21 Process Date 9 6 The date the data was processed by the National Distributor Format YYMMDD 22 31 Invoice Number X 10 The National Distributor s reference number which uniquely identifies this invoice
92. ht 1981 2006 Record Code 056 Distribution Correction Detail Positions From To Field Name Format Description 12 16 BIPAD 9 5 BIPAD of mag being adjusted 17 20 UPC Issue 9 4 Code of issue to being adjusted Format Y YAA where YY is last digits of year AA is magazine s add on code Cover Issue X 6 Alphabetic issue date printed on the magazine if adjusted Title X 19 Title of mag if adjusted Incremental Copies S9 7 Incremental number of copies to previously reported allotment if adjusted Cover Price 9 3 v99 Cover price if adjusted UPC X 10 UPC on the cover of the magazine Add on code can be gotten from Positions 19 amp 20 within the UPC Issue If adjusted Onsale Date 9 6 The on sale date for the issue of the magazine format YYMMDD if adjusted Frequency 9 3 The frequency of the magazine expressed in issues per year i e 001 is an annual 012 is a monthly and 052 is a weekly If adjusted Copies per Bundle 9 3 The number of copies of each magazine contained in a standard carton or package if adjusted Packaging Code X Code indicating packaging type used if adjusted O Shrink wrapped opaque C Shrink wrapped clear T Tabbed B Banded D 201 Rev 4 7 00 Copyright 1981 2006 EMS Record Code 057 Distribution Correction 1st Ex
93. ide a record count for all continuous 80 byte records in the 70x group It will also provide a further check the total number of each of record counts up to twelve on record type 706 D 201 Rev 4 7 00 Copyright 1981 2006 EMS 3 13 2 Field Description Record Code 700 Statistics Header Positions From To Field Name Format Description 12 15 Total Lines 9 4 The total number of statistic and support records 701 706 16 22 Total session records 9 7 The total of all up to twelve the record counts on record type 706 23 80 Filler X 58 Unused Record Code 701 A Mailbox Master Name City Positions From To Field Name Format Description 12 12 Record Expander X 1 Value A 13 16 Mailbox ID 9 4 EMS mailbox number 17 46 Name X 30 Name of EMS mailbox user 47 66 City X 20 City of EMS mailbox user 67 68 State X 2 State Province of EMS mailbox user 69 80 ZIPCODE X 12 Postal Code of EMS mailbox user USA ZIP 99999 999999 Canada Code ANA NAN Record Code 701 B Mailbox Master Address Positions From To Field Name Format Description 12 12 Record Expander X 1 Value B 13 16 Mailbox ID 9 4 EMS mailbox number 17 46 Address 1 X 30 First line of Address of EMS mailbox user
94. ight 1981 2006 PDA Record Code 061 UPC Cover Title Data N D to EMS B Positions From To Field Name Description 12 Number System The Number System in which this UPC resides or a 0 for a suppressed code UPC Code A UPC code that will be used to designate a specific title left justified If position 12 contains a 0 positions 13 to 18 are numeric and positions 19 to 22 are blank then it is a zero suppressed barcode Self Check Digit The internally calculated self check digit associated with the Number system Mfg Prod or Suppressed Code Country Code The country code associated with any UPC EAN bar code as of 1 1 2005 Part of the bar code If the field is blank it will be assumed to be a 0 This is actually the leading digit of the bar code regardless of where it is placed in this format Type of Code Value U Country Country Value U for USA Value C for Canada Note if the UPC and Cover price is the same in the US and Canada the National Distributor needs to still send two records Publisher Code An alphanumeric code identifying the supplier s internal code for the publisher of the UPC This will be used to allow the publisher to receive its bar codes via EMS or the web site Publisher Desc A short name identifying the publisher It may or may not need to be associated with the Publisher Code above This will allow a retailer to know which publisher created this title Filler Unused Record Expande
95. le to deal with the following four possibilities e Created EBCDIC and Delivered to EBCDIC e Created in EBCDIC and Delivered to ASCII e Created in ASCII and Delivered to ASCII e Created in ACSII and Delivered to EBCDIC 1 1 An EBCDIC Sender should use the following table Units Digit Positive Number Negative Number O letter P Q R lmlalulp wlniels STI Tm oal gt m 9 EBCDIC examples for an S9 7 v99 field A Positive 500 00 would be represented as 00005000 B Positive 8153 06 would be represented as 00081530F C Negative 1 17 would be represented as 00000011P 1 2 An ASCII Sender should use the following table Units Digit Positive Number Negative Number WIAA Nn w ID oO au AIIN gt Ke x s lt le lela jo bo 9 9 ACCT examples for an S9 7 v99 field A Positive 500 00 would be represented as 000050000 B Positive 8153 06 would be represented as 000815306 C Negative 1 17 would be represented as 0000001 1w D 201Rev 2 15 02 Copyright 1981 2006 PDA 1 3 A recipient to ensure that they can handle any condition should use the following table Units Digit Positive Number Negative Number Column 1 Column 2 Column 3 0 or 0 orp Aor Joq Bor2 Korr Cor3 Lors Dor4 Mort Eor5 Noru For6 O letter or v Gor7 Porw H or 8 Qorx Ior9 Rory OIoIIaAI
96. m of a single record for each line item or multiple line items on a single record e Comment records can be used to include a message to further clarify a specific detail transaction The comment record is not meant to be understood by the recipients computer it is there for a person in the recipient s organization to interpret Each type of record will be identified by a three position record code Records used for a particular type of document will generally have the same first two leading values For example the 08x series will be used for Magazine Credit Memos A family is defined as a series of coordinated record formats which when taken together represent a full document or a series of related data For example an 070 family consists of e 070 Magazine Invoice Header 072 Magazine Invoice Detail Ship To Bill To 075 Magazine Invoice Comment 078 Magazine Invoice Detail 079 Mag Invoice Detail Ship To Bill To Each family header record allows the sender to enter a 4 position alpha numeric control id that allows EMS and subsequently them to receive positive functional acknowledgements that a specific family for a specific receiver was received by EMS and subsequently transmitted to a recipient The method used by the sender to manage this control id is totally up to the sender However it is recommended that for all control id s except for the 280 listed below that each of the 4 positions be constructed using characters 0 to 9 and Ca
97. mbination 14 18 BIPAD 9 5 The BIPAD Code for the Nth item of the possible six items on this 088 record 19 22 UPC Issue 9 4 The code identifying the issue for the Nth item of the possible six items on this 088 record Format is YY AA where YY is the last digits of the year and AA are the magazine s add on code Quantity The quantity for the Nth item of the possible six items on this 088 record The quantity must be a positive number and must not exceed 999 999 copies If this item does not meet this criteria then it cannot be reported on this 088 record but rather on its own 081 record Cover Price The cover price for the Nth item of the possible six items on this 088 record The cover price must be a positive number and must not exceed 9 99 If this item does not meet this criteria then it cannot be reported on this 088 record but rather on its own 081 record Billing Price or Reject Code 9v9 5 or X 6 This field is used to either provide a billing price or to give the reject code for rejected items for the Nth item of the possible six items on this 088 record If the first position 32 is the letter X then the item has been rejected and the following two positions 33 34 will contain the reject code i e X01 Refused Late X02 Refused Premature X03 Refused Negative sale X04 Refused Not our publication X05 Discrepancy Double checked If the
