Marking codes in UPDs and EDI:
traceability from warehouse to acceptance
Traceability of marked goods means that for any code you can show which shipment, declaration and UPD it went through. We link the codes to the packing list, invoice, customs declaration and electronic UPDs, send them to buyers via EDI and hand the importer one matching table for the lot.
Not to be confused with the Federal Tax Service national traceability system (RNPT batch numbers in invoices): it is a different mechanism for certain imported goods, though it often uses the same shipment data.
Specification
Specification · Marking codes in UPDs and EDI. Standard terms · the document set is confirmed per lot and the buyer's EDI system
Service
- Service
- linking codes to documents, UPDs via EDI
- Documents
- packing list, invoice, declaration, UPD
- Options
- EDI onboarding, archive for inspections
Terms
- Timing
- in parallel with the lot's transport
- Output
- matching table and archive
- Currency
- USD / RUB
Logistics
- Warehouse
- code register by package
- Customs
- match with declaration items
- Buyer
- UPD with codes, acceptance
Price
- Base
- per lot at tariff
- Extras
- discrepancy handling, archive recovery — on request
Service flow
- 01
Warehouse register
At the consolidation warehouse we collect unit and aggregate codes by package and produce a packing list with codes.
1–2 days - 02
Invoice and declaration match
We match the codes with the invoice and the declaration items so quantities and GTINs agree across all shipment documents.
1 day - 03
UPD with codes
We generate electronic UPDs with marking codes for the buyers in formats accepted by the main EDI systems.
on shipment day - 04
Acceptance via EDI
We send the UPDs via EDI, follow the signing and resolve discrepancies if the buyer accepts only part of the delivery.
1–3 days - 05
Lot archive
We hand the importer the final matching table and the lot's document archive — for accounting and inspections.
1 day
Problems
The buyer refuses to sign the UPD: the codes in the document differ from those scanned on the cartons.
We generate the UPD from the same register used to build the packages and state aggregate codes rather than loose units.
The codes exist only in a separate supplier file, not in the packing list or invoice — the documents cannot be linked after arrival.
We build the «code — item — package» table at the warehouse before shipment and carry it through all the lot's documents.
During an inspection the officer asks to prove the origin of specific codes, and the documents are scattered across emails and folders.
We deliver a lot archive with the matching table: any code leads to its shipment, declaration and UPD.
Documents
Traceability rests on one matching table: code — item — package — document. It is started at the overseas warehouse and extended at every step, not reconstructed afterwards when an inspection comes.
Incoterms
- EXW
- the code register is built from the first mile, at consolidation
- FOB
- the supplier provides a packing list with codes before loading
- DAP
- we request code data from the seller in advance, before arrival
Documents
- Packing List
- packing list with aggregate codes for each package
- Invoice
- commercial invoice with SKUs matching the GTINs
- Customs declaration
- declaration with marking codes or ATK
- UPD
- electronic document with codes for the buyer
- Matching register
- table «code — item — package — document»
FAQ
Codes are stated in the electronic UPD for each item — as unit codes or aggregate codes (cartons, pallets). The document goes through an EDI operator, and once the buyer signs it the codes move to the buyer in GIS MT. A paper UPD does not transfer codes.
Yes, transferring marked goods between businesses requires electronic document interchange with codes in the UPD. Without EDI the codes stay with the seller and the buyer formally holds unmarked goods. Any EDI operator will do, including the free option from the Chestny ZNAK operator.
Fast acceptance without disputes over contents, and a ready answer to an inspection. For each code you can see which shipment, declaration and UPD it went through, so the goods' legality is proven with documents in minutes rather than days of searching.
They are two different systems. Chestny ZNAK tracks each unit by its DataMatrix code, while the Tax Service national traceability system works with batches through the batch registration number (RNPT) in invoices and UPDs. Some imported goods may fall under both, and the declaration data is needed in each.
Yes. We generate electronic UPDs with codes in formats accepted by the main EDI systems, so the consignee accepts without keying in codes. If the buyer uses a different operator, we check roaming in advance.
First, whether the code on the item matches its status and owner in GIS MT, and whether the goods came under documents carrying those codes. Consistent shipment, declaration and Chestny ZNAK data make it quick to prove the goods are legal and where each code came from.