BaanERP 5.0c. EDI User Guide

Transcription

1 BaaERP 5.0c

2 A publicatio of: Baa Developmet B.V. P.O.Box AC Bareveld The Netherlads Prited i the Netherlads Baa Developmet B.V All rights reserved. The iformatio i this documet is subject to chage without otice. No part of this documet may be reproduced, stored or trasmitted i ay form or by ay meas, electroic or mechaical, for ay purpose, without the express writte permissio of Baa Developmet B.V. Baa Developmet B.V. assumes o liability for ay damages icurred, directly or idirectly, from ay errors, omissios or discrepacies betwee the software ad the iformatio cotaied i this documet. Documet Iformatio Code: U7218A US Group: User Documetatio Editio: A Date: Jue 1999

3 Table of cotets 1 Itroductio 1-1 Overview Geeral setup for EDI 2-1 Parameters 2-3 EDI default data 2-6 Networks 2-8 Busiess parter data by etwork 2-14 Code ad coversio tables Settig up your compay 3-1 Purchasig compay 3-1 Code coversios 3-1 EDI messages supported by busiess parter 3-5 Additioal parameters 3-16 Sales compay 3-17 Code coversios 3-17 EDI messages supported by busiess parter 3-21 Additioal parameters Ruig EDI 4-1 Processig files 4-1 EDI iterchage cotroller 4-2 Cotroller setup 4-2 Usig the iterchage cotroller 4-6 Exteral EDI etwork commuicatio Icomig message data 5-1 Processig iteractive messages 5-1 Reprocessig messages with errors EDI procedure 6-1 Geeral procedures: purchasig compay 6-1 Geeral procedures: sellig compay 6-4 Geeral message processig requiremets 6-6 The purchasig compay 6-8 Eter ad prit purchase order 6-8 Sedig the purchase order (850/ORDERS) 6-10 Receivig the order ackowledgmet (855/ORDRSP) 6-10 i

4 Table of cotets Chagig the purchase order (860/ORDCHG) 6-11 Sedig the purchase order chage (860/ORDCHG) 6-13 Receivig the purchase order chage ackowledgmet (865) 6-13 Geeratig ad Sedig the Purchase Schedule Release (830/DELFOR, 862/DELFOR, 866/DELJIT) 6-14 Receivig the Shipmet Notice (856/DESADV) 6-16 Sedig the error otificatio 6-17 Sedig the Receipt Discrepacy Notificatio (861/RECADV) 6-18 Receivig the sales ivoice (810/INVOIC) 6-20 The sellig compay 6-21 Receivig the customer order (850/ORDERS) 6-21 Pritig ad sedig the order ackowledgmet (855/ORDRSP) 6-22 Receivig the sales order chage (860/ORDCHG) 6-24 Pritig ad sedig the order chage ackowledgmet (865) 6-25 Receivig the Customer Schedule Release (830/DELFOR, 862/DELFOR, 866/DELJIT) 6-28 Sedig the Shipmet Notice (856/DESADV) 6-30 Receivig the Error Notificatio (824/APERAK) 6-32 Receivig the Receipt Discrepacy Notificatio (861/RECADV) 6-34 Sedig the sales ivoice (810/INVOIC) 6-35 Receivig the Remittace Advice (820/REMADV) 6-35 The sales or purchasig compay 6-36 Receivig Fuctioal Ackowledgmets (997) / Outgoig Message Status Updates (STATUS) Iteral (multisite) EDI 7-1 Itroductio 7-1 Geeral setup 7-3 Compay data 7-3 Busiess Parter data 7-4 Parameters 7-7 Default EDI data 7-7 Networks 7-7 Busiess parter data by etwork 7-9 Code ad coversio tables 7-9 Purchasig compay setup 7-10 Sales compay setup 7-12 Setup summary 7-14 Ruig EDI 7-14 Multisite etwork commuicatio 7-14 EDI procedure 7-16 ii

5 Table of cotets 8 Appedix A: Coversio setups 8-1 Overview 8-1 Geeral otes 8-9 Coversio setup: 810/INVOIC, Ivoices 8-12 Record Relatioships 8-12 Coversio setup: 820/REMADV, Remittace Advice 8-14 Record Relatioships 8-14 Coversio setup: 824/APERAK, Error Notificatio 8-16 Record Relatioships 8-16 Coversio setup: 830/DELFR1, Plaig Release 8-18 Record relatioships 8-18 Coversio setup: 850/ORDERS, Sales Order 8-20 Record Relatioships 8-20 Coversio setup: 855/ORDRSP, Purchase Order Ackowledgmet 8-22 Record Relatioships 8-22 Coversio setup: 856/DESADV, Shipmet Notice 8-24 Record Relatioships 8-24 Coversio setup: 860/ORDCHG, Purchase Order Chage 8-26 Record Relatioships 8-26 Coversio setup: 861RECADV, Receipt Discrepacy Notificatio 8-28 Record Relatioships 8-28 Coversio setup: 862/DELFR2, Shippig Release 8-30 Record Relatioships 8-30 Coversio setup: 865, Purchase Order Chage Ackowledgmet 8-32 Record Relatioships 8-32 Coversio setup: 866/DELJIT Sequeced Shippig Release 8-34 Record Relatioships 8-34 Coversio setup: 977 Message Status 8-36 Record Relatioships 8-36 EDI expressios Appedix B: Glossary Appedix C: Busiess Parters ad Destiatios 10-1 Itercompay mappigs of destiatio fields 10-1 Processig busiess parter codes 10-3 Code coversios by busiess parter 10-4 Processig specific address iformatio 10-4 iii

6 Table of cotets 11 Appedix D: Chage ad Ackowledgmet Codes 11-1 Chage Codes 11-1 Overview 11-1 Mappig to EDI Stadard Segmets 11-3 Baa Setup ad Sessios 11-5 Ackowledgmet Codes 11-9 Overview 11-9 Mappig to EDI Stadard Segmets Baa Setup ad Sessios Special Case: Ackowledge by Exceptio At a Glace (Summary) iv

7 About this documet This documet explais the issues ivolved with the implemetatio of Electroic Data Iterchage (EDI). This documet is desiged for members of a EDI implemetatio team ad ed-users. This guide covers the followig topics: Prelimiary setup steps Settig up a purchasig compay Settig up a sellig compay Ruig EDI Review of the stadard EDI procedure Usig iteral (multisite) EDI Also icluded are detailed lists of the EDI coversio setups ad a glossary. v

8 Itroductio vi

9 1 Itroductio I today s busiess eviromet, compaies face icreasig order volumes ad higher demads o the speed of commuicatio. The electroic trasfer of data (referred to as EDI, for Electroic Data Iterchage) has become a importat part of day-to-day busiess. EDI ca process stadard messages betwee two tradig parters, usually through a exteral traslator. The traslator is typically aother compay that provides traslatio services ad, possibly, other etwork services. Compay A Tradig relatioship Compay B BAAN eviromet ASCII files ASCII files BAAN eviromet EDI traslator provider Figure 1 Electroic data iterchage (EDI) The Baa EDI module ca geerate ad read ASCII files with a flexible format. Whe you use Baa EDI to exchage documets, these ASCII files are traslated, or reformatted, usig stadard EDI message formats, such as ANSI X12, UN/EDIFACT, ODETTE, ad VDA by a third-party traslator, to provide a format supported by your tradig relatio. 1-1

10 Itroductio The data files are typically trasferred betwee exteral tradig parters over commercial (a value added etwork) or ocommercial (for example, Iteret) etworks. Third-party traslatio ad commuicatio software hadles the traslatio of the ASCII files that are created or received by Baa EDI. This third-party software may additioally provide ecryptio for trasferrig data over usecured etworks. Baa EDI software does ot provide this traslatio ad commuicatio fuctioality. This eviromet is referred to as exteral EDI throughout this documet. The trasfer of iteral EDI messages is similar to the exteral EDI situatio except for the traslatio ad commuicatio requiremets. Iteral EDI is also referred to as multicompay or multisite. I multisite EDI implemetatios, the ASCII files are usually trasferred over a iteral compay etwork (LAN or WAN) which meas that ecryptio is ot required. Also, because all compaies (or sites) i the multisite structure use the same format for the ASCII files, traslatio to a differet exteral EDI stadard geerally is ot required. Overview This guide will help you uderstad the steps ivolved i implemetig ad usig the Baa EDI solutio. This applicatio provides several tools to help you with this, icludig: Default coversio setups for the supported trasactio sets Mechaisms for idetifyig the busiess parters ad supported messages Coversio tables to help with specific coversio iformatio Code tables for code idetificatio purposes Message geeratio maagemet Message audit ad correctio maagemet 1-2

11 Itroductio Baa provides default data that you ca import ito Baa EDI. The default data icludes the followig: The X12 ad EDI orgaizatios which represet the ANSI X12 ad UN/EDIFACT Stadards, by which you ca group other EDI elemets Supported messages that follow the ANSI X12 ad UN/EDIFACT Stadards amig covetios, grouped by orgaizatio (EDI messages ad the supported messages defied i EDI Master Data) Supported Coversio setups for each supported message that defie the ASCII file layouts ad supported fields for each message Default values from select EDI codes (for example, order types, item code IDs, address/parter code IDs, address/parter types ad shipmet status codes) that you ca use i code coversios Outgoig messages by sessio, which lik all supported outgoig messages to the sessio that prepares the EDI message for geeratio 1-3

12 Itroductio Supported messages The BaaERP release supports the followig messages. The table icludes the trasactio set, or message, codes to which these messages correspod for the idicated EDI stadards. EDI stadard/message descriptio X12 EDIFACT Directio Ivoice 810 INVOIC i/out Remittace Advice 820 REMADV i oly Error Notificatio 824 APERAK i/out Purchase Schedules 830 DELFOR i/out Purchase Order 850 ORDERS i/out Purchase Order Ackowledgmet 855 ORDRSP i/out Advace Ship Notice 856 DESADV i/out Purchase Schedules 862 DELFOR i/out Purchase Schedules 866 DELJIT i/out Receipt Discrepacy Notificatio 861 RECADV i/out Purchase Order Chage 860 ORDCHG i/out Purchase Order Chage Ackowledgemet Fuctioal Ackowledgmet 865 ORDRSP i/out 997 i oly Each message has a code that relates to a particular stadard. For example, ORDERS is the code used for the UN/EDIFACT purchase order ad 850 is the code used for the ANSI X12 purchase order. Each stadard has its ow idetificatio method for defiig the ame of the message. The Baa EDI default data maitais this amig covetio. You ca easily idetify the Baa message with the EDI stadard ame for X12 ad EDIFACT. You ca also customize the message ames. The message data provided i the Baa EDI default data coversio setups iclude the ASCII file layouts that you ca map to your EDI stadard. To maitai simplicity, the examples will use ANSI X12 termiology throughout this documet whe referrig to the messages. The ext few chapters cover the actual setup of EDI data, ad the usage of EDI from a procedural poit of view. 1-4

13 Itroductio The setup of data is structured as follows: Geeral data setup of EDI compay Setup of purchasig compay: setup specific to defiig your tradig parter as the seller, you as the buyer Setup of sellig compay: setup specific to defiig your tradig parter as the buyer, you as the seller The appedix reviews the curretly supported EDI coversio setups provided i the default data. 1-5

14 Itroductio 1-6

15 2 Geeral setup for EDI EDI-specific data setup icludes the followig steps (i order of executio): 1 Maitai EDI parameters 2 Export default EDI data 3 Import EDI data 4 Maitai etworks 5 Maitai busiess parter data by etwork 6 Maitai code tables 7 Maitai coversio tables 8 Maitai EDI messages by busiess parter 2-1

16 Geeral setup for EDI Figure 2 shows the relatioships betwee the setup steps ad the databases ivolved. Demo Compay Database defaults.edi Export Default EDI Data Import EDI Data EDI Parameters Your Compay Database Networks Busiess Parter Data by Network EDI Messages by Busiess Parter Code Tables Coversio Tables Figure 2 EDI setup 2-2

17 Geeral setup for EDI Parameters The ext two forms show how to set your EDI parameters. Figure 3 EDI Parameters (ecedi0100s000) sessio, defaults 2-3

18 Geeral setup for EDI Explaatio of parameters Parameter Explaatio EDI Implemeted A check box that idicates if EDI is implemeted i this compay. Stadard Path Select the directory i which all EDI-related data is located. The actual messages for your compay are stored i a series of subdirectories, which will be defied at a later stage. The directory defied here is the directory i which the import utility will search for the Defaults.edi file as explaied i the pervious sectio ad to which the export utility will write files. Our Idetificatio The commuicatio address that is used by your tradig busiess parter to idetify you. For iteral EDI, usig the compay umber, as a address is a good choice. For exteral EDI, the traslatio/commuicatio software uses the commuicatio address to idetify you as the seder of the message Referece Number The referece umber that is used for outgoig messages ad is created whe a EDI message is geerated. This umber uiquely idetifies the message. Because the actual data belogig to the message is distributed over multiple ASCII levels, this umber is also used to idetify which parts of the message belog together. The umber is built up of three cocateated parts: 1 A strig of characters defied i the Fixed Part field 2 The system date i oe of several formats (Date Format field) 3 A icremetig umber Fixed Part The fixed part of the referece umber. Date Format The date format of the referece umber. First Free Number The ext available sequece umber. Actio o New Date Because the date is icluded i the referece umber, the umber will be uique o a ew date, eve if the icremetig umber is repeated with 0 or 1 each ew day. Alteratively, you ca keep icremetig the umber. I that case, that umber tells you how may messages have bee geerated so far. Store All Received ad Set Messages Check boxes that idicate if a copy of every received or set message is kept. See the Networks sectio i Chapter 2 for directory structure iformatio. 2-4

19 Geeral setup for EDI Explaatio of parameters Parameter Explaatio Suppress Blak Text Lies Suppress Blak Text Fields Make Use of Tracefile Name of Tracefile If this check box is selected, empty text lies i text blocks are suppressed i outgoig messages, limitig the text cotet to sigificat iformatio. If this check box is selected, blak text lies received i icomig messages are suppressed whe creatig text o iteral documets limitig the message cotet to sigificat iformatio. A check box that idicates if a Trace file is used. See the Networks sectio i Chapter 2 for directory structure iformatio. The ame of the trace file. Figure 4 EDI Parameters (ecedi0100s000) sessio, Series/Other 2-5

20 Geeral setup for EDI Explaatio of fields Field Number Series for Address Codes Sales Schedule Series Iterchage Message Iterchage Coversio Setup Message Overhead Coversio Setup Explaatio The order series that is used for address codes that are automatically geerated by EDI whe specific address iformatio is received o icomig EDI messages. The user-defied series that will be used whe geeratig icomig sales schedules for icomig EDI schedule-related messages. The ame of the dummy message used i various orgaizatios to describe the layout of the iterchage header ad the joit message overhead. The ame of the coversio setup i which the iterchage header layout is described. The ame of the coversio setup that cotais the layout of the joit message overhead. The default coversio setups assume that this is blak. Oce you begi trasmittig messages, do ot chage the stadard path idetificatio or the way you create the referece umber. EDI default data Although much of the setup data i the EDI module is user-defiable, Baa provides all the ecessary EDI data as default data i demo compay 812. To avoid eterig or chagig this data i each of your compaies, you ca export the setup data to a ASCII file ad import them ito other compaies. You ca export the setup data from this compay usig the Export EDI Data (ecedi6221m000) sessio. This sessio creates a file called Defaults.edi i the EDI directory that is specified i the Stadard Path field i the EDI parameters of compay 812. Before you ru the Export EDI Data (ecedi6221m000) sessio, you must create a EDI directory i $BSE ad make sure that the full path of this directory is specified i the Stadard Path field of the EDI parameters of compay 812. If you did ot defied a valid default text group for your user i the User Data (ttaad2500m000) sessio, text is ot exported. I priciple, you oly eed to export the EDI data oce. However, you ca make chages to the default data (orgaizatios, etworks, code or coversio tables, or coversio setups) i ay compay ad use the export/import sessios to trasfer that data to other compaies. Oce exported, the Defaults.edi file cotais the default EDI setup data for import ito your ormal Baa compay database, as explaied i the followig sectios. 2-6

21 Geeral setup for EDI You should export the data for orgaizatio X12 or for orgaizatio EDI if you wat the correct default data for exteral ad iteral EDI. Figure 5 Export EDI Data (ecedi6221m000) sessio NOTE You ca import the exported default data ito the EDI modules of the idividual compaies. Cotact a Baa Support Ceter to fid out if your default data is up to date. Oce you have exported the Defaults.edi file from the Demo Compay 812 you ca import the data back ito other compaies. You must assig a default text group to the user who executes the import before ruig the Import EDI Data (ecedi6220m000) sessio because the import will read a umber of evaluatio expressios, which are stored as text blocks. You ca complete this task i the User Data (ttams1100s000) sessio. 2-7

22 Geeral setup for EDI To import the Defaults.edi file ito your ew compay, ru the Import EDI Data (ecedi6220m000) sessio show i Figure 6. Figure 6 Import EDI Data (ecedi6220m000) sessio Networks Networks are used to specify the directory that Baa EDI uses to store ad retrieve messages (ASCII files). Because data for multisite busiess parters does ot eed to be traslated ito actual EDI messages, iteral EDI data must be separated from exteral EDI data. I most cases, you will eed two etworks. Oe etwork represets the directory for iteral (multisite) EDI. The other etwork represets the directory where you will exchage files with the traslatio/commuicatio software that hadles the trasmissio of messages to exteral tradig parters. 2-8

23 Geeral setup for EDI Figure 7 shows how to defie a etwork for exteral trade busiess parters. Figure 7 Networks (ecedi0520m000) sessio Figure 8 Networks (ecedi0120s000) sessio, Refereces 2-9

24 Geeral setup for EDI Explaatio of fields Field Network Descriptio Path Our Idetificatio Geeral Referece Fixed Part Date Format First Free Number Actio o New Date Explaatio Your ame for the etwork. Free form descriptio of the etwork that is beig defied. The directory where all EDI data related to this etwork will be stored. This is usually is a subdirectory of the EDI directory defied i the EDI parameters. If you have more tha oe Baa compay that will be used for exteral EDI, you should create uique directories for each compay. A easy way to accommodate this is to create a subdirectory uder your EDI path for each compay ad assig that directory to each compay s etwork. For example, if compaies 420 ad 422 are both used for exteral trade, compay 422 ca have the path: /Home/Edi/422 assiged to its etwork; compay 420 ca have the path: /Home/Edi/420. Your etwork address for this particular etwork. This may be the uique code you use to represet yourself to your EDI tradig parters (iteral ad exteral). If this check box is selected, uique message umbers are created for messages set through this etwork based o EDI parameter settigs. If this check box is ot selected, you ca create differet settigs for each etwork. Idetifies the fixed part of the referece umber created i this etwork if the Geeral Referece field is No. Idetifies the date format of the referece umber created i this etwork if the Geeral Referece field is No. The ext available sequece umber if the Geeral Referece field is No. If the Geeral Referece field is No: - Start with 0: the first outgoig message has sequece umber 0. - Start with 1: first outgoig message has sequece umber 1. - Last Number +1: the first outgoig message has umber of the last message to have bee set plus 1 as the sequece umber. 2-10

25 Geeral setup for EDI Explaatio of fields Field Multicompay Automatic Read i Geerated Messages Explaatio For exteral EDI, this field is No; for multisite (iteral) EDI, this field is Yes This field pertais oly to iteral EDI. It is used to allow automatic processig of data without requirig user itervetio to start the process. Figure 9 shows how to defie a file for your exteral busiess parters. Figure 9 Networks (ecedi0120s000) sessio, File defiitio 2-11

26 Geeral setup for EDI Explaatio of fields Field Record Separator Field Type Separator Sig Replacemet Sig Sig Aroud Strigs Replacemet Sig Explaatio Each lie (record) i the ASCII file eds with a LF (Liefeed) ad CR (Carriage Retur) character, or oly the LF (use this whe the CR is automatically added by the system). If this field is Delimited, a special separator sig separates the fields i the ASCII files. If this field is Fixed Legth, each field has a specific, absolute start positio ad legth. The character that is used to delimit fields i the ASCII files if the Field Type field is Delimited. If the separator sig is used i a field cotet, this character will replace it (otherwise it would be iterpreted as a separator). This character will be used to eclose fields that cotai alphaumeric characters. This field is optioal. If the sig aroud strigs is used i a strig field, this character will replace it (otherwise it would be iterpreted at the ed of the strig). This field is optioal. NOTE Whe creatig ay of the special sigs, do ot use ay commo puctuatio characters. This could cause problems whe a message is traslated. For example, ever use a comma as a separator or the sig aroud a strig because this character is used i the Address field. 2-12

27 Geeral setup for EDI Explaatio of fields Field Allow Leadig Zeros Suppress Stadard Commuicatio Geerate Outgoig Messages before Coectio Explaatio Whe usig the Fixed Legth field type, the uused positios for umbers ca be filled with leadig zeros istead of spaces. A check box that idicates whether you wat to suppress the stadard commuicatio procedure with the exteral EDI etwork. If the box is blak, the stadard procedure of the exteral EDI commuicatio software is used (referred to as semaphore logic). See the Exteral EDI etwork commuicatio sectio i Chapter 4. If the box is checked, the stadard commuicatio procedure is ot executed. If the box is checked, the Direct Network Commuicatio (ecedi7205m000) sessio will first geerate all pedig outgoig messages (equivalet to ruig Geerate EDI Messages (ecedi7201m000) sessio) before readig icomig messages. 2-13

28 Geeral setup for EDI Whe you save the etwork defiitio the system creates the followig subdirectories for exteral EDI uder the path specified for the etwork: Subdirectory appl_from appl_to appl_text appl_trace commad store_sed store_recv Descriptio This is where all EDI messages geerated by Baa EDI are stored. This is the directory from which your traslatio/commuicatio software will retrieve files for exportig. This is where all EDI messages to be received ito the Baa applicatio are stored. This is the directory to which the traslatio/commuicatio software will write files that must be processed ad imported by Baa EDI. If a message cotais ay text fields, this directory cotais temporary files that are used to build up the text blocks. This directory cotais the created log (trace) files. This directory is used by the system for semaphores. The semaphore, or flaggig, mechaism is used to commuicate with third-party traslatio/commuicatio software to esure that the third-party software ad Baa EDI are ot attemptig to access files at the same time. This semaphore mechaism uses the creatio ad deletio of empty files i this commad subdirectory to idicate whe certai processes are active, or ca be activated. See Exteral EDI etwork commuicatio i Chapter 4, for a more detailed explaatio of semaphores. This is where set messages are archived based o EDI parameter settigs. This is where received messages are archived based o EDI parameter settigs. Busiess parter data by etwork Because you will commuicate with your tradig busiess parter over a specified etwork(s), you must defie the etwork address of the tradig busiess parter for the specified etwork(s). This address is the techical address that is used i the evelope iformatio (message overhead) of ay EDI message set to or received from that busiess parter. For messages exported from the Baa applicatio for exteral EDI, the traslatio/commuicatio software ca use this etwork address to determie where to route the message. For messages imported ito the Baa applicatio, the etwork address idetifies the seder of the received message. For example, i the default data provided for the coversio setups (the default message file layouts/mappigs), the etwork address, i cojuctio with the etwork code, determies the busiess parter o icomig messages. 2-14

29 Geeral setup for EDI I ay case, this etwork address idetifies a busiess parter by etwork. You may choose to have the etwork address match the busiess parter code or you ca use this field to specify the actual techical address of your busiess parter. Your choice depeds o the fuctioality of your traslatio/commuicatio software. Figure 10 Busiess Parter EDI Data by Network (ecedi0528m000) sessio Figure 11 Busiess Parter EDI Data by Network (ecedi0128s000) sessio 2-15