98. mount for this credit memo It is equal to the sum of the extensions for each 081 record type added to the product of quantity and billing price appropriately rounded for each 088 record type for each accepted return item Wholesaler Date The date of the return as specified by the Wholesaler Format YYMMDD Total Refused The total of all the quantity fields on record types 081 and 088 for all rejected return items for this credit memo Wholesaler Credit Memo The reference number used by the wholesaler to uniquely Number identify this return Filler Unused Sender Control Id A unique AlphaNumeric code which the sender places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient Filler Unused D 201 Rev 4 7 00 6 Copyright 1981 2006 PDA Record Code 081 Credit Memo Detail Single entry format Positions From To Field Name Format Description 12 16 BIPAD 9 5 The BIPAD number of the magazine to be credited 17 20 UPC Issue 9 4 The code identifying the issue being credited Format is YYAA where YY is the last digits of the year and AA are the magazine s add on code Cover Issue X 6 The alphabetic issue date printed on the magazine Title X 19 The title of the magazine to be credited Quantity 9 7 The number of copies of the issue for which credit has been given Cover Price 9 3 v99 The
99. need to set up an IPDA org ID D 201 Rev 5 3 04 Copyright 1981 2006 a aM EMS will maintain a UPC ownership relationship between the UPC code and the national distributor publisher supplying data for that UPC code The first time a UPC code either full or suppressed is sent to EMS the mailbox number of the company sending in the data will be associated with the UPC as its owner Once this relationship is created it will remain there permanently If the ownership needs to be transferred to another EMS subscriber it must be accomplished via written communication with IPDA Note the owner will not be sent to the wholesaler or retailer Once the ownership relationship has been created only the mailbox corresponding to the owner will be permitted to make changes to that UPC s data Ifa national distributor other than the owner submits data for a UPC the record will be rejected and returned to the submitting national distributor along with the mailbox number of the owner of record EMS will also identify on the returned record if the price is the same or different The record format 064 uses the record expander in column 80 This means that the national distributor needs to use both the A and B records to create a full record In order to create a full record the Number System UPC Code Self Check Digit Type of Code and Country fields need to be used to coordinate the record multiple records In addition the national distributor p
100. nnot be changed for legacy reasons D 201 Rev 5 3 04 Copyright 1981 2006 Le Record Code 065 UPC Cover Title Header EMS to Wholesaler Positions From To Field Name Description 12 15 Total Lines The total number of 066 A amp B records If the total lines exceeds 9999 then it should be set equal to the low order 4 digits Eg If the number is 123456 then this field should be 3456 Process Date 9 6 The date YYMMDD of the file sent to the wholesaler Filler X 4 Unused Cover Price Hash Total 9 7 v99 The total of all the cover prices on all the 066 records to be used for balancing this transmission BIPAD Hash Total 9 9 The total of all the BIPAD s on all the 066 records to be used for balancing this transmission Total Lines 9 6 The total number of 066 A amp B records Filler X 22 Unused Sync Identifier 9 3 Used by STRT to sync 069 records with 061 amp 261 Sender Control ID X 4 A unique AlphaNumeric code which the sender places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient 79 80 Filler X 2 Unused Note D 201 Rev 5 3 04 Positions to 4 and 5 to 8 contain 0009 and ID of Recipient respectively Copyright 1981 2006 VPA Record Code 066 UPC Cover Title Data EMS to Wholesaler A Positions
101. nt header specifying the allotment number total number of records in the allotment including detail and comment and total allotment quantity Following the header will be one detail record for each magazine to be allotted Record type 051 is used to indicate that the issue is being distributed for the first time Redistributions of an issue will be recorded using a record type 052 Additional data fields for type 051 and 052 records are continued on a type 054 record A national distributor may also advise its Trading Partner of an adjustment correction or modification to a previously sent distribution record or a first time distribution for this title issue outside of the distributor s normal allotment cycle by using record formats 056 057 and or 058 The national distributor would only include the fields of data that have changed or have been added along with the BIPAD and UPC Issue For example if the onsale date and the offsale date changed as well as the quantity the transmission would include gt an 056 record with the incremental quantity in Positions 46 to 52 the new onsale date in Positions 68 to 73 gt an 057 record with the new offsale date in Positions 39 to 44 Note that if record formats 056 057 or 058 do not have a field with a change they should not be sent In other words only send the changes and corresponding record formats A record format 059 a general purpose correction format can be used to revise previously
102. o verify receipt by EMS and or Recipient X 2 Unused D 201 Rev 6 19 02 Copyright 1981 2006 PDA Record Code 191 Draw Return Adjustments Detail Positions From To Field Name Format Description 12 16 BIPAD 9 5 The BIPAD Code identifying the magazine to be adjusted 17 20 UPC Issue 9 4 The code identifying the issue to be adjusted Format is YYAA where YY is the last digits of the year and AA are the magazine s add on code Quantity 9 7 The number of copies of this issue for which an adjustment is being requested Adjustment Code X 2 The code identifying the type of adjustment see table below The sign of the adjustment will be determined by this code whether it is a credit or a charge and whether it will add to or subtract from draw or returns Cover Price 9 3 v99 Optional will only be used for identification and confirmation purposes Barcode X 14 Optional will only be used for identification and confirmation purposes Draw Adjustments Return Adjustments Shortage if accepted will reduce draw Return Adjustment by reason of POS data quantity and will result in a credit received after notification to National Distributor if accepted will reduce return quantity and will result in a charge Overage if accepted will increase draw Return Adjustment Cancel if accepted will quantity and will result in a charge increase return quantity and will
103. ock BO Back order NY Not yet published OP Out of print Note Record type 272 is identical to record type 271 except that the Ship To Account is added Record Code 274 Invoice Alternate Reference Positions From To Field Name Format Description 12 21 ISBN 9 10 The International Standard Book Number ISBN identifying the book or prepack to be invoiced 22 51 Title X 30 The title of the book to be invoiced 52 63 Customer Purchase Order Number X 12 The purchase order number on the order received from the Wholesaler requesting this ISBN 64 79 Internal Reference number X 16 May be used to record an internal identification assigned to this order by the National Distributor 80 Filler X 1 Unused Record Code 275 Invoice Comment Positions From To Field Name Format Description 12 21 ISBN 9 10 The International Standard Book Number ISBN identifying the book or prepack to be invoiced 22 80 Comment X 59 Free form message concerning a specific book or prepack D 201 Rev 4 7 00 Copyright 1981 2006 VPA Record Code 278 Invoice Detail Multiple entry format Compressed record type as described in Appendix A Each record will hold up to four different ISBN s using thirty two 32 positions Positions From To Decompressed Field Name Fo
