EDI Requirements

Ulta Beauty EDI Requirements

Ulta Beauty runs its vendor program through OpenText as the mandated EDI platform, and suppliers are required to be EDI-capable within 30 days of signing a Vendor Purchasing Agreement (VPA). EDI on ANSI X12 is mandatory for merchandise vendors, and the 856/ASN — governed by a strict one-ASN-per-PO rule — is the single most compliance-sensitive document.

Required EDI documents

Document	Name	Notes
EDI 850	Purchase Order
EDI 855	PO Acknowledgment	reported due within ~2 business days of the 850
EDI 856	Advance Ship Notice (ASN)	most compliance-sensitive; one ASN per PO per delivery
EDI 810	Invoice	must reconcile to the remittance advice
EDI 860	PO Change	conditional
EDI 846	Inventory Advice	conditional / program-dependent
EDI 997	Functional Acknowledgment

Labeling & packaging

GS1-128 carton/shipping labels with a unique SSCC-18; the SSCC-18 must match the 856 exactly. GS1-128 labeling is its own chargeback category, covering both label content and scan quality.
GS1-licensed GTINs/UPCs required at the item level.
Carton/pallet marks, label placement, and palletizing follow Ulta’s routing guide, with distinct cross-dock ASN and marking requirements for shipments routed through the distribution centers.

Connection & portal

OpenText is Ulta’s primary EDI platform: OpenText EDI Integrated (reported one-time setup fee) for direct/integrated vendors, or the OpenText Freeway web portal (reported setup plus monthly document fees) for lower-volume vendors. ANSI X12 over AS2/VAN.
Approved third-party networks such as SPS Commerce can broker connectivity to Ulta, though additional provider fees may apply.
The Ulta Supplier Portal is the vendor’s window into orders, pricing agreements, and the compliance scorecard (reported to be surfaced via Tableau); the documents still flow over EDI.

Onboarding & testing

Reported at roughly 4–6 weeks to production, and contractually you must be EDI-capable within 30 days of the VPA. Sequence: sign the VPA → OpenText onboarding email and Trading Partner Profile → accept the pricing agreement → pay the one-time EDI testing fee → certify each transaction set → go live.

Compliance & chargebacks

• Chargebacks are organized as compliance infractions across reported categories: PO Acknowledgment (855), Shipping Accuracy (856 ASN shortages/overages against the ASN), Revised Fill Rate, Inbound Delivery, GS1-128 Labeling, and invoice discrepancy (810). Confirm the current category list and fees against Ulta’s routing guide and vendor agreement.
• Ulta is reported to notify suppliers of infractions and hold chargebacks for a period (reported ~60 days) before deducting, giving a window to correct or dispute.
• Invoice pricing/quantity variances against the remittance advice are deducted; shortage disputes are reported to run through a Purchase Order Audit requested within ~30 days of the remittance advice.

Worth knowing

• Beauty and cosmetics vendors ship regulated goods — aerosols, nail lacquers, fragrances, and other flammables carry hazmat/limited-quantity transport rules on top of Ulta’s routing guide; confirm carrier and marking requirements for those SKUs.
• Ulta’s programs (e.g., Beauty Brands, DSD/direct-to-store, Import) can carry different routing and ASN expectations — confirm which applies to you.
• The one-ASN-per-PO rule means the PO, ASN, invoice, and physical shipment must all agree; consolidating multiple POs onto one ASN is not allowed.

How EndlessEDI helps with Ulta Beauty

Ulta requires one ASN per PO — you cannot consolidate multiple POs onto a single shipment notice. EndlessEDI enforces exactly that, with SSCCs matched to the GS1-128 label and the invoice reconciled to the remittance, which keeps Shipping Accuracy and invoice-discrepancy infractions off your scorecard. Connects through OpenText or an SPS mailbox as needed.

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Ulta Beauty EDI FAQ

What EDI documents does Ulta Beauty require?

Core documents are the 850 (PO), 855 (PO acknowledgment), 856 (ASN), and 810 (invoice), with the 860 (PO change) and 997 supporting, and the 846 conditional by program. Ulta runs its EDI through OpenText, and vendors must be EDI-capable within 30 days of the VPA.

What is Ulta’s one-ASN-per-PO rule?

Ulta allows only one 856/ASN per purchase order, per delivery — you cannot consolidate multiple POs onto a single ASN. The PO, ASN, invoice, and shipment must all match, and mismatches drive Shipping Accuracy chargebacks.

Who is Ulta Beauty’s EDI provider?

OpenText is Ulta’s primary EDI platform, via OpenText EDI Integrated for direct vendors or the OpenText Freeway web portal for lower-volume vendors. Approved third-party networks such as SPS Commerce can also connect to Ulta, sometimes with additional fees.

EDI requirements and penalty schedules change and vary by program. Figures marked “reported” come from third-party sources, not the retailer’s published fee schedule — always confirm against the retailer’s current routing guide and your vendor agreement.