PSSC Technical Guidelines

Adequate preparation and identification of products being shipped into inventory at PSSC is an important matter for production departments and suppliers.

PSSC is able to coordinate the electronic receipt of orders from publishers. Since few publishers work with the same software or forms it should be stressed that effective electronic communication requires some customization for each publisher desiring such service. Thorough communication should take place between software developer and PSSC so that an effective link can be made that is advantageous to both parties.

In order to gain efficient operations, PSSC has defined a standard import file either as an Excel spreadsheet or a delimited ASCII file with a specific field layout. If orders are sent to PSSC that have to be manually entered into our systems there is an extra charge per order.

PSSC needs to receive 2 files for each batch of orders. The first is a “print file” containing the necessary order forms and the second is the order import data file for the same orders that are entered into PSSC’s systems. It is important that the order forms PSSC receives are synchronized with the file import process. These data files can be sent to PSSC by way of email attachment or FTP.

One critical bit of advise is that all orders need to be linked to a unique order number in the publishers system. Order numbers should not be recycled in backorder releases or be reused in the future.

Included in order data files sent to PSSC is a field that designates the carrier method to be used for each shipment. FedEx and UPS have many services that sound very familiar and are easy to confuse. PSSC uses carrier codes that designate the precise type of carrier method to be used. For instance there is a different code for UPS Ground Commercial third party collect as opposed to recipient collect.

PSSC accepts orders from publishers in an electronic file to increase efficiency for both parties. This document is the electronic order import file specification. The following are the file specifications:

• File Type: ASCII text file
• Field Delimiter: comma
• Text Delimiter: double quotation (e.g. “SHDOME”)

The import file is a single ASCII text file with both Header records (orders) and Detail records (line items) included. Each order (Header record) shall have its own line followed by separate a Detail line for each line item on the order. The Detail lines are related to the Header records by the invoiceno. Each Detail record is also on its own separate line.

Header and Detail records shall have a carriage return, linefeed (CR-LF) at the end of the line to signify the end of the record.

NOTE: If you have no data for a field, you MUST still include an empty placeholder field to maintain field position. A placeholder field needs to be delimited the same as any other field, with a comma to separate it and empty quotes (“”) to represent its data.

Fields do not have to contain the maximum field width. The data may be any length less than the Max Width for each field.

The following tables Detail the specific field position, widths and data types for both the Header and Detail records.
NOTE: Field position must be maintained. The field name is irrelevant and only used for reference

NOTE: Each Detail record MUST relate to a Header record on the invoiceno (field 4). The invoiceno is the link between Header and Detail records.

Example: – Here is a sample file. It has three orders. The first order has two lineitems, the second order has 1 lineitem and the third order has 2.
NOTE: All information in example is false. It was created for demonstration purposes only.
Download this example text file here: PSSCIMPORTEXAMPLE.txt

“H”,”INVOICE1″,”TEST”,”U25″,”SHDOME”,”03/14/2013″,”John Doe”,”10 Main St.”,”Suite 110″,””,””,”Boston”,”MA”,”02134″,”USA”,”12345″,”123-4567″,”0123456789″
“D”,”7777″,”1″,”INVOICE1″
“D”,”9″,”1″,”INVOICE1″
“H”,”INVOICE2″,”TEST”,”M02″,”SHDOME”,”03/14/2013″,”Bob Smith”,”234 Maple Lane”,”PO Box 2345″,””,””,”Fitchburg”,”MA”,”01420″,”USA”,””,”123-4567″,”0123456789″
“D”,”1039″,”1″,”INVOICE2″
“H”,”INVOICE3″,”TEST”,”M02″,”SHDOME”,”03/14/2013″,”Julie Swain”,”456 Sugar St.”,””,””,””,”Fitchburg”,”MA”,”01420″,”USA”,”swain01″,”789-1011″,”0123456789″
“D”,”9″,”11″,”INVOICE3″
“D”,”1039″,”1″,”INVOICE3″

PSSC also has an alternate order data import file layout that publishers can use if the above text files are difficult to create. It is in an Excel formatted spreadsheet and contains two tabs, Header and Detail. Follow the same maximum field length requirements and suggestions covered in the Import Field description above. PSSCImportFile.xls

Contact Publishers Storage and Shipping to find out your PUB CODE code or for any questions

All client inventory must be insured. Property deposited with PSSC can be enrolled in an all risk insurance plan provided by PSSC under which properties are insured to the extent of the coverage, subject to a deductible prorated among the participating depositors in the warehouse in the event of any actual loss or damage. Alternatively, publishers can choose to self-insure. If you self-insure, you must provide PSSC with a Certificate of Insurance and a Subrogation Waiver from your insurance carrier against fire, casualty or other such risks. If a depositor has insurance but their insurer does not provide or refuses to provide a waiver of subrogation the property shall be enrolled in PSSC’s plan until the waiver is supplied. Proof of insurance must be supplied yearly by the depositors that have their own insurance otherwise the property will be added to the PSSC plan.

The ISBN (International Standard Book Number) is a unique 13-digit number that identifies one title or edition of a title from one specific publisher and is unique to that edition.

It must be stressed that ISBNs need to be used for every component in a publishers product line. For example, a CD that accompanies a book must have a separate ISBN as well as supplemental items that might accompany a main volume, an instructors manual for instance. Publishers should resist the urge to “conserve” their ISBNs by not assigning an ISBN to a unique product or even worse using the same ISBN on different products that may be related but warehoused as separate items.