104. of a Compressed record is as follows Positions Positions Normal Compressed Description N A 1 The Letter C EBCDIC C3 ASCII 43 nex 3 6 2 3 The Sending Account Number in Compressed Format 7 10 4 5 The Receiving Account Number in Compressed Format 11 160 6 80 The remaining data fields in Compressed Format The Record Type Code will be in positions 11 13 The generic layout of a Variable Compressed record is as follows Positions Positions Normal Compressed Description N A 1 The Letter R EBCDIC D9 ASCII 52 nex N A 2 6 The Length in Bytes of the Data portion of the record 13 16 7 8 The Sending Account Number in Compressed Format 17 20 9 10 The Receiving Account Number in Compressed Format 21 2N 11 N The remaining data fields in Compressed Format The Record Type Code will be in positions 21 23 EMS needs to test the first position of each record to determine whether or not it contained the letter C or R If it doesn t then it would know that the sending and receiving account numbers would be in positions 1 4 and 5 8 of a Standard record or 7 10 and 11 14 of a Variable record respectively If it did then it would need to decompress positions 2 5 to determine the sending and receiving account numbers D 201 Rev 4 7 00 Copyright 1981 2006 POA Translation to the Compressed 80 Byte Format The actual compressing and decompressing processes would operate via
105. of one record for each item Record types 081 and 088 will be used for both accepted and refused returns Refused returns will be identified by an explanation code Note that a record type 088 contains only a limited amount of information as compared to the 081 record type It does not contain the magazine title issue description printed on the cover and the actual extension The extension can be easily be calculated by multiplying the quantity by the billing price standard rounding 5 or higher rounds up whereas 49999 or less rounds down needs to be performed on each and every return item not only on the final total Each return item may optionally be followed by a comment record The comment record may be used to include messages relating to the specific returned item D 201 Rev 4 7 00 6 Copyright 1981 2006 EMS 3 6 2 Field Descriptions Record Code 080 Credit Memo Header Positions From To Field Name Format Description 12 15 Total Lines 9 4 The total number of records 081 085 and 088 for this credit memo 16 21 Process Date 9 6 The date the data was processed by the National Distributor Format YYMMDD 22 31 Credit Memo Number X 10 The National Distributor s reference number which uniquely identifies this credit memo 32 39 Total Accepted 9 8 The total of all the quantity fields on record types 081 and 088 for all accepted return items for this credit memo 40 48 Total Credit 9 7 v99 The total dollar a
106. om the National distributor to its Trading Partner The following record types are used for book credit memos Code Description 280 Credit Memo Header 281 Credit memo Detail single entry format 285 Credit Memo Comment 288 Credit Memo Detail Compressed multiple entry 4 format Each Credit Memo will be preceded by a Credit Memo Header specifying the credit memo number total number of records in the credit memo including detail and comment total number of copies being credited total credit memo dollar amount and total number of refused returns Following the header will be either of two types of credit memo details In order to reduce the transmission time the sending national distributor may compress up to four detail items on a single record type 288 Alternatively the national distributor may use a record type 281 which has a format of one record for each item Record types 281 and 288 will be used for both accepted and refused returns Refused returns will be identified by an explanation code Note that a record type 288 contains only a limited amount of information as compared to the 281 record type It does not contain the actual extension and the publisher s book number The extension can be easily be calculated by multiplying the quantity by the billing price standard rounding 5 or higher rounds up whereas 49999 or less rounds down needs to be performed on each and every return item not only on the final total Each r
107. on Copy was Sent or if not a CC then 0000 D 201 Rev 7 18 02 Copyright 1981 2006 PDA Record Code 713 Functional Acknowledgement Transaction set picked up from EMS Positions From To Field Name Format Description 1 Variable X 1 Value V 2 6 7 10 Record Length From ID 95 94 Value 00044 The length of the transaction data in bytes Value 0000 11 14 To ID 94 Actual Sender ID for the Transaction Set 15 17 18 23 Record Code Date 3 9 6 Value 713 Date Picked Up by Recipient 24 29 Time 9 6 Time Picked Up by Recipient 30 33 Receiver ID 9 4 Original Receiver 34 36 Transaction Set Family 9 3 Transaction Family Being Picked Up 37 41 Record Count 9 5 Number of Records Picked Up in the Transaction Set 42 45 Control ID X 4 Unique Identifier assigned to this single transaction set 46 Status X 1 OQ Okay R Re Receive CC ID 9 4 EMS Id who picked up the Carbon Copy or if not a CC then 0000 D 201 Rev 7 18 02 Copyright 1981 2006 D Keki 3 15 Electronic Authorization Management EAM 3 15 1 Record Types This category is used to synchronize Wholesaler authorization lists with PICS for the purpose of GDSN Global Data Synchronizati
108. on Network The following record types are available for transmitting this data Code Description 322 Authorization Detail 323 Rejected Authorization Detail 324 Rejected Authorization Header 327 Confirmation Authorization Detail Please see separate document D201 32x EAM Specs that outlines this process D 201 Rev 12 12 06 Copyright 1981 2006 PDA 3 16 UPC Cover Price Title Data 3 16 1 Record Types UPC Cover Price Title data PICS is sent from the national distributor publisher to EMS for consolidation into an industry wide universal bar code file EMS will create the master file and will make it available to any wholesaler or retailer electronically upon electronic request The following record types are available for transmitting this draw data A From the national distributor to the EMS System Code Description 060 PICS Header Record 061 PICS Data Record Record Extenders A amp B 069 PICS Issue Level Data for use only with STRT Software IPDA s Transaction Management Software STRT Senders who use STRT e Sender s software creates the record format 069 e STRT inputs Record Formats 069 and then outputs modified 060 amp 061 record formats Sender would provide data for all issues for the current year the previous year and the following year Each site using STRT will have the facility to choose the period of time STRT will look back and look forward to choose which issue will be used to create the title level UPC
109. onal Distributor needs to still send two records Year X 2 YY The year associated with the issue Issue Add on code X 2 AA The 2 digit code placed to the right of the UPC code which is printed on the cover of the periodical Cover Price 9 3 v99 The cover price associated with this UPC for the US or Canada based on the above fields BIPAD Number 9 5 The industry number by which this title is identified Left Zero Fill Parent BIPAD 9 5 The BIPAD Number of the parent title if any otherwise it should contain a zero value or the same BIPAD number as above Left Zero Fill Filler X 5 Unused Issues per Year 9 2 Number of published issues per year for this title Left Zero fill Title X 25 The title associated with this UPC code and BIPAD This system will only allow a single title per BIPAD It is the national distributor s responsibility to insure that there is only one title supplied per BIPAD If a special interest publication has four names one for each quarter EMS will only be able to carry one in its title file If more than one is submitted EMS cannot guarantee which one will be used 85 94 Issue Description The date printed on the issue 95 102 On Sale Date The date in the form of YY YYMMDD that the issue is to be placed on Sale 103 110 Off Sale Date The date in the form of YY YYMMDD that the issue is to be t
110. ould be 1 to 20 dependent upon the Tran Code See description below 2 Group Item to be corrected Filler X 3 Unused Number of Items on 9 1 Count of items on this record 1 to 2 Record The Multi purpose Value field takes on a different format depending upon the value of the Transaction Code The overall field size is 20 and the value s reported are always placed in the beginning portion of the field The actual format of the values being reported are outlined in the table below Standard left justification with padded right blanks for alphanumeric fields and right justification with leading zeros for numeric fields apply The version code should be left blank if the data being reported is at the title issue level Each 059 record format can contain up to two different values for the same title issue and version The number of items needs to be noted in the Number of Items on record field The user should use the leftmost 31 53 set first and the 54 76 second if applicable Field to be Corrected Tran Code Format s Cover Price Test 001 9 3 v99 Filler X 15 The cover price of this issue is a test only Revised Cover Price 9 3 v99 Filler X 15 The cover price has been changed Revised Frequency 9 3 Filler X 17 The frequency of the title has been changed Revised Issue Date X 6 Filler X 14 The description printed on the title issue has been changed Revised On Sale Date 9 6 Filler
