Sephora
Partner with Sephora's beauty retail stores
EDI Documents for Sephora
Here's how EDI automates your workflow with Sephora
Purchase Order (PO)
What it is
When Sephora wants to buy your products, they send you an 850 Purchase Order electronically. It contains everything you need—product SKUs, quantities, pricing, delivery address, and requested ship date. This is like receiving an order notification in Shopify, but from Sephora instead of a direct customer.
How it works in Fulfil
The 850 creates orders automatically in Fulfil the moment Sephora places them. Just like Shopify orders appear instantly when customers check out, retail orders from Sephora flow directly into your system.
Why it matters
Without this, you'd be manually entering orders from Sephora's vendor portal or from email notifications. This eliminates data entry errors and gets orders into your fulfillment workflow immediately.
PO Acknowledgement
What it is
This is your automated "order confirmed" response back to Sephora. When you process an 850 Purchase Order in Fulfil, an 855 automatically goes back to tell Sephora "Yes, we got your order and we can fulfill it." You can confirm the full order or indicate if any items are out of stock.
How it works in Fulfil
Fulfil automatically sends the 855 when you accept the order. Just like Shopify sends order confirmation emails to customers, Fulfil sends 855s to Sephora confirming you received their order and will process it.
Why it matters
Sephora needs to know you received their order and can fulfill it. This prevents them from wondering if their order got lost and calling your team to check. It's professional communication that major retailers require.
Advance Ship Notice (ASN)
What it is
This is your automated shipping notification with detailed packing information. When you ship an order to Sephora, the 856 tells them exactly what's coming—tracking numbers, box contents, carton labels (SSCC), weights, and carrier details. For big retailers, this includes which specific products are in which boxes, crucial for their warehouse receiving.
How it works in Fulfil
Fulfil automatically generates and sends the 856 when you ship orders. The system includes all the detailed packing information Sephora requires for fast warehouse receiving. Think of it as a shipping notification, but with complete box-level details instead of just a tracking number.
Why it matters
Sephora has massive warehouses receiving hundreds of shipments daily. The 856 tells their system exactly what to expect so they can prep receiving teams, verify shipments quickly, and get your products on shelves faster. Without it, your shipments sit in receiving longer.
Invoice
What it is
This is your automated invoice sent electronically for payment. After you ship products to Sephora, the 810 invoice tells them exactly what to pay you—line items, quantities shipped, unit prices, totals, and payment terms. Sephora's accounts payable system processes this automatically for payment.
How it works in Fulfil
Fulfil generates the 810 invoice automatically when you complete shipments. The electronic invoice goes straight into Sephora's payment system, matching the shipped quantities from your 856 ASN.
Why it matters
Sephora processes thousands of invoices. Paper invoices or PDFs get lost, require manual data entry, and delay payment. Electronic 810 invoices go straight into their payment system, getting you paid faster—typically 30-60 days instead of 90+ days.
Payment Order/Remittance
What it is
This is Sephora telling you they paid you and which invoices they're paying. When Sephora processes payment, they send an 820 that says "We paid invoice #12345 for $10,000 on this date." This lets Fulfil automatically match payments to invoices and mark them as paid in your accounting.
How it works in Fulfil
When Sephora sends an 820, Fulfil automatically reconciles the payment against your open invoices, marks them as paid, and records the transaction in your accounting system. This happens automatically when the bank deposit arrives.
Why it matters
Without this, you'd manually reconcile bank deposits to figure out which invoices were paid. Sephora might pay 10+ invoices in one wire transfer. The 820 tells you exactly which invoices that payment covers, saving hours of manual reconciliation work.
Inventory Advice/Update
What it is
This tells Sephora how much inventory you have available for them to order. You can send 846 updates daily, weekly, or when inventory changes. It includes your current stock levels by SKU, usually at your warehouse or 3PL. Sephora requires this to prevent them from ordering products you can't fulfill.
How it works in Fulfil
Fulfil sends 846 inventory updates automatically on your chosen schedule (daily, weekly, or real-time). The system pulls current available inventory from your warehouses and 3PLs, then sends it to Sephora so they always know what they can order.
Why it matters
Sephora doesn't want to order products you don't have in stock. The 846 lets them see your real-time availability before they place orders, reducing cancellations and backorders. This prevents disappointed buyers and cancellation headaches.
Functional Acknowledgement
What it is
This is a technical "message received" confirmation. When you send an 856 or 810 to Sephora, their EDI system automatically sends back a 997 saying "We received your document and it was formatted correctly." It doesn't mean they processed the order—just that the technical transmission worked.
How it works in Fulfil
Fulfil sends and receives 997s automatically for every EDI document exchange. Think of it as a delivery receipt for your business data. If something goes wrong in transmission, you'll know immediately instead of waiting days to find out Sephora never received your invoice.
Why it matters
EDI is like email but for business data. The 997 is like a read receipt—it confirms your message arrived and wasn't corrupted in transit. If a 997 shows errors, you know to resend the document before Sephora even processes it, preventing delays.
How to get started
Connect with Sephora in 4 simple steps
Request Guidelines
Contact Sephora's vendor relations team and request their EDI vendor guidelines document
Submit to Fulfil
Send guidelines to Fulfil support—we configure all EDI connections, mappings, and technical setup
Complete Testing
Work with Sephora to complete their required EDI testing per their guidelines
Go Live
Start receiving orders and automating fulfillment with Sephora
Typical setup time: 2-3 weeks
Timeline depends on Sephora's testing requirements and response time
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Common Questions
How long does Sephora EDI setup take?
What do I need from Sephora to get started?
Does Fulfil charge extra for Sephora EDI?
Can I use my 3PL with Sephora EDI?
Is this different from selling on Sephora's marketplace?
Ready to connect with Sephora?
Let Fulfil handle the technical complexity of EDI so you can focus on growing your wholesale business
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