Service Parts Requirements
Dear Supplier,
Welcome to the Volkswagen Group of America (VWGoA) Service Parts supplier network!
We look forward to a mutually successful relationship and would like to provide you with resources for integration into the VWGoA Supplier network.
To begin, it is necessary that you are registered on the following two portals:
1) VWGoA service parts utilize a web based supplier portal to communicate key information to its supply base at http://vwgoaservicepartssupplierportal.com. This information includes, but is not limited to the following:
· Supplier scorecard
· Reference documents i.e. routing instructions, EDI specifications, etc.
· EDI on-boarding status and implementation steps
· Corrective action requests
· Non-performance incidents
· Chargeback notifications
Further detailed information regarding how to register or update your contact information can be found on page 23.
2) VWGoA purchasing supplier portal provides detailed documentation regarding the actual purchasing process with VWGoA at www.vwgroupsupply.com. This information includes, but is not limited to the following:
· Different divisions within the company
· Terms and Conditions
· Brand Specific Information
· Purchasing Process
Further detailed information regarding how to register or update your contact information can be found on page 14.
The topics covered in this packet include the following sections:
1. Purchasing
2. Packaging
3. EDI
4. Procurement
5. Transportation
6. Customs Requirements
7. Accounting
8. Supplier Performance
Please review each section thoroughly, and if you have questions or require clarification, please reach out to the contacts below:
Contact Information
Department / Business Function / Name /Purchasing / Pricing & Purchase Orders / Karen Blagg
Alpa Patel
Matt Davidson
/
Packaging / Packaging Definition & Specifications / Brent Knight
Jake Sexton
/
VWGoA ITPO / EDI / /
Procurement / Schedule Agreement & Release Administration / Julie Wickersham
/
Vendor Performance / Supplier Scorecard / Kyle Groothuis /
Transportation Logistics / Transportation / Audrey Chinavare
/
Customs / Customs Documentation / Alex Federle
/
Accounting / Invoices
Account Payables / /
Total Quality Management / Quality / /
I. PURCHASING
a. Overview
Below you will find some important information regarding our Service Parts purchasing process.
· Service Parts (SP) Purchase Orders will be issued by the VWGoA Purchasing Team, located in Chattanooga, Tennessee. All commercial and pricing issues should be addressed with the Service Parts Purchasing Team.
· SP Purchase Orders will be issued for VWGoA to ensure all potential network requirements are met (your shipping address can be found on your Scheduling Agreement).
· SP Purchase Order pricing is based off of the pricing from existing Production Purchase Orders (base price and any applicable material surcharge). In cases where there is no Production Purchase Order, a standalone SP Purchase Order will be issued based on assembly cost breakdown.
· SP Purchase Orders can be found by logging in to the VW B2B Portal. Supplier’s B2B Portal Administrator will be notified by e-mail when a new Purchase Order has been issued and must accept the Purchase Order in the Portal.
Below you will find some important information regarding Service Parts Logistics.
· The SP Logistics department is located in Auburn Hills, MI and is responsible for the forecasting and ordering of parts for the VWGoA Network after Purchase Orders have been issued by the SP Purchasing Team.
· The SP Logistics department will order parts via a Scheduling Agreement. The Scheduling Agreement may include applicable packaging costs, shipping quantities, the shipping address, etc.
· Purchase Order (PO) vs Scheduling Agreement (SA):
Commercial Document / Basic Price / Packaging / Shipping / ASN Reference / Invoice Reference / Source for DocumentPurchase Order (PO) / X / B2B Portal (www.vwgroupsupply.com)
Schedule Agreement (SA) / X / X / X / X / Procurement Analyst
b. Example Scheduling Agreements
i. Overall Scheduling Agreement
ii. Scheduling Agreement: Specific Release
c. Terms & Conditions
The VWGoA Service Parts Purchasing terms and conditions can be referenced as a supplement to the series production terms and conditions and can be found at www.vwgroupsupply.com or in the News/Documentation section of the Service Parts Supplier Portal (http://vwgoaservicepartssupplierportal.com)
d. Purchase Orders
i. Retrieving Online Purchase Orders
1. Go to www.vwgroupsupply.com
*Note: PO only available through this portal, NOT the service parts portal
2. Navigate To:
3. Select
4. Select
ii. Understanding Service Parts Purchase Orders
· Service Parts is brand OU
· Shipping addresses are noted on the scheduling agreements, not the purchase orders
· When a production price changes, the service parts PO will be updated to reflect the change within 2 weeks
· Only the most recent changes will print on the PO, check pricing on previous PO
· Vendor retail packaging costs will print on Auburn Hills Logistics scheduling agreement
iii. Packaging will never be shown within the PO. The PO will only indicate the piece price. The Scheduling Agreement will always reflect total price to be invoiced which will include all surcharges including Packaging.