111. ownloads In some instances an EMS subscriber may request to have a file or specific data extract transferred to their system these transactions would not have been initiated via a sender placing them in the recipient s mailbox eg PICS The subscriber would request the download via a BBS command outlined in Section 4 2 D 201 Rev 7 9 02 Copyright 1981 2006 EMS Summary of Record Types used in the EMS Document Message Statement Magazine Adjust Magazine Allotment Magazine Invoice Magazine Credit Memo Bindery D 201 Rev 7 9 02 Code 010 020 021 022 030 032 033 034 Description General Message Record Statement Header Statement Aging Balances Statement Transaction Detail Magazine Adjustment Header Magazine Sales Adjustment Detail Magazine Sales Adjustment Comment Magazine Non Sales Adjustment Detail Magazine Non Sales Adjust Detail Description Magazine Allotment Header Magazine Allotment First Distribution Detail Magazine Allotment Redistribution Detail Magazine Allotment Detail Extended Magazine Allotment Comment Free From Magazine Allotment Dist Correction Detail Magazine Allotment Dist Correction 1st Extend Magazine Allotment Dist Correction 2nd Extend Magazine Allotment General Correction Magazine PICS Header N D to EMS Magazine PICS Data N D to EMS Rejected PICS Header EMS to N D Rejected PICS Data EMS to N D Magazine PICS Header EMS to Wholesaler
112. pe 181 and 183 details 40 74 Filler X 35 Unused 75 78 Sender Control Id X 4 A unique AlphaNumeric code which the sender places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient Filler X 2 Unused Record Code 181 Affidavit Detail STANDARD Multiple entry format Each record will hold up to four different BIPAD Issue combinations using sixteen 16 Positions Positions From To Field Name Format Description 12 27 Ist Group Magazine Issue Combination 12 16 BIPAD 9 5 The BIPAD Code identifying the magazine for the Nth item of a possible four items to be returned 17 20 UPC Issue 9 4 The code identifying the issue for the Nth item of a possible four items to be returned Format is YY AA where YY is the last digits of the year and AA are the magazine s add on code Quantity The number of copies of this issue for the Nth item of a possible four items for which credit is being requested 2nd Group Magazine Issue Combination 3rd Group Magazine Issue Combination 4th Group Magazine Issue Combination Filler Unused Number of Items on this Record Count of the number of return details included on this record 1 to 4 D 201 Rev 4 7 00 Copyright 1981 2006 Record Code 183 Affidavit Detail
113. pital A to Capital Z not special characters or a blank this will provide approximately 1 6 million unique combinations Because this feature was added after many family header records were already in use and to keep EMS upward compatible with its existing users this control id field was placed in positions 75 to 78 of all families except e 280 Credit Memo family the control id is only 3 positions and resides in positions 78 to 80 To keep it consistent with the remainder of the system it is recommended that there be an implicit first position of a blank This would provide the sender with 46 000 unique combinations for this family which should be sufficient for several years at which time they could be recycled 010 Message Will not have a control id as it is not a family and there isn t anyway to make it upward compatible The new variable records if a family header uses a variable record it will be placed in the first four data positions of the variable portion of the record The record layouts have been designed to be flexible enough to support the variations in practice among the various participating organizations Consequently not all fields incorporated in the layout may be needed by each party D 201 Rev 7 9 02 0 Copyright 1981 2006 Kek The following chart provides a summary of the documents supported by the system and the record types used to transmit the data 2 4 Requests for Certain Data D
114. r Value B D 201 Rev 5 3 04 Copyright 1981 2006 Record Code 063 UPC Cover Title Reject Header EMS to N D Positions From To Field Name Format Description 12 15 Total Lines 9 4 The total number of 064 records 16 21 Process Date 9 6 The date YYMMDD the data was originally processed by the national distributor publisher 22 25 Process Time 9 4 The time associated with the process date HH MM that the data was originally processed by the national distributor publisher Date and time are required to allow EMS to determine the latest file in the event a national distributor publisher transmits more than one file between EMS daily update cycles Cover Price Hash Total 9 7 v99 The total of all the cover prices on all the 064 records to be used for balancing this transmission BIPAD Hash Total 9 9 The total of all the BIPAD s on all the 064 records to be used for balancing this transmission Filler X 28 Unused Sync Identifier 9 3 Used by STRT to sync 069 records with 061 amp 261 Sender Control ID X 4 A unique AlphaNumeric code which the sender places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient Filler X 2 Unused Note Positions 1 to 4 and 5 to 8 contain 0009 and ID of recipient
115. r product BIPAD number would be placed here The BIPAD Number should be used if Parent Authorization doesn t apply Issues per Year The number of published issues per year for this title Title The title associated with this UPC code and BIPAD This system will only allow a single title per BIPAD It is the national distributor s responsibility to insure that there is only one title supplied per BIPAD If a special interest publication has four names one for each quarter EMS will only be able to carry one in its title file If more than one is submitted EMS cannot guarantee which one will be used Editorial Category 9 5 A yet to be defined industry standard magazine editorial category see table below 79 Filler X 1 Unused 80 Record Expander X 1 Value A Note Positions to 4 and 5 to 8 contain 0009 and ID of Recipient respectively D 201 Rev 5 3 04 Copyright 1981 2006 PDA Record Code 066 UPC Cover Title Data EMS to Wholesaler B Positions From To Field Name Description 12 Number System The Number System in which this UPC resides or a 0 for a suppressed code UPC Code A UPC code that will be used to designate a specific title left justified This must be the full barcode not a zero suppressed version Self Check Digit The internally calculated self check digit associated with the Number system
116. rmat Description 14 45 Ist Group ISBN 14 23 ISBN 9 10 The International Standard Book Number ISBN for the Nth item of a possible four items on this 278 record identifying the book or prepack to be invoiced Quantity 9 6 The number of copies of the book or units of the prepack for the Nth item of a possible four items on this 278 record to be invoiced The quantity must be a positive number and must not exceed 999 999 copies If this item does not meet this criteria then it cannot be reported on this 278 record but rather on its own 271 record Cover Price 9 3 v99 The cover price of the book or value of the prepack for the Nth item of a possible four items on this 278 invoice record The cover price must be a positive number and must not exceed 999 99 If this item does not meet this criteria then it cannot be reported on this 278 record but rather on its own 271 record Billing Price 9 3 v9 5 The discounted billing price for the Nth item of a possible four items on this 278 record for this book or prepack Will be zero for reorder requests that could not be filled The billing price must be a positive number and must not exceed 999 99999 If this item does not meet this criteria then it cannot be reported on this 278 record but rather on its own 271 record Explanation Code A code for the Nth item of a possible four items on this 278 record clarifying the
