The e-PSA Email Standard allows suppliers and distributors to communicate via automated e-mails without human intervention. The e-mails are formatted so they can also be read and understood by business users.
Simplified Order Status System. The e-PSA Email Standard, an offshoot of the original e-PSA standards, has been adopted by HALO, Geiger, and Vernon to make it easy to share order status data.
Use Existing Email Tools. Because email is ubiquitous and easy to use, it is simple for suppliers to standardize communications and significantly reduce the phone calls between the supplier and distributor.
Easy To Implement. Several suppliers have implemented the email standard with about 3 hours of work, although actual implementation times may vary depending on the system and processes in place. Distributor firms are able to implement very quickly using an email parsing tool to update internal databases.
Additional Email Based Standards Coming. The group will continue to create additional email standards for suppliers and distributors to use email to communicate automated information in more meaningful ways. Suppliers should seek information from the appropriate distributor vendor relations person. Distributors and service providers wishing to use the standards are welcome to use it as is.
Original Standards Continue. The original e-PSA standards remain in use by several firms and will continue to be supported. New participants will likely prefer to use the much simpler email standards.
Field Labels. The field labels must be exactly as stated in the standard, and do not include a return (line break) prior to the data.
Example of proper use. Comments: Comments go here on the same line as field label.
Fields. The fields must be displayed in the exact order stated in the standard.
Each line must end with a carriage return (line feed). This is what signals the end of the field.
Fonts. Fonts can be any size and any color. 8pt or larger is recommended for readability.
Case. Fields and data are not case sensitive.
Tags And Formatting. No HTML tags or special formatting (bold, italics, etc.) can exist between the specified document start and end tags.
You can place the EPSA section anywhere in the body of any email you send, but we recommend at the end of the so that people can quickly get the information they are looking for.
Domain. The “from e-mail address domain” will be used as the sender’s “ID” in the recipient’s system. Once the process goes live, do not change the “from e-mail address domain” without alerting recipients or the updates may not be processed. (ie firstname.lastname@example.org, the senderID becomes supplier.com). You must have a private domain.
Version. The current version of this standard is 1.3
SUBJECT: Order Status for PO# 999999– Expected Ship Date: MM/DD/YY
Expected Ship Date: MM/DD/YY
Status: Enter your status here
Comments: Enter your comments here
EPSA Version: 1.3
Send an email only when the order status changes.
Only 1 email should be sent per order per order status change.
Begin section with <EPSA_STATUS> & End with </EPSA_STATUS>
The preferred e-mail subject format is: Order Status for PO# 999999– Expected Ship Date: MM/DD/YY
Either Expected Ship Date: or Status: must be populated
Respond To: must be populated if Response Required: has a value of “Y”.
Expected Ship Date:
a. Accepted – Order has been received and entered
b. On Hold – Vendor is waiting for some type of response
c. Proof Hold – Vendor waiting for proof approval
d. In Production – Production on the order has started
e. In Storage – Production on the order is complete, but supplier is storing for later shipment
f. Complete – Order has shipped in full
g. Cancelled – Order has been canceled
h. Pending – Order has been received but not ready to assign other status
5. Response Required:
a. If Y, then a human will look at the email.
b. If N, the data will be placed into the database without human interaction.
c. If response required value is blank, the value will be interpreted as N.
6. Respond To:
a. This field should contain a monitored email address that a recipient can send their response to when Response Required = Y.
a. This field should contain something meaningful if Response Required = Y, since an actual business user will see the e-mail, such as the reason for the hold if status is On Hold.
SUBJECT: Shipment Notification for PO# 999999 – Actual Ship Date: MM/DD/YY
Actual Ship Date: MM/DD/YY
Order Complete: Y/N
EPSA Version: 1.3
Begin section with <EPSA_SHIPMENT> & End with </EPSA_SHIPMENT>
For Shipment Notification e-mails, send an email only when there is a shipment on the order.
For Shipment Notification e-mails, only 1 email should be sent per shipment/master tracking number.
The preferred e-mail subject format is: Shipment Notification for PO# 999999 – Actual Ship Date: MM/DD/YY
Actual Ship Date:
a. If there is more than 1 tracking number for the shipment, use the first tracking number, which should be the master/lead tracking number for the shipment.
a. Y= Order has shipped complete.
b. N= Partial shipment, more shipments required to fulfill the order.
a. Red, Ground, etc
a. If the shipment contains multiple tracking numbers, the ones other than the master/lead tracking # can all be entered here.
03/21/12 – added requirement for carriage returns to be used after each field. “A carriage return must follow the data. The carriage return is what signals the end of the field.
03/23/12 – removed active from accepted line and added a new status called “In Production “
03/23/12 – removed blank as a status
03/23/12 – added option for response required.
03/23/12 – added to required either ship date or status
04/17/12 – added : after PO# for consistency
04/17/12 – moved EPSA version to the top (may move back)
04/18/12 – changed year to 2 digit format on order status document.
04/20/12 – Lots of formatting changes for consistency
04/20/12 – field order is required
04/20/12 – EPSAVersion is a required field
04/20/12 – <EPSA_STATUS> and / or <EPSA_SHIPMENT> are required
08/03/12 – Minor formatting changes to make it easier to read (removing bolds, etc.)
08/03/12 – Added default of N for response required
08/03/12 – Partial / Complete is now Order Complete – Y/N to get a Y or N value (rather than the word complete)
08/03/12 – Clarified wording to send email only on change to eliminate duplicate emails.
11/30/12 – Added status of Pending
04/15/13 – Added “Respond To” field in the Order Status document
04/30/13 – Added the status of “In Storage”, changed version to 1.3, and cleaned up some other formatting issues.
06/07/13 – Added use of domain as the primary identifier of the supplier.