30 Geeral setup for EDI Explaatio of fields Field Busiess Parter Network Network Address New Batch Number Icremetig Referece Numbers Explaatio The ame of a valid busiess parter. The etwork used whe commuicatig with this busiess parter. Because it is possible to commuicate with a busiess parter through more tha oe etwork, you ca defie etwork address iformatio for multiple etworks per busiess parter. The etwork address used i the message evelope. I EDI it idetifies a busiess parter/etwork correspodece. For icomig messages, the etwork address derives the busiess parter who set the message. For outgoig messages i exteral EDI, you ca iclude the etwork address i the exported ASCII file to uiquely idetify the busiess parter ad etwork to the traslatio/commuicatio software. This allows the traslatio/commuicatio software to determie where to route a message exported from Baa EDI. Messages ca either be grouped By Message (a uique message referece for each message) or By Recipiet (a uique message referece for a groupig of messages). The default coversio setups provided by Baa EDI require that you set this field to By Message so that a uique message referece is assiged for each message/relatio combiatio. This check box applies to icomig messages. If this check box is selected, the applicatio checks if the received message has a higher referece umber tha previously received messages (ad is therefore ewer). If ot, a warig is displayed ad the message is rejected. If this check box is left blak, a received message is rejected if the referece umber has already bee received; however, if the referece umber of the ew message is lower tha the previously received umbers, ad that lower umber has ot received before, the message is rejected. 2-16

31 Geeral setup for EDI NOTE Code ad coversio tables Code tables cotai the defiitios of the differet codes that may be preset i geerated or received EDI messages. Some of the code tables (for example, those foud uder the Codes ad Coversios meu) are used with coversio tables to provide a cross-referece betwee values iteral to the Baa applicatio (Code i Applicatio) ad exteral values defied by your tradig parter or by a EDI stadard (Code i Message). The Text Codes meu cotais other code tables. You ca use these to eter descriptios correspodig to selected codes that you ca use i a message istead of the code itself for outgoig messages, or i text fields for icomig messages. Oe madatory code is the order type code. For icomig messages, the defied order type codes represet valid order type codes that Baa EDI ca receive ad process by Baa EDI. For all icomig messages, the applicatio validates the order type value passed i the message overhead agaist the data defied i this sessio (ote that a blak value is valid as log as it is defied here). This serves as aother mechaism for cotrollig which type of documets you wish to receive. For outgoig messages, the codes defied are used to maitai the coversio of order types (out) for messages pertaiig to a sigle order (order, order chage, ackowledgmet, ad ivoice messages). Figure 13 i Chapter 3, Settig up your compay, provides a example. Figure 12 Order Types (ecedi2100m000) sessio 2-17

32 Geeral setup for EDI Explaatio of fields Field Orgaizatio EDI Message Descriptio Code i Message Descriptio Explaatio The orgaizatio i which the order type is valid. Supported EDI Messages. The descriptio of the selected code. A stadard code used i a specific EDI message that represets the exteral value of the order or documet type. The descriptio of the selected code. Some sample data is icluded i the Defaults.edi file that you imported. Chapters 3, Settig up your compay, ad 4, Ruig EDI, explai how these codes are used by Baa EDI. These two chapters discuss the additioal setup steps to establish you as the buyer or the seller i the tradig parter relatioship. 2-18

33 3 Settig up your compay Each compay that you create is a purchasig compay, a sales compay, or both. A purchasig compay procures materials or services from other compaies (both iteral ad exteral). A sales compay sells goods or services to other compaies (iteral or exteral). Depedig o how a particular compay is used, you eed to set up the purchasig profile, the sales profile, or both. Purchasig compay Your compay is defied as a purchasig etity. This meas that purchasig activities are pursued withi this compay. The purchasig activities may be classified as iteral oly (multisite), exteral oly, or both. This sectio describes the specific setup requiremets for EDI documets exchaged with the supplyig busiess parters (buy-from, ship-from, ivoicefrom, pay-to) from whom your compay procures goods ad services. Code coversios Coversio tables allow you to defie the relatioship betwee codes i a EDI message ad the codes used i the Baa applicatio. For example, uit of measure codes are usually uique to a compay. However, you may eed to coform to a specific uit of measure covetio based o your tradig relatioship. If you must traslate your iteral pcs uit of measure code to a stadard uit each, you will use the coversio code table for uits to hadle the automatic coversio of this data. Remember that coversio tables oly eed to be filled whe a particular code must be coverted from a iteral value maitaied withi the Baa applicatio to oe that is used exterally. If both parties use the same codes for uit codes or warehouses, for example, the coversio of the codes is ot ecessary. 3-1

34 Settig up your compay NOTE The coversio table for order types (out) must be filled for outgoig EDI messages pertaiig to a sigle order. This icludes order ad order chage messages for purchasig compaies, ad order ackowledgmet ad ivoice messages for sellig compaies. The outgoig coversio of order types ot oly specifies the correct coversio of codes, but also determies which order types ca be set through EDI. For example, purchase orders of the type PN3 ca oly be set through EDI whe the code PN3 is preset i the coversio table (although it may be coverted to a blak code). Whe you create the coversio table for order types (out), be sure to list all valid order types you wish to sed through EDI, alog with the correspodig code i the message as specified i the code tables. Figure 13 Order Purchase Types (Out) (ecedi4133m000) sessio 3-2

35 Settig up your compay Explaatio of fields Field Explaatio EDI Message A valid EDI message code i the selected orgaizatio. Code i Order type o the Baa order. Applicatio Code i Message This field represets the exteral value. The code i applicatio will be coverted to the code i message value, which resides i the exported message whe the purchase order is exported through Baa EDI. You must defie the code i message first as a order type i the code tables. You ca use the code i message to represet the order types used by the EDI stadard you are usig (for example, the ANSI X12 purchase order type code). Note: This correspods to the Order Type value specified i EDI Messages Supported by Busiess Parter (ecedi4132m000) sessio. NOTE There is o coversio table for icomig order types. The cross-referece (coversio) of the exteral order type received to a valid iteral order type is hadled i the EDI Messages Supported by Busiess Parter (ecedi4132m000) sessio. 3-3

36 Settig up your compay I additio to defiig the outgoig coversio of order types for the 850/ORDERS message, you also must defie the outgoig iformatio for the 860/ORDCHG, purchase order chage, message as show i Figure 14. Eter the valid order types for which you will allow purchase order chages to be processed. Figure 14 Coversio of Purchase Order Types (Out) (ecedi4133m000) sessio Additioal code coversios that you may wat to cosider as the purchasig compay iclude the followig: Coversio of Schedule Type (Out) (ecedi4113m000): Used i the outgoig schedule release message (for example, 830/DELFOR) to idicate if the schedule is delivery-based or shipmet-based. Coversio of Schedule Quatity Type (Out) (ecedi4115m000): Used to idicate if the schedule release quatities are actual or cumulative values. Coversio of Shipmet Status Codes (i) (ecedi3146m000): Used i the icomig Shipmet Notice (856/DESADV) message to idicate the type of Shipmet Notice received. The shipmet status code icluded i the Shipmet Status message is checked agaist the codes defied i this sessio whe a Shipmet Notice message is received. A code coversio for the origial value is required to receive a Shipmet Notice message. 3-4

37 Settig up your compay Applicatio Errors (ecedi2191m000): Code used i the Error Notificatio message (824/APERAK) to idicate the type of error that occurred whe processig a icomig Shipmet Notice message (856/DESADV). Coversio of Receipt Discrepacy Codes (out) (ecedi4147m000): Used i the outgoig Receipt Discrepacy to idicate the type of discrepacy foud i the quatity of goods received ad the quatity of goods idicated o the received Shipmet Notice. See the procedures for specific messages i The purchasig compay sectio, i Chapter 6, for more iformatio o the above additioal coversios. Uder the Code ad Coversios meu, code coversios are orgaized by orgaizatio, allowig you to orgaize these code coversios by EDI stadard. Uder the Coversios by Busiess Parter meu, code coversios are orgaized by busiess parter, allowig you to defie differet sets of coversios for each busiess parter. Here you may defie the coversios usig the busiess parter with whom you will be exchagig the EDI messages, or you may defie the coversios by the paret of the busiess parter with whom you will be exchagig EDI messages. Whe processig the EDI message, Baa EDI will first check if the code coversio exists for the busiess parter with whom the EDI message is traded; if that does ot exist, Baa EDI will the check to see if the coversio has bee defied for the paret busiess parter. This feature saves you havig to defie the code coversios multiple times (for each busiess parter) if all associated busiess parters liked to the same paret busiess parter use the same codes. EDI messages supported by busiess parter I this example, you are the customer ad you wat to sed various purchasig documets such as purchase orders, purchase chages ad purchase schedule releases (plaig release, shippig release, sequeced shippig release) to your supplier. After completig the geeral setup steps, determie what idividual EDI messages you wat to exchage with your supplier(s). Not every busiess parter will ecessarily support each implemeted message type. Use the EDI Messages Supported by Busiess Parter (ecedi0111s000) sessio to idetify the valid messages you ca trasmit to or receive from a specific busiess parter. You ca also defie additioal iformatio that could vary by busiess parter. For example, there ca be slight differeces i the structure (field mappig or coversio setup) of a message betwee busiess parters; ad you may wat to use differet coversio setups (file layouts) for differet order types. 3-5

38 Settig up your compay Figure 15 EDI Messages Supported by Busiess Parter (ecedi0511m000) Figure 16 EDI Messages Supported by Busiess Parter (ecedi0111s000) 3-6

39 Settig up your compay Explaatio of Fields Field Explaatio Busiess Parter Eter the busiess parter code for defiig this EDI message. This is the busiess parter with whom you will exchage the idicated EDI message. The busiess parters must have the followig roles based o the type of documet beig exchaged: Orgaizatio EDI Message Directio Order Type Network Order /Out : Buy-From Busiess Parter Order Chage /Out : Buy-From Busiess Parter Plaig Release /Out : Buy-From Busiess Parter Shippig Release / Out : Buy-From Busiess Parter Sequeced Ship. Release/Out : Buy-From Busiess Parter Order Ackowledgmet /I : Buy-From Busiess Parter Chage Ackowledgmet /I : Buy-From Busiess Parter Shipmet Notice /I : Ship-From Busiess Parter Error Notificatio /Out : Ship-From Busiess Parter Receipt Discrepacy /Out : Ship-From Busiess Parter Ivoice /I : Ivoice-From Busiess Parter The orgaizatio idetifier for the set of messages you are usig. A valid EDI message code i the selected orgaizatio. Choice of I or Out. Stadard exteral order type (if specified, must be a valid code defied i the Order Type Code table). Note: For outgoig messages that pertai to sigle order, the order type field here must be defied i the Coversio of Order Types Out. Messages that pertai to sigle order iclude orders, order chages, ackowledgmets, ad ivoices. For outgoig messages that do ot pertai to a sigle order, the order type field must be blak, sice there is o order type coversio. This specifies the directory where the ASCII files cotaiig the message data are read or writte. Messages ca be exchaged over differet etworks, based o the busiess parter, cofiguratio, directio, message type, ad order type combiatio. 3-7

40 Settig up your compay Coversio Setup This idicates which coversio setup to use. The coversio setup defies the layout of the ASCII file cotaiig the message data. It cotais iformatio o the mappig of data elemets betwee the Baa applicatio tables ad the ASCII files. Although predefied coversio setups are available ad may be imported from the Defaults.edi file, you ca create your ow custom coversio setups. Perso Resposible Number Group Prit Processig Type Block Check Duplicate Order Number The perso resposible for this busiess parter/message type/order type combiatio. This is for iformatio ad reportig purposes oly. Displayed o reports for iformatio, ad used to validate the series etered for icomig orders, schedule releases ad shipmet otices. Note: The umber group etered here for icomig orders, schedule releases ad shipmet otices must be cosistet with the umber group specified for these documets i their respective parameter sessios (Sales Order Parameters, Sales Cotract Parameters ad Ivetory Hadlig Parameters, respectively). For outgoig messages, mark this check box to create a hard copy of the documet at the time the messages is prepared for EDI. For icomig messages, set this field to Yes to create a remarks report that a message of this type has bee received. Idetifies whether the icomig message is processed automatically or iteractively. If this field is: Automatic the message is read ad processed durig direct etwork commuicatio. Iteractive the message is read ad stored i Saved Message to be Received without ay validatio durig direct etwork commuicatio. The, these messages ca be modified, approved, ad processed. See Chapter 5 for additioal iformatio. Upo receipt of a purchase order through EDI, the resultig sales order ca optioally be blocked for further processig Check this box if you wat to check for duplicate order umbers o icomig documets. If this box is checked ad a customer purchase order is received which is already refereced o aother Baa sales order, the message will be rejected. For icomig chage orders, the combiatio of the customer order umber ad chage order sequece umber is checked for uiqueess. For icomig purchase schedule releases, the customer release umber combied with the revisio umber is checked for uiqueess. 3-8

41 Settig up your compay Automatically Prepare Error Notificatio Check this box if you wat a error otificatio automatically prepared. If this box is checked ad a icomig message caot be processed due to errors, a outgoig error otificatio message (for example, ANSI X12 824) is prepared for EDI geeratio. This is particularly useful i supply chai eviromets for icomig shipmet otices processed with errors. Figure 17 EDI Messages Supported by Busiess Parters (ecedi0111s000), Series/Coversios Explaatio of fields Field Explaatio SLS Order Type This field determies what sales order type is assiged to the order whe a icomig purchase order is received. This field is oly used for icomig orders. Note: Whe selectig a order type, you should use a order type i which the Prit Ackowledgmets sessio (tdsls4401m000) as a activity, ad esure that this activity may be re-executed at subsequet steps, if you wish to exchage order ackowledgmets through EDI for received EDI orders. 3-9

42 Settig up your compay Series Item Code System Character Coversio This field determies what first free umber series is assiged to documets geerated from icomig messages. The umber series is used for the sales order whe a icomig purchase order is received, the sales release (plaig release, shippig release or sequeced shippig release) whe a purchase release is received, ad the Shipmet Notice (ASN) whe a shipmet otice (ASN) is received. This field is oly used for icomig messages. Whe you defie the series with the First Free Numbers (tcmcs0150m000) sessio, you may wish to set the Blocked for Iput field to Yes to prevet this series from beig used for o-edi documets. This is the item code system used to covert item codes i outgoig messages. The item code may be coverted to its alterative item, based o this item code system ad the data defied i the Items by Item Code System (tcibd0504m000) sessio. If o value is specified here for the Item Code System, the default value of the Qualifier 1 field for the item code i the coversio setups will be used to derive the item code system used to covert the item. I this case, the default value for the qualifier is checked agaist the Item Code ID s (ecedi2132m000) to derive the item code system. For outgoig messages you ca defie how to covert certai characters (for example, all characters to upper case). Multiple coversios of characters ca be defied; each stored with a differet idetifier (character coversio code). The iformatio i this sectio focused o the message 850/ORDERS, Purchase Order (directio out). Other supported messages used for a Purchasig compay that may be defied iclude: Order Ackowledgmet (855/ORDRSP), directio i Purchase Order Chage (860/ORDCHG), directio out Order Chage Ackowledgmet (865/ORDRSP), directio i Shipmet Notice (856/DESADV), directio i Error Notificatio (824/APERAK), directio out Receipt Discrepacy Notificatio (861/RECADV), directio out Plaig Release (830/DELFOR), directio out Shippig Release (862/DELFOR), directio out Sequeced Shippig Release (866/DELJIT), directio out Ivoice (810/INVOIC), directio i 3-10

43 Settig up your compay Figure 18 though Figure 28 show examples of the EDI Messages Supported by Busiess Parters (ecedi0111s000) sessio for each of these messages. Figure /ORDRSP, X12 Order Ackowledgmet, directio i Figure /ORDCHG, X12 Purchase Order Chages, directio out 3-11

44 Settig up your compay Figure , X12 Order Chage Ackowledgmet, directio i Figure , X12 Plaig Release, directio out 3-12

45 Settig up your compay Figure , X12 Shippig Release, directio out Figure 23 Sequeced Shippig Release, directio out 3-13

46 Settig up your compay Figure X12 Shipmet Notice, directio i Figure , Shipmet Notice, directio i 3-14

47 Settig up your compay Figure , X12 Error Notificatio, directio out Figure , X12 Receipt Discrepacy Notificatio, directio out 3-15

48 Settig up your compay Figure , X12 Purchase Ivoice, directio i Additioal parameters Additioal parameters that exist i products other tha EDI are available to determie how the EDI data withi these products may be processed. These iclude the followig: Prompt for Chage Codes (withi Purchase Cotrol): This field is maitaied i the Purchase Order Parameters (tdpur0100s400) govers whether or ot chage codes (chage type code, chage reaso codes ad ackowledgemet codes) may be maitaied o a purchase order. It is required that this be eabled if you wish to process the EDI Order Chage (860/ORDCHG) message. Release EDI Message Directly: This field maitaied i the Item/Supplier Iformatio sessio (tdipu0510m000) idicates whether outgoig schedule releases should be automatically prepared for EDI whe schedules are geerated, or whether they should be maually prepared usig the Geerate Schedule Releases (tdpur3208m000) sessio. 3-16

49 Settig up your compay EDI Parameters for Purchase Ivoice ad Credit otes: You ca defie a Trasactio Type ad a Batch Referece for EDI Purchase Ivoices i the ACP Parameters (tfacp0500m000) sessio. You ca also idicate if you wat a separate Trasactio Type for Credit Notes. If so, ca also specify the Trasactio Type ad Batch Referece for Credit Notes. See The purchasig compay sectio i Chapter 6 for additioal iformatio about these parameter settigs. Sales compay If your compay is defied as a sellig etity, sellig activities are pursued withi this compay. The sellig activities may be classified as iteral oly (multisite), exteral oly, or both. This sectio describes the specific setup requiremets for EDI documets exchaged with the busiess parters (sold-to, ship-to, ivoice-to, pay-by) that represet customers i your compay. Code coversios Code Coversios allow you to defie the relatioship betwee codes i a EDI message ad the codes used i the Baa applicatio. For example, uit of measure codes are usually uique to a compay. However, you may eed to coform to a specific uit of measure covetio based o your tradig relatioship. If you must traslate your iteral pcs uit of measure code to a stadard uit each, use the coversio code table for uits to hadle the automatic coversio for you. You oly eed to fill coversio tables whe you eed to covert a particular code from a iteral value maitaied withi the Baa applicatio to a code that is used exterally. If both parties use the same codes for uit codes ad warehouses, for example, you do ot eed to covert the codes. The coversio of order types is required for all outgoig messages pertaiig to a sigle order; this icludes orders, order chages, order ackowledgmets ad ivoices. I the previous sectio for the purchasig compay, you esured that all purchase order types (for example, PN1 ad PN2) were coverted to a correspodig code i the EDI message that eables these purchase order types to be set through EDI. As the sellig compay, you will defie how to exchage documets with a buyer ad how to hadle outgoig coversios of order types for order ackowledgmets, ad ivoices. 3-17

50 Settig up your compay These are the curret outgoig messages supported by Baa EDI for which coversio of order types (out) must be defied with the Coversio of Sales Order Types (Out) (ecedi4132m000) sessio. Figure 29 Coversio of Sales Order Types (out) (ecedi4132m000) sessio NOTE The Coversio Table for Order Types (Out) must be filled for outgoig EDI messages pertaiig to a sigle order because it specifies the correct coversio of codes ad determies which Baa sales order types ca be set through EDI for order ackowledgmets ad ivoices. 3-18

51 Settig up your compay Whe you create the coversio table for order types (out), be sure to list all valid order types you wish to sed through EDI alog with the correspodig code i the message as specified i the code tables. Figure 30 Coversio of Sales Order Types for 865 (ecedi4132m000) 3-19

52 Settig up your compay Figure 31 Coversio of Sales Order Types for 810/INVOIC (ecedi4132m000) NOTE There is o coversio table for icomig order types. The cross-referece (coversio) of the exteral order type received to a valid iteral order type is hadled i the EDI Messages Supported by Busiess Parter (ecedi0111s000) sessio. Whe a customer purchase order is received as a sales order, the specified sales order type code i the EDI Messages Supported by Busiess Parter (ecedi0111m000) sessio determies the sales order type assiged to the order. Theoretically, this could be ay of the existig sales order types. Additioal code coversios that you may wat to cosider as the sellig compay iclude the followig: Coversio of Schedule Type (i) (ecedi3151m000): Used i the icomig schedule release message (for example, 830/DELFOR) to idicate if the schedule is delivery-based or shipmet-based. Coversio of Schedule Quatity Type (i) (ecedi3152m000): Used i the icomig schedule release message (for example, 830/DELFOR) to idicate if the schedule release quatities icluded i the message are actual or cumulative values. 3-20

53 Settig up your compay Coversio of Shipmet Status Codes (out) (ecedi4180m000): Used i the outgoig Shipmet Notice (856/DESADV) message to idicate the type of Shipmet Notice set (origial or cacelig). A code coversio for the origial value should be defied. See the procedures for specific messages i The sellig compay sectio, i Chapter 6, for more iformatio o the above additioal coversios. Uder the Code ad Coversios meu, code coversios are orgaized by orgaizatio, allowig you to orgaize these code coversios by EDI stadard. Uder the Coversios by Busiess Parter meu, code coversios are orgaized by busiess parter, allowig you to defie differet sets of coversios for each busiess parter. Here you may defie the coversios usig the busiess parter with whom you will be exchagig the EDI messages, or you may defie the coversios by the paret of the busiess parter with whom you will be exchagig EDI messages. Whe processig the EDI message, Baa EDI will first check if the code coversio exists for the busiess parter with whom the EDI message is traded; if that does ot exist, Baa EDI will the check to see if the coversio has bee defied for the paret busiess parter. This feature saves you havig to defie the coversios multiple times (for each busiess parter) if all associated busiess parters liked to the same paret busiess parter use the same codes. EDI messages supported by busiess parter After completig the geeral setup steps, your ext step i the setup of your compay is to determie what idividual EDI messages you will exchage with your customer. Not every busiess parter will ecessarily support each implemeted message type. Use the EDI Messages Supported by Busiess Parters (ecedi0511m000) sessio to idetify the valid messages you ca trasmit to or receive from a specific busiess parter. You ca also defie additioal iformatio that could vary by busiess parter. For example, there ca be slight differeces i the structure (field mappig or coversio setup) of a message betwee busiess parters; ad you might wat to use differet coversio setups (file layouts) for differet order types. 3-21

54 Settig up your compay Figure 32 EDI Messages Supported by Busiess Parters (ecedi0511m000) Figure 33 EDI Messages Supported by Busiess Parters (ecedi0111s000), Message/Busiess Parter 3-22

55 Settig up your compay Explaatio of fields Field Explaatio Busiess Parter Eter the busiess parter code for defiig this EDI message. This is the busiess parter with whom you will exchage the idicated EDI message. The busiess parters must have the followig roles based o the type of documet beig exchaged: Orgaizatio EDI Message Directio Order Type Network Order /I Order Chage /I Plaig Release /I Shippig Release / I Sequeced Ship. Release/I Order Ackowledgmet /Out Chage Ackowledgmet/Out Shipmet Notice /Out Error Notificatio /I: Receipt Discrepacy /I Ivoice /Out Remittace Advice /I : Sold-To Busiess Parter : Sold-To Busiess Parter : Sold-To Busiess Parter : Sold-To Busiess Parter : Sold-To Busiess Parter : Sold-To Busiess Parter : Sold-To Busiess Parter : Ship-To Busiess Parter : Ship-To Busiess Parter : Ship-To Busiess Parter : Ivoice-To Busiess Parter : Pay-By Busiess Parter The orgaizatio idetifier for the set of messages you are usig. A valid EDI message code i the selected orgaizatio. Choice of I or Out. Stadard exteral order type (must be a valid code defied i the Order Type Code table). Note: For outgoig messages that pertai to sigle order, the order type field here must be defied i the Coversio of Order Types Out. Messages that pertai to sigle order iclude orders, order chages, ackowledgmets, ad ivoices. For outgoig messages that do ot pertai to a sigle order, the order type field must be blak, sice there is o order type coversio. This specifies the directory where the ASCII files cotaiig the message data are read or writte. Messages ca be exchaged over differet etworks, based o the busiess parter, orgaizatio, directio, message type, ad order type combiatio. 3-23