e. Supplier Support Contact Information
i. To change address on the vwgroupsupply.com platform: ; +49-5361-9-33-0-99
II. PACKAGING
a. Packaging Overview
Attached you will find the Volkswagen Group of America Packaging Approval and Cost Breakdown forms. The packaging form is utilized to submit and record your method of packaging for all new parts along with any changes to current approved packaging. In addition, we also request a cost breakdown (if applicable) for packaging costs related to supplying VWGoA service parts.
VWGoA packaging will review your packaging and reply with a signed copy signifying design approval. We will then review your cost proposal breakdown and communicate approved packaging costs to VWGoA Service Parts Purchasing.
In regards to timing, our expectation is to receive a completed packaging form within 7 business days of our initial request. If the form is not received within 7 business days, then we will submit a 2nd request, of which we will await a response within an additional 3 business days. If parts are not available to determine a final packaging concept and cost, you must notify VWGoA Packaging upon receiving the initial request. If there is still no response after 10 days, then we will proceed with finalizing the service contract in its current state and the standard pack quantity will default to one piece.
If you have any questions or concerns, please contact the packaging group below.
Volkswagen Group of America - Packaging Group
3800 Hamlin Rd.
Auburn Hills, MI 48326
Brent Knight – Supplier Integration Supervisor
Jake Sexton –Packaging Specialist
b. Packaging Forms
i. Packaging Cost Breakdown Form
ii. Packaging Approval Form
Note: Forms can be found in the News/Documentation section of the Service Parts Supplier Portal (http://vwgoaservicepartssupplierportal.com)
III. EDI
a. Overview
VWGoA Service Parts Logistics has implemented processes to ensure that our supply chain is robust, efficient, and cost effective. Please note that the EDI specifications required for Service Parts are separate and different than those of VW Chattanooga Operations.
To support these objectives, please read the following requirements in this communication and respond accordingly.
· Electronic Data Interchange (EDI) Requirements and Technical Specifications
· Testing Expectations and Certification Criteria
· Business Scenario Test Flows
· Transport Label Requirements for Spare Parts
· Commercial Paperwork
o Supplier EDI information Form
o Mutual Non-Disclosure Agreement
o Vendor Confidential Data Usage Agreement
Note: All implementation and on-going support costs to communicate with VWGoA via EDI will be incurred at the supplier’s expense.
b. Electronic Data Interchange (EDI) Requirements:
VWGoA Service Parts Logistics require all suppliers with Service Parts contracts to be EDI certified. Your participation to ensure EDI capability and certification is requested.
Connectivity testing will be conducted first followed by End-to-End testing once connectivity with VWGoA has been established. Supplier communications via EDI require compliance with the EDIFACT message formats listed below and must be certified prior to orders being released. Please click on PDF links below to review technical specifications for each EDIFACT message that is required.
c. EDIFACT Message Formats:
i. DELFOR - Forecast delivery schedule.
ii. ORDERS - Purchase orders and scheduling agreements.
iii. DESADV - Dispatch and transport data (ASN).
iv. INVOIC - Invoice.
v. APERAK - Application error acknowledgement.
vi. CONTRL - Functional acknowledgement.
Note: Message format specifications can be found in the News/Documentation section of the Service Parts Supplier Portal (http://vwgoaservicepartssupplierportal.com)
AS2 is required to exchange any EDI message. AS2 is a secure communication method used to deliver EDI over the internet.
If your organization will be utilizing a VAN, please assist by providing your AS2 contact information as well as the AS2 parameters in Supplier Information Form embedded below. Please return the completed form to
After receiving the completed information form above, the VWGoA Supplier Integration Team will notify your designated EDI contact to coordinate testing. If after reviewing the frequently asked questions document, you still have questions or need additional information, please contact EDI Support at
Note: The EDI FAQ document can be found in the News/Documentation section of the Service Parts Supplier Portal (http://vwgoaservicepartssupplierportal.com)
d. Testing Expectations and Certification Criteria:
The document below outlines the testing expectations and certification criteria for suppliers to obtain EDI certification with VWGoA. Please click on the PDF link to review the requirements.
e. Business Scenario Test Flows:
The document below describes the various test scenarios that will be tested during EDI message exchanges.
