EDI or Electronic Data Interchange is a set of standards created by the National Institute of Standards and Technology that structures electrical or computer exchanges between and within businesses. Better put, it is a computer-to-computer transmission of business data in a standard format known as a Transaction Set, which replaces a traditional paper business document.
Note: "Trading Partners" is an EDI term implying organizations that exchange EDI documents.
In August 2010, changes were made so that users can now associate a warehouse with a trading partner. When exporting UFF EDI documents, the warehouse associated with a trading partner or transaction will provide the contact information in the header of the document, rather than the "master" information in the database configuration.
The following items must be completed prior to importing and exporting EDI files:
- Communication software provided by the VAN such as GXS/Cleo software must be installed.
- File>Database Administration>Configure EDI panel should be filled out.
- The EDI trading partners should be added to the Database.
- When an alternate company name will be used, modify the Warehouse name for the dba and select the warehouse from the drop down under the Trading Partner name.
- Map the items and the Warehouses using the Item Map and Whse Map panels. Be sure to include the correct codes.
- Add the Vendor ID and the EDI or X12 settings.
- Go to EDI>Pack Name Mapping and map the required pack names.
- Go to EDI>Category Mapping and map the Product Categories.
- Customers must be assigned to EDI trading partners from the Records>Customer>Records > Assignments panel.
- Suppliers must be assigned to EDI trading partners from the Records>Suppler > Supplier > Terms/AP panel.
- The Duns + 4 numbers for the company and the customers should be set up.
- For the company, go to File>Database Administration>Configure Company Info Panel or Records>Warehouse>Record>ID panel.
- For the customers, go to Records>Customer>Records Location panel.
For more information on EDI setup see Setup:EDI Export&Import.
Applications added by the EDI Plugin
The EDI Plugin adds several new capabilities to eoStar. The user can view and import files through the EDI File Browser and EDI Import. Additionally, it is easy to export Invoices and Advance Ship Notices to trading partners with the various options, and keep track of purchases and payments through the trackers.
- File>Database Administration>Configure menu option.
- File Browser - This is used to view any EDI files before importing them into the database.
- EDI Import - This is used to import any EDI files into the Database.
- X12 Mapper - This shows test orders in a text file format.
- Export Advance Ship Notices (ASN/856)(Coke, UFF, and X12)- This is used to export Advance Ship Notices. This requires some form of palletizing solution.
- Export Shipment and billing notices (857) (UFF) – The 857 EDI document type is used by the supplier to indicate to the buyer the details of the purchase as in an 810 document, as well as information about the shipment as in an 856 document. It acts as a combination of the 810 Invoice and the 856 Shipping Notice/Manifest.
- [[EDI_Export_Invoices_to_be_Paid_(810)_(UFF4_&_X12)|Export Invoices to be Paid (810) (Coke, UFF, X12) -This is used to export Invoices (810)
- Send Pre-Delivery (894) Invoices (X12, Coke) - This is used to export Pre-Delivery invoices.
- Send Pre-Delivery (894) Invoices (Uff4) - Export Pre-Delivery invoices using the UFF 4.0 format.
- Send Pricing Documents (832/879) (Uff4) - Exports or re-exports pricing information for customers of a selected Trading Partner.
- Export Invoices to be Paid (810) (UFF4 & X12) - This is used to export Invoices (810)
- Category Mappings - This is used to 'map' out the categories.
- Pack Name Mappings - This is used to 'map' out the pack sizes and names.
- Payment Tracker - Any Payment Orders (820) will be tracked here.
- Purchase Tracker - Any Purchase Orders (850) will be tracked here.
- Trading Partners - This is used to set up and manage trading partners.
How-To Add Permissions for Access to the EDI Plugin for Employees
- To add permission on an individual Employee basis, go to the Records>Employee>Records Plugins Panel. Under EdiPlugin, check the check boxes next to the permission setting wanted. When finished making changes, click the command button Post.
- To add permission for a department, go to the Records>Employee>Departments Plugins Panel. Under EdiPlugin, check the check boxes next to the permission setting wanted. When finished making changes, click the command button Post.
The following is a list of the process of EDI transaction sets sent between a retailer and distributor. Note: The transaction sets required depend on the trading partner with whom you are working. Additionally, this will only work if the correct EDI Trading Partners are set up. Files are extracted on a daily basis through the eoStar EDI Export/Import Screens. They are then transmitted to the retailer via a program provided by the VAN such as Cleo for GXS.
- The retailer (customer) creates an order and sends a Purchase Order (850) to the Distributor (your company).
- The distributor then uses the EDI Import screen to import that Purchase Order (850). The Purchase Order (850) is automatically sent to the EDI Purchase Tracker.
- The distributor then uses either Send Pre-Delivery (894) Invoices or Send Pre-Delivery (894) Invoices (Uff4) screens to send a Pre-Delivery Notification (894) which outlines the order to the retailer.
- The retailer receives the sent Pre-Delivery Notification (894) from the distributor.
- The distributor then sends an Advance Ship Notice (856) using the Export Advance Ship Notices (ASN) screen. The advanced ship notices contain pallet information and requires some form of palletizing solution by the distributor.
- The retailer receives the sent Advance Ship Notice (856) from the distributor.
- The distributor sends the order, which is delivered to the retailer.
- The distributor sends an Invoice (810) using the EDI X12 Export 810 Invoices to the retailer.
- The retailer receives the sent Invoice (810) from the distributor.
- The retailer sends a Payment Order (820) to the distributor.
- The distributor then uses the EDI Import screen to import that Payment Order (820). The Payment Order (820) is automatically sent to the EDI Payment Tracker.
Certain issues in EDI may be caused by a misspelling of names. For example:
The Seagram's brand is spelled "Seagrams" in their DB. The Special handling bit, Vendor IDs, and pack info look right in the DB. However, because of the difference in spelling, the Seagram's sales aren't identified properly:
Change the spelling of the offending item, and eoStar should properly handle these.
Using and ~, *, or > in the product name will cause an unexpected data separation and the document will fail. GXS recommends using + to resolve the issue.
Notes for Developers
Logged in Developers, see EDI Testing Considerations.