117. rs use an accounting reversal and a charge back This type of correction would be accomplished via a sales adjustment D 201 Rev 4 7 00 8 Copyright 1981 2006 EMS 3 8 2 Field Descriptions Record Code 230 Adjustment Header Positions From To Field Name Format Description 12 15 Total Lines 9 4 The total number of records detail comment and description for this adjustment 16 21 Adjustment Date 9 6 The date of the adjustment Format YYMMDD 22 31 Adjustment Memo Number X 10 The National Distributor s reference number which uniquely identifies this adjustment 32 39 Net Quantity S9 8 The sum of the quantities to be adjusted on all subsequent sales details May be positive or negative 40 48 Net Amount S9 7 v99 The sum of the dollar amounts on all of the subsequent details sales and non sales May be positive or negative denotes a credit Filler X 26 Unused Sender Control Id X 4 A unique AlphaNumeric code which the sender places on this outgoing family of records which would allow it upon return to verify receipt by EMS and or Recipient Filler X 2 Unused Record Code 232 Sales Adjustment Detail Positions From To Field Name Format Description 12 21 ISBN 9 10 The International Standard Book Number ISBN identifying the book to be adjusted 22 28 Quan
118. s 19 to 22 are blank then it is a zero suppressed barcode Self Check Digit The internally calculated self check digit associated with the Number system Mfg Prod or Suppressed Code Country Code The country code associated with any UPC EAN bar code as of 1 1 2005 Part of the bar code If the field is blank it will be assumed to be a 0 This is actually the leading digit of the bar code regardless of where it is placed in this format Type of Code Value U Country Country Value U for USA Value C for Canada Note if the UPC and Cover price is the same in the US and Canada the National Distributor needs to still send two records Publisher Code An alphanumeric code identifying the supplier s internal code for the publisher of the UPC This will be used to allow the publisher to receive its bar codes via EMS or the web site Publisher Desc A short name identifying the publisher It may or may not need to be associated with the Publisher Code above This will allow a retailer to know which publisher created this title Filler X 25 Unused 80 Record Expander Xd Value C Note Positions 1 to 4 and 5 to 8 contain 0009 and ID of recipient the EMS user that actually sent in this record respectively The Record Extender 064 C is consistent with the input data 061 B It is a C because the 064 B has already been used and ca
119. scriber originating the transmission gt Receiving Account Number The four position identification number of the Subscriber to which the record is to be transmitted gt Record Code The three position code identifying the type of record Two proprietary variable format are used for longer more complex records They each contain the length of the record in a fixed set of positions within the record The first five fields of a Variable format record are gt The Letter V The first byte must contain the letter V EBCDIC E5 ASCII 56 hex Which tells the software that the next 5 bytes contain the length of the record gt The Length in Bytes The length of the remainder of the record it does not include the first 6 bytes described above Sending Account Number The four byte identification number of the Subscriber originating the transmission Copyright 1981 2006 PBA gt Receiving Account Number The four byte identification number of the Subscriber to which the record is to be transmitted gt Record Code The three byte code identifying the type of record The first five fields of a Variable Compressed format record are gt The Letter R The first byte must contain the letter R EBCDIC D9 ASCII 52 pex which tells the software that the next 5 bytes contain the length of the record gt The Length in Bytes The length of the remainder of the record it does not inclu
120. sing the following record types Code Description 190 Draw Return Adjustments Header 191 Draw Return Adjustments Detail 192 Draw Return Adjustment Comment Each adjustment request needs to contain a unique wholesaler reference number Wholesaler may place many adjustments under a single reference number Adjustments may only be used for conditions that affect the draw and or return Adjustments are intended for those initiated by the wholesaler National distributor may either process these transactions automatically and or manually and at its option may require additional support material D 201 Rev 6 19 02 Copyright 1981 2006 EMS 3 24 2 Field Descriptions Record Code 190 Draw Return Adjustments Header Positions From To Field Name Format Description 12 15 Total Lines 9 4 The total number of 191 and 192 records for this adjustment 16 21 Date of Adjustment 9 6 The date of the affidavit Format YYMMDD 22 31 Reference Number X 10 The Wholesaler s reference number which uniquely identifies this adjustment 32 39 Total Quantity 9 8 The overall sum without regard to sign of the quantities to be adjusted on all the subsequent record type 191 details 40 74 Filler X 35 Unused 75 78 Sender Control Id X 4 A unique AlphaNumeric code which the sender places on this outgoing family of records which would allow it upon return t
121. st not exceed 999 999 copies If this item does not meet this criteria then it cannot be reported on this 288 record but rather on its own 281 record Cover Price 9 3 v99 The cover price of the book or value of the prepack for the Nth item of a possible four items on this 288 record to be credited The cover price must be a positive number and must not exceed 999 99 If this item does not meet this criteria then it cannot be reported on this 288 record but rather on its own 281 record Billing Price 9 3 v9 5 The discounted billing price for the Nth item of a possible four items on this 288 record for this book or prepack The billing price must be a positive number and must not exceed 999 99999 If this item does not meet this criteria then it cannot be reported on this 288 record but rather on its own 281 record Explanation Code A code for the Nth item of a possible four items on this 288 record clarifying the action taken on this return X01 Accepted Returned Cover X02 Accepted Returned Full X03 Accepted Non Shipment X04 Accepted Returned Allot X05 Refused Late X06 Refused Negative Sale X07 Refused Not Our Pub X08 Discrepancy Double Chkd 46 77 2nd Group ISBN 78 109 3rd Group ISBN 110 141 4th Group ISBN 142 159 Filler Unused 160 Number of items on record Count of the number of items recorded on this record 1 to
122. status of the requested order or reorder X01 X02 X03 X04 X05 Book substituted Out of stock Back order Not yet published Out of print 46 77 2nd Group ISBN 78 109 3rd Group ISBN 110 141 4th Group ISBN 142 159 Filler Unused 160 Number of items on record Count of the number of items on this record 1 to 4 D 201 Rev 4 7 00 Copyright 1981 2006 VPA Record Code 279 Invoice Detail for Ship to not same as Bill to Multiple entry format Compressed record type as described in Appendix A Each record will hold up to four different ISBN s using thirty two 32 positions Positions From To Decompressed Field Name Format Description 14 45 Ist Group ISBN 14 23 ISBN 9 10 The International Standard Book Number ISBN for the Nth item of a possible four items on this 279 record identifying the book or prepack to be invoiced Quantity 9 6 The number of copies of the book prepack units for the Nth item of a possible four items on this 279 invoice record The quantity must be a positive number and must not exceed 999 999 copies If this item does not meet this criteria then it cannot be reported on this 279 record but rather on its own 272 record Cover Price 9 3 v99 The cover price of the book or value of the prepack for the Nth item of a possible four items on this 279 invoice record