Note: All scenarios may not apply to all suppliers. The EDI team will notify you of the scenarios that will be tested once EDI connectivity has been established. Please click on the spreadsheet below to review the scenarios.
f. Transport Label Requirements for Spare Parts:
To accommodate the efficient receipt and handling of spare parts in its distribution network, Volkswagen Group of America (VWGoA) Spare Parts Logistics has defined three basic labels for identification of handling units in the shipping process. These three labels are:
i. Single label, delivery unit (inner packaging): This label is to be used for a package of a single part number that will be nested in a master carton of the same part number or within a mixed load with other parts.
Single Label (Not actual size)
ii. Master label, load unit (outer packaging): This label is to be used for a master carton/load comprised of multiple packages of a single part number.
Master Label (Not actual size)
iii. Mixed load, load unit (outer packaging): This label is to be used for a handling unit containing multiple part numbers.
Mixed Label (Not actual size)
iv. Label and Data Specifications
· Label Size – 142.5mm x 101.6mm
· Barcode standard : Code 128
· Language – English
· Data Definition
o From - Address of the shipper (supplier) in the typical form of the country.
o Made In - The ISO code of the country in which the article, to which the label refers, was produced must be entered here.
o To – Address of the recipient facility
o SMI – Indicates storage area within the recipient facility and is provided by VWGoA / VGCA in the Delivery Forecast (DELFOR) document.
o Plant – Recipient facility designation as identified within VWGoA / VGCA SAP as provided by VWGoA / VGCA in the Delivery Forecast (DELFOR) document.
o Supplier – Vendor # as assigned by VWGoA
o Gross Weight – Weight in pounds for the handling unit that the label will be applied to.
o Shipment Date – Planned or actual date that shipment is released to carrier
o Shipment – Shipping number as transmitted as Reference Number in Dispatch Advice/ASN (DESADV segment SG17-RFF-C506-1154)
o Number of Packages - The number of individual packages in a master carton or mixed load
o Material – Part number and description for Single and Master labels
o Qty. per Pack – The number of pieces in each inner pack for a Master Carton of a single part number
o License Plate – A unique identifier for each shipping unit within a given delivery (shipment)
o Expiry Date – Any material that has a limited shelf life must be identified at the single carton level in the format YYYY/MM.
g. Commercial Paperwork:
Once you have reviewed all the information above, please complete the following forms and return them as soon as possible to:
i. Mutual Non-Disclosure Agreement
ii. Vendor Confidential Data Usage Agreement
IV. PROCUREMENT
a. Scheduling Agreement
After a Purchase Order is accepted by a supplier; a Scheduling Agreement will be created and transmitted to the supplier, via EDI. One Scheduling Agreement is created for each material procured from the supplier. The document is an agreement to procure materials from a supplier at predetermined points in time. The information in a Scheduling Agreement includes:
· Vendor Number
· Document Date
· Valid from – Valid to
· Material Number
· Ship to Location (either directly to RDC 515 or 3rd Party Packager)
· Price (will include B price if applicable)
· Quantity (always initially issued at 999,999)
b. Scheduling Agreement Releases
Releases are created weekly, and transmitted to the suppliers. The releases for each material may contain several dates and includes both “firm” orders and forecasts. The forecasts are sent for an estimate of future purchases and VWGoA has no obligation to purchase forecasted quantities. The “Delivery Date” is the date on which the supplier is required to ship.
Note: Non-EDI suppliers will receive their releases via e-mail.
c. Timing
The Scheduling Agreement is transmitted within 1- 2 days of a contract being released. Most releases are created automatically, and are transmitted weekly on Mondays for delivery in 30 days. When manual adjustments are made to the releases, they can be transmitted manually at any time.
d. Lead Time
At this time, the standard lead time for Domestic Suppliers is 30 days. Any variation from the 30 day lead time will be negotiated between the supplier and VWGoA Service Parts Purchasing.
On occasion, VWGoA Procurement may request that a delivery date or quantity already transmitted be changed to accommodate an increased demand. Only if the supplier is able to accommodate such a request would the change be made in the Delivery Schedule. The changed Scheduling Agreement Delivery Schedule would be re transmitted to the supplier.