Business Rules

Sobeys Business Rules
Before you read the rules, take note: It is the supplier's responsibility to read and follow Sobeys' business rules. As a courtesy to our clients, we have amassed a list of important EDI rules and listed them below. We do not have the entire repertoire of Sobeys supplier information because Sobeys already provides this information to their suppliers. Faxinating is not responsible for errors incurred when the rules have not been followed and we will not give any credits for these errors. We only give credits when the error is due to a bug in our software. Faxinating is an intermediary. We do not know which products codes you should use, if you have to charge transport fees or other allowances or charges, etc... The data for which we ask in the software is in accordance to Sobeys' national EDI standards and are not per supplier, but generalized. Thus, it is the responsibility of every supplier to know which data Sobeys wants to see on their invoices. We can tell you what is acceptable in a field, not what your company should enter. For example, the product ID field needs to be either a 12 or a 14-digit code. We don't know which product type you should choose or what ID you should to enter. Every supplier has their own agreement and setup with Sobeys. Contact your Sobeys representative if you have questions. We do not have this contact information. See Contacts for the list of contacts that we do have. Our software cannot calculate the taxes for you. If you are charging taxes, calculate the tax (price x quantity). Taxes can be added on each taxable item or as a total at the summary level. The software calculates price x quantity + charges + taxes - allowances. If the total in the software does not balance with the total of your paper invoice, you entered incorrect data. Check your prices, quantities, taxes, allowances and/or charges. The software can only calculate the data that you entered. Sobeys Business Rules DSD invoices must contain a department number. If you have more than one department number, ensure that you are invoicing using the correct one. For those manually invoicing, if you have more than one department number, create a template for each one. Faxinating Solutions will not reject an invoice containing an invalid department number, but Sobeys will. Click here for the list of department numbers. If you are not sure which dept to use, contact Sobeys. Taxes can be added at summary (invoice) level OR at detail (item) level. All other allowances and charges can ONLY be added to the items. Do not send duplicate invoice numbers or they will get rejected. If Sobeys asks you to resend an invoice or you realize that you made a mistake and have to resend the same invoice number, add the letters "ADJ" at the end of the invoice number. Debits and credits can be sent on the same EDI transaction. For credits, the quantity must be in a negative format (i.e.: -10). If the total amount is a credit, it must also be negative. To credit taxes, choose "Allowance" and the correct tax type. Do not put minus signs in front of the amounts. Choosing allowance automatically makes it a negative so if you have a minus sign, it's a double negative which makes it a positive amount. For the cost on an invoice, Sobeys only accepts two decimals. A supplier can send in up to four decimals, but Sobeys will ignore them. All prices, taxes and the total amount must be in this format: 0.00. If an item is fifty cents, enter it as 0.50. The EDI copy of the invoice MUST match the paper copy left at the store.

Sobeys Business Rules

Before you read the rules, take note:

It is the supplier's responsibility to read and follow Sobeys' business rules. As a courtesy to our clients, we have amassed a list of important EDI rules and listed them below. We do not have the entire repertoire of Sobeys supplier information because Sobeys already provides this information to their suppliers. Faxinating is not responsible for errors incurred when the rules have not been followed and we will not give any credits for these errors. We only give credits when the error is due to a bug in our software.
Faxinating is an intermediary. We do not know which products codes you should use, if you have to charge transport fees or other allowances or charges, etc... The data for which we ask in the software is in accordance to Sobeys' national EDI standards and are not per supplier, but generalized. Thus, it is the responsibility of every supplier to know which data Sobeys wants to see on their invoices. We can tell you what is acceptable in a field, not what your company should enter. For example, the product ID field needs to be either a 12 or a 14-digit code. We don't know which product type you should choose or what ID you should to enter.
Every supplier has their own agreement and setup with Sobeys. Contact your Sobeys representative if you have questions. We do not have this contact information. See Contacts for the list of contacts that we do have.
Our software cannot calculate the taxes for you. If you are charging taxes, calculate the tax (price x quantity). Taxes can be added on each taxable item or as a total at the summary level.
The software calculates price x quantity + charges + taxes - allowances. If the total in the software does not balance with the total of your paper invoice, you entered incorrect data. Check your prices, quantities, taxes, allowances and/or charges. The software can only calculate the data that you entered.

Sobeys Business Rules

DSD invoices must contain a department number. If you have more than one department number, ensure that you are invoicing using the correct one. For those manually invoicing, if you have more than one department number, create a template for each one. Faxinating Solutions will not reject an invoice containing an invalid department number, but Sobeys will. Click here for the list of department numbers. If you are not sure which dept to use, contact Sobeys.
Taxes can be added at summary (invoice) level OR at detail (item) level. All other allowances and charges can ONLY be added to the items.
Do not send duplicate invoice numbers or they will get rejected. If Sobeys asks you to resend an invoice or you realize that you made a mistake and have to resend the same invoice number, add the letters "ADJ" at the end of the invoice number.
Debits and credits can be sent on the same EDI transaction. For credits, the quantity must be in a negative format (i.e.: -10). If the total amount is a credit, it must also be negative. To credit taxes, choose "Allowance" and the correct tax type. Do not put minus signs in front of the amounts. Choosing allowance automatically makes it a negative so if you have a minus sign, it's a double negative which makes it a positive amount.
For the cost on an invoice, Sobeys only accepts two decimals. A supplier can send in up to four decimals, but Sobeys will ignore them.
All prices, taxes and the total amount must be in this format: 0.00. If an item is fifty cents, enter it as 0.50.
The EDI copy of the invoice MUST match the paper copy left at the store.