56 Settig up your compay Explaatio of fields Field Explaatio Coversio Setup The coversio setup defies the layout of the ASCII file cotaiig the message data. It cotais iformatio o the mappig of data elemets betwee the Baa applicatio tables ad the ASCII files. Although predefied coversio setups are available ad may be imported from the Defaults.edi file, it is possible to create your ow custom coversio setups. Perso Resposible Number Group Prit Icomig Message Processig Type Block The perso resposible for this busiess parter/message type/order type combiatio. This is for iformatio ad reportig purposes oly. Displayed o reports for iformatio, ad used to validate the series etered for icomig orders, schedule releases ad shipmet otices. Note: The umber group etered here for icomig orders, schedule releases ad shipmet otices must be cosistet with the umber group specified for these documets i their respective parameter sessios (Sales Order Parameters, Sales Cotract Parameters ad Ivetory Hadlig Parameters, respectively). For outgoig messages, check this box to idicate that you wat to create a hard copy of the documet at the time the outgoig message is prepared for EDI. For icomig messages, check this box to create a remarks report that a message of this type has bee received. Idetifies whether the icomig message is processed automatically or iteractively. If this field is: Automatic - the message is read ad processed durig direct etwork commuicatio. Iteractive - the message is read ad stored i Saved Message to be Received without ay validatio durig direct etwork commuicatio. The, these messages ca be modified, approved, ad processed. See Chapter 5. Upo receipt of a purchase order through EDI, the resultig sales order ca optioally be blocked for further processig. 3-24

57 Settig up your compay Explaatio of fields Field Explaatio Check Duplicate Order Number Automatically Prepare Error Notificatio Check this box if you wat to check for duplicate order umbers o icomig documets. If this box is checked ad a customer purchase order is received which is already refereced o aother Baa sales order, the message will be rejected. For icomig chage orders, the combiatio of the customer order umber ad chage order sequece umber is checked for uiqueess. For icomig purchase schedule releases, the customer release umber combied with the revisio umber is checked for uiqueess. Check this box if you wat a error otificatio automatically prepared. If this box is checked ad a icomig message caot be processed due to errors, a outgoig error otificatio message (for example, ANSI X12 824) is prepared for EDI geeratio. This is particularly useful i supply chai eviromets for icomig shipmet otices processed with errors. Figure 34 EDI Messages Supported by Busiess Parters (ecedi0111s000), Series/Coversios 3-25

58 Settig up your compay Explaatio of fields Field SLS Order Type Series Item Code System Character Coversio Explaatio This field determies what sales order type is assiged to the order whe a icomig purchase order is received. This field is oly used for icomig orders. Note: Whe selectig a order type, you should use a order type i which the Prit Ackowledgmets sessio (tdsls4401m000) as a activity, ad esure that this activity may be re-executed at subsequet steps, if you wish to exchage order ackowledgmets through EDI for received EDI orders. This field determies what first free umber series is assiged to documets geerated from icomig messages. The umber series is used for the sales order whe a icomig purchase order is received, the sales release (plaig release, shippig release or sequeced shippig release) whe a purchase release is received, ad the Shipmet Notice (ASN) whe a shipmet otice (ASN) is received. This field is oly used for icomig messages. Whe you defie the series with the First Free Numbers (tcmcs0150m000) sessio, set the Blocked for Iput field to Yes to prevet this series from beig used for o-edi sales orders. This is the item code system used to covert item codes i outgoig messages. The item code may be coverted to its alterative item, based o this item code system ad the data defied i the Items by Item Code System (tcibd0504m000) sessio. If o value is specified here for the Item Code System, the default value of the Qualifier 1 field for the item code i the coversio setups will be used to derive the item code system used to covert the item. I this case, the default value for the qualifier is checked agaist the Item Code IDs (ecedi2132m000) to derive the item code system. For outgoig messages you ca defie how to covert certai characters (for example, all characters to upper case). Multiple coversios of characters ca be defied; each stored with a differet idetifier (character coversio code). 3-26

59 Settig up your compay The iformatio i this sectio focused o the message 850/ORDERS, Order (directio i). Other coversio setups used for a sellig compay that may be defied iclude: Purchase Order Chage (860/ORDCHG), directio i Order Ackowledgmet (855/ORDSP), directio out Order Chage (860/ORDCHG), directio i Order Chage Ackowledgmet (865,ORDCHG). directio out Shipmet Notice (856/DESADV) directio out Error Notificatio (824,APERAK) directio i Receipt Discrepacy Notificatio (861/RECADV), directio i Plaig Release (830/DELFOR), directio i Shippig Release (862/DELFOR), directio i Sequeced Shippig Release (866/DELJIT), directio i Ivoice (810/INVOIC), directio out Remittace Advice (820/REMADV), directio i Figure /ORDRSP, X12 Order Ackowledgmet (ecedi0111s000), directio out 3-27

60 Settig up your compay Figure /ORDCHG, X12 Purchase Order Chages, directio i, Message/Busiess Figure , X12 Purchase Order Chages, directio i 3-28

61 Settig up your compay Figure , X12 Purchase Order Chage Ackowledgmet, directio out Figure , X12 Paig Release, directio i 3-29

62 Settig up your compay Figure , X12 Shippig Release, directio i Figure , Sequeced Shippig Release, directio i 3-30

63 Settig up your compay Figure /DESADV, X12 Shippig Notices, directio out Figure , X12 Error Notificatio, directio i 3-31

64 Settig up your compay Figure , X12 Receipt Discrepacy Notificatio, directio i Figure /INVOIC, X12 Sales Ivoice, directio out 3-32

65 Settig up your compay Figure /REMADV, X12 Remittace Advice, directio i 3-33

66 Settig up your compay Additioal parameters Additioal parameters that exist i products other tha EDI are available to determie how the EDI data withi these products may be processed. These iclude the followig: Automatically Prepare ASN: This field is maitaied withi the Ivetory Hadlig Parameters (whih0100s000) ad idicates whether the outgoig Shipmet Notice message (856/DESADV) should be automatically prepared for EDI whe the shipmet gets cofirmed, or whether it should be maually prepared usig the Cofirm ASN (whih4532m000) sessio. Prompt for Chage Codes (withi Sales Cotrol): This field is maitaied i the Sales Order Parameters (tdsls0100s400) govers whether or ot chage codes (chage type code, chage reaso codes ad ackowledgemet codes) may be maitaied o a sales order. It is required that this be eabled if you wish to process the EDI Order Chage (860/ORDCHG) message. Modifyig EDI Orders Allowed: This field is maitaied i the Sales Order Parameters (tdsls0100s400) govers whether or ot sales order created customer orders received through EDI may be updated maually usig the sales order sessios (tdsls4500m000/tdsls4501m000). Use Number Group for Addresses: This field maitaied i the COM Parameters sessio (tccom0000m000) idicates whether or your compay uses address codes, ad whether addresses may be created o-the-fly. This must be eabled if you wish to process specific address iformatio o icomig orders ad schedule releases. If ot, the default address defied for the busiess parters will always be used. EDI Chage Order Respose: This field maitaied i the Sold-To Busiess Parter sessio (tdsls4110s000) idicates if your busiess parter is to received order ackowledgemets (855/ORDRSP) or order chage ackowledgemets (865) i respose to sales order chages after the origial order ackowledgemet has bee set. See the sellig compay sectio i Chapter 6 for additioal iformatio about these parameter settigs. 3-34

67 4 Ruig EDI Now that you have completed the basic setup of Baa EDI, you wat to get Baa EDI up ad ruig. This sectio describes how to receive ad geerate the ASCII files exchaged with your commuicatio/traslatio software usig the sessios foud o the Commuicatio meu i the EDI module. Chapter 5, Icomig message data, describes message hadlig ad error processig. Chapter 6, EDI procedure, explais the procedural steps required to exchage specific messages. Processig files You ca use the Direct Network Commuicatio (ecedi7205m000) sessio to receive icomig EDI messages (to read the ASCII files received from your tradig parter through your traslatio/commuicatio software or directly from aother iteral Baa compay). Figure 47 Direct Network Commuicatio (ecedi7205m000) sessio You ca use the Geerate EDI Messages (ecedi7201m000) sessio to geerate outgoig EDI messages. This sessio creates the ASCII files for all documets that have bee prepared for EDI. These ASCII files are read by your traslatio/commuicatio software ad trasmitted to your tradig parter(s). (Chapter 6 provides a full explaatio of the steps required to prepare documets). 4-1

68 Ruig EDI Figure 48 Geerate EDI Messages (ecedi7201s000) sessio Alteratively, you ca use the Direct Network Commuicatio (ecedi7205m000) sessio to both receive ad geerate EDI messages. Selectig the Geerate Outgoig Messages before Coectio check box at the etwork (see Figure 8) will result i the Direct Network Commuicatio (ecedi7205m000) sessio geeratig all outgoig messages (equivalet to ruig the Geerate EDI Messages (ecedi7201m000) sessio) prior to readig icomig messages. Although you ca ru these sessios to maually iitiate the receipt or geeratio of EDI messages, you ca also automate the process by usig the EDI Iterchage cotroller to iitiate direct etwork commuicatio via a schedule that you defie. EDI iterchage cotroller The Job Maagemet module i BaaERP Tools hadles the automatio of EDI processig by creatig a job that rus the Direct Network Commuicatio (ecedi7205m000) sessio at a regular iterval. However, this meas that you must start several of these jobs whe EDI messages for differet etworks must be geerated at differet itervals. So the status of the idividual jobs caot be displayed i oe sigle scree which leads to the loss of job maageability. To provide a more flexible way of determiig itervals ad provide a better overview of the commuicatio status of the idividual etworks, the EDI module offers a Iterchage cotroller. The rest of this sectio describes how to setup ad use this cotroller. Cotroller setup The first step is to determie which etworks should have automated commuicatio ad at what time iterval. 4-2

69 Ruig EDI Figure 49 shows how to record these coect frequecies (commuicatio itervals). You ca defie as may frequecies as required. Each colum represets a differet frequecy. I this example, a sigle frequecy is recorded for the Exteral Trade Network. The active frequecy rus o each workday of the year 1998 (5 days a week) through the ed of December. The Direct Network Commuicatio (ecedi7205m000) sessio is started multiple times each day begiig at 6:00 A.M. A ew sessio is lauched every 30 miutes (time iterval) util 5:30 P.M. (17:30). Figure 49 Coect Frequecies by Network (ecedi0522m000) sessio Figure 50, Coect Frequecies by Network (ecedi0122s000) sessio 4-3

70 Ruig EDI You ca geerate a list of idividual coect times (the momets that commuicatio must be activated) per etwork that is based o the frequecies. Istead of havig to maitai the ext coect time with the Coect Times by Network (ecedi0125s000) sessio, Baa ca calculate the coect times for you by usig the data defied i the Coect Frequecies by Network (ecedi0122s000) sessio. The idividual coect times are geerated with the Geerate Coect Times by Network (ecedi0225m000) sessio. Figure 51 Geerate Coect Times by Network (ecedi0225m000) sessio 4-4

71 Ruig EDI The Coect Times by Network (ecedi0125m000) sessio ca display or modify the result. Notice that the specified frequecy ideed results i coect times each 30 miutes begiig at 6:00 A.M. Figure 52 Geerate Coect Times by Network (ecedi0125m000) sessio 4-5

72 Ruig EDI Usig the iterchage cotroller Based o the geerated or maually etered coect times, the iterchage cotroller will start the Direct Network Commuicatio (ecedi7205m000) sessio for the appropriate etwork at regular itervals. Baa EDI activates the iterchage cotroller as a backgroud process. After makig the desired selectios, click Cotiue ad let the sessio ru i the backgroud. Figure 53 EDI Iterchage Cotroller (ecedi7210m000) sessio You ca activate the iterchage cotroller for all etworks, or exclude idividual etworks. To deactivate the cotroller, press cacel butto i the processig popup. Figure 54 Processig Popup Widow 4-6

73 Ruig EDI With the active cotroller ruig i the backgroud, the iterchage moitor ca check the commuicatio status of the idividual etworks. Ulike Job Maagemet i BaaERP Tools, Baa EDI displays the pedig jobs (coect times) of all etworks i a sigle scree. The iterchage moitor will oly show the pedig jobs for the curret day. After a job is fiished, Baa EDI removes it from the list. Figure 55 EDI Iterchage Moitor (ecedi7505m000) sessio Whe Baa EDI reaches a coect time for oe of the etworks, it starts the Direct Network Commuicatio (ecedi7205m000) sessio for that etwork. The iterchage moitor will show the followig: Which etworks are active whe the moitor is started (the Commuicatio Status will be Active). What activity the etwork is curretly performig (displayed uder the Activity Status). 4-7

74 Ruig EDI Exteral EDI etwork commuicatio Wheever the iterchage cotroller iitiates the Direct Network Commuicatio (ecedi7205m000) sessio, it uses semaphores to idicate to the exteral traslatio/commuicatio software that it is curretly processig messages. The semaphore mechaism uses empty files i the commad directory of the etwork to idicate that a certai process is active or is ready for activatio. This mechaism esures that Baa EDI ad the commuicatio/traslatio software do ot try to simultaeously access the same files i the same directory. Figure 56 shows the use of semaphores durig a direct etwork commuicatio if you are ot suppressig stadard commuicatio for the etwork. BAAN EDI BAAN Applicatio "kows" that EDI Traslator is active Comm.yes EDI Traslator Create Comm.yes file Geerate outgoig message Iitiate commuicatio: create Commad.fil file Perform coversios ad process messages (i ad out) Commad.fil Read icomig messages Delete Commad.fil file Termiate frot ed processor: create Commad.ed file Commad.ed Stop executio Figure 56 Semaphores Whe the traslatio/commuicatio software (traslator) becomes active, it creates a file called Comm.yes i the commad directory. This lets Baa EDI kow that a traslator is active (but ot ecessarily processig). 4-8

75 Ruig EDI The shaded area i Figure 56 represets the Direct Network Commuicatio process each time it is iitiated. If the exteral EDI etwork is set up to geerate EDI messages i additio to importig messages durig direct etwork commuicatio (the Geerate outgoig Messages Before Coectio check box at the etwork is checked): Baa EDI will geerate outgoig messages first, the create a file called Commad.fil i the commad directory whe it has completed geeratig the outgoig messages. If the process is ot geeratig outgoig messages (the Geerate outgoig Messages Before Coectio check box at the etwork is ot checked): It will create the Commad.fil file upo activatio of direct etwork commuicatio. The Commad.fil file lets the traslatio/commuicatio software kow that Baa EDI is fiished processig ad that the traslatio/commuicatio software is free to begi processig. The traslatio/commuicatio software performs the followig tasks: Reads ay messages created by Baa EDI Geerates ay messages received from exteral tradig parters. Oce it has completed processig, it deletes the Commad.fil file from the commad directory. The lack of the Commad.fil file lets Baa EDI kow that the traslatio/commuicatio software has completed its processig, ad that Baa EDI is free to begi readig icomig messages. Fially, you may ru the Termiate Frot-Ed EDI Processor (ecedi0249m000) sessio withi the EDI module, to termiate commuicatio to your traslatio/commuicatio software. This sessio creates a file called Commad.ed i the commad directory. You ca use this file to termiate the traslatio/commuicatio software. To use this semaphore mechaism provided by Baa EDI, your traslatio/commuicatio software must create/delete/check these semaphore files as idicated. 4-9

76 Ruig EDI To avoid uecessary allocatio of CPU resources durig the create/delete/check process before semaphores have bee removed, you must activate the iterchage cotroller withi Baa EDI ad the schedulig mechaism withi the traslatio/commuicatio software at sequeced, staggered itervals, such as the followig: Baa applicatio compay Coect times 06:00 08:00 12:00 14:00 18:00 20:00 Traslatio/commuicatio software 4-10

77 5 Icomig message data Processig iteractive messages Baa EDI ca process iboud messages iteractively or automatically (see the EDI messages supported by busiess parter sectio i Chapter 3). If you set up messages as iteractive, whe you ru the Direct Network Commuicatio (ecedi7205m000) sessio the message will be stored directly i the Saved Messages to Be Received (ecedi750) table, without validatio. This allows you to preview icomig messages before they are validated ad before they update the Baa applicatio. Use the Messages to be Received (ecedi7150m000) sessio to view, modify, approve, ad process these messages. Reprocessig messages with errors Whe processig icomig messages, Baa sometimes fids validatio errors that prevet the message from beig updated i the Baa applicatio. I this case, it stores the etire message i the Saved Messages to be Received table. Use the Messages to be Received (ecedi7150m000) sessio to view ad correct data errors, approve, ad reprocess the message. 5-1

78 Icomig message data The sessio flow for icomig messages processed with errors or processed iteractively is show i Figure 57. Direct Network Commuicatio (ecedi7205m000) Received Batch Referece (ecedi7560m000) or Received Message Errors (ecedi7551m000) Prit Saved Messages to be Received (ecedi7450m000) Saved Messages to be Received (ecedi7150m000) Prit Received Message Errors ecedi7551m000) Saved Message Data to be Received (ecedi7151s000) Approve Saved Messages to be Received (ecedi7250m000) Delete Saved Messages to be Received (ecedi7251m000) Process Saved Messages to be Received (ecedi7252m000) Figure 57 Message processig sessio flow 5-2

79 Icomig message data For each processig occurrece, a uique batch umber is assiged for each etwork. The followig sessio records all processed (successful or usuccessful) icomig messages. Figure 58 Received Batch Referece (ecedi7560m000) sessio 5-3

80 Icomig message data Use the followig sessio to view ad/or correct data for reprocessig. You ca view iteractive data or validatio data. Figure 59 Saved Messages to be Received (ecedi7150m000) sessio After selectig a record, use the followig form to correct the message data i the selected record. The umber of forms used depeds o the umber of fields i the record. 5-4

81 Icomig message data Figure 60 shows the first error/warig message. If additioal error/warig messages exist for this record, the More Messages check box will be checked; you ca zoom from this form to view all correspodig error/warig messages usig the Display Errors butto. Figure 60 Saved Message Data to be Received (ecedi7151s000) sessio After approvig the messages with the Approve Saved Messages to be Received (ecedi7250m000) sessio, use the followig sessio to reprocess them. Figure 61 Process Saved Messages to be Received (ecedi7252m000) sessio 5-5

82 Icomig message data 5-6

83 6 EDI procedure After approvig the messages with the Approve Saved Messages to be Received (ecedi7250m000) sessio, use the followig sessio to reprocess them. This sectio explais the procedural steps that should be completed for a full order cycle, usig all supported EDI messages. Note that this example assumes maually iitiatig direct etwork commuicatio to both receive ad geerate messages, istead of usig the iterchage cotroller to automate this step. Geeral procedures: purchasig compay If you are the purchasig compay exchagig documets with your supplier, the followig diagram ad list summarizes the procedural steps that you may be completed for a full purchasig cycle. Regeerate Schedule Release Eter Purchase Order Prit Purchase Order Prepare PO Chage (860 out) Prepare Purchase Order (850 out) Prepare Schedule Release (830/862/866/out) Supplier Via traslator/ commuicatio software Maitai Receipts Prepare Receipt Discrepacy Baa Compay Database Ru Direct Network Commuicatio Receive PO Ackowledgmet (855 i) Receive Shipmet Notice (ASN) (856 i) Receive Ivoice (810 i) Prepare Error Notificatio (824/out) Receive PO Chg Ackowledgmet (865 i) Figure 62 Purchasig EDI procedure 6-1

84 EDI procedure Purchase requiremets may be commuicated to your supplier via purchase orders or purchase schedule releases. Usig Orders: Create ad prit a purchase order. Pritig the purchase order will prepare the EDI message (850/ORDERS out) for trasmissio. After pritig the purchase order, use the Messages to be Geerated (ecedi7100m000) sessio to verify that the message was prepared. Ru the Direct Network Commuicatio (ecedi7205m000) sessio to sed the purchase order (850/ORDERS out) to your supplier. Optioally, maitai the purchase order ad prit chaged lies. Pritig the purchase order (for ew ad chaged lies) will prepare the EDI message (860/ORDCHG out) for trasmissio. Ru the Direct Network Commuicatio (ecedi7205m000) sessio to sed a Purchase Order Chage to your supplier. Ru direct etwork commuicatio to receive either a Purchase Order Ackowledgemet (855/ORDRSP i) or a Purchase Order Chage Ackowledgemet (865/ORDRSP i). This will geerate a report if there are ay differeces betwee the ackowledgemet ad the order; the purchase order may also be optioally updated, depedig o the coversio setups that you choose (see Appedix A for more iformatio). Usig Schedule Releases: Geerate (Purchase) Schedule Releases. If the Geerate EDI Releases Directly check box is checked i the Item/Supplier Iformatio (tdipu0110s000) sessio, geeratig the schedule release usig the Regeerate Schedules (tdpur3207m000) will prepare the EDI message (830/DGELFOR, 862/DELFOR, 866/DELJIT) for trasmissio. If the Geerate EDI Releases Directly check box is ot checked, ruig Geerate Schedule Releases (tdpur3208m000) will prepare the EDI messages for trasmissio, if elected. (Note that the 862/DELFOR ad 866/DELJIT messages follow a 830/DELFOR message). Ru the Direct Network Commuicatio (ecedi7205m000) sessio to sed the purchase schedule release (830/DELFOR, 862/DELFOR, 866/DELJIT out) to your supplier. 6-2

85 EDI procedure NOTE: Usig either Orders or Schedule Releases: Ru the Direct Network Commuicatio to receive the Shipmet Notice (ASN) (856/DESADV i). This will create a Shipmet Notice i the Baa applicatio. If there is a error i the received shipmet otice, the erroeous data ad correspodig errors will be stored i Saved Messages to be Received ad Saved Error Messages respectively, i EDI, as is the case with all erroeous messages received. If the Automatically Prepare Error Notificatios check box is checked i EDI Messages Supported by Busiess Parter, a outgoig Error Notificatio (824/APERAK out) message is prepared. Alteratively, Prit Received Message Errors (ecedi7451m000) ca prepare outboud Error Notificatios (824/APERAK) for erroeous messages received. The error otificatio may be prepared for ay erroeous message, but is of particular use for the erroeous shipmet otice i supply chai eviromets. Erroeous shipmet otices received store additioal error iformatio withi the Baa EDI, based o the data defied i the Applicatio Errors (ecedi2191m000) sessio. Ru the Direct Network Commuicatio (ecedi7205m000) sessio to sed the Error Notificatio (824/APERAK out) to your supplier if applicable. Upo receivig the goods, use the Receipts (whih3520m000) sessio to eter the receipt data. If you select a shipmet otice agaist which to receive the goods, ay discrepacies betwee the received quatity ad the shipmet otice quatity will be stored, ad a Receipt Discrepacy Notificatio (861/RECADV) will be prepared for EDI. Ru the Direct Network Commuicatio (ecedi7205m000) sessio to sed the Receipt Discrepacy Notificatio (861/RECADV out) to your supplier Ru the Direct Network Commuicatio (ecedi7205m000) to receive the Ivoice (810/INVOIC i). This will create a purchase ivoice i your Baa compay. 6-3

