This guide is for brands about to sell to grocery, club, mass or distributor accounts for the first time. It explains the EDI documents, the GS1-128 labels and the routing guide rules that retailers check, so you can ship clean and avoid chargebacks.

Why retailers are strict about compliance

A retail distribution center receives thousands of cartons a day. It cannot open each one. It relies on a purchase order, an advance ship notice and a scannable label to know what arrived and where it goes. When those three do not match, the shipment slows down, and the retailer may charge the supplier a fee.

Compliance has two layers. The first is the GS1 standard for labels and data. The second is the retailer’s own rulebook, called a routing guide or vendor manual. The standard is the same for everyone. The routing guide is different for every retailer, so always read it before your first shipment.

The EDI documents in a typical retail order

EDI is the electronic exchange of business documents between you and the retailer. Most retail orders follow the same chain, and every document carries the purchase order number.

Not every retailer uses every document, and timing rules vary. Your routing guide lists what is required.

What an ASN needs to get right

The ASN is the document retailers care about most at the dock. It describes the shipment before the truck arrives. The receiving team scans the label on a carton or pallet and the system looks up the matching ASN record.

• The PO number matches the 850 exactly.
• Item identifiers and quantities match what was actually packed.
• The carrier and bill of lading or tracking number are correct.
• Each pallet and carton label number appears in the ASN.
• Lot or date codes on the case match the ASN where the retailer requires them.
• The ASN is sent by the deadline in the routing guide, often before the truck arrives.

GS1-128 labels and the SSCC

A GS1-128 shipping label carries a barcode with a Serial Shipping Container Code, or SSCC. The SSCC is an 18-digit number that identifies one carton or one pallet. No two units should share the same number. That number is the link between the physical unit and the ASN.

Common label mistakes

• An SSCC on the label that is not listed in the ASN.
• A barcode printed as plain Code 128 instead of GS1-128, so the data does not read correctly.
• Labels that are smudged, wrinkled or placed over a seam or tape edge.
• Labels in the wrong spot. Many guides ask for labels on specific sides of a case or pallet.
• The same SSCC reused on a second shipment.
• Case labels that do not match the lot or date codes sent in the ASN.

Label size and position rules are set by each retailer. Follow the routing guide, not a general rule of thumb.

Reading a routing guide

Routing guides are long. Pull out these sections first and turn them into a one-page checklist for your team:

• Order and ASN timing: when to confirm the PO and when the ASN is due.
• Carton and pallet rules: case pack, pallet height and weight limits, and whether mixed pallets are allowed.
• Labels: required label type, size, position and data.
• Delivery: appointment rules, delivery windows and approved carriers.
• Penalties: which errors trigger a fee and how disputes work.

Where chargebacks usually come from

Retailers publish their own fee schedules, and the amounts change. Rather than quote numbers, here are the error types that most often show up in compliance programs:

• A late or missing ASN.
• An ASN that does not match what was shipped.
• Missing, unreadable or incorrect labels.
• Missing a delivery appointment or delivery window.
• Pallets or cartons that break the packing rules.

Most of these are process errors, not product errors. They are cheaper to prevent than to dispute.

In-house vs 3PL for retail compliance

You can run retail orders yourself if you have a label printer, EDI software and someone who knows the routing guides. Many brands find that the hard part is keeping the process steady as the number of retailers grows. A 3PL that already handles retail and B2B EDI fulfillment can receive orders by EDI, pick to the guide, print labels and send ASNs from the same inventory that fills your online orders.

Questions to ask any provider:

• Which EDI documents do you support, and how do you connect to the retailer or your EDI network?
• Can you work from the retailer’s routing guide and build a checklist per account?
• How do you check a label against the ASN before the truck leaves?
• Can you build retail-ready multi-packs through kitting and labeling?
• Can you hold stock between orders in pallet storage?
• Can the same inventory serve ecommerce fulfillment?

Concord Wholesale ships from our Vernon, CA warehouse. Brands that sell to stores can see more on our retail industry page.

Frequently asked questions

What is a routing guide?

A routing guide, or vendor manual, is a retailer’s rulebook for how orders must be packed, labeled, documented and delivered. Following it avoids chargebacks and refused deliveries.

What is an SSCC?

An SSCC is an 18-digit Serial Shipping Container Code that identifies one carton or pallet. It is printed on the GS1-128 label and listed in the ASN.

What is the difference between an 856 and a 997?

The 856 is the advance ship notice that describes the shipment. The 997 only confirms that an EDI file arrived and is structurally valid.

Do I need EDI to sell to a big retailer?

Most large grocery, club and mass retailers require it. Smaller accounts and distributors may accept other methods, so ask the buyer during onboarding.