123. t and receive data D 201 Rev 4 7 00 Copyright 1981 2006 Kebi 2 Overview 2 1 Purpose The Magazine and Book Industry s Trading Partners developed EMS to be used to electronically transmit data contained on standard documents Data is transmitted directly from the computer of the originating organization and subsequently received in a machine readable format on the recipient s computer No keypunching or data entry will be needed to allow the information contained on the actual document to be used by the recipient on its own computer The documents for which data can currently be transmitted are e Magazine Monthly Statements e Magazine Invoices e Magazine Credit Memos Magazine Adjustment Memos Magazine Allotment Notices Magazine UPC Cover Price Title Data Magazine Return Affidavits Book Monthly Statements Book Invoices Book Credit Memos Book Adjustment Memos e PICS Database e Internal Statistics Other formats will be added as required 2 2 Method of Operation A Central Post Office facility has been set up at the Data Processing Service DPS service bureau in Clearwater Florida This facility is used as the central clearing house for all data transmissions The system will operate as follows e Fach participating Trading Partner must have a mailbox on the EMS computer e All data is transmitted from the originating Trading Partner to the EMS Post Office facility in Clearwater e Once
124. tatement Only MG Magazine Statement Only CN Consolidated Statement for both Bks and Mags D 201 Rev 4 7 00 2 Copyright 1981 2006 PDA Record Code 021 Statement Aged Balances Positions From To Field Name Format Description 12 22 Current S9 9 v99 That portion of the balance that represents the current month s billing activity 23 33 30 Days S9 9 v99 That portion of the balance which is 30 days old 34 44 60 Days S9 9 v99 That portion of the balance which is 60 days old 45 55 90 Days S9 9 v99 That portion of the balance which is 90 days old 56 66 120 Days S9 9 v99 That portion of the balance which is 120 days old 67 77 150 Days amp Above S9 9 v99 That portion of the balance which is 150 days and older 78 80 Filler X G Unused Record Code 022 Statement Transaction Detail Positions From To Field Name Description 12 17 Transaction Date The date that the transaction occurred Format YYMMDD 18 19 Transaction Type Code indicating the type of transaction IN Invoice CM Credit Memo RE Reorder PY Payment AD Adjustment Reference Number X 10 The reference number which uniquely identifies the specific transaction Description X 24 A description of the type of transaction Invoice Payment etc
125. tended Positions From To Field Name Description 12 16 BIPAD BIPAD of mag being adjusted 17 20 UPC Issue Code of issue to being adjusted Format YYAA where YY is last digits of year AA is magazine s add on code Full UPC Code Full UPC ie 0 12345 56790809 broken down as follows Pos 21 Number System Pos 22 Pos 23 27 Mfg Number Pos 28 Pos 29 33 Prod Number Pos 34 Pos 35 Check Digit Pos 36 Pos 37 38 Issue Add On Suppressed UPC ie 0 123456712 broken down as follows Pos 21 0 Pos 22 Pos 23 28 suppressed Number Pos 29 Pos 30 Check Digit Pos 31 Pos 32 33 Issue Add On Pos 34 to 38 blank if adjusted Offsale Date 9 6 Off sale date for issue format YYMMDD if adjusted Returns Due Date 9 6 Final date that returns would be accepted for credit by the nat l distributor format YYMMDD if adjusted Price Change X 1 Blank no change P Correction of Price that was previously reported on the original allotment notice or subsequent correction notice UPC Change X 1 Blank no change U Correction of UPC that was previously reported on the original allotment notice or subsequent correction notice Billing Price 9 3 v9 5 _ The discounted billing price for this magazine if adjusted Extension 9 7 v999 The total dollar amount for this magazine quantity x billing price if adjusted Title ND Change X 1 Blank no change N Either a new title or an existing title that is now b
126. the EMS user that actually sent in this record respectively D 201 Rev 5 3 04 Copyright 1981 2006 VPA Record Code 064 UPC Cover Title Reject Data EMS to N D A Positions From To Field Name Format Description 12 Number System 9 1 The Number System in which this UPC resides or a 0 for a suppressed code UPC Code 9 10 A UPC code that will be used to designate a specific title left justified If position 12 contains a 0 positions 13 to 18 are numeric and positions 19 to 22 are blank then it is a zero suppressed barcode Self Check Digit The internally calculated self check digit associated with the Number system Mfg Prod or Suppressed Code Country Code The country code associated with any UPC EAN bar code as of 1 1 2005 Part of the bar code If the field is blank it will be assumed to be a 0 This is actually the leading digit of the bar code regardless of where it is placed in this format Type of Code Value U Country Country Value U for USA Value C for Canada Note if the UPC and Cover price is the same in the US and Canada the National Distributor needs to still send two records Cover Price 9 3 v99 The cover price associated with this UPC for the US or Canada based on the above field BIPAD Number 9 5 The industry number by which this title is identified Parent BIPAD 9 5 The B
127. the filler would be 95 A The 981 record needs to be placed after all the detail transactions for that specific transaction set 1 For example for an 050 all records in this transaction set are 80 bytes a 0030 1234 050 xxxxxxxxx Header from 0030 to M B 1234 b 0030 1234 O51 xxxxxxxxx Detail from 0030 to M B 1234 c 0030 1234 055 xxxxxxxxx Comment from 0030 to M B 1234 D 201 Rev 7 22 02 Copyright 1981 2006 0030 1234 055 xxxxxxxxx Comment from 0030 to M B 1234 0030 1234 051 xxxxxxxxx Detail from 0030 to M B 1234 0030 1234 051 xxxxxxxxx Detail from 0030 to M B 1234 0030 1234 981 4321 Copy of above to go to M B 4321 0030 1234 981 3456 Copy of above to go to M B 3456 0040 8787 070 xxxxxxxxx Header from 0040 to M B 8787 0040 8787 071 xxxxxxxxx Detail from 0040 to M B 8787 0040 8787 071 xxxxxxxxx Detail from 0040 to M B 8787 0040 8787 071 xxxxxxxxx Detail from 0040 to M B 8787 0040 8787 981 3456 Copy of above to go to M B 3456 meu ee 509 Oo 5 The first 8 positions must be the same for the 981 as it is for the remainder of the transaction set Any 981 record that doesn t meet hits criteria will be ignored The transaction set placed in the original and carbon copy mailboxes would not include the 981 record s Each carbon copy will become a separate transaction set However it will not follow the rule of having the Receiver ID match the mailbox of the mailbox number of the recipient In the above example mailbo
128. the originating installation To Id 9 4 The Receiving Account Number of the installation to whom the record should be transmitted Record Code 9 3 See Chapter 3 for a discussion of the allowable record codes Data Fields Layouts depend on the record cove specified See Chapter 3 for detailed layouts N is 2 times the sum of the Length in Bytes determined in Positions 3 14 plus 6 eg if the Length in Bytes is 200 the total number of positions 412 of which 23 is used for the R 2 Length 10 Sender 4 Receiver 4 amp Record Format 3 Figure 4 3 A Standard 80 Bytes Figure 4 3 B Compressed 80 Bytes Figure 4 3 C N Bytes Figure 4 3 D Variable Compressed N Bytes As can be noted each of the above formats use the same concept of a Sender Id a Receiver Id and a Record Format The difference between them is that these fields appear in a different set of positions within the record and whether or not the record needs to be decompressed before determining their values eel elelalslelzl EI EN is fialas 16 17 18 19 20 21 22 93 80 LLRILIRILIRILIRILIRILIRILIRLLIRILRILPRILPRILRILIRILIRILIRI LIRR LI RIL IRI IR IRL PRP TE ER LL 0to9 Sender Receiver Record Format Transaction Data DEEP ER EE EI EN EEE EME 16 17 18 19 20 21 22 23 80 Jel ee RTC IR TTL fap eRe ee eee eq epi Aye ee ap Ay Ry LP RR C Sender Receiver RecFmt Compressed Transa