86 EDI procedure Geeral procedures: sellig compay If you are the sellig compay, the followig diagram (Figure 63) ad list summarizes the procedural steps that you must complete for a full sales cycle. Receive Purchase Order (850 i) Customer Via traslator/ commuicatio software Receive Receipt Discrepacy (861/i) Receive Error Notificatio (824/i) Ru Direct Ru Direct Network Network Commuicatio Commuicatio Baa Compay Database Receive PO Chage(860/I) Receive Plaig Release (830/I) Receive Shippig Release (862/I) Receive Sequeced Shippig Release (866/I) Prepare Order Ackowledgmet (855 or 865 out) Prit Order Ackowledgmet Prepare Shipmet ( ASN) (856 out) Cofirm ASN for Lies o Cofirmed Shipmet Prepare Ivoice (810 out) Compose/Prit/Post Ivoice for Delivered Lies Figure 63 Sellig EDI procedure Customer purchase requiremets may be commuicated via purchase orders or purchase schedule releases. Usig Orders: Ru the Direct Network Commuicatio (ecedi7205m000) sessio to receive the customer purchase order (850/ORDERS i). This will create a sales order i your Baa compay. Evaluate the sales order ad prit the order ackowledgemet. This will prepare the outgoig Order Ackowledgemet (855/ORDRSP out) for trasmissio. 6-4

87 EDI procedure Ru direct etwork commuicatio to sed the order ackowledgemet (855/ORDRSP out) to your customer. Ru direct etwork commuicatio to receive a Purchase Order Chage (860/ORDCHG i) Optioally, if ay iformatio is subsequetly chaged o the sales order which was created from the customer purchase order, prit the order ackowledgemet (for chaged ad ew lies) to prepare the order ackowledgemet or order chage ackowledgemet. Ru the Direct Network Commuicatio to sed either the Order Chage Ackowledgemet (865/ORDRSP out) or the Order Ackowledgemet (855/ORDRSP out) for those chaged or ew lies you wat to covey to your customer. Usig Schedule Releases: Ru the Direct Network Commuicatio (ecedi7205m000) sessio to receive the customer schedule release (830/DELFOR, 862/DELFOR, or 866/DELJIT i). This will create a sales release (plaig release, shippig release or sequeced shippig release, respectively) ad correspodig sales schedule(s) i your Baa compay. If the sales release ad schedules already exist, the updates may be reflected as ew revisios to the existig release ad schedule(s). Usig either Orders or Schedule Releases: Cofirm a Shipmet agaist the order ad/or schedule release. If the Geerate ASN s Automatically check box i the Warehousig parameters is checked, the Shipmet Notice (856/DESADV out) is prepared for trasmissio oce the shipmet is cofirmed. If the Geerate ASN s Automatically check box i the Warehousig parameters is ot checked, ru the Cofirm ASN sessio to prepare the message for trasmissio. Ru the Direct Network Commuicatio to sed the Shipmet Notice (ASN) (856/DESADV out) to your customer. Ru the Direct Network Commuicatio sessio to receive ay Error Notificatios (824/APERAK), idicatig that a previously trasmitted Shipmet Notice (856/DESADV) icluded erroeous iformatio. Because the Error Notificatio refers to a previously geerated Shipmet Notice (856/DESADV), the EDI Status field o the shipmet is Disapproved, ad a (cacelig) Shipmet Notice (856/DESADV) is prepared. Ru the Direct Network Commuicatio to sed the (cacelig) Shipmet Notice (856/DESADV) to your customer. The EDI Status o the shipmet is chaged to Modify. 6-5

88 EDI procedure If the EDI Status o the shipmet is Modify, you may modify the date/time, quatity or weight, ad ay EDI data icluded o the shipmet otice to correct the erroeous shipmet otice data. Ru the Cofirm ASN (whih4532m000) sessio to prepare the corrected Shipmet Notice (856/DESADV out) for EDI trasmissio; the EDI Status o the shipmet is Cofirmed. Ru the Direct Network Commuicatio to sed the corrected Shipmet Notice (856/DESADV out) to your customer. Ru the Direct Network Commuicatio to receive ay Receipt Discrepacy Notificatios (861/RECADV i), idicatig that the customer foud a discrepacy betwee the quatity of goods received ad the quatity idicated o the Shipmet Notice. The discrepacies are reported, ad the shipmet s text fields ad EDI Iformatio fields may be updated. Ru the Compose/Prit/Post Ivoices (cisli2200m000) sessio. This will prepare the Ivoice (810/INVOIC out) for trasmissio. Ru Direct Network Commuicatio to sed the Ivoice (810/INVOIC out) to your customer (ivoice-to busiess parter). Ru the Direct Network Commuicatio to receive the Remittace Advice from your customer (pay-by busiess parter). Geeral message processig requiremets For all outgoig messages: For messages to be prepared, the followig coditios must be met: The busiess parter is liked to a etwork The EDI Messages Supported by Busiess Parter (ecedi011) table is filled for the combiatio: busiess parter, message, coverted order type (if it applies), ad directio for the orgaizatio. The record i this table must specify the same etwork as the oe liked to the busiess parter ad must specify a coversio setup. 6-6

89 EDI procedure For all icomig messages: The followig coditios must be met (as explaied i the setup sectios of this documet): The etwork address specified i the icomig file is valid for the etwork ad is liked to a valid busiess parter. The order type specified i the file is preset i the Order Types table (ote that blak order types must be specified for the case whe o order type value is passed). The EDI Messages Supported by Busiess Parter (ecedi011) table is filled for the combiatio: busiess parter, message, specified order type ad the directio, for the specified orgaizatio. The ASCII files must reside i the Appl_to subdirectory i the directory specified for the Network i the EDI Messages Supported by Busiess Parter (ecedi011) table for this message type ad busiess parter. The record i EDI Messages Supported by Busiess Parter (ecedi011) table must specify a coversio setup. The ASCII file Commad.fil must be removed from the commad directory if you are ot suppressig stadard commuicatio ad if the busiess parter is a exteral EDI tradig parter. All icomig messages geerate a Remarks i Copied Message report. This report idicates the type of documet received, the iteral documet umber geerated or updated, the lie umber(s) created or updated, ad ay remarks pertaiig to the documet. The ext sectios walk you through a example i which each step is explaied i more detail, first for the purchasig compay, the for the sellig compay. 6-7

90 EDI procedure The purchasig compay This sectio demostrates the steps required to exchage EDI documets with your supplier. I this example you are the purchasig compay. Purchase requiremets may be commuicated to your supplier via purchase orders or purchase schedule releases. Examples of both documet types are icluded i this sectio. Eter ad prit purchase order Figure 64 shows the Prit Purchase Order (tdpur4401m000) sessio. This sessio prepares the outgoig Purchase Order EDI message (850/ORDERS out). Whe you ru this sessio the system verifies that the order or orders are prepared for EDI trasmissio ad are stored i the Messages to be Geerated (ecedi700) table. Figure 64 Prit Purchase Orders (tdpur4401m000) sessio All of the coditios previously listed i the Geeral message processig requiremets sectio must be met before a message ca be prepared for EDI. However, if ay of the coditios are ot met, the hard copy of the purchase order will still be prited. This hard copy ca also be prited whe the previous coditios are met if the Prit check box i the EDI Messages Supported by Busiess Parter (ecedi0111m000) sessio is checked. If a hard copy of the purchase order is prited for a order which has also bee prepared for EDI, the words EDI Copy will appear o the upper left-had corer of the prited purchase order documet. 6-8

91 EDI procedure NOTE NOTE The order type of the purchase order must be defied i the Coversio of Purchase Order Types Out (ecedi4133m000) sessio i order for the order to be prepared for EDI. The Code i Message for the order type coversio must match the order type specified i the EDI Messages Supported by Busiess Parter (ecedi0111s000) sessio for this message ad busiess parter. I order for ew ad chaged purchase order lies to be recogized by the Prit Purchase Order (tdpur4401m000) sessio, the purchase order type used o the order should iclude the Prit Purchase Order (tdpur4401m000) sessio as a activity, ad should allow this activity to be re-executed at subsequet steps as defied i Purchase Order Type Re-execute Activities (tdpur0561m000) sessio. I additio, the order lies must have a Approved status. You ca verify that the outgoig message was prepared for EDI, usig the Messages to be Geerated (ecedi7100m000) sessio. If you do ot wat the message to be geerated the ext time the Direct Network Commuicatio sessio is ru, you ca delete the message from this sessio. Figure 65 Messages to be Geerated (ecedi7100m000) sessio 6-9

92 EDI procedure Sedig the purchase order (850/ORDERS) Oce the documet is prepared for EDI by purchasig, the EDI module ca geerate the outgoig EDI order message. If you are ot usig the iterchage cotroller to automate the process, you ca maually geerate the outgoig message usig oe of the followig sessios: Geerate EDI Messages (ecedi7201m000) sessio Costructs the outgoig messages that are eligible for trasmissio (preset i Messages to be Geerated, ecedi700, table) ad withi the specified selectio rage. For exteral EDI busiess parters, Baa EDI puts the outgoig messages i the Appl_from directory i the directory defied for the etwork specified for the Message by Busiess Parter. For additioal iformatio, see the Processig files sectio i Chapter 4. Direct Network Commuicatio (ecedi7205m000) sessio Geerates ay outgoig messages (if the etwork is set up to do so) ad the reads i ay icomig messages. For additioal iformatio, see the Processig files sectio i Chapter 4. Both sessios display the referece umber, message ad order umber of the order that is curretly processed. Notice that the referece umber is costructed as defied i the Networks (ecedi0520m000) sessio. Both sessios also geerate a report to show which messages have bee geerated. This is the Remarks i Geerated Messages (ecedi7601m000) report. Receivig the order ackowledgmet (855/ORDRSP) Your supplier ca sed order ackowledgmets after receivig your purchase order. You may receive order ackowledgmets as 855/ORDRSP icomig trasactios. Oce the order ackowledgmet is received, the ASCII files are traslated from their stadard format ito the file format defied by your coversio setups, if exteral EDI. The resultig ASCII file is placed i the appropriate appl_to directory by the traslatio/commuicatio software. You must ru the Direct Network Commuicatio (ecedi7205m000) sessio to receive the order ackowledgmet. You ca set up the icomig order ackowledgmet message to: Update the purchase order with ay values specified o the ackowledgemet that do ot agree with the purchase order, ad report the differeces foud. Report the differeces oly 6-10

93 EDI procedure This is defied withi the coversio setups, o a field by field basis. I BaaERP, there are two separate coversio setups for the icomig order ackowledgmet (855/ORDRSP): for example, 855.C is for compariso while 855.U is for update. See Appedix A for more detailed iformatio about the coversio setups. Whe the Direct Network Commuicatio receives the order ackowledgmet, you will receive the Differeces betwee Purchase Order ad Order Ackowledgmet report which show the differeces betwee the purchase order ad the order ackowledgmet. NOTE Chagig the purchase order (860/ORDCHG) You have the optio of trasmittig a Purchase Order Chage trasactio to your supplier to reflect ay chages you have made to your purchase order. To use this fuctio, you must use chage type codes i Purchase Cotrol. I order to apply chage codes to purchase orders, the Prompt for Chage Codes check box i the Purchase Order Parameters (tdpur0100s400) sessio must be checked. Chage type codes ad chage reaso codes ca the be assiged to a purchase order whe chages are made to the order. Chage Type Codes must be preset o all lies that you wish to iclude o a EDI chage order (860/ORDCHG) message; they are used to idicate the type of chage last made to the order or order lie. The chage type codes provide you with some flexibility because you ca select the types of chages you trasmit to your supplier. There is o way to directly trasmit the cacellatio or deletio of a idividual purchase order lie. To do this, you must chage the order lie quatity to zero, or assig a chage type code represetig a deleted or caceled lie, ad process the lie as a chage. Whe the order ackowledgmet is received back from your supplier, you ca delete this lie. Before you prit purchases orders to prepare the outgoig messages, you ca ru the Prit Purchase Orders to be Prited (tdpur7403m000) sessio, which shows the purchase order lies that will be icluded ad prepared for EDI the ext time you ru the Prit Purchase Order (tdpur4401m000) sessio. Use this report to esure that chage type codes have bee assiged to all appropriate lies. Whe you ru the Prit Purchase Order (tdpur4401m000) sessio for EDI purchase order chages, it is recommeded that you set the Order Lie Types to Prit field to New ad Chaged Lies, to iclude oly chaged ad ew lies that have bee chaged or added sice the order s last geeratio. Alteratively, you ca set the Order Lie Types to Prit field to Oly Chaged Lies, to iclude chaged lies oly, or Exclude Prited Lies, to iclude oly ew lies added sice the order s last geeratio. 6-11

94 EDI procedure Ay of these three settig results i this sessio preparig the outgoig Purchase Order Chage EDI message for oly those ew ad chaged order lies that were assiged a chage type code. This esures that oly those ew or chaged lies, ad their correspodig chage type codes, are icluded i the message. Whe you ru this sessio the system verifies that the order or orders are prepared for EDI ad are stored i the Messages to be Geerated (ecedi700 ad ecedi708) table. Figure 66 Prit Purchase Orders (tdpur4401m000) sessio NOTE I order for ew ad chaged purchase order lies to be recogized by the Prit Purchase Order (tdpur4401m000) sessio, the purchase order type o the order should iclude the Prit Purchase Order (tdpur4401m000) sessio as a activity, ad should also allow this activity to be re-executed at subsequet steps, as defied i Purchase Order Type Re-execute Activities (tdpur0561m000) sessio. I additio, the order lies must have a Approved status. You ca verify that the outgoig message was prepared for EDI, usig the Messages to be Geerated (ecedi7100m000) sessio. If you do wat the message to be geerated the ext time the Direct Network Commuicatio sessio is ru, you ca delete the message from this sessio. 6-12

95 EDI procedure Sedig the purchase order chage (860/ORDCHG) Oce the documet is prepared for EDI by purchasig, the EDI module ca geerate the outgoig EDI order message. If you are ot usig the iterchage cotroller to automate the process, you ca maually geerate the outgoig message usig oe of the followig sessios: Geerate EDI Messages (ecedi7201m000) sessio Costructs the outgoig messages that are eligible for trasmissio (preset i Messages to be Geerated, ecedi700, table) ad withi the specified selectio rage. For exteral EDI busiess parters, Baa EDI puts the messages i the Appl_from directory i the directory defied for the etwork specified for the Message by Busiess Parter. For additioal iformatio, see the Processig files sectio i Chapter 4. Direct Network Commuicatio (ecedi7205m000) sessio Geerates ay outgoig messages (if the etwork is set up to do so) ad the reads i ay icomig messages. For additioal iformatio, see the Processig files sectio i Chapter 4. Both sessios display the referece umber, message ad order umber of the order that is curretly processed. Notice that the referece umber is costructed as defied i the Networks (ecedi0520m000) sessio. Both sessios also geerate a report to show which messages have bee geerated. This is the Remarks i Geerated Messages (ecedi7601m000) report. Receivig the purchase order chage ackowledgmet (865) You may receive order chage ackowledgmets from your supplier after he receives your purchase order chage. Such order ackowledgmets ca take the form of a Order ackowledgmet (855/ORDRSP) or a Order chage ackowledgmet (865) icomig message. You ca set up the icomig order ackowledgmet message to do oe of the followig: Update the purchase order with ay values specified o the ackowledgemet that do ot agree with the purchase order, ad report the differeces foud Report the differeces oly 6-13

96 EDI procedure This is defied withi the coversio setups, o a field by field basis. I BaaERP, there are two separate coversio setups for the icomig order chage ackowledgmet (865): 865.C - for compariso oly 865.U - for update oly See Appedix A for detailed iformatio about coversio setups. Ru the Direct Network Commuicatio (ecedi7205m000) sessio to receive i the order (chage) ackowledgmet, oce the ASCII files have bee placed i the appropriate appl_to directory by your traslatio/commuicatio software. Whe the Direct Network Commuicatio receives the order ackowledgmet, the Differeces betwee Purchase Order ad Order Ackowledgmet report is geerated, which shows the differeces betwee the purchase order ad the order ackowledgmet. Geeratig ad Sedig the Purchase Schedule Release (830/DELFOR, 862/DELFOR, 866/DELJIT) If you choose to covey your purchase requiremets to your supplier (buy-from busiess parter) usig purchase releases, the followig three types of releases are available to you: Plaig Release (830/DELFOR) which coveys material requiremet iformatio to your supplier. This is typically a log-rage schedule. Shippig Release (862/DELFOR) which may cotai precise shippig release requiremets set o a more frequet basis tha with the issuace of the Plaig Release. This is typically a mid-rage schedule. Sequeced Shippig Release, which specifies precise iformatio pertaiig to the delivery of goods, which icludes the order i which goods are to arrive at their destiatio (s), or are to be uloaded from the coveyace method whe received at their destiatio(s). This is typically a short-rage schedule. 6-14

97 EDI procedure All three of the purchase releases may be prepared for EDI as follows. Use the Regeerate Schedules (tdpur3207m000) sessio to geerate your Purchase Schedule Releases (plaig release, shippig release or sequeced shippig release). If the Geerate EDI Releases Directly check box defied i the Item/Supplier Iformatio (tdipu0110s000) sessio is checked, this sessio also prepares the outgoig Purchase Release (830/DELFOR out, 862/DELFOR out or 866/DELJIT out) for EDI trasmissio. Figure 67 Regeerate Schedule (tdpur3207m000) sessio If the Geerate EDI Releases Directly check box defied i the Item/Supplier Iformatio (tdipu0110s000) sessio is ot checked, the you must additioally ru the Geerate Schedule Releases (tdpur3208m000) sessio to prepare the outgoig Purchase Release (830/DELFOR out, 862/DELFOR out or 866/DELJIT out) for EDI trasmissio. 6-15

98 EDI procedure Figure 68 Geerate Schedule Releases (tdpur3208m000) sessio All of the coditios previously listed i the Geeral message processig requiremets sectio must be met i before a message ca be prepared for EDI. You ca verify that the outgoig message was prepared for EDI, usig the Messages to be Geerated (ecedi7100m000) sessio. If you do ot wat the message to be geerated the ext time the Direct Network Commuicatio sessio is ru, you ca delete the message from this sessio. As with all outgoig EDI message, you may maually geerate the outgoig message usig the Direct Network Commuicatio (ecedi7205m000) sessio, if the etwork is setup to geerate outgoig messages durig Direct Network Coectio, or the Geerate EDI Messages (ecedi7201m000) sessio. A report is geerated listig the messages that were geerated. For exteral EDI, the outgoig message (ASCII) files are placed i the appl_from directory, uder the etwork s directory, from which the traslatio/commuicatio software will retrieve them. Receivig the Shipmet Notice (856/DESADV) Ru the Direct Network Commuicatio (ecedi7205m000) sessio to receive i the Shipmet Notice message (856/DESADV) from your supplier (ship-from busiess parter), oce the ASCII files have bee placed i the appropriate appl_to directory by your traslatio/commuicatio software. Whe the Direct Network Commuicatio receives the Shipmet Notice message (856/DESADV), a Shipmet Notice is created i your Baa compay, ad the Remarks i Copied Messages report is geerated, showig the shipmet otice umber ad lie umber(s) geerated, alog with ay pertiet remarks. 6-16

99 EDI procedure NOTE NOTE Whe the shipped goods are subsequetly received at your site, you ca use the Shippig Notice to facilitate the receivig process. I the Receipts (whih3520m000) sessio you ca select a Shipmet Notice to automatically populate the receipt data with the data from the Shipmet Notice. (See the Sedig the Receipt Discrepacy Notificatio (861/RECADV) sectio i this chapter for more iformatio). The shipmet status code icluded i the Shipmet Notice message is validated agaist the Coversio of Shipmet Status Codes/I (ecedi3146m000) whe a Shipmet Notice is received. I order to support the requiremets of some EDI stadards, Baa EDI supports the receipt of two kids of Shipmet Notices, a cacelig Shipmet Notice, ad a origial Shipmet Notice. A received Shipmet Notice with a origial shipmet status is processed as idicated above. A received Shipmet Notice with a cacelig shipmet status is iteded to cacel a previously set erroeous Shipmet Notice, ad will delete the ivalid Shipmet Notice message from the Saved Messages to be Received i EDI, where erroeous messages are stored. Sedig the error otificatio If there is a error i the received Shipmet Notice, EDI automatically prepares a outgoig Error Notificatio message (824/APERAK) if the followig coditios are met: The Automatically Prepare Error Notificatio check box i the EDI Messages Supported by Busiess Parter (ecedi0111s000) sessio is checked, for the busiess parter ad icomig Shipmet Notice message. The Ship-from Busiess Parter from whom the Shipmet Notice was received is setup to receive the Error Notificatio message (824/APERAK) i the EDI Messages Supported by Busiess Parter (ecedi0111s000) sessio. The Error Notificatio message may also be maually prepared by ruig the Prit Received Errors (ecedi7451m000) sessio, ad selectig the check box to Prepare Error Notificatio. You ca verify that the outgoig message was prepared for EDI, usig the Messages to be Geerated (ecedi7100m000) sessio. If you do ot wat the message to be geerated the ext time the Direct Network Commuicatio sessio is ru, you ca delete the message from this sessio. The error otificatio may be prepared for ay erroeous message received, but is of particular use for the erroeous shipmet otice i some supply chai eviromets. Baa EDI logs the additioal applicatio error data from the Applicatio Errors (ecedi2191m000) sessio oly for erroeous shipmet otices received. As with all erroeous messages received, whe the erroeous Shipmet 6-17

100 EDI procedure Notice is received, the message data ad correspodig errors are stored i Saved Messages to be Received ad Saved Error Messages, withi Baa EDI Message Data. Whe the erroeous message received is a Shipmet Notice (856/REVADV), additioal iformatio may be logged based o the iformatio defied i the Applicatio Errors (ecedi2191m000) sessio. This iformatio may be icluded o the outgoig error otificatio message. As with all outgoig EDI message, you may maually geerate the outgoig message usig the Direct Network Commuicatio (ecedi7205m000) sessio, if the etwork is setup to geerate outgoig messages durig direct etwork coectio, or the Geerate EDI Messages (ecedi7201m000) sessio. A report is geerated listig the messages that were geerated. For exteral EDI, the outgoig message (ASCII) files are placed i the appl_from directory, uder the etwork s directory, from which the traslatio/commuicatio software will retrieve them. Sedig the Receipt Discrepacy Notificatio (861/RECADV) Upo receivig a shipmet, use the Receipts (whih3520m000) sessio to eter the receipt iformatio. Usig the Special meu, select a shipmet otice agaist which to receive the goods by zoomig to the Expected Shipmets (whih3820m100) sessio, selectig the appropriate shipmet otice record ad clickig Add to Receipt, as show i Figures 69 ad 70. This will populate the receipt data with the shipmet otice data. The, you ca make ay ecessary correctios to the receipt data, usig the Receipt Lies (whih3120s000) sessio. Figure 69 Receipts (whih3520m000) sessio 6-18

101 EDI procedure Figure 70 Expected Shipmets (whih3821m000) sessio NOTE If there is ay discrepacy betwee the shipped quatity o the Shipmet Notice ad the actual receipt quatity recorded, the discrepacy is logged, ad a Receipt Discrepacy Notificatio message (861/RECADV) is prepared for EDI oce the receipt is cofirmed. The default coversio setup defiitio (file layout) of the outgoig Receipt Discrepacy message icludes the Receipt Discrepacy Code defied i the Receipt Discrepacy Code Out (ecedi4147m000) sessio. This is used to covey the type of discrepacy ecoutered durig the receipt process, which ca be oe of the followig: The quatity received was greater the the quatity idicated o the shipmet otice (quatity over) The quatity received was less the the quatity idicated o the shipmet otice (quatity short) No Shipmet Notice was received prior to the receipt of the goods (No ASN). If you wish to idicate that o Shipmet Notice was received at the time of receipt, you must maually eter a Shipmet Notice with zero quatities, usig the Shipmet Notices (whih3500m000) sessio, prior to processig the receipt. As with all outgoig EDI message, you may maually geerate the outgoig message usig the Direct Network Commuicatio (ecedi7205m000) sessio, if the etwork is setup to geerate outgoig messages durig Direct Network Coectio, or the Geerate EDI Messages (ecedi7201m000) sessio. 6-19

