Managed EDI for Sam’s Club suppliers
Sam’s Club wholesale shipments. The EDI details handled.
Bulk orders bring item, destination and shipment details that all need to agree. Roundhouse handles your Sam’s Club EDI processing, from translating purchase orders to preparing approved shipment notices, labels and invoices. We perform the data entry and document work using our own systems.
Let’s talk about your EDI
What is Sam’s Club EDI?
Sam’s Club EDI is the electronic exchange of standardized business documents between Sam’s Club and its suppliers. For wholesale merchandise, those documents connect the purchase order to shipment information and invoicing. Roundhouse manages this processing for businesses supplying bulk orders to Sam’s Club.
A processing team for your wholesale account.
We translate incoming purchase orders, enter your approved shipment details, prepare the applicable labels and ASNs, and transmit invoices. Your team provides fulfillment information and approves commercial details. There is no EDI software for you to buy or learn.
- Readable purchase orders for sales and operations.
- Document preparation using your actual packing information.
- Shipping labels coordinated with the shipment notice.
- Purchase order access and PDF downloads in our customer portal.
Sam’s Club EDI documents and shipping labels.
This table describes the processing we review for your wholesale account. The required transactions, label formats and timing depend on your merchandise and supply route. We confirm the assigned specifications during setup.
| Code / format | Document | What we handle |
|---|---|---|
| 850 | Purchase Order | Receive and translate order lines, retaining product references, quantities, units and delivery destinations. |
| 856 | Advance Ship Notice (ASN) | Prepare the applicable shipment notice from actual shipped quantities, shipment references and required carton or pallet detail. |
| GS1-128 | Shipping label | Create labels where specified and keep shipment identifiers aligned with the ASN. This is a barcode format, not an X12 transaction number. |
| 810 | Invoice | Prepare approved billing documents using the correct order references, quantities and commercial details. |
| 997 | Functional Acknowledgment | Handle technical acknowledgment feedback in the agreed workflow; this is not proof of delivery or payment approval. |
| 824 | Application Advice | Review application feedback where used by the account and help resolve reported document-processing errors. |
Keep the destination attached to the merchandise.
A shipment summary is not enough when the order includes destination-specific information. We retain the relevant location and item references as we prepare documents. Your operations team confirms where the merchandise is going and how it is packed, so the information sent electronically describes the shipment your warehouse is preparing.
Account for cases and pallets in the shipment data.
The way merchandise is packed affects the information needed for receiving. Where your account requires pallet or carton detail, we use the actual contents and identifiers in the ASN. We also keep quantities in their agreed units of measure, rather than confusing a case count with the number of individual products.
- Match the shipment to the applicable purchase order references.
- Confirm the final quantities and packing structure.
- Align label identifiers with the corresponding shipment records.
- Review changes from the warehouse before approving transmission.
Label requirements follow the product and supply route.
Sam’s Club publishes category-specific packaging requirements, including particular ASN and pallet-label guidance for produce. Those rules are not a substitute for the requirements assigned to an apparel or general-merchandise account. We review your own program and prepare the applicable shipping labels and documents. Your warehouse remains responsible for physical packaging, label placement and delivery arrangements.
Follow the invoice beyond transmission.
We prepare invoices from approved order and fulfillment information and review the EDI feedback in your processing workflow. A successfully transmitted file can still require attention if its business details are rejected. We help resolve reported document errors while your team handles pricing decisions, commercial disputes and payment reconciliation.
Setup around your Sam’s Club supplier account.
We review the requirements for your supplier relationship, establish the applicable document maps and coordinate testing. Wholesale replenishment and consumer direct-ship programs have different workflows; we keep the setup tied to the business you actually do. Roundhouse has been helping companies stay EDI compliant for over 20 years.
An orderly transition for orders already in progress.
If you are moving from another provider, we review open orders, shipments awaiting documents and invoices already submitted. We agree which documents move to Roundhouse and which remain with the current provider, then establish how your team will send packing information and approvals.
Frequently asked questions
Sam’s Club EDI support
Do you do the Sam’s Club EDI work for wholesale suppliers?
Yes. We translate purchase orders, perform shipment data entry, prepare applicable ASNs and labels, and transmit approved invoices using our own systems.
Do we need our own EDI software?
No. Roundhouse handles the processing. Your team provides the business information and approvals without needing to purchase or learn an EDI platform.
Which documents do we need for Sam’s Club EDI?
We review purchase orders, invoices, applicable shipment notices and acknowledgment requirements during setup. Your supplier program determines the exact documents and maps; a generic retail list is not a substitute for your account specifications.
Can you prepare ASNs for palletized shipments?
Yes. Where required for your account, we prepare the ASN using your actual pallet, carton and item information, together with the relevant shipment references.
Do you provide Sam’s Club shipping labels?
Yes. We prepare labels to the applicable account requirements, including GS1-128 labels where specified, and keep the identifiers aligned with shipment data.
Are produce label requirements the same as general merchandise?
No. Sam’s Club has category-specific requirements. We confirm the instructions for your merchandise and supply route before setting up the document and label workflow.
Can you help reduce EDI-related chargebacks?
Yes. We help reduce EDI-related chargebacks by checking order and shipment references, label consistency and invoice details, and addressing reported EDI errors.
Can we view Sam’s Club purchase orders online?
Yes. You can view your purchase orders and download them as PDF files in our customer portal.
How do we get started?
Contact Roundhouse. We guide you through your wholesale account requirements, setup and testing, then handle the ongoing EDI work.
Use the current instructions for your vendor account when setting up or changing an EDI connection. Retailer names identify the accounts we support; these pages are published by Roundhouse, Inc.
Let’s talk EDI