Look up what a status, step, or message means. For how the pieces fit together, see How SPS Commerce EDI works.
Documents
| Document | Direction | Sent or received |
|---|
| Purchase order (850) | Received | Every five minutes, or when you click Check SPS for new orders |
| Acknowledgment (855) | Sent | As soon as the purchase order's sales order is created |
| Ship notice (856) | Sent | When the shipment is recorded; with carton-level ship notices, when its packing is finalized |
| Invoice (810) | Sent | Right after the shipment's ship notice, when invoices are turned on |
| Inventory advice (846) | Sent | Once a day at 5:00 UTC, one per retailer, when inventory advice is turned on |
Purchase order statuses
Shown in the Status column of the Purchase Orders tab.
| Status | Meaning |
|---|
| Pending | Received and waiting to become a sales order |
| Validated | Checked and about to become a sales order |
| Sales Order Created | Its sales order exists; the acknowledgment is on its way |
| Acknowledged | Its acknowledgment was sent |
| Processed | Finished |
| Failed | It couldn't become a sales order. Hover over the status for the reason, which is usually an item not mapped to a product yet |
Document statuses
Shown in the Status column of the Documents tab. Hover over Failed to read why.
| Status | Meaning |
|---|
| Received | A purchase order SKU.io downloaded and hasn't finished reading yet |
| Processed | A purchase order SKU.io read successfully |
| Preparing | A document SKU.io is still building |
| Sending | Built and on its way to SPS Commerce, including after Resend |
| Sent | SPS Commerce accepted it |
| Failed | SPS Commerce didn't accept it, or a purchase order couldn't be read. A sent document that failed shows Resend |
Dashboard tiles
| Tile | Counts |
|---|
| Purchase orders | Every purchase order received, and how many became sales orders. Click to open the Purchase Orders tab |
| Acknowledgments sent (855) | Acknowledgments sent, and how many failed. Click to list them on the Documents tab |
| Ship notices sent (856) | Ship notices sent, and how many failed. Click to list them on the Documents tab |
| Need attention | Purchase orders that failed to become sales orders. Click to list them |
Item mapping columns
| Column | Meaning |
|---|
| Buyer part number | The retailer's own number for the item. Once mapped, it's remembered for every future order |
| Vendor part number | The number the retailer holds for your item. When it equals one of your product SKUs, the line maps itself |
| UPC | The barcode the retailer sent with the item, if any |
| Orders waiting | Purchase orders that can't become sales orders until the item is mapped |
| Units | Total units of the item across the waiting orders |
| Status | Active, or Paused for a mapping you turned off, which purchase orders ignore |
Cartons tab steps
The steps across the top of a shipment's Cartons tab, with the caption each shows.
| Step | Captions |
|---|
| Pack cartons | Units left to pack, then the number of cartons |
| Finalize | assigns SSCC-18 numbers, then SSCC numbers assigned |
| Print labels | GS1-128 carton labels, then labels ready |
| Ship notice (856) | sent when it ships, waiting for packing, being sent, sent to SPS or send failed |
| Invoice (810) | sent after the ship notice, being sent, sent to SPS or send failed. Hidden when invoices are off |
Packing messages
| Message | What to do |
|---|
| <SKU>: 6 packed but only 5 shipped. | Reduce the quantity packed for that product |
| Carton 3 is empty. Remove it or pack something into it. | Delete the empty carton, or add an item to it |
| Every shipped unit must be packed into a carton before packing can be finalized. | Pack the units the Packing summary shows as Remaining |
| Set your GS1 company prefix in the SPS Commerce connection settings before finalizing packing. | Enter your GS1 company prefix on the Settings tab |
| Packing is finalized and the cartons have SSCC numbers. Reopen packing to change them. | Click Reopen packing first |
| The ship notice for these cartons has been sent, so they can no longer change. | Nothing; the retailer already has these cartons |
Label messages
| Message | What to do |
|---|
| Choose a carton label template for trading partner <ID> in the SPS Commerce connection settings. | Pick the retailer's Label template on the Settings tab |
| Finalize packing first so every carton has its SSCC number. | Click Finalize packing |
| This retailer's label needs: a bill of lading number, a carrier PRO number. | Fill in the listed Freight details, save, then generate the labels again. The list can also name the carrier (SCAC), the shipping warehouse's address, or a shorter value for a field that's too long |
| SPS Commerce could not render the labels. Try again in a moment. | SPS Commerce didn't respond; try again |
Submit Now on a shipment
On a shipment's Overview tab, Submit Now next to Channel Submission:
| When | What happens |
|---|
| The ship notice was sent | It's confirmed and the shipment shows as submitted |
| The ship notice failed | It's sent again |
| Carton-level, and the packing isn't finalized | Nothing is sent; a message says the ship notice waits for its cartons |
| No ship notice yet | One is built and sent |
Next steps