102 EDI procedure A report is geerated listig the messages that were geerated. For exteral EDI, the outgoig message (ASCII) files are placed i the appl_from directory, uder the etwork s directory, from which the traslatio/commuicatio software will retrieve them. Receivig the sales ivoice (810/INVOIC) Ru the Direct Network Commuicatio (ecedi7205m000) sessio to receive i the Ivoice message (810/INVOIC) from your supplier (ivoice-from busiess parter), oce the ASCII files have bee placed i the appropriate appl_to directory by your traslatio/commuicatio software. Whe the Direct Network Commuicatio receives the Ivoice message (810/INVOIC), a purchase ivoice is created i your Baa compay, ad two reports are geerated. The first report is the Remarks i Copied Messages report is geerated, showig the ivoice umber(s) geerated, alog with ay pertiet remarks. The secod report is the Icomig EDI Purchase Ivoice report, which lists the ivoiced quatity ad amouts at the lie level ad the tax amouts by tax code ID, if applicable. If the ordered goods were received before receivig the ivoice, the ivoice will automatically be matched. If the ordered goods have ot yet bee received, the ivoice will remai umatched, ad may be maually matched whe the goods are subsequetly received. The ivoice matchig ca occur at either the ivoice header or the ivoice lie depedig o the data received i the icomig purchase ivoice message: Ivoice Matchig at the Ivoice Header: I order to do ivoice matchig at the header, the Automatic Matchig check box i the ACP Parameters (tfacp0100s000) sessio must be checked. If the received purchase ivoice message icludes a valid customer purchase order umber i the ivoice header, ad o ivoice order lie iformatio, the etire order is matched for all order lies for which goods have bee received. If the tolerace is ot met, the etire purchase ivoice remais umatched. Ivoice Matchig at the Ivoice Lie: If the received purchase ivoice message icludes order lie iformatio, each ivoice lie is matched to the icluded customer order lies for which goods have bee received. The ivoice lies for which the ordered goods have ot yet bee received remai umatched. You ca review the received ivoice data with the Match/Approve Purchase Ivoices (tfacp2507m000) sessio. 6-20

103 EDI procedure This cocludes a example of a ormal order cycle, usig the EDI messages supported by Baa EDI, whe you are exchagig EDI documets with a supplier. However, the orders still eed to be closed. To automate the executio of the Direct Network Commuicatio (ecedi7205m000) sessio, see the EDI iterchage cotroller sectio i Chapter 4. The sellig compay This example explais the steps required to exchage EDI documets with a buyer (customer) whe you are the supplier. Receivig the customer order (850/ORDERS) To receive i the order, use the Direct Network Commuicatio (ecedi7205m000) sessio. You caot start this process util the followig has occurred: You receive the customer purchase order (850/ORDERS) from your customer. The traslatio/commuicatio software has traslated the files from their stadard format ito the file format defied by your coversio setups ad placed the files i the appropriate Appl_to directory, if a exteral EDI busiess parter. All coditios listed previously i the Geeral message processig requiremets sectio i this chapter must be met before the message ca be read. Whe the Direct Network Commuicatio (ecedi7205m000) sessio receives i the customer order, it creates a sales order i your Baa compay, ad geerates the Remarks i Copied Messages report showig the customer order umber received, the sales order umber ad lies geerated, ad ay related ad pertiet remarks. 6-21

104 EDI procedure Pritig ad sedig the order ackowledgmet (855/ORDRSP) Figure 71 shows the Prit Order Ackowledgmets/RMAs (tdsls4401m000) sessio. This sessio prepares the outgoig Order Ackowledgmet EDI message. Whe you ru this sessio the system verifies that the order(s) is prepared for EDI ad is stored i the Messages to be Geerated (ecedi700) table. Figure 71 Prit Order Ackowledgmet/RMAs (tdsls4401m000) sessio NOTE All of the coditios previously listed i the Geeral message processig requiremets sectio i this chapter must be met i before a message ca be prepared for EDI. However, if ay of the coditios are ot met, the hard copy of the order ackowledgmet will still be prited. This hard copy ca also be prited whe the previous coditios are met if the Prit check box i the EDI Messages Supported by Busiess Parter (ecedi0111m000) sessio is checked. If a hard copy of the order ackowledgmet is prited for a order which has also bee prepared for EDI, the words EDI Copy will appear o the upper left-had corer of the prited order ackowledgmet documet. The order type of the sales order must be defied i the Coversio of Sales Order Types Out (ecedi4132m000) sessio i order for the ackowledgmet to be prepared for EDI; ad, the Code i Message for the order type coversio must match the order type specified i the EDI Messages Supported by Busiess Parter (ecedi0111s000) sessio for this message ad busiess parter. 6-22

105 EDI procedure Usig Ackowledgmet Codes Optioally, you may choose to iclude ackowledgmet codes o your sales order to idicate to your customer your reactio to the received order or order chage. Oce assiged to the sales order, the ackowledgemet code may be icluded i the outgoig order ackowledgmet message. To use ackowledgmet codes withi sales cotrol, you must select the Prompt for Chage Codes check box i the Sales Order Parameters (tdsls0100s400) sessio. Ackowledgmet Codes may be maually assiged to the sales order whe chages are made to the order. Alteratively, ackowledgmet codes may be automatically assiged to the sales order wheever sales order lies are chaged or added based o the data defied i the Sales Ackowledgmet Code Assigmets (tdsls0155m000) sessio. Ackowledgig by Exceptio I some cases, your customer may wish to receive a ackowledgmet oly if you have made specific chages to the customer s order. For example, the customer may oly wish to be otified with a ackowledgmet if the item, price, quatity or delivery date are chaged, ad is disiterested i receivig otificatio of ay other chages. If this is the case, you should set up your customer (sold-to busiess parter) to be Ackowledged by Exceptio. You ca accomplish this by checkig the Ackowledge By Exceptio check box i the Sold-To Busiess Parter (tccom4110s000) sessio. If your customer is set up to be Ackowledged by Exceptio, oly those order lies with a assiged ackowledgmet code will be recogized as chaged or ew. This allows you to use the ackowledgmet codes to idetify those chages that you wish to covey to your busiess parter. If a ackowledgmet code is assiged to a chaged or ew lie, the lie is recogized as ew or chaged, respectively. If o ackowledgmet code is assiged to the sales order lies whe chages are made to the order, the lies are ot recogized as ew or chaged. I this case, whe ruig the Prit Order Ackowledgmets (tdsls4401m000) sessio, set the Order Lie Types to Prit field to oe of the followig to esure that oly those lies with assiged ackowledgmet codes are icluded i the message: New ad Chaged Lies, to pick up oly chaged ad ew lies (oly those lies with assiged ackowledgemet codes) Oly Chaged Lies, to iclude chaged lies oly Exclude Prited Lies, to iclude ew lies oly 6-23

106 EDI procedure You ca verify that the outgoig message was prepared for EDI, usig the Messages to be Geerated (ecedi7100m000) sessio. If you do ot wat the message to be geerated the ext time the Direct Network Commuicatio sessio is ru, you ca delete the message from this sessio. Oce prepared, ad if ot usig the iterchage cotroller to automate the EDI processig of files, you ca maually geerate the outgoig message usig oe of the followig methods (see the Sedig the purchase order (850/ORDERS) sectio i Chapter 6): Ru the Geerate EDI Messages (ecedi7201m000) sessio. Ru the Direct Network Commuicatio (ecedi7205m000), if the etwork is desigated to geerate messages durig direct etwork commuicatio. As with all outgoig messages, a report is geerated showig which EDI messages have bee geerated. If a exteral EDI busiess parter, the outgoig messages (ASCII files) are placed i the Appl_from directory uder the directory specified for the etwork, from which the traslatio/commuicatio software will retrieve them. See Chapter 7 for iformatio about geeratig messages for iteral EDI busiess parters. Receivig the sales order chage (860/ORDCHG) To receive i the customer s purchase order chage, use the Direct Network Commuicatio (ecedi7205m000) sessio. You caot start this process util the followig has occurred: You receive the customer purchase order chage (860/ORDCHG) from your customer. The traslatio/commuicatio software has traslated the ASCII files from their stadard format ito the file format defied by your coversio setups ad has placed the file(s) i the appropriate appl_to directory. The received order chage updates the sales order. All received order lies i a icomig order chage message must iclude a chage type code. The chage type codes, passed i the icomig message, are validated agaist the chage type codes defied i the Chage Types (tdsls0198m000) sessio i Sales Cotrol. These chage type codes gover the type of chage actio that will be processed agaist the sales order (for example: add lie, chage lie, delete lie, replace lie, cacel lie, cacel order, chage order header). I order to receive sales order chages through EDI, you must be usig chage codes withi Sales Cotrol. 6-24

107 EDI procedure I order to use chage codes withi Sales Cotrol, the Prompt for Chage Codes check box i the Sales Order Parameters (tdsls1000s400) sessio must be checked. If oe of the coditios listed i Geeral procedures: purchasig compay i Chapter 6, is ot met, the message will ot be read. As with all icomig messages, the Direct Network Commuicatio (ecedi7205m000) sessio geerates the Remarks i Copied Messages report to show which order ad order lies were updated, alog with ay related ad pertiet remarks, if the order chage is successfully processed. Pritig ad sedig the order chage ackowledgmet (865) Use the Prit Order Ackowledgmet (tdsls4401m000) sessio to prepare the outgoig Order Chage Ackowledgmet EDI message. Ackowledgmets set i respose to sales order chages (chages received or made iterally), may take the form of a order ackowledgmet (855/ORDRSP) or a order chage ackowledgmet (865). The EDI Order Chage Respose field defied i the Sold-To Busiess Parter (tccom4110s000) sessio determies whether the order ackowledgmet (855/ORDRSP) or the order chage ackowledgmet (865) is geerated i respose to sales order chages made after the origial order ackowledgmet is set. 6-25

108 EDI procedure Figure 72 Prit Order Ackowledgmets/RMAs (tdsls4401m000) sessio NOTE If you wat to iclude oly ew ad chaged lies that have bee added or modified sice the last order ackowledgmet geeratio, set the Order Lie Types to Prit field to oe of the followig three values whe ruig the Prit Order Ackowledgmets (tdsls4401m000) sessio: New ad Chaged Lies, to iclude chaged ad ew lies oly Oly Chaged Lies, to iclude chaged lies oly Exclude Prited Lies, to iclude ew lies oly If your customer is set up to be Ackowledged by Exceptio, oly those order lies with a assiged ackowledgmet code will be recogized as chaged or ew. See the pritig ad sedig the order ackowledgemet (855/ORDRSP) sectio i Chapter 6, for more iformatio regardig the use of ackowledgmet codes ad ackowledgig by exceptio. 6-26

109 EDI procedure NOTE All of the coditios previously listed i the Geeral message processig requiremets sectio i this chapter must be met i before a message ca be prepared for EDI. However, if ay of the coditios are ot met, the hard copy of the order ackowledgmet will still be prited. This hard copy ca also be prited whe the previous coditios are met if the Prit check box i the EDI Messages Supported by Busiess Parter (ecedi0111m000) sessio is checked. If a hard copy of the order ackowledgmet is prited for a order which has also bee prepared for EDI, the words EDI Copy will appear o the upper left-had corer of the prited order ackowledgmet documet. The order type of the sales order must be defied i the Coversio of Sales Order Types Out (ecedi4132m000) sessio i order for the ackowledgmet to be prepared for EDI; ad, the Code i Message for the order type coversio must match the order type specified i the EDI Messages Supported by Busiess Parter (ecedi0111s000) sessio for this message ad busiess parter. Oce prepared, ad if ot usig the iterchage cotroller to automate the EDI processig of files, you ca geerate the outgoig EDI message usig oe of the followig methods (see the Sedig the purchase order (850/ORDERS) sectio i Chapter 6): Use the Geerate EDI Messages (ecedi7201m000) sessio. Ru direct etwork commuicatio, if the etwork is desigated to geerate messages durig direct etwork commuicatio. As with all outgoig messages, a report is geerated showig which EDI messages have bee geerated; If a exteral EDI busiess parter, the outgoig EDI messages (ASCII files) are placed i the Appl_from directory uder the directory specified for the etwork, from which the traslatio/commuicatio software will retrieve them. See Chapter 7 for iformatio about geeratig messages for iteral EDI busiess parters. 6-27

110 EDI procedure Receivig the Customer Schedule Release (830/DELFOR, 862/DELFOR, 866/DELJIT) If your customer (sold-to busiess parter) chooses to covey his purchase requiremets to you usig schedule releases, the followig three types of schedule releases may be received: Plaig Release (830/DELFOR) which coveys material requiremet iformatio. Shippig Release (862/DELFOR) which may cotai precise shippig release requiremets set o a more frequet basis tha the Plaig Release. Sequeced Shippig Release, which specifies precise iformatio pertaiig to the delivery of goods, which icludes the order i which goods are to arrive at their destiatio(s), or are to be uloaded from the coveyace method whe received at their destiatio(s). Receivig the Plaig Release (830/DELFOR): Ru the Direct Network Commuicatio (ecedi7205m000) sessio to receive the customer Plaig Release (830/DELFOR i). You may receive a ew Plaig Release or a update to a existig Plaig Release. Updates are idicated by a ew revisio. If a ew Plaig Release is received, a Plaig Release ad correspodig schedule(s) are created withi Sales Cotrol i your Baa compay; if a update to a existig Plaig Release is received, the sales Plaig Release is updated with a ew revisio, ad the correspodig schedules are updated with a ew revisio as well. If the update icludes a ew item, a ew sales schedule may be created ad liked to the updated Plaig Release. As with all icomig EDI messages, the Remarks i Copied Messages report is geerated, idicatig the sales release umber ad correspodig lies added, alog with ay related ad pertiet remarks. Receivig the Shippig Release (862/DELFOR): Ru the Direct Network Commuicatio (ecedi7205m000) sessio to receive the customer Shippig Release (862/DELFOR i). You may receive a ew Shippig Release or a update to a existig Shippig Release. Updates are idicated by a ew revisio. If a ew Shippig Release is received, a sales Shippig Release ad correspodig sales schedule(s) are created i your Baa compay. If a update to a existig Shippig Release is received, the sales Shippig Release is updated with a ew revisio, ad the correspodig sales schedules are updated with a ew revisio as well. 6-28

111 EDI procedure NOTE As with all icomig EDI messages, the Remarks i Copied Messages report is geerated, idicatig the sales release umber ad correspodig lie added, alog with ay related ad pertiet remarks. Receivig the Sequeced Shippig Release (866/DELJIT): Ru the Direct Network Commuicatio (ecedi7205m000) sessio to receive the customer Sequeced Shippig Release (866/DELJIT i). You may receive a ew Sequeced Shippig Release or a update to a existig Sequeced Shippig Release. Updates are idicated by a ew revisio. If a ew Sequeced Shippig Release is received, a sales Sequeced Shippig is created i your Baa compay, ad the productio sequece iformatio is stored as Productio Sequece Iformatio (whih420) withi the Warehousig package. If a update to a existig Shippig Release is received, the sales Shippig Release is updated with a ew revisio. The productio sequece iformatio is prited o the packig slip usig the Prit Packig Slip (whih4475m000) sessio. As with all icomig EDI messages, the Remarks i Copied Messages report is geerated, idicatig the sales release umber ad correspodig lie added, alog with ay related ad pertiet remarks. Prior to receivig ay of the Sales Schedule Release messages (plaig release, shippig release or sequeced shippig release), the followig data must be defied withi your Baa compay: A Segmet Set ad Period Table Code must be defied usig the Items - Sold-to BPs (tdisa0510m000) sessio. Because the Schedule Quatity Type ad Schedule Type fields are required o the Sales Releases, ad must be specified i the icomig Sales Plaig Release (830/DELFOR), you should set up coversio codes for these eumerated values usig the Coversio of Schedule Quatity Types/I (ecedi3152m000) ad Coversio of Schedule Types/I (ecedi3151m000) sessios, respectively. 6-29

112 EDI procedure Sedig the Shipmet Notice (856/DESADV) The Cofirm Shipmets (whih4275m000) sessio (see Figure 73) prepares the outgoig Shipmet Notice (856/DESADV) ad sets the shipmet s EDI Status to Cofirmed if the Geerate ASN s Automatically check box defied i the Warehouse Parameters (whih0100s000) sessio is checked. This sessio represets oly oe of the ways by which a shipmet ca become cofirmed. The exact meas by which a shipmet becomes cofirmed depeds o the procedures of your compay ad the procedure steps associated with the shipmet. Cofirmed Shipmets that are ot iteded for EDI trasmissio have a status of Scheduled. Figure 73 Cofirm Shipmets Loads (whih4275m000) sessio O the other had, if the Geerate ASN s Automatically check box defied i the Warehouse Parameters (whih0100s000) sessio is ot selected, the shipmet s EDI Status is Prepare whe the shipmet is cofirmed. I this case, you must ru the Cofirm ASN (whih4532m000) sessio to prepare the outgoig Shipmet Notice (856/DESADV) EDI message. The shipmet s EDI Status is Cofirmed whe the EDI message is prepared. 6-30

113 EDI procedure Figure 74 Cofirm ASN (whih4532m000) sessio Figure 75 Shipmets (whih4130m000) sessio 6-31

114 EDI procedure NOTE You ca verify that the outgoig message was prepared for EDI, usig the Messages to be Geerated (ecedi7100m000) sessio. If you do ot wat the message to be geerated durig the ext Direct Network Commuicatio, you ca delete the message from this sessio. As with all outgoig EDI message, you may maually geerate the outgoig message usig the Direct Network Commuicatio (ecedi7205m000) sessio, if the etwork is setup to geerate outgoig messages durig Direct Network Coectio, or the Geerate EDI Messages (ecedi7201m000) sessio. A report is geerated listig the messages that were geerated. For exteral EDI, the outgoig message (ASCII) files are placed i the appl_from directory, uder the etwork s directory, from which the traslatio/commuicatio software will retrieve them. I order to support the requiremets of some EDI stadards, Baa EDI supports the trasmissio of two kids of Shipmet Notices, a cacelig Shipmet Notice, ad a origial Shipmet Notice. A cacelig Shipmet Notice is iteded to cacel a previously set erroeous Shipmet Notice. The shipmet s EDI Status field may be used to idicate to the recipiet of the message which type of Shipmet Notice is iteded. To utilize this feature, use the Coversio of Shipmet Status Codes Out (ecedi4180m000) sessio to defie codes to iclude i the message idicatig if the Shipmet Notice is a origial or a cacelig message. If the shipmet s EDI status is Cofirmed, the Shipmet Notice is cosidered to be a origial message; therefore, if the shipmet s EDI Status field is Cofirmed at the time the outgoig message is geerated, the coversio code associated with the origial value i the Coversio of Shipmet Status Codes Out will be icluded the outgoig Shipmet Notice message. If the shipmet s EDI Status is Disapproved, the Shipmet Notice is cosidered to be a cacelig message, ad the coversio code associated with the caceled value is icluded i the outgoig message. See the Receivig the Error Notificatio (824/APERAK) i Chapter 6 for more iformatio o the shipmet s disapproved status. Receivig the Error Notificatio (824/APERAK) Oce you have received the Error Notificatio (824/APERAK) from your customer (ship-to busiess parter), ad the message (ASCII) files have bee placed i the appropriate appl_to directory by the traslatio/commuicatio software, use the Direct Network Commuicatio (ecedi7205m000) sessio to receive i the Error Notificatio message. A icomig Error Notificatio is associated with a shipmet for which a ivalid Shipmet Notice was origially set, ad reports applicatio errors that occurred whe your busiess parter tried to process the previously set Shipmet Notice. 6-32

115 EDI procedure NOTE Whe the Error Notificatio is received, the followig occurs: The shipmet for which the Error Notificatio was received is Disapproved. The Remarks i Copied Message report is geerated, showig the shipmet otice umber agaist which the Error Notificatio message was received, ad ay related ad pertiet remarks. Optioally, the EDI Iformatio field o the shipmet header may be updated with the cotets of the Error Notificatio message. The Shipmet Notice refereced i the received Error Notificatio message, is automatically prepared for EDI trasmissio (856/DESADV out). As with all prepared outgoig messages, you ca verify that the outgoig message was prepared for EDI usig the Messages to be Geerated (ecedi7100m000) sessio. If you do ot wat the message to be geerated the ext time the Direct Network Commuicatio sessio is ru, you ca delete the message from this sessio. Resedig Cacelig ad Corrected Shipmet Notices i Respose to received Error Notificatios If you wish to sed a cacelig Shipmet Notice to your customer, use the Direct Network Commuicatio (ecedi7205m000), if the etwork is setup to geerate messages upo Direct Network Commuicatio, or the Geerate EDI Messages (ecedi7201m000) to maually geerate the outgoig message. Whe the outgoig cacelig Shipmet Notice is geerated, the shipmet s EDI Status field is Modify, idicatig that the shipmet should be modified to correct the erroeous data, ad reset to your busiess parter. I order to support the requiremets of some EDI stadards, Baa EDI supports the trasmissio of two kids of Shipmet Notices, a cacelig Shipmet Notice, ad a origial Shipmet Notice. A cacelig Shipmet Notice is iteded to cacel a previously set erroeous Shipmet Notice. To utilize this feature, use the Coversio of Shipmet Status Codes Out (ecedi4180m000) sessio to defie codes to iclude i the message idicatig if the Shipmet Notice is a origial or a cacelig message. If the shipmet s EDI status is Cofirmed, the Shipmet Notice is cosidered to be a origial message; if the shipmet s EDI Status is Disapproved, the Shipmet Notice is cosidered to be a cacelig message. 6-33

116 EDI procedure Optioally, if the shipmet s EDI status is Modify, you may correct the reported errors by correctig the shipmet s date/time, quatity or weight ad ay other EDI data icluded o the origial Shipmet Notice, ad resed the corrected Shipmet Notice to your busiess parter. To resed the corrected Shipmet Notice, use the Cofirm ASN (whih4532m000) sessio to prepare the corrected Shipmet Notice (856/DESADV) for trasmissio; preparig the outgoig Shipmet Notice sets the shipmet s EDI Status to Cofirmed. Ru the Direct Network Commuicatio (ecedi7205m000), if the etwork is setup to geerate messages upo Direct Network Commuicatio, or the Geerate EDI Messages (ecedi7201m000) to maually geerate the outgoig message. For exteral EDI, the outgoig message (ASCII) files are placed i the appl_from directory, uder the etwork s directory, from which the traslatio/commuicatio software will retrieve them. Receivig the Receipt Discrepacy Notificatio (861/RECADV) Oce you have received the Receipt Discrepacy Notificatio (861/RECADV) from your customer (ship-to busiess parter), ad the message (ASCII) files have bee placed i the appropriate appl_to directory by the traslatio/commuicatio software, use the Direct Network Commuicatio (ecedi7205m000) sessio to maually receive the Receipt Discrepacy Notificatio message. This message idicates that your busiess parter may have foud a discrepacy betwee the quatity of goods idicated o the Shipmet Notice that you previously set him, ad the quatity of goods actually received. Whe the Direct Network Commuicatio receives the Receipt Discrepacy Notificatio message, the EDI Iformatio field at the shipmet header ad the shipmet lie s text field are updated with the received discrepacy data (see Appedix A for more iformatio o the coversio setup defiitios), ad the followig report is geerated. Discrepacies Betwee Shipmets ad Busiess Parter Receipts This report compares the values icluded i the Receipt Discrepacy message to the shipmet data ad reports ay discrepacies the differeces betwee the values, ad ay text that is icluded. 6-34