PSSC requires an annual inventory review for all clients. Physical inventories must be scheduled in advance. We work with publishers to determine a schedule that is acceptable for their needs. In addition, the annual review is a good opportunity to identity obsolete stock that can be destroyed.

Process:

• PSSC will make two independent physical counts in both bulk and bin/pick locations.
• Upon completion of counts, all variances in counts will be revisited and a final count verified and updated in our system
• After all count variances have been addressed, final counts will be matched against the PSSC perpetual inventory for discrepancies. At this time PSSC will look at errors that may have affected the on-hand inventory level.
• Final inventory report generated for client.
• On site audit when requested

All inventory should be bar-coded with the industry standard ISBN barcode on the back cover. The “Bookland” EAN barcode is recommended for any publishers selling to bookstores or other retail operations. For over 30 years general retailers have used machine-readable barcodes as a critically important tool at the point of sale. Publishers not using ISBNs for their products should use consistent coding systems for their products; every product should have a unique number. This information should also appear in barcode format on the back cover of the product. PSSC extensively uses barcodes in its quality control systems and other processes to increase efficiency.

Most publishers want and need to include some sort of order form, invoice, packing slip, or letter included with their shipments. For ease of communication PSSC refers to it as the order form. Most publishers send ready to print PDF order forms in their order print file and PSSC prints these on a laser printer. Alternatively, some publishers pre-print these forms with return instructions or other policies on the back of the form.

As a rule publishers no longer include an actual invoice to be used for payment with the shipment. The invoice generally is mailed separately.

PSSC recommends a functional and easy to understand order forms that contains the following:

• Publishers name and address
• Bill to and Ship to address
• Invoice number
• P.O. number
• Clear and standardized layout
  • Quantity, book code, description, price, discount and total of each line item. It is important to have the total value on the order form as it is necessary information to include with foreign shipments.
  • ISBN13 standard for book codes. Using this number is useful because it is also printed on the back of the book in both text and barcode format.
• Method to be shipped (specific carrier type and service level).
• Comment box to be used for special instructions or messages

Labels – It is not necessary to incorporate labels into the order forms for PSSC to use. The exclusion of integrated labels in the form design opens up more space in the detail part of the form so more line items will fit on a single page.

Our distribution software maintains order quality assurance as we create, pick, check, pack and ship through the use of bar codes and scanning at various points in the process. PSSC maintains an inventory and order processing with a very high accuracy rate.

The essence of the process is as follows:

• Inbound data (EDI or hand entered) is checked for compatibility (the book codes have to match in both systems) and inventory levels are checked. Depending on the services provided to the publisher, either the publisher will be contacted for instructions on how to proceed or orders will be either short shipped or back ordered depending on the instructions of the purchaser and the future availability of the item in question. This order data is part of the inventory control data base process.
• Picking requests created by our system direct team members to the location where the inventory is stored. After the order has been picked, it moves to a checking station where our system uses bar code scanners to verify that the correct items have been picked and the item quantities match the order. Shortages, over picks and wrong items trigger error messages and stop the order from progressing further.
• Additional reports are run to check on order status both if it has progressed through the checking process and if it has progressed through the final shipping process.
• Once an order has been shipped the shipping system captures the ship date, the shipping amount, carrier tracking numbers, and other related data.

We have documented some of the most common services we are asked to use including UPS, FedEX, USPS, and Palletized Truck.

Carrier Codes

At the end of every day a shipping confirmation file is created and emailed to publishers. This is a standardized file unless alterations are needed per the publishers request. The file contains the date, the publishers ID, invoice number, tracking number, carrier description, weight, ship charge, and total charge.

Tracking numbers are available for all UPS, FedEx, and most domestic shipments by the USPS. Some carriers now provide delivery confirmation numbers as well.

Example – (shipping file emailed to publisher as an attachment)
03/14/2013,PUBL,003222,,USPS Int Sur PP,10.00,24.3600,24.3600
03/14/2013,PUBL,002855,1Z0434690318892702,UPS Ground,2.00,4.2200,4.2200
03/14/2013,PUBL,003205,1Z0434690318892711,UPS Ground,2.00,3.1800,3.1800
03/14/2013,PUBL,000006,1Z0434690318893158,UPS Ground,11.00,4.1200,4.1200
03/14/2013,PUBL,000006,1Z0434690318893176,UPS Ground,30.00,6.3400,6.3400
03/14/2013,PUBL,003172,1Z0434690318893363,UPS Ground,37.00,21.6600,21.6600

As an ongoing effort to better communicate with major vendors PSSC has invested in Advance Shipping Notification (ASN) Electronic Data Interchange (EDI) communications capability. The ASN process gives every carton shipped a unique Serial Shipping Container Code (SSCC) barcode. When this barcode is scanned by the recipients receiving department it links to ASN data sent that details the PO# of the shipment and the exact contents of the carton they have just scanned. This allows distributors and retailers to bring inventory into their system without having to re-key the data and it is cross referenced to their own PO. This process reduces errors introduced during the receiving process.

In order to take advantage of this process, publishers will need to supply the Standard Address Number (SAN) in their order data files for any given shipping location. This data must be received in a specific field location in the order data files sent to PSSC. The SAN number can reside in the 17th position in the Header file line, right after the PO#, see Import File layout.

Supplying PSSC with SAN numbers will allow the use PSSC’s ASN capability. Without a SAN imbedded in the data file PSSC will not be able to utilize the ASN process.

Publishers also must supply PSSC with their own SAN. If they do not already have one, a SAN number can be purchased from Bowker: http://www.bowker.com/products/SAN.html