e-PSA Email Standard

The Standard For Computers And Humans

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.

Mission And History

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.

General Rules And Information

Order Status

SUBJECT: Order Status for PO# 999999– Expected Ship Date: MM/DD/YY



PO#: 9999999

Expected Ship Date: MM/DD/YY

Status: Enter your status here

Response Required:

Respond To:

Comments: Enter your comments here

EPSA Version: 1.3



Rules Specific To Order Status E-Mails

Required Fields

  1. PO#:

  2. EPSA Version:

Recommended Fields

  1. Expected Ship Date:

  2. Status:

    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

  3. 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.

  4. 6. Respond To:

    a. This field should contain a monitored email address that a recipient can send their response to when Response Required = Y.

  5. 7. Comments:

    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.

Shipment Notification

SUBJECT: Shipment Notification for PO# 999999 – Actual Ship Date: MM/DD/YY



PO#: 9999999

Actual Ship Date: MM/DD/YY



Order Complete: Y/N

Service Type:


EPSA Version: 1.3



Rules Specific To Shipment Notification E-Mails

Required Fields

  1. PO#:

  2. Actual Ship Date:

  3. Carrier:

  4. EPSA Version:

Recommended Fields

  1. Tracking #:

    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.

  2. Order Complete:

    a. Y= Order has shipped complete.

    b. N= Partial shipment, more shipments required to fulfill the order.

  3. Service Type:

    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.

Change Log

  1. 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.

  2. 03/23/12 – removed active from accepted line and added a new status called “In Production “

  3. 03/23/12 – removed blank as a status

  4. 03/23/12 – added option for response required.

  5. 03/23/12 – added to required either ship date or status

  6. 04/17/12 – added : after PO# for consistency

  7. 04/17/12 – moved EPSA version to the top (may move back)

  8. 04/18/12 – changed year to 2 digit format on order status document.

  9. 04/20/12 – Lots of formatting changes for consistency

  10. 04/20/12 – field order is required

  11. 04/20/12 – EPSAVersion is a required field

  12. 04/20/12 – <EPSA_STATUS> and / or <EPSA_SHIPMENT> are required

  13. 08/03/12 – Minor formatting changes to make it easier to read (removing bolds, etc.)

  14. 08/03/12 – Added default of N for response required

  15. 08/03/12 – Partial / Complete is now Order Complete – Y/N to get a Y or N value (rather than the word complete)

  16. 08/03/12 – Clarified wording to send email only on change to eliminate duplicate emails.

  17. 11/30/12 – Added status of Pending

  18. 04/15/13 – Added “Respond To” field in the Order Status document

  19. 04/30/13 – Added the status of “In Storage”, changed version to 1.3, and cleaned up some other formatting issues.

  20. 06/07/13 – Added use of domain as the primary identifier of the supplier.