117 EDI procedure NOTE Sedig the sales ivoice (810/INVOIC) After shippig the ordered goods, ru the Compose/Prit/Post Ivoices (cisli2200m000) sessio. This sessio prepares the Ivoice (810/INVOIC out) for EDI trasmissio whe the ivoice is composed. All of the coditios previously listed i the Geeral message processig requiremets sectio i this chapter must be met i before a message ca be prepared for EDI. However, if ay of the coditios are ot met, the hard copy of the ivoice will still be prited if the prit optio is selected. This hard copy ca also be prited whe the previous coditios are met if the Prit check box i the EDI Messages Supported by Busiess Parter (ecedi0111m000) sessio is checked. If a hard copy of the ivoice is prited for a ivoice, which has also bee prepared for EDI, the words EDI Copy will appear o the upper left-had corer of the prited ivoice documet. You ca verify that the outgoig message was prepared for EDI, usig the Messages to be Geerated (ecedi7100m000) sessio. The order type of the sales order for which the ivoice is geerated must be defied i the Coversio of Sales Order Types Out (ecedi4132m000) sessio i order for the ivoice to be prepared for EDI; ad, the Code i Message for the order type coversio must match the order type specified i the EDI Messages Supported by Busiess Parter (ecedi0111s000) sessio for this message ad busiess parter. Ru the Direct Network Commuicatio (ecedi7205m000), if the etwork is setup to geerate messages upo Direct Network Commuicatio, or the Geerate EDI Messages (ecedi7201m000) sessio to maually geerate the outgoig message. As with all outgoig messages, a report is geerated showig which EDI messages have bee geerated; for exteral EDI, messages (ASCII files) are placed i the Appl_from directory i the directory specified for the etwork, from which the traslatio/commuicatio software will retrieve them. Receivig the Remittace Advice (820/REMADV) Ru the Direct Network Commuicatio (ecedi7205m000) sessio to receive i the Remittace Advice message (820/REMADV) from your customer (pay-by busiess parter), oce the ASCII files have bee placed i the appropriate appl_to directory by your traslatio/commuicatio software. Whe the Direct Network Commuicatio receives the Remittace Advice message (820/REMADV), a remittace advice message (receipt) is created i your Baa compay, ad the Remarks i Copied Messages report is geerated, showig the documet umber(s) geerated, alog with ay pertiet remarks. 6-35

118 EDI procedure You ca use the Remittace Advice Messages (Receipts) (tfcmg5501m000) sessio to review the received iformatio. This cocludes a example of a ormal order cycle, usig the EDI messages supported by Baa EDI, whe you are exchagig EDI documets with a customer. However, the orders still eed to be closed. To automate the executio of the Direct Network Commuicatio (ecedi7205m000) sessio, see the EDI iterchage cotroller sectio i Chapter 4. The sales or purchasig compay Receivig Fuctioal Ackowledgmets (997) / Outgoig Message Status Updates (STATUS) There is oe fial EDI message that may be used by both the sellig ad purchasig compaies usig exteral EDI. It allows the traslatio/commuicatio applicatio to commuicate to your Baa compay the processig status of outgoig messages, which may the be visible i Baa EDI s History of Outgoig (Geerated) Messages. This icomig message may be a icomig fuctioal ackowledgmet (for example, ANSI X12 997) received from your busiess parter s traslatio/commuicatio software, idicatig the acceptace or rejectio of a previously set EDI message; or, it may be used as a mechaism for your traslatio/commuicatio software applicatio to commuicate to your Baa compay, the traslatio ad trasmissio status of a previously geerated, outgoig message. I either case, the status of the outgoig message is visible i the Sed Status field of the History of Geerated Messages sessio ad report (ecedi7501m000 ad ecedi7401m000, respectively). NOTE This applies to exteral EDI oly. For iteral EDI (multisite), Baa EDI hadles the settig of the processig status of outgoig messages. 6-36

119 EDI procedure Whe Baa EDI geerates a outgoig message for exteral EDI ad creates the message ASCII files i the appropriate directory, the Sed Status is Geerated. Followig are the additioal values of the Sed Status of the outgoig messages that may be updated with the receipt of this message: Traslated, (Idicates that the outgoig EDI message has bee read by your traslatio/commuicatio applicatio ad traslated ito the stadard EDI format) Traslatio Failed, (Idicates that your traslatio/commuicatio software applicatio has attempted to read ad traslate the outgoig EDI message ito the stadard EDI format, ad the traslatio has failed) Set, (Idicates that the outgoig EDI message has bee traslated ad trasmitted across the etwork) Sed Failed (Idicates that the outgoig EDI message has bee traslated, but that the trasmissio of the message across the etwork has failed) Read by B. P. (Idicates that the outgoig EDI message has bee traslated ad trasmitted across the etwork, ad that a fuctioal ackowledgemet has bee received from the recipiet of the message, idicatig that the message has bee successfully received ad traslated at your busiess parter s site) Rejected by B. P. (Idicates that the outgoig EDI message has bee traslated ad trasmitted across the etwork, ad that a fuctioal ackowledgemet has bee received from the recipiet of the message, idicatig that the message has bee successfully received at your busiess parter s site but was ot able to be successfully read ad traslated) For simplicity, two Baa EDI messages have bee provided to update the processig status of outgoig messages: the STATUS message, ad the 997 message. The STATUS message may be used to update the Sed Status of the outgoig message i all cases, i which case you eed oly this message. Alteratively, you may use the 997 message whe a fuctioal ackowledgemet (997) is received (at which time the Sed Status ca be Read by B. P. or Rejected by B. P) ad the STATUS message to update the Sed Status with the traslatio ad trasmissio status maitaied by your traslatio/commuicatio software applicatio. See Appedix A for more iformatio. 6-37

120 EDI procedure You may use the Message Status Codes (ecedi2185m000) sessio to defie codes that correspod to the various EDI Sed Status values; some codes have bee provided i your default data (see the EDI default data sectio i Chapter 2 for more iformatio o EDI default data). Your traslatio/commuicatio applicatio may use these codes i the message to idicate the appropriate status. You may also have additioal iformatio writte to the EDI Iformatio field (such as specific error codes or descriptios) stored i the EDI history, ad reported i the History of Geerated Message (ecedi7401m000) report. 6-38

121 7 Iteral (multisite) EDI Itroductio As stated i earlier chapters, the Baa EDI module ca geerate ad read ASCII files with a flexible format. I exteral EDI, these ASCII files must be trasferred over commercial or ocommercial etworks. This requires traslatio of the ASCII files to ad from stadardized ecrypted messages, to esure high data itegrity ad security, ad to provide a uiversal format supported by all parties. However, i multisite EDI implemetatios (also referred to as iteral EDI), the ASCII files are trasferred over the iteral compay etwork (LAN or WAN), which meas that ecryptio is ot required. Also, because all compaies i the multisite structure use the same format for the ASCII files, traslatio to a exteral EDI stadard, such as EDIFACT or ANSI X12, is ot required. Iteral EDI ca oly be accomplished betwee sites (compaies) that share a commo directory o the compay etwork (either by usig the same data server, or through NFS). I additio, all sites must use the same applicatio server, to allow site A (compay 570) to start a backgroud process i site B (575) that reads messages just set from A to B, for example. If this real-time trasfer of messages is ot required, the trasfer of iteral EDI messages is similar to a exteral EDI situatio, with the exceptio of the traslatio ad commuicatio software. 7-1

122 Iteral (multisite) EDI Traslatio Traslatio ASCII EDI Format Exteral EDI relatio ASCII Affliliated compay A ASCII ASCII Affiliated compay B ASCII Figure 76 Exteral ad iteral EDI All messages explaied i previous chapters, except for the Status Update of Outgoig Messages message (997/STATUS) ad the Remittace Advice message (820/REMADV) are available for use i a multisite eviromet: For the purchasig compay: Sales Order (850/ORDERS), directio out Sales Order Ackowledgmet (855/ORDRSP) directio i Purchase Order Chage (860/ORDCHG), directio out Purchase Order Chage Ackowledgmet (865), directio i Plaig Release (830/DELFOR), directio out Shippig Release (862/DELFOR), directio out Sequeced Shippig Release (866/DELJIT), directio out Shippig Notice (856/DESADV), directio i Error Notificatio (824/APERAK), directio out Receipt Discrepacy Notificatio (861/RECADV), directio out Ivoice (810/INVOIC), directio i 7-2

123 Iteral (multisite) EDI For the sales compay: Sales Order (850/ORDERS), directio i Sales Order Ackowledgmet (855/ORDRSP), directio out Purchase Order Chage (860/ORDCHG), directio i Purchase Order Chage Ackowledgmet (865) directio out Plaig Release (830/DELFOR), directio i Shippig Release (862/DELFOR), directio i Sequeced Shippig Release (866/DELJIT), directio i Shippig Notice (856/DESADV), directio out Error Notificatio (824/APERAK), directio i Receipt Discrepacy Notificatio (861/RECADV), directio i Sales Ivoice (810/INVOIC), directio out This chapter provides setup ad procedures for the purchasig ad sales compaies. Whe setup or procedure is the same as exteral EDI, you will be referred to the appropriate sectio. Geeral setup I this chapter, two compaies, 570 ad 575, will be referred to i examples. Compay 570 purchases from 575. Compay data I compay 570, 575 must be defied as a busiess parter (for example, buyfrom, ship-from, ivoice-from); i 575, compay 570 must be defied as a busiess parter (for example, sold-to, ship-to, ivoice-to). I additio, the busiess parters must be defied as affiliated compaies. This requires the presece of both compay umbers i the Compaies (tccom000) table of each compay. This ca be accomplished i oe of two ways: 1 Add the missig compay ad related data i the tccom000 table of both compaies with the Table Maager. The Compay Data (tccom0500m000) sessio oly allows you to edit the data of the curret compay. 2 Share tccom000 betwee the two compaies, with the data of both compaies preset i the table. Use the Logical Tables (ttaad4120m000) sessio to share the data betwee the two compaies. This ca be doe i either compay. 7-3

124 Iteral (multisite) EDI Busiess Parter data I order to trasfer goods usig purchase orders ad sales orders, both compaies must idetify each other as the appropriate busiess parters. Although you ca use ay busiess parter code, usig the compay umber is recommeded. I the purchasig compay (compay 570), set up the busiess parter data for compay 575 from whom you wish to purchase goods. Figure 77 Busiess Parters (tccom4500m000) sessio 7-4

125 Iteral (multisite) EDI Figure 78 Busiess Parters - Geeral (tccom4100s000) sessio 7-5

126 Iteral (multisite) EDI Figure 79 Busiess Parters - Eterprise Modelig (tccom4100s000) sessio The Affiliated Compay No. field determies whether the busiess parter is a multisite-related compay. I the sellig compay (compay 575), you eed to defie the busiess parter represetig the purchasig compay 570, to whom you wish to sell goods. This Busiess Parter eeds to be affiliated with compay 570, just as Busiess Parter 575 is affiliated to compay 575 as show i Figure 79. Figure 80 Busiess Parter (tccom4500m000) 7-6

127 Iteral (multisite) EDI NOTE If the purchasig compay is solely a logistical compay that differs from the fiacial compay that you will ivoice, defie a ivoice-to Busiess Parter for the fiacial compay that you wish to ivoice. The logistical compay may represet the sold-to ad ship-to busiess parter roles. Parameters See the Parameters sectio i Chapter 2, for iformatio o settig the EDI parameters. Default EDI data See the EDI default data sectio i Chapter 2, for iformatio o exportig ad importig default EDI data. Networks Because data for iteral busiess parters does ot eed to be traslated ito actual EDI messages, iteral EDI data should be separated from exteral EDI data by defiig a separate etwork. All multisite compaies, amog which EDI messages are to be traded, must share the same etwork path (directory). Figure 81 Networks (ecedi0520m000) sessio 7-7

128 Iteral (multisite) EDI Figure 82 Networks (ecedi0120s000) sessio See the Networks sectio i Chapter 2, for iformatio o etworks for exteral EDI data. The followig fields relate directly to a multisite eviromet: Explaatio of fields Field Multicompay Automatically Read I Geerated Message Explaatio Idicates if this compay is used for iteral (multisite) EDI. If this field is Yes, the system will create the appropriate subdirectories. Idicate if you wat the system to automatically start the Direct Network Commuicatio i the receivig compay to read i ad process the message after sedig a message to that compay. 7-8

129 Iteral (multisite) EDI Whe you save the etwork defiitio, the subdirectories are created uder the specified path. However, for iteral EDI the subdirectories are ot the same as those created for exteral EDI. Subdirectory appl_comm appl_text appl_trace commad store_sed store_recv Descriptio The directory where all geerated ad received EDI messages are stored. If a message cotais ay text fields, this directory cotais temporary files that are used to build up the text blocks. This directory cotais the created log (trace) files. This directory is used by the system for semaphores. The semaphore, or flaggig, mechaism is used to idicate whether a process is active or ca be activated. For example, whe messages are read i compay 570, a semaphore amed multicmp.570 will be placed i the commad directory. This idicates to other compaies that they caot place ay ew messages i the appl_comm/c570 directory for the duratio of the process. See the Exteral EDI etwork commuicatio sectio i Chapter 4, for additioal iformatio about semaphores. This is where set messages are archived based o EDI parameter settigs. This is where received messages are archived based o EDI parameter settigs. For each compay i which you defie the same etwork with the same path, a subdirectory is created uder the Appl directories with the ame cxxx (where XXX is the compay umber). For example, purchase orders set from ay compay to 575 are placed i the directory Appl_comm/c575. Therefore, with iteral EDI/multisite etworks, you do ot have to use the compay umber whe specifyig the directory path for the etwork, because Baa creates the appropriate compay umbers. For more detailed iformatio, see Chapter 2. Busiess parter data by etwork See the Busiess parter data by etwork sectio i Chapter 2, for iformatio o defiig Busiess parter data by etwork. Code ad coversio tables For detailed iformatio o code ad coversio tables, see the Code ad coversio tables sectio i Chapter

130 Iteral (multisite) EDI Purchasig compay setup For additioal iformatio, see the Code coversios ad Additioal parameters sectios i Chapter 3. You eed to determie which purchasig documets you wat to exchage with your supplier. I this case, your supplier is aother compay i your multisite eviromet. The available purchasig documets iclude: Sales Order (850/ORDERS), directio out Sales Order Ackowledgmet (855/ORDRSP) directio i Purchase Order Chage (860/ORDCHG), directio out Purchase Order Chage Ackowledgmet (865), directio i Plaig Release (830/DELFOR), directio out Shippig Release (862/DELFOR), directio out Sequeced Shippig Release (866/DELJIT), directio out Shippig Notice (856/DESADV), directio i Error Notificatio (824/APERAK), directio out Receipt Discrepacy Notificatio (861/RECADV), directio out Ivoice (810/INVOIC), directio i I your purchasig compay (compay 570), you ca set up each of the messages above for the busiess parter represetig your sellig compay, busiess parter 575, usig the EDI Message Supported by Busiess Parter (ecedi0511m000) sessio, as show i Figure 83. I each case, you eed to specify your multisite etwork, MSNET as defied i this example. Figure 83 EDI Messages Supported by Busiess Parter (ecedi0511m000) sessio 7-10

131 Iteral (multisite) EDI Figure 84 EDI Messages Supported by Busiess Parter (ecedi0111s000) sessio For more iformatio ad examples of how to set up each message type, see the EDI messages supported by busiess parter sectio i Chapter

132 Iteral (multisite) EDI Sales compay setup For more detailed iformatio o Sales compay setup, see the Code coversios ad Additioal parameters sectios i the Sales compay sectio i Chapter 3. You eed to determie which sellig documets you wat to exchage with your customer. I this case, your customer is aother compay i your multisite eviromet. The available sellig documets iclude: Sales Orders (850/ORDERS),directio i Purchase Order Ackowledgmet (855/ORDRSP), directio out Purchase Order Chage (860/ORDCHG), directio i Purchase Order Chage Ackowledgmet (865), directio out Plaig Release (830/DELFOR), directio i Shippig Release (862/DELFOR), directio i Sequeced Shippig Release (866/DELJIT), directio i Shippig Notice (Stadard) (856/DESADV), directio out Error Notificatio (824/APERAK), directio i Receipt Discrepacy Notificatio (861,RECADV), directio i Sales Ivoice (810/INVOIC), directio out I your sellig compay (compay 575), you ca set up each of the messages above for the busiess parter represetig your purchasig compay, busiess parter 570, usig the EDI Message Supported by Busiess Parter (ecedi0511m000) sessio, as show i Figure 85. I each case, you eed to specify your multisite etwork, MSNET as defied i this example. Figure 85 EDI Messages Supported by Busiess Parter (ecedi0511m000) sessio 7-12

133 Iteral (multisite) EDI Figure 86 EDI Messages Supported by Busiess Parter (ecedi0111s000) sessio Figure 87 EDI Messages Supported by Busiess Parter, Series/Coversios (ecedi0111s000) sessio 7-13

134 Iteral (multisite) EDI For more iformatio ad examples of how to set up each message type, see the EDI messages supported by busiess parter sectio i Chapter 3. Setup summary If the two compaies supply each other, the followig applies: I each compay, the compay with whom documets are to be exchaged must be defied as a busiess parter affiliated to that compay. I both compaies, the Order Types table must be filled for all message types that will be received i that compay. I both compaies, the Coversio of Order Types (Out) table must be filled for the message types pertaiig to a sigle order. This icludes outgoig purchase orders (850/ORDERS out), purchase order chages (860/ORDCHG out), sales order ackowledgemets (855/ORDRSP out), sales order chage ackowledgemets (865 out), ad ivoices (810/INVOIC out). I both compaies, all appropriate EDI messages supported by busiess parter must be defied for directios i ad out. Ruig EDI For additioal iformatio about processig files ad the EDI iterchage cotroller, see the Processig files ad EDI iterchage cotroller sectios i Chapter 4. Multisite etwork commuicatio Whe implemetig the iterchage cotroller i multisite situatios, make sure that the coect times of the itercompay etwork i the idividual compaies are ot simultaeous. Wheever the iterchage cotroller iitiates the Direct Network Commuicatio (ecedi7205m000) sessio, it uses a semaphore to idicate to other sites that it is curretly processig messages. 7-14

135 Iteral (multisite) EDI Figure 88 shows the use of semaphores durig direct etwork commuicatio iitiated by 575 for iteral EDI. The secod row idicates where the messages for 575 ad 570 are stored, ad the locatio of the commad directory, where the semaphores are stored. Compay 654../mset/appl_com/c654 Geerate Messages Direct Network Commuicatio - Geerate Messages - Activate Read Batch - Read Messages Network../mset/commad multicmp.653 multicmp.653 multicmp.653 multicmp.654 Compay 653../mset/appl_comm/c653 ASCII files ASCII files Read messages Figure 88 Semaphores You ca sed messages from 570 to 575 i either of the two ways described below: 1 Use the Geerate EDI Messages (ecedi7201m000) sessio. This sessio checks for the presece of the multicmp.575 semaphore i the commad directory. If this semaphore is preset, 575 is curretly readig messages. Compay 570 will wait util 575 removes the semaphore ad, the, geerate the messages. Compay 570 places the multicmp.575 semaphore i the commad directory for the duratio of message geeratio, to esure that other compaies do ot write to the same files at the same time ad that 575 does ot read partially fiished files. 2 Use the Direct Network Commuicatio (ecedi7205m000) sessio. First, compay 570 performs the activities described for the Geerate EDI Messages sessio. The it activates the Read Messages process i 575. This process places the multicmp.575 semaphore i the commad directory to esure that other sites do ot modify the ASCII files. Whe 575 is fiished readig the ASCII files, the semaphore is removed. Next, compay 570 cotiues to read its ow messages, which places the multicmp.570 semaphore i the commad directory for the duratio of the read process. 7-15

136 Iteral (multisite) EDI The iteractio betwee the two compaies explais the importace of activatig the iterchage cotrollers i the idividual compaies at sequeced itervals. For example: Compay 570 Compay 575 Coect Times 06:00 AM 07:00 AM 12:00 PM 13:00 PM 18:00 PM 19:00 PM EDI procedure Based o the etwork defiitio, messages geerated from the sedig compay may be automatically read by the receivig compay with o actio to activate the readig of the message o the receivig side. If the Automatically Read i Geerated Messages check box is checked o the seder s etwork defiitio, the receivig side does ot eed to ru the Direct Network Commuicatio (ecedi7205m000) sessio to read i the messages geerated by the seder. For a comprehesive explaatio about the procedures for purchasig compaies ad sales compaies, see Chapter

137 8 Appedix A: Coversio setups Overview Coversio setups defie the file layout of the ASCII files received ito ad geerated from Baa EDI for your EDI messages. They defie the mappig relatioship betwee the ASCII file fields ad the Baa applicatio fields, ad the rules for each field s validatio ad traslatio (coversio). The fields of the coversio setups are grouped ito levels. Levels represet differet records withi the coversio setup structure. These levels may be distributed over multiple ASCII files (a multifile format) or to a sigle file (a sigle file format). For the multifile format, each level is writte to a uique ASCII file. For the sigle file format, all levels for a specific coversio setup are writte to a sigle file where each level is idetified with a uique level idetifier. I additio, coversio setup fields may have a delimited or a fixed legth. The default coversio setups supplied by Baa use a delimited structure. 8-1

138 Appedix A: Coversio setups Figure 89 shows a simplified example of the structure of a Baa EDI message. I this example, the various segmets (for example, message header ad body) are distributed over several ASCII files. This is kow as a multifile format. File 1: Message Evelope GCV GCV X NE File 2: Order Header GCV F.O.B. Free o Board NORMAL Ja s Term of Paymet Dutch Nether 0 JOHAN testid TINA testid BuyFm ship testid ShpFm iv testid IvFm pay testid PayTo CWAR testid ShpTo 2 File 3: Order Header Address GCV ShpTo U.S.A Ship-To Busiess Parter 2350 Missio College Blvd Sata Clara CA Suite 1200 P.O File 4: Order Header Text GCV Special Order for Baa File 5: Order Lie Detail GCV BP viod GCV10 Product Descriptio PCS 1.11 PCS gross gross gross gross gross Ay Lot ship testid ShpFm CWAR testid ShpTo Figure 89 Sample Message Structure The decodig of the message structure is fairly straightforward. Each field has a defiitio that is cotaied i the appropriate coversio setup. For example, to decode the evelope level (file 1 i Figure 89), you ca see that there are a total of 10 fields withi the record. A vertical bar delimits each field [ ]. Of the te possible fields, oly 9 are actually populated (field 8 is empty). The actual field defiitios are as follows: The evelope or overhead level idetifies the trasactio beig trasmitted. The evelope cotais a uique referece umber that idetifies the message (field 1). This code is geerated at the time the message is created, based o EDI parameter settigs. The trasmittig busiess parter idetifier is ext. This idetifies the iteral represetatio of the sedig etity (compay). The order umber is the ext field i the evelope level. This represets the trasmittig compay s iteral order umber. The fourth field cotais the receivig busiess parter s code based o the trasmittig orgaizatio s idetificatio structure for busiess parters. 8-2