129. there the information is placed into the appropriate output mailboxes of the intended Trading Partner recipient To receive any data transmitted to them Trading Partners need to log onto the EMS Post Office computer in Clearwater via a telephone call and check their mailbox Any information or data stored in the Trading Partner Recipient s mailbox is then transmitted from the EMS Post Office computer in Clearwater directly into their own computer Document Record Layouts D 201 Rev 7 9 02 0 Copyright 1981 2006 ROA In order to simplify the transmission of data and have the receiving computer know exactly what the data means standardized record layouts have been designed for each different type of transmission and document For each type of document several different types of records may be needed to include all necessary information Generally each document has at least three associated record types e A document header supplies information that applies to the document as a whole such as reference number and total dollar amounts All headers also contain a field specifying the number of overall records that apply to the particular document The count must not include the header record rather only the number of records that follow e Document detail records contain specific information regarding the transaction such as the specific magazine and issue to be invoiced credited etc The detail record may be in the for
130. they will parse the record The decompressing table assumes that the user has the N byte record and will decompress it to a 2 N character record It will explode each hex value into two EBCDIC characters starting with byte of the N byte record which is positions 1 2 of the 2 N character record and ending with byte N of the N byte record which is positions 2 N 1 2 N of the 2 N character record It would match the hex value of the N byte record against the value in column 1 of the Decompression Translation Table See Figure App 2 and use the corresponding values in column 2 and column 3 for the translated values The odd or first position in the 2 N character record will be the calculated by multiplying the byte number of the N byte record by 2 and then subtracting 1 For example byte 7 of the N byte record would become the pair of characters in positions 13 14 of the 2 N character record The user may choose to develop an alternative method of compressing other than the one described above See Programming Suggestions later in this Appendix for one such method However the results must be identical D 201 Rev 4 7 00 Copyright 1981 2006 RRRABRRRRAARA A AMOUADWPFCHIADAARBDNHKS nu BARAK nn Ne SmO0nSSRZRURRESHCS be es Des Des es Bee Mies ie ie Der Bee Be Mie mes SISTIIIUIIUISUES RRRARBRARRERERARA D esesooooooocooocoososocose F2 F2 F2 F2 F2 F2 F2 F2 F2 F2 F2 F2 F2 F
131. tical to record type 071 except that the ship to account number replaces the title Record Code 075 Invoice Comment Positions From To Field Name Format Description 12 16 BIPAD 9 5 The BIPAD code identifying the magazine being invoiced 17 20 UPC Issue 9 4 The code identifying the issue being invoiced Format is YYAA where YY is the last digits of the year and AA are the magazine s add on code Comment X 60 Free form message concerning the specified magazine D 201 Rev 9 28 01 5 Copyright 1981 2006 VPA Record Code 078 Invoice Detail Multiple entry format Compressed record type as described in Appendix A Each record will hold up to six different BIPAD Issue combinations using twenty four 24 positions Positions From To Decompressed Field Name Format Description 14 37 Ist Group Magazine Issue Combination 14 18 BIPAD 9 5 The BIPAD Code for the Nth item of the possible six items on this 078 record 19 22 UPC Issue 9 4 The code identifying the issue for the Nth item of the possible six items on this 078 record Format is YY AA where YY is the last digits of the year and AA are the magazine s add on code Quantity The quantity for the Nth item of the possible six items on this 078 record The quantity must be a positive number and must not exceed 999 999 copies If this item does not meet this criteria then it cannot
132. tity S9 7 The number of copies of the book for which an adjustment to be adjusted May be positive or negative 29 34 Cover Price 9 4 v99 The cover price of the book to be adjusted 35 43 Billing Price 9 4 v9 5 The discounted billing price for this book 44 53 Extension S9 7 v999 The total adjustment dollar amount for this item quantity x billing price Debits will be indicated by a positive value Credit will be indicated by a negative value Publisher Book Number 9 7 The non ISBN identification number used by the publisher for this title Filler X 18 Unused Adjustment Code X 2 A code clarifying the reason for the adjustment SO Shortage Overage RS Shortage Overage Reversal TR Transfer from TT Transfer to RO Reorder NS Non shipment SR Suspended return credit PC Price change OT Other D 201 Rev 4 7 00 Copyright 1981 2006 Record Code 233 Sales Adjustment Title and Reference Information Positions From To Field Name Format Description 12 21 ISBN 9 10 The International Standard Book Number ISBN identifying the book for which an adjustment is being made 22 31 Wholesaler s Reference Number X 10 Reference number used by wholesaler to match this transaction to his files 32 61 Title X 30 The title associated with the ISBN for the book to be
133. tity divided by the Copies per Bundle B The Odd Bundle Copies is equal to the Quantity minus Number of Full Bundles multiplied by Copies per Bundle D 201 Rev 4 7 00 4 Copyright 1981 2006 C For example Quantity Copies per Bundle Number of Full Bundles Odd Bundle Copies Record Code 055 Allotment Comment Free From Positions From To Field Name Description 12 16 BIPAD The BIPAD number of the magazine to be allotted 17 20 UPC Issue The code identifying the issue to be allotted Format is YYAA where YY is the last digits of the year and AA are the magazine s add on code Comment Free form message concerning the specified magazine Record Pointer Code pointing to the record for which this comment applies 1 is 51 1st Dist Detail 2 is 52 Re Dist Detail 6 is 56 Dist Correction Sequence Number 9 2 Used for multiple line notes to indicate the order in which they should be printed All messages should appear directly beneath the original distribution 051 054 the redistribution 052 054 or the corrected distribution 056 057 058 records There may be some upward compatibility issues with the use of the Record Pointer and Sequence Number fields The programmer should logically determine if these fields make sense if not they should be treated as part of the comment text as was previously used D 201 Rev 4 7 00 Copyrig
134. to 16 000 bytes First byte must be V See Fig 4 3 C Bytes From To Field Name Format Description 1 Record Type X 1 Value V EBCDIC E5 ASCII 56 hex 2 6 Length in Bytes 9 5 The number of bytes making up the data portion of the record Number of bytes from and including byte 7 to the end of the record From Id 9 4 The Sending Account Number of the originating installation To Id 9 4 The Receiving Account Number of the installation to whom the record should be transmitted Record Code 9 3 See Chapter 3 for a discussion of the allowable record codes Data Fields Layouts depend on the record cove specified See Chapter 3 for detailed layouts N is the Length in Bytes plus 6 Will remain in place to provide for backward compatibility See Appendix A for explanation of the compression algorithm D 201 Rev 7 1 01 4 1 2 Copyright 1981 2006 VARIABLE COMPRESSED 12 to 15 000 bytes First byte must be R See Fig 4 3 D 24 to 31 000 positions Positions 1 and 2 must be R 4 1 7 Positions From To Field Name Format Description 1 2 X 1 Taken together as a full byte Value R EBCDIC D9 ASCII 52 nex Record Type 3 14 Length in Bytes 9 5 The number of bytes making up the data portion of the record Number of bytes from and including byte 7 to the end of the record From Id 9 4 The Sending Account Number of