139 Appedix A: Coversio setups The orgaizatio code that is used to determie what codig techique ad message structure is applied comes ext. It is a mechaism withi Baa EDI that allows groupig by stadards such as ANSI X12 or EDIFACT. The ext field is the message code that is used to determie the structure of the data file exported from or imported ito Baa EDI. I the example show, the field 8 is empty. Field 9 cotais the trasmissio date (icludig time, depedig o the date format defied for your orgaizatio) ad the last field represets the trasmissio time, if you wish to report this separately. Each oe of the files show i Figure 89 could be similarly decoded. Default coversio setups are provided for each supported message i the Defaults.edi file which you imported earlier (see the EDI default data sectio i Chapter 2). This takes care of the geeral mappig betwee the ASCII file ad the Baa applicatio. This appedix icludes the field defiitios ad the relatioship betwee the records of the messages provided as default data. For exteral EDI, you will be exchagig EDI documets with your busiess parters usig a EDI stadard such as the ANSI X12 stadard. If you are exchagig messages with exteral tradig parters, your ext step is to defie the mappig betwee the ASCII file ad the EDI stadard format i which you will trasmit or receive the message iformatio with exteral tradig parters. This mappig to the EDI stadard is usually hadled i your EDI traslatio/commuicatio software. Use this appedix alog with the Prit Mappig Iformatio (ecedi5415m000) sessio to view the file layouts provided for your EDI messages. This will report the file layout that you ca use to map to your traslatio/commuicatio software for the correspodig message. Coversio setups are provided for each supported message as part of the Defaults.edi data for Baa ERP. This default data provides both a sigle file layout ad a multiple file layout (referred to as multifile) for each message. A uique message code is created for each, where the sigle file versio is suffixed with a S. This way you may choose which file type (sigle file or multifile) you wish to use for your EDI messages. The sigle file ad multifile coversio setups defiitios are idetical except that each record (level) of the sigle file versio is preceded by the Level Idetifier, ad thus all fields are offset by oe from the multifile defiitio; the defiitios for the sigle ad multifile are otherwise idetical. 8-3

140 Appedix A: Coversio setups The followig table shows a example of the evelope or overhead level of the multifile versio of a message. Coversio setup: Global overhead Level: 1 Evelope madatory Field ame Descriptio Pos Legth Cov. EDI expr. Commets ecedi701.bao Our Referece 1 14 Baa uique message ID umber. ecedi020.eta Our Idetificatio 2 17 Exteral referece (VAN ID) of the Baa compay s idetificatio over this etwork (from Our Idetificatio field defied for Network). tdpur400.oro Purchase Order 3 9 ecedi028.eta Network Address 4 17 Exteral referece of tradig parter (busiess parter s etwork address). ecedi003.code Code i Message 5 6 Orgaizatio (X12). ecedi001.code Code i Message 6 6 Exteral referece of message idetifier (e.g. 850). ecedi011.koor Order Type 7 35 Exteral referece of order type. Costat 8 0 May be used to pass a costat for test idicator. Date() Today s Date 9 0 Date message extracted from BAAN. May iclude time, based i the date format defied for the orgaizatio. Time() Curret Time 10 0 Time message extracted from BAAN. 8-4

141 Appedix A: Coversio setups The followig table shows a example of the evelope or overhead level of the sigle file versio for the same message Coversio setup: Global overhead Level: 1 Evelope madatory Field ame Descriptio Pos Legth Cov. EDI expr. Commets ENV Level Idetifier 1 Idetifies the record. ecedi701.bao Our Referece 2 14 Baa uique message ID umber. ecedi020.eta Our Idetificatio 3 17 Exteral referece (VAN ID) of the Baa compay s idetificatio over this etwork (from Our Idetificatio field defied for Network). tdpur400.oro Purchase Order 4 9 ecedi028.eta Network Address 5 17 Exteral referece of tradig parter (busiess parter s etwork address). ecedi003.code Code i Message 6 6 Orgaizatio (X12). ecedi001.code Code i Message 7 6 Exteral referece of message idetifier (e.g. 850S). ecedi011.koor Order Type 8 35 Exteral referece of order type. Costat 9 0 May be used to pass a costat for test idicator. Date() Today s Date 10 0 Date message extracted from BAAN. May iclude time, based i the date format defied for the orgaizatio. Time() Curret Time 11 0 Time message extracted from BAAN. 8-5

142 Appedix A: Coversio setups I additio, the default data provides the message codes usig both the ANSI X12 ad UN/EDIFACT omeclature. The file structure of the ANSI X12 ad the UN/EDIFACT versios are the same withi the Baa EDI default data. Which message code you choose to use for a give message is up to you. I ay case, the fuctioality ad fields provided are the same for a give message regardless of the default message code that you choose. The followig table lists the message codes provided i the defaults.edi data. Orgaizatio: X12 ANSI X12 Baa EDI Message Code EDI Stadard Descriptio Baa Fuctioal Descriptio 810 Ivoice Ivoice (Multifile) 820 Paymet Order/Remittace Advice Remittace Advice (Multifile) 824 Applicatio Advice Error Notificatio (Multifile) 830 Plaig Schedule with Release Capability Plaig Release (Multifile) 850 Purchase Order Order (Multifile) 855 Purchase Order Ackowledgmet Order Ackowledgmet (Multifile) 856 Ship Notice/Maifest Shipmet Notice (Multifile) 860 Purchase Order Chage Order Chage (Multifile) Request Buyer Iitiated 861 Receivig Advice/Acceptace Certificate Receipt Discrepacy Notificatio (Multifile) 862 Shippig Schedule Shippig Release (Multifile) 865 Purchase Order Chage Request/ Ackowledgmet Seller Iitiated Order Chage Ackowledgmet (Multifile) 866 Productio Sequece Sequeced Shippig Release (Multifile) 997 Fuctioal Ackowledgmet Fuctioal Ackowledgmet (Multifile) (Outgoig Message Status Update) 8-6

143 Appedix A: Coversio setups Orgaizatio: X12 ANSI X12 Baa EDI EDI Stadard Descriptio Message Code Baa Fuctioal Descriptio 810S Ivoice Ivoice (Sigle file) 820S Paymet Order/ Remittace Advice Remittace Advice (Sigle file) 824S Applicatio Advice Error Notificatio (Sigle file) 830S Plaig Schedule with Plaig Release (Sigle file) Release Capability 850S Purchase Order Order (Sigle file) 855S Purchase Order Ackowledgmet Order Ackowledgmet (Sigle file) 856S Ship Notice/Maifest Shipmet Notice (Sigle file) 860S Purchase Order Chage Order Chage (Sigle file) Request Buyer Iitiated 861S Receivig Advice/Acceptace Certificate Receipt Discrepacy Notificatio (Sigle file) 862S Shippig Schedule Shippig Release (Sigle file) 865S Purchase Order Chage Request/ Ackowledgmet Order Chage Ackowledgmet (Sigle file) Seller Iitiated 866S Productio Sequece Sequeced Shippig Release (Sigle file) 997S Fuctioal Ackowledgmet Fuctioal Ackowledgmet (Multifile) (Outgoig Message Status Update) STATUS N/A Outgoig Message Status (Multifile) 8-7

144 Appedix A: Coversio setups Orgaizatio: EDI UN/EDIFACT Baa EDI EDI Stadard Descriptio Message Code APERAK Applicatio Error ad Ackowledgmet APERAS Applicatio Error ad Ackowledgmet Baa Fuctioal Descriptio Error Notificatio (Multifile) Error Notificatio (Sigle file) DELF1S Delivery Schedule Plaig Release (Sigle file) DELF2S Delivery Schedule Shippig Release (Sigle file) DELFR1 Delivery Schedule Plaig Release (Multifile) DELFR2 Delivery Schedule Shippig Release (Multifile) DELJIS Delivery Just-i-Time Sequeced Shippig Release (Sigle file) DELJIT Delivery Just-i-Time Sequeced Shippig Release (Multifile) DESADS Despatch Advice Shipmet Notice (Sigle file) DESADV Despatch Advice Shipmet Notice (Multifile) INVOIC Ivoice Ivoice (Multifile) INVOIS Ivoice Ivoice (Sigle file) ORDCHG Purchase Order Chage Request Order Chage (Multifile) ORDCHS Purchase Order Chage Request Order Chage (Sigle File) ORDERS Purchase Order Order (Multifile) ORDESS Purchase Order Order (Sigle File) ORDRSP Purchase Order Respose Order Ackowledgmet (Multifile) ORDRSS Purchase Order Respose Order Ackowledgmet (Sigle file) RECADS Receivig Advice Receipt Discrepacy Notificatio (Sigle file) RECADV Receivig Advice Receipt Discrepacy Notificatio (Multifile) REMADS Remittace Advice Remittace Advice (Sigle file) REMADV Remittace Advice Remittace Advice (Multifile) 8-8

145 Appedix A: Coversio setups Geeral otes This appedix provides you with a overview of the file structure of each of the EDI message coversio setup defiitios that are provided as part of the Baa EDI default data. For a complete listig of the fields icluded i each of these EDI message coversio setup defiitios, use the Prit Mappig Iformatio (ecedi5415m000) sessio. Select the Prit EDI Expressios checkbox to report the EDI Evaluatio ad Assigmet Expressios assiged to each field. Select the Prit Field Iformatio Text checkbox to iclude commets o the use of each field, provided as part of the default coversio setup data. Figure 90 Prit Mappig Iformatio (ecedi5415m000) sessio Field Iformatio Text As part of the Baa EDI default data provided, Field Iformatio Text, which ca be added to ay ad all fields i the coversio setup defiitios, has bee added to the multiple file (mutlifile) coversio setup defiitios (that is, EDI messages 810 through 997) uder the X12 orgaizatio. This text provides a explaatio o the use ad hadlig of certai fields icluded withi the default data. Code Coversios All fields i which a coversio is idicated are defied withi the coversio setups to use the ucoverted value without issuig a error if the coversio does ot exist. Processig Address Iformatio o Icomig Orders The coversio setup defiitios support processig specific address iformatio for the appropriate busiess parters, purchase ad sales offices, ad warehouses. For icomig messages, the default address iformatio associated with these etities is used uless specific address iformatio is received, i which case a ew address code is created for the specific address iformatio ad is assiged to the iteral documet. 8-9

146 Appedix A: Coversio setups A ote o icomig order addresses ad outgoig shipmet otices. If you receive specific address iformatio for the ship-to address o your order lies (verses usig the default address code for the ship-to busiess parter), a ew ship-to address code will be created ad assiged to each order lie. I this case, whe the outgoig Shipmet Notice is created for the order, a uique shipmet otice will be created for each order lie eve if the ship-to busiess parter is the same for each lie. This is because shipmet otices are grouped by the shipto address for which they are destied; ad i this case, the ship-to address code is uique per order lie. O the other had, if you use the ship-to busiess parter s default address code, the shipmet otice will group the order lies ad create a uique shipmet otice for each ship-to busiess parter. It is up to you ad your busiess parter to determie whether it is ecessary to exchage the specific address iformatio or to use the default address iformatio defied withi Baa for the ship-to busiess parter. Processig Specific Address Iformatio o Outgoig Messages The evaluatio expressios assiged to the specific address iformatio fields of the outgoig messages result i the followig: I geeral, the specific address iformatio is always icluded i the outgoig message if the message is for a exteral busiess parter (a busiess parter that is ot set up to be a multisite, or itercompay, busiess parter); o the other had, if the busiess parter is a multisite busiess parter, the specific address iformatio is icluded i the outgoig message oly if the address code specified o the outgoig documet differs from the default address code for the correspodig busiess parter or warehouse. If you do ot wat to iclude the specific address iformatio i a outgoig message, you ca modify the EDI Expressio assiged to the address fields to a expressio that will evaluate to false (for example, add ad 1 = 2 to the expressio). See the field defiitio sectios of the followig messages ad the EDI expressios sectio i this chapter, for more iformatio specific to idividual messages. Date Fields The Date Format field defied for the Orgaizatio govers the format that is used to process date fields withi Baa EDI. Mappig Iformatio for Sigle File Messages Whe you use the Prit Mappig Iformatio (ecedi5415m000) sessio, you wat prit EDI messages 810 through 997 uder orgaizatio X12 because these are the messages to which the Field Iformatio Text has bee added, ad because these are the multifile versios of the messages which are easier to read: 8-10

147 Appedix A: Coversio setups The Prit Mappig Iformatio (ecedi5415m000) report for the outgoig sigle file message defiitios is misleadig. Therefore, if you are iterested i the sigle file defiitios, prit the multifile versios of the outgoig EDI messages, otig that they are idetical to the sigle file versios except that each record (level) of the sigle file versio has the Level Idetifier as the first field, ad all other fields are thus offset by oe from the multifile defiitios. For the icomig EDI messages, you may prit the sigle file versios. I additio, if you wat to iclude the Field Iformatio Text o the report for commets o the use of the fields, prit EDI messages 810 through 997 uder orgaizatio X12 because these are the messages to which the Field Iformatio Text has bee added. This rage icludes all of the default multifile EDI messages uder the X12 orgaizatio. 8-11

148 Appedix A: Coversio setups Coversio setup: 810/INVOIC, Ivoices Record Relatioships Figure 91 shows the relatioship of the records i this message ad the key fields used to lik the records. Each record of the message is idetified by a level umber. This record relatioship applies to the multifile ad sigle file versios of the message. Message Evelope Level 1 Madatory Key: F1, F2, F3, F4, F5 Ivoice Header Level 2 Madatory Key: F1, F2, F3, F4, F5 Specific Address Level 3 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Order Header Text Level 4 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Tax Lies Level 5 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Order Lies Level 6 Optioal / Repetitive Key: F1, F2, F3, F4, F5, F6, F7 Specific Address Level 3 Optioal / Repetitive Key: F1, F2, F3, F4, 5 Order Lie Text Level 7 Optioal / Repetitive Key: F1, F2, F3, F4, F5, F6, F7 Specific Delivery Address Level 8 Optioal Key: F1, F2, F3, F4, F5, F6, F7 Leged: Outgoig Key Fields: F1: Message Referece F2: Our Idetificatio (Seder s ID) F3: Ivoice Trasactio Type F4: Ivoice Number F5: Supplier s Order Number F6: Order Lie (Positio) Number F7: Order Lie Sequece Number Icomig Key Fields: F1: Message Referece F2: Busiess Parter s Network Address F3: F4: Supplier s Ivoice Number F5: Supplier s Order Number F6: Order Lie (Positio) Number F7: Order Lie Sequece Number Figure 91 Record relatioships, 810 / INVOIC 8-12

149 Appedix A: Coversio setups I the case of the multifile versio of the message, each level is writte to a uique file. I the case of the sigle file versio of the message, all levels are writte to oe file, ad a Level Idetifier idetifies the level. The followig table lists the default file ames ad level idetifiers for each level. Message Levels Level Sigle File: Fileame Sigle file: Level Idetifier Multifile: Fileame 1 810S ENV S HDR S HAD S HTX S TAX S LIN S LTX S LAD

150 Appedix A: Coversio setups Coversio setup: 820/REMADV, Remittace Advice Record Relatioships Figure 92 shows the relatioship of the records i this message ad the key fields used to lik the records. Each record of the message is idetified by a level umber. This record relatioship applies to the multifile ad sigle file versios of the message. Message Evelope Level 1 Madatory Key: F1, F2, F3 Header Level 2 Madatory Key: F1, F2, F3 Lie Data Level 3 Madatory / Repetitive Key: F1, F2, F3 Leged: Icomig Key Fields: F1: Message Referece F2: Busiess Parter s Network Address F3: Documet Referece Number Figure 92 Record relatioships, 820/REMADV 8-14

151 Appedix A: Coversio setups I the case of the multifile versio of the message, each level is writte to a uique file. I the case of the sigle file versio of the message, all levels are writte to oe file, ad the level is idetified by a Level Idetifier. The followig table lists the default file ames ad level idetifiers for each level. Message Levels Level Sigle File: Fileame Sigle file: Level Idetifier Multifile: Fileame 1 820S ENV S HDR S LIN

152 Appedix A: Coversio setups Coversio setup: 824/APERAK, Error Notificatio Record Relatioships Figure 93 shows the relatioship of the records i this message ad the key fields used to lik the records. Each record of the message is idetified by a level umber. This record relatioship applies to the multifile ad sigle file versios of the message. Message Evelope Level 1 Madatory Key: F1, F2, F3, F4 Error Header Level 2 Madatory Key: F1, F2, F3, F4 Error Lie Detail Level 3 Madatory / Repetitive Key: F1, F2, F3, F4 Leged: Outgoig Key Fields: F1: Message Referece F2: Our Idetificatio (Seder s ID) F3: Referece Message Code (of erroeous message) F4: Documet Referece Number Icomig Key Fields: F1: Message Referece F2: Busiess Parter s Network Address F3: F4: Documet Referece Number Figure 93 Record relatioships, 824/APERAK 8-16

153 Appedix A: Coversio setups I the case of the multifile versio of the message, each level is writte to a uique file. I the case of the sigle file versio of the message, all levels are writte to oe file, ad the level is idetified by a Level Idetifier. The followig table lists the default file ames ad level idetifiers for each level. Message Levels Level Sigle File: Fileame Sigle file: Level Idetifier Multifile: Fileame 1 824S ENV S HDR S LIN

154 Appedix A: Coversio setups Coversio setup: 830/DELFR1, Plaig Release Record relatioships Figure 94 shows the relatioship of the records i this message ad the key fields used to lik the records. Each record of the message is idetified by a level umber. This record relatioship applies to the multifile ad sigle file versios of the message. Message Evelope Level 1 Madatory Key: F1, F2, F3, F4 Release Header Level 2 Madatory Key: F1, F2, F3, F4 Specific Address Level 3 Optioal / Repetitive Key: F1, F2, F3, F4 Release Header Text Level 4 Optioal / Repetitive Key: F1, F2, F3, F4 Release Lies Level 5 Madatory / Repetitive Key: F1, F2, F3, F4, F5 Release Lie Text Level 6 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Specific Address Level 7 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Tax Exemptio Certificate Level 8 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Leged: Outgoig Key Fields: F1: Message Referece F2: Our Idetificatio (Seder s ID) F3: Release Number F4: Release Revisio F5: Release Lie (Positio) Number Icomig Key Fields: F1: Message Referece F2: Busiess Parter s Network Address F3: Customer Release Number F4: Customer Release Revisio F5: Customer Release Lie (Positio) Number Figure 94 Record relatioships, 830/DELFR1 8-18

155 Appedix A: Coversio setups I the case of the multifile versio of the message, each level is writte to a uique file. I the case of the sigle file versio of the message, all levels are writte to oe file, ad the level is idetified by a Level Idetifier. The followig table lists the default file ames ad level idetifiers for each level. Message Levels Level Sigle File: Fileame Sigle file: Level Idetifier Multifile: Fileame 1 830S ENV S HDR S HAD S HTX S LIN S LTX S LAD S CTX

156 Appedix A: Coversio setups Coversio setup: 850/ORDERS, Sales Order Record Relatioships Figure 95 shows the relatioship of the records i this message ad the key fields used to lik the records. Each record of the message is idetified by a level umber. This record relatioship applies to the multifile ad sigle file versios of the message. Message Evelope Level 1 Madatory Key: F1, F2, F3 Order Header Level 2 Madatory Key: F1, F2, F3 Specific Address Level 3 Optioal / Repetitive Key: F1, F2, F3 Order Header Text Level 4 Optioal / Repetitive Key: F1, F2, F3 Order Lies Level 5 Madatory / Repetitive Key: F1, F2, F3, F4, F5 Order Footer Text Level 8 Optioal / Repetitive Key: F1, F2, F3 Order Lie Text Level 6 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Specific Address Level 7 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Tax Exempt Certificate Text Level 9 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Order Lie Features Level 10 Optioal / Repetitive Key: F1, F2, F3, F4, F5, F6, F7 Feature Text Level 11 Optioal / Repetitive Key: F1, F2, F3, F4, F5, F6, F7 Optio Text Level 12 Optioal / Repetitive Key: F1, F2, F3, F4, F5, F6, F7 Leged: Outgoig Key Fields: F1: Message Referece F2: Our Idetificatio (Seder s ID) F3: Order Number F4: Order Lie (Positio) Number F5: Order Lie Sequece Number F6: Feature F7: Feature Optio Icomig Key Fields: F1: Message Referece F2: Busiess Parter s Network Address F3: Customer Order Number F4: Customer Order Lie (Positio) Number F5: Customer Order Lie Sequece Number F6: Feature Descriptio F7: Feature Optio Figure 95 Record relatioship, 850/ORDERS 8-20

157 Appedix A: Coversio setups I the case of the multifile versio of the message, each level is writte to a uique file. I the case of the sigle file versio of the message, all levels are writte to oe file, ad the level is idetified by a Level Idetifier. The followig table lists the default file ames ad level idetifiers for each level. Message Levels Level Sigle File: Fileame Sigle file: Level Idetifier Multifile: Fileame 1 850S ENV S HDR S HAD S HTX S LIN S LTX S LAD S FTX S CTX S FEA S FET S OPT

158 Appedix A: Coversio setups Coversio setup: 855/ORDRSP, Purchase Order Ackowledgmet Record Relatioships Figure 96 shows the relatioship of the records i this message ad the key fields used to lik the records. Each record of the message is idetified by a level umber. Message Evelope Level 1 Madatory Key: F1, F2, F3 Order Header Level 2 Madatory Key: F1, F2, F3 Header Address Level 3 Optioal / Repetitive Key: F1, F2, F3 Order Header Text Level 4 Optioal / Repetitive Key: F1, F2, F3 Order Lies Level 5 Madatory / Repetitive Key: F1, F2, F3, F4, F5 Order Lie Text Level 6 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Specific Address Level 7 Optioal Key: F1, F2, F3, F4, F5 Tax Exemptio Certificate Text Level 8 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Leged: Outgoig Key Fields: Icomig Key Fields: F1: Message Referece F1: Message Referece F2: Our Idetificatio (Seder s ID) F2: Busiess Parter s Network Address F3: Supplier s Order Number F3: Supplier s Order Number F4: Supplier s Order Lie (Positio) Number F4: Supplier s Order Lie (Positio) Number F5: Supplier s Order Lie Sequece Number F5: Supplier s Order Lie Sequece Number Figure 96 Record relatioship, 855/ORDRSP NOTE There are two coversio setups for the icomig order ackowledgmet message. The 855.U/ORSP.U updates the purchase order with ay chages idicated i the purchase order ackowledgmet. The 855.C/ORSP.C uses the data o the purchase order ad purchase order ackowledgmet to geerate a report of the chages; it does ot update the purchase order. Figure 96 shows the relatioship of the records i this message ad the key fields used to lik the records. Each record of the message is idetified by a level umber. This record relatioship applies to the multifile ad sigle file versios of the message. 8-22

159 Appedix A: Coversio setups I the case of the multifile versio of the message, each level is writte to a uique file. I the case of the sigle file versio of the message, all levels are writte to oe file, ad the level is idetified by a Level Idetifier. The followig table lists the default file ames ad level idetifiers for each level. Message Levels Level Sigle File: Fileame Sigle file: Level Idetifier Multifile: Fileame 1 855S ENV S HDR S HAD S HTX S LIN S LTX S LAD S CTX