135. to still send two records Cover Price 9 3 v99 The cover price associated with this UPC for the US or Canada based on the above field BIPAD Number 9 5 The industry number by which this title is identified Parent BIPAD 9 5 The BIPAD Number of the parent title if any otherwise it should contain a zero value or the same BIPAD number as above Parent Authorization 9 5 The BIPAD Number of the title under which an authorization group is handled For example if a group of special interest titles are authorized simultaneously to distribution then the master product BIPAD number would be placed here A zero value or the BIPAD Number from above should be used if Parent Authorization doesn t apply Issues per Year The number of published issues per year for this title Title The title associated with this UPC code and BIPAD This system will only allow a single title per BIPAD It is the national distributor s responsibility to insure that there is only one title supplied per BIPAD If a special interest publication has four names one for each quarter EMS will only be able to carry one in its title file If more than one is submitted EMS cannot guarantee which one will be used Editorial Category A yet to be defined industry standard magazine editorial category see table below Filler Unused Record Expander Value A D 201 Rev 5 3 04 Copyr
136. translation tables The Compression Translation Table See Figure App 1 assumes that the user has a 160 character record of which positions 1 2 are not used It would then process this record in pairs starting with positions 3 4 and ending with positions 159 160 It would match the odd position against the vertical value of the index and the even position against the horizontal value of the index The table value for the intersection would be the value that was placed in the appropriate position of the 80 byte format The positional correspondence between the 160 character record and the 80 byte record is for each pair divide the even position by 2 For example the pair of positions 7 8 of the 160 character record would be placed in byte 4 of the 80 byte record Examples of the actual table look up follow Paired values in the Value in the 158 character record 80 byte record HEX 8 amp 7 87 0 amp 3 03 5 amp blank SA blank amp X AB Translation to the Variable Compressed N Byte Format The actual compressing and decompressing processes would operate via translation tables The Compression Translation Table See Figure App 1 assumes that the user has a 2 N character record that is to be compressed It would then process this record in pairs starting with positions 1 2 and ending with positions 2 N 1 2 N It would match the odd position against the vertical value of the index and the even position against the horizontal value of the index
137. ublisher needs to retrieve its data on the day following a PICS transmission to insure that it is advised of any rejected records as soon as possible Ownership relationships may only be changed by written and or faxed notice to DPS It should be further noted that the first national distributor reporting a UPC will automatically be given the ownership of the title However if more than one company declares ownership the company distributing the majority of the product would be given preference via the notification process just described Record formats 063 and 064 will only be sent back to the supplier if there is either a validation error or conflicting ownership Any time an EMS subscriber wants the latest PICS file for the US or Canada it would send an EMS command outlined in Section 4 2 If the request is made by a publisher or national distributor they would get all the data outlined on Record Format 066 with the exception of cover price D 201 Rev 5 3 04 Copyright 1981 2006 Figure 3 16 1 UCT Database HCG Rev 7 30 99 From National Distributors Publishers or Other Suppliers Supplier D Supplier E Supplier A Supplier B Supplier C UPC File UPC File UPC File UPC File UPC File Supplier A UPC File Errors UCT Database To Supplier C Nat l Dist D UPCFile Errors Publishers or Other Suppliers Supplier D p UPC File Errors United States Canadian
138. uld be for a regional bridal magazine 12201 would be for an ethnic bridal magazine 12211 would be for a regional ethnic bridal magazine 1 Personal Interest Group Code Description 11 MENS 110re MENS GENERAL 111re MENS FASHION 119re MENS OTHER 12 WOMENS 120re WOMENS GENERAL 121re BEAUTY 122re BRIDAL 123re FASHION 124re ROMANCE 125re WOMENS SERVICE 126re MODERN WOMAN 129re WOMENS OTHER 13 TEEN CHILDREN 131re KIDS 132re COMICS 133re TEEN 139re TEEN CHILDREN OTHER 14 SOPHISTICATES 141re MENS SOPHISTICATES 142re WOMENS SOPHISTICATES 143re TATTOOS 144re ALTERNATIVE LIFESTYLE 149re PERSONAL LIFE OTHER D 201 Rev 5 3 04 Copyright 1981 2006 Group 21 FOOD 22 FAMILY HOME 23 SPORTS 24 NEWS D 201 Rev 5 3 04 2 General Interest Code 210re Description FOOD GENERAL 211re 212re COOKING RECIPES DIET LIGHT FOODS 213re GOURMET 214re 215re WINE AND LIQUOR DINING 219re 220re FOOD OTHER FAMILY HOME GENERAL 221re ARCHITECTURE HOUSEPLANS 222re DECORATING 223re 224re FAMILY LIFE GARDEN LANDSCAPE 225re HOME 226re PARENTING 227re HOME MECHANICS 229re 230re 231re FAMILY OTHER SPORTS GENERAL BASEBALL 232re BASKETBALL 233re FOOTBALL 234re GOLF TENNIS 235re BOXING WRESTLING 236re WATER
139. unIR wN A simple approach would be to take that value in positions 1 to n 1 of the n position field and multiply it by 10 Look up the value of the n position in the table and add column 1 s value to the number If the value of the n position is in column 3 then multiply the whole number by minus 1 Lastly place the decimal where it belongs For example if you received the field 00679v using S9 4 v99 A Take the 00679 and multiply it by 10 6790 B vis in column 3 and corresponds to 6 in column 1 so you add 6 6796 C Since it s in column 3 multiply by minus 1 6796 D Apply the decimal 67 96 Note that if you received 006790 letter O it would have the same result as above D 201Rev 2 15 02 Copyright 1981 2006
140. vised issue codes Original Issue Code The issue code originally reported Revised New Issue Code The revised new issue code All future activity should use this code Cancel This BIPAD Issue has been cancelled remove from wholesaler s distribution UPC Out of Sync blank not applicable U The BIPAD within the UPC code does not match the national distributor s BIPAD All activity with the national distributor should use the BIPAD not the UPC BIPAD On Arrival blank not applicable A Ignore the on sale data and place issue on sale on receipt of copies Call In blank not applicable C Ignore the off sale date and call in the copies immediately Late blank not applicable L The copies will be arriving late Description Short name indicating the reason this change Filler Unused D 201 Rev 4 7 00 Copyright 1981 2006 Record Code 059 Distribution General Correction Multiple Entry Format Positions From To Field Name Format Description 12 16 BIPAD 9 5 BIPAD of the title 17 20 UPC Issue 9 4 Issue Code for the title Format YY AA where YY is last digits of year AA is magazine s add on code Version Code X 10 The edition version of the title issue 1 Group Item to be corrected Transaction Code X 3 The code identifying the type of correction Multi purpose Value From The changed value The format of the field w
141. x 3456 would have the allotment transaction set destined for 1234 from 0030 as well as the invoice transaction set destined for 8787 from 0040 A 981 CC record may not be used to place a transaction set into the mailbox of the designated receiver For example is 0030 is sending a transaction set to 1234 then 1234 cannot also be placed on a 981 record format for that transaction set There may be any number or no 981 CC record formats associated with a transaction set If more that one 981 CC record is for the same EMS ID within the same transaction set only the first one will be executed The second and subsequent ones will be ignored 981 records may be used with all transaction sets The 981 record s must not be counted in the family header Total Lines and or any other header control total There will be control counts for the 981 record s D 201 Rev 7 22 02 Copyright 1981 2006 ae PDA Data Transmission Procedures This chapter presents a description of the basic procedures and record layouts used to transmit to and from the DPS Electronic Post Office facility Questions about telecommunications protocols and related technical issues should be directed to the EMS Customer Service at 1 727 532 9481 IPDA supports a software package STRT see Document D207 that manages the transmissions and record manipulations required by EMS EMS employs several proprietary data manipulation methods including bit strip compression

EMS User Manual - Data Processing Services, Inc.

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