160 Appedix A: Coversio setups Coversio setup: 856/DESADV, Shipmet Notice Record Relatioships Figure 97 shows the relatioship of the records i this message ad the key fields used to lik the records. Each record of the message is idetified by a level umber. This record relatioship applies to the multifile ad sigle file versios of the message. Message Evelope Level 1 Madatory Key: F1, F2, F3 Shipmet Header Level 2 Madatory Key: F1, F2, F3 Shipmet Address Level 3 Optioal / Repetitive Key: F1, F2, F3 Shipmet Header Text Level 4 Optioal / Repetitive Key: F1, F2, F3 Shipmet Routigs Level 5 Optioal / Repetitive Key: F1, F2, F3 Shipmet Packagig Level 6 Optioal / Repetitive Key: F1, F2, F3 Shipmet Lies Level 7 Madatory / Repetitive Key: F1, F2, F3, F4 EDI Iformatio (Text) Level 10 Optioal / Repetitive Key: F1, F2, F3 Shipmet Lie Text Level 8 Optioal / Repetitive Key: F1, F2, F3, F4 Packig (Load) Structure Level 9 Optioal / Repetitive Key: F1, F2, F3, F4 Leged: Outgoig Key Fields: F1: Message Referece F2: Our Idetificatio (Seder s ID) F3: Shipmet ID F4: Shipmet Lie (Positio) Number Icomig Key Fields: F1: Message Referece F2: Busiess Parter s Network Address F3: Shipmet ID F4: Shipmet Lie (Positio) Number Figure 97 Record relatioships, 856/DESADV 8-24

161 Appedix A: Coversio setups I the case of the multifile versio of the message, each level is writte to a uique file. I the case of the sigle file versio of the message, all levels are writte to oe file, ad the level is idetified by a Level Idetifier. The followig table lists the default file ames ad level idetifiers for each level. Message Levels Level Sigle File: Fileame Sigle file: Level Idetifier Multifile: Fileame 1 856S ENV S HDR S HAD S HTX S SNR S SNP S LIN S LTX S ILS S ATX

162 Appedix A: Coversio setups Coversio setup: 860/ORDCHG, Purchase Order Chage Record Relatioships Figure 98 shows the relatioship of the records i this message ad the key fields used to lik the records. Each record of the message is idetified by a level umber. This record relatioship applies to the multifile ad sigle file versios of the message. Message Evelope Level 1 Madatory Key: F1, F2, F3 Order Header Level 2 Madatory Key: F1, F2, F3 Specific Address Level 3 Optioal / Repetitive Key: F1, F2, F3 Order Header Text Level 4 Optioal / Repetitive Key: F1, F2, F3 Order Lies Level 5 Madatory / Repetitive Key: F1, F2, F3, F4, F5 Order Footer Text Level 8 Optioal / Repetitive Key: F1, F2, F3 Order Lie Text Level 6 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Specific Address Level 7 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Tax Exempt Certificate Text Level 9 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Order Lie Features Level 10 Optioal / Repetitive Key: F1, F2, F3, F4, F5, F6, F7 Feature Text Level 11 Optioal / Repetitive Key: F1, F2, F3, F4, F5, F6, F7 Optio Text Level 12 Optioal / Repetitive Key: F1, F2, F3, F4, F5, F6, F7 Leged: Outgoig Key Fields: F1: Message Referece F2: Our Idetificatio (Seder s ID) F3: Order Number F4: Order Lie (Positio) Number F5: Order Lie Sequece Number F6: Feature F7: Feature Optio Icomig Key Fields: F1: Message Referece F2: Busiess Parter s Network Address F3: Customer Order Number F4: Customer Order Lie (Positio) Number F5: Customer Order Lie Sequece Number F6: Feature Descriptio F7: Feature Optio Figure 98 Record relatioship, 860/ORDCHG 8-26

163 Appedix A: Coversio setups I the case of the multifile versio of the message, each level is writte to a uique file. I the case of the sigle file versio of the message, all levels are writte to oe file, ad the level is idetified by a Level Idetifier. The followig table lists the default file ames ad level idetifiers for each level. Message Levels Level Sigle File: Fileame Sigle file: Level Idetifier Multifile: Fileame 1 860S ENV S HDR S HAD S HTX S LIN S LTX S LAD S FTX S CTX S FEA S FET S OPT

164 Appedix A: Coversio setups Coversio setup: 861RECADV, Receipt Discrepacy Notificatio Record Relatioships Figure 99 shows the relatioship of the records i this message ad the key fields used to lik the records. Each record of the message is idetified by a level umber. This record relatioship applies to the multifile ad sigle file versios of the message. Message Evelope Level 1 Madatory Key: F1, F2, F3 Header Level 2 Madatory Key: F1, F2, F3 Shipmet Address Level 3 Optioal / Repetitive Key: F1, F2, F3 Header Text Level 4 Optioal / Repetitive Key: F1, F2, F3 EDI Iformatio (Text) Level 5 Optioal / Repetitive Key: F1, F2, F3 Shipmet Routigs Level 6 Optioal / Repetitive Key: F1, F2, F3 Shipmet Packagig Level 7 Optioal / Repetitive Key: F1, F2, F3 Shipmet/Receipt Lies Level 8 Madatory / Repetitive Key: F1, F2, F3, F4 Shipmet Lie Text Level 9 Optioal / Repetitive Key: F1, F2, F3, F4 Shipmet Packig (Load) Data Level 10 Optioal / Repetitive Key: F1, F2, F3, F4 Leged: Outgoig Key Fields: F1: Message Referece F2: Our Idetificatio (Seder s ID) F3: Iteral Shipmet ID F4: Supplier s Shipmet Lie Number Icomig Key Fields: F1: Message Referece F2: Busiess Parter s Network Address F3: Customer s Documet Referece F4: Shipmet Lie Number Figure 99 Record relatioships, 861RECADV 8-28

165 Appedix A: Coversio setups I the case of the multifile versio of the message, each level is writte to a uique file. I the case of the sigle file versio of the message, all levels are writte to oe file, ad the level is idetified by a Level Idetifier. The followig table lists the default file ames ad level idetifiers for each level. Message Levels Level Sigle File: Fileame Sigle file: Level Idetifier Multifile: Fileame 1 861S ENV S HDR S HAD S HTX S LIN S SNR S SNP S LIN S LTX S ILS

166 Appedix A: Coversio setups Coversio setup: 862/DELFR2, Shippig Release Record Relatioships Figure 100 shows the relatioship of the records i this message ad the key fields used to lik the records. Each record of the message is idetified by a level umber. This record relatioship applies to the multifile ad sigle file versios of the message. Message Evelope Level 1 Madatory Key: F1, F2, F3, F4 Release Header Level 2 Madatory Key: F1, F2, F3, F4 Specific Address Level 3 Optioal / Repetitive Key: F1, F2, F3, F4 Release Header Text Level 4 Optioal / Repetitive Key: F1, F2, F3, F4 Release Lies Level 5 Madatory / Repetitive Key: F1, F2, F3, F4, F5 Release Lie Text Level 6 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Specific Address Level 7 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Tax Exemptio Certificate Level 8 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Leged: Outgoig Key Fields: F1: Message Referece F2: Our Idetificatio (Seder s ID) F3: Release Number F4: Release Revisio F5: Release Lie (Positio) Number Icomig Key Fields: F1: Message Referece F2: Busiess Parter s Network Address F3: Customer Release Number F4: Customer Release Revisio F5: Customer Release Lie (Positio) Number Figure 100 Record relatioship, 862/DELFR2 8-30

167 Appedix A: Coversio setups I the case of the multifile versio of the message, each level is writte to a uique file. I the case of the sigle file versio of the message, all levels are writte to oe file, ad the level is idetified by a Level Idetifier. The followig table lists the default file ames ad level idetifiers for each level. Message Levels Level Sigle File: Fileame Sigle file: Level Idetifier Multifile: Fileame 1 862S ENV S HDR S HAD S HTX S LIN S LTX S LAD S CTX

168 Appedix A: Coversio setups Coversio setup: 865, Purchase Order Chage Ackowledgmet Record Relatioships Figure 101 shows the relatioship of the records i this message ad the key fields used to lik the records. Each record of the message is idetified by a level umber. This record relatioship applies to the multifile ad sigle file versios of the message. Message Evelope Level 1 Madatory Key: F1, F2, F3 Order Header Level 2 Madatory Key: F1, F2, F3 Header Address Level 3 Optioal / Repetitive Key: F1, F2, F3 Order Header Text Level 4 Optioal / Repetitive Key: F1, F2, F3 Order Lies Level 5 Madatory / Repetitive Key: F1, F2, F3, F4, F5 Order Lie Text Level 6 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Specific Address Level 7 Optioal Key: F1, F2, F3, F4, F5 Tax Exemptio Certificate Text Level 8 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Leged: Outgoig Key Fields: Icomig Key Fields: F1: Message Referece F1: Message Referece F2: Our Idetificatio (Seder s ID) F2: Busiess Parter s Network Address F3: Supplier s Order Number F3: Supplier s Order Number F4: Supplier s Order Lie (Positio) Number F4: Supplier s Order Lie (Positio) Number F5: Supplier s Order Lie Sequece Number F5: Supplier s Order Lie Sequece Number Figure 101 Record relatioship, 865 NOTE There are two coversio setups for 865. The 865.U updates the purchase order with ay chages idicated i the purchase order ackowledgmet. The 865.C uses the data o the purchase order ad purchase order ackowledgmet to geerate a report of the chages; it does ot update the purchase order. 8-32

169 Appedix A: Coversio setups I the case of the multifile versio of the message, each level is writte to a uique file. I the case of the sigle file versio of the message, all levels are writte to oe file, ad the level is idetified by a Level Idetifier. The followig table lists the default file ames ad level idetifiers for each level. Message Levels Level Sigle File: Fileame Sigle file: Level Idetifier Multifile: Fileame 1 865S ENV S HDR S HAD S HTX S LIN S LTX S LAD S CTX

170 Appedix A: Coversio setups Coversio setup: 866/DELJIT Sequeced Shippig Release Record Relatioships Figure 102 shows the relatioship of the records i this message ad the key fields used to lik the records. Each record of the message is idetified by a level umber. This record relatioship applies to the multifile ad sigle file versios of the message. Message Evelope Level 1 Madatory Key: F1, F2, F3 Release Header Level 2 Madatory Key: F1, F2, F3, F4 Specific Address Level 3 Optioal / Repetitive Key: F1, F2, F3, F4 Release Header Text Level 4 Optioal / Repetitive Key: F1, F2, F3, F4 Release Lies Level 5 Madatory / Repetitive Key: F1, F2, F3, F4, F5 Release Lie Text Level 6 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Specific Address Level 7 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Tax Exemptio Certificate Level 8 Optioal / Repetitive Key: F1, F2, F3, F4, F5 Sequece Shippig Data Level 9 Madatory / Repetitive Key: F1, F2, F3, F4, F5 Leged: Outgoig Key Fields: F1: Message Referece F2: Our Idetificatio (Seder s ID) F3: Release Number F4: Release Revisio F5: Release Lie (Positio) Number Icomig Key Fields: F1: Message Referece F2: Busiess Parter s Network Address F3: Customer Release Number F4: Customer Release Revisio F5: Customer Release Lie (Positio) Number Figure 102 Record relatioship, 866/DELJIT 8-34

171 Appedix A: Coversio setups I the case of the multifile versio of the message, each level is writte to a uique file. I the case of the sigle file versio of the message, all levels are writte to oe file, ad the level is idetified by a Level Idetifier. The followig table lists the default file ames ad level idetifiers for each level. Message Levels Level Sigle File: Fileame Sigle file: Level Idetifier Multifile: Fileame 1 866S ENV S HDR S HAD S HTX S LIN S LTX S LAD S CTX S SEQ

172 Appedix A: Coversio setups Coversio setup: 977 Message Status Record Relatioships Figure 103 shows the relatioship of the records i this message ad the key fields used to lik the records. Each record of the message is idetified by a level umber. This record relatioship applies to the multifile ad sigle file versios of the message. Message Evelope Level 1 Madatory Key: F1, F2, F3 Message Status Level 2 Madatory Key: F1, F2, F3 Leged: Icomig Key Fields: F1: Message Referece F2: Busiess Parter s Network Address F3: Documet Referece Figure 103 Record relatioships,

173 Appedix A: Coversio setups I the case of the multifile versio of the message, each level is writte to a uique file. I the case of the sigle file versio of the message, all levels are writte to oe file, ad the level is idetified by a Level Idetifier. The followig table lists the default file ames ad level idetifiers for each level. Message Levels Level Sigle File: Fileame Sigle file: Level Idetifier Multifile: Fileame 1 997S ENV S HDR EDI expressios EDI expressios may be oe of two varieties. They may be Evaluatio Expressios, or Assigmet Expressios. Evaluatio expressios determie which lies of a coversio setup defiitio are executed ad which are ot; that is, for outgoig messages, which fields i the ASCII file are filled ad which are ot, ad for icomig messages, which icomig ASCII file fields get assiged to Baa ERP applicatio fields. Assigmet Expressios perform calculatios that may be writte to the file for outgoig messages, or to the applicatio table field for icomig messages. The followig table lists the evaluatio expressios used withi the default coversio setups, ad icludes the expressio code refereced i the coversio setup, alog with the descriptio, the expressio (i mathematical terms), ad a explaatio as to what the expressio does. 8-37

174 Appedix A: Coversio setups EDI Expressios Expressio Descriptio Code Explaatio CDH CDL CWAD HDRDEL IFAD INVIT Expressio Cofirmed Delivery Date Hdr tdpur400.ddtc <> 0 Evaluatio: True if a delivery date is specified at the order header Cofirmed Delivery Date Lie tdpur401.ddtc <> 0 Evaluatio: True if a delivery date is specified at the order lie Warehouse Address tccom100.irl = tcyeso.o or (strip(tcmcs003.cadr) <> ) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter), or a address code has bee assiged to the warehouse P.O. Specific Delivery Address tccom100.irl = tcyeso.o or (strip(tdpur400.cadr) <> ad tdpur400.cadr <> tcmcs003.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR busiess parter is a multisite busiess parter ad the delivery address code specified o the purchase order differs from the warehouse s default address code Ivoice-from Specific Address tccom100.irl = tcyeso.o or (strip(tdpur400.ifad) <> ad tdpur400.ifad <> tccom122.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (affiliated compay field of busiess parter is set No, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the ivoice-from address code specified o the purchase order differs from the ivoice-from busiess parter s default address code Ivoice Spec. Ivoice-to Address tccom100.irl = tcyeso.o or (strip(cisli205.itoa) <> ad cisli205.itoa <> tccom112.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the ivoice-to address code specified o the ivoice differs from the ivoice-to busiess parter s default address code 8-38

175 Appedix A: Coversio setups EDI Expressios Expressio Descriptio Code INVLND Iv. Order lie sped. Delivery INVOF INVPF INVST Expressio tccom100.irl = tcyeso.o or (strip(cisli245.stoa) <> ad cisli245.stoa <> tccom111.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the ship-to address code specified o the ivoice differs from the ship-to busiess parter s default address code Ivoice-from Specific Address tccom100.irl = tcyeso.o or (strip(tdpur400.ifad) <> ad tdpur400.ifad <> tccom122.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the ivoice-from address code specified o the purchase order differs from the ivoice-from busiess parter s default address code Iv. Spec. Pay-from Address tccom100.irl = tcyeso.o or (strip(cisli205.pfad) <> ad cisli205.pfad <> tccom114.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the pay-from address code specified o the ivoice differs from the pay-from busiess parter s default address code Iv. Spec. Ship-to Address tccom100.irl = tcyeso.o or (strip(cisli205.stoa) <> ad cisli205.stoa <> tccom111.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the ship-to address code specified o the ivoice differs from the ship-to busiess parter s default address code 8-39

176 Appedix A: Coversio setups EDI Expressios Expressio Descriptio Code ITAD Ivoice-to Specific Address LNDEL LNSFAD Expressio tccom100.irl = tcyeso.o or (strip(tdsls400.itad) <> "" ad tdsls400.itad <> tccom112.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the ivoice-to address code specified o the sales order differs from the ivoice-to busiess parter s default address code P.O. Lie Specific Del Address tccom100.irl = tcyeso.o or (strip(tdpur401.cadr) <> "" ad tdpur401.cadr <> tcmcs003.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the delivery address code specified o the purchase order lie differs from the default address code of the order lie s warehouse P.O lie Specific Ship-from tccom100.irl = tcyeso.o or (strip(tdpur401.sfad) <> "" ad tdpur401.sfad <> tccom121.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the ship-from address code specified o the purchase order lie differs from the ship-from busiess parter s default address code 8-40

177 Appedix A: Coversio setups EDI Expressios Expressio Descriptio Code Explaatio LNSTAD Lie Ship-to Specific Address OFAD ORGSHD OTAD ORGSLS OFBP Expressio tccom100.irl = tcyeso.o or (strip(tdsls401.stad) <> "" ad tdsls401.stad <> tccom111.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the ship-to address code specified o the sales order lie differs from the ship-to busiess parter s default address code Sold-to Specific Address tccom100.irl = tcyeso.o or (strip(tdsls400.ofad) <> "" ad tdsls400.ofad <> tccom120.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the sold-to address code specified o the sales order differs from the sold-to busiess parter s default address code Warehouse order - Schedule strip(tdsls308.pch) <> "" Evaluatio: True if the customer release umber is specified. Buy-from Specific Address tccom100.irl = tcyeso.o or (strip(tdpur400.otad) <> "" ad tdpur400.otad <> tccom120.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the buy-from address code specified o the purchase order differs from the buy-from busiess parter s default address code Warehouse Order Sales Strip(tdsls401.cor) <> Evaluatio: True if the Customer Order Number o the Sales Order lie is filled. Sold-to Specific Address tdsls400.ofad <> tccom110.cadr Evaluatio: True if the sold-to address code o the sales order header differs from the sold-to busiess parter s default address code. 8-41

178 Appedix A: Coversio setups EDI Expressios Expressio Descriptio Code PFAD Pay-by Specific Address Expressio tccom100.irl = tcyeso.o or (strip(tdsls400.pfad) <> ad tdsls400.pfad <> tccom114.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the pay-by address code specified o the sales order differs from the pay-by busiess parter s default address code PRBF Pur. Rel. Buy-From B. P. (strip(tccom120.cadr) <> ) ad tccom120.cadr = tccom130.cadr Evaluatio: True if a default address code has bee defied for PRSF PRSTW PTAD PURSHD the buy-from busiess parter. Pur. Rel. Ship-From B. P. (strip(tccom121.cadr) <> ) ad tccom121.cadr = tccom130.cadr Evaluatio: True if a default address code has bee defied for the buy-from busiess parter. Pur. Rel. Ship-To Warehouse strip(tdpur307.cadr) <> or strip(tdpur307.cwar) <> Evaluatio: True if a delivery address code or the warehouse code specified o the schedule lie differs from the default address code has bee defied for the buy-from busiess parter. Pay-to Specific Address tccom100.irl = tcyeso.o or (strip(tdpur400.ptad) <> ad tdpur400.ptad <> tccom124.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the pay-to address code specified o the purchase order differs from the pay-to busiess parter s default address code Purchase Schedule (whih301.oorg = whih.oorg.purchase.sched) Evaluatio: True if the order related to the ASN lie is a schedule; that is, the order origi field o the ASN lie is schedule. 8-42

179 Appedix A: Coversio setups EDI Expressios Expressio Descriptio Code SFAD Ship-from Specific Address STAD WHSTAD WUOM ADSQTY STBP Expressio tccom100.irl = tcyeso.o or (strip(tdpur400.sfad) <> "" ad tdpur400.sfad <> tccom121.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the ship-from address code specified o the purchase order differs from the ship-from busiess parter s default address code Ship-to Specific Address tccom100.irl = tcyeso.o or (strip(tdsls400.stad) <> "" ad tdsls400.stad <> tccom111.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the ship-to address code specified o the sales order differs from the ship-to busiess parter s default address code ASN Ship-to Specific Address tccom100.irl = tcyeso.o or (strip(whih430.stad) <> "" ad whih430.stad <> tccom111.cadr) Evaluatio: True if busiess parter is a exteral tradig parter (the busiess parter s Affiliated Compay check box is selected, implyig ot a multisite busiess parter); OR if busiess parter is a multisite busiess parter ad the ship-to address code specified o the shipmet otice differs from the ship-to busiess parter s default address code Weight Uit of Measure (whih431.grwt <> 0 or whih431.twt <> 0) Evaluatio: True if a gross weight or a et weight has bee specified o the shipmet lie. Discrepat Qty (Assigmet) Abs(whih301.squa whih210.astk) Assigmet: Calculates the differece betwee the quatity shipped as idicated o the shipmet otice (ASN) lie, ad the actual quatity received as recorded whe eterig the receipt. Ship-to Specific Address tdsls400.stad <> tccom111.cadr Evaluatio: True if the ship-to address code o the sales order header differs from the ship-to busiess parter s default address code. 8-43

180 Appedix A: Coversio setups NOTE Because the EDI Expressios are subject to chage, the Prit EDI Expressios (ecedi5405m000) sessio or the Prit Mappig Iformatio (ecedi5415m000) sessio with the optio to iclude EDI Expressios selected will provide you with the most curret iformatio. 8-44

181 9 Appedix B: Glossary America Natioal Stadards Istitute Cetral body resposible for the idetificatio of a sigle cosistet set of volutary stadards called America Natioal Stadards. ANSI is also the US represetative to otreaty stadards orgaizatios. Code i applicatio A code used withi the Baa applicatio that eeds to be traslated before sedig the message. A example of a code i applicatio is the order type or the tradig parter (customer or supplier) code. Code i message The code i message refers to a stadard code that is used withi a specific EDI message ad must be traslated to or from to a value withi your system. A code i message might be the stadard code for uit of measure. This uit of measure may or may ot be the same as your iteral uit of measure ad must be traslated i order to trasmit the correct uit. Coversio setups Coversio setups defie the file layout of the ASCII files received ito ad geerated from Baa EDI for your EDI messages. Coversio table A Baa applicatio table that holds the differet code coversio values idetifyig the relatioship betwee a exteral code (code i message) ad the code i the Baa applicatio (code i applicatio). EDI See Electroic Data Iterchage. EDIFACT Electroic Data Iterchage for Admiistratio, Commerce ad Trasport. Iteratioal Stadard defied by ISO. Electroic Data Iterchage (EDI) The computer to computer trasmissio of a stadard busiess documet i a stadard format. Iteral EDI refers the trasmissio of data betwee compaies o the same iteral compay etwork (also referred to as multisite or multicompay). Exteral EDI refers to the trasmissio of data betwee your compay ad exteral tradig parters. 9-1

182 Appedix B: Glossary Paymet order/remittace advice Iformatio furished to the supplier by the customer, detailig the trasactios beig settled by a paymet. Refer to ANSI X for additioal iformatio ad the stadard specificatio for electroic commuicatio of such data. The correspodig Europea trasactios are: REMADV (ODETTE ad UN/EDIFACT). Purchase order A purchase agreemet for goods/services betwee tradig parters. See ANSI X for additioal iformatio. The correspodig Europea trasactios are: ORDERR for ODETTE ad ORDERS for UN/EDIFACT. Ship otice (ASN or SN) A electroic otificatio to the customer that lists the cotets of a shipmet of goods ad additioal iformatio relatig to the shipmet prior to receipt. See ANSI X for additioal iformatio. The correspodig Europea trasactios are: AVIEXP for ODETTE ad DESADV for UN/EDIFACT. Also referred to as dispatch otes or packig slips. Tradig parter The sedig ad/or receivig party ivolved i the exchage of electroic busiess documets. Trasactio set A complete busiess documet such as a Purchase Order, Ivoice, or Sales Order. Syoym for documet or message. Traslatio Commoly used to refer to the coversio of a compay s iteral data formats to ad from ay of the stadard data formats, for example: X12, EDIFACT, ODETTE. VAN Value Added Network. A compay that provides commuicatios services for EDI such as lie speed coversio ad protocol matchig. VDA Aother stadard for automotive electroic iterchage of busiess trasactios withi Germay. This particular stadard uses a fixed legth field/record format. X12 ANSI stadard for iteridustry electroic iterchage of busiess trasactios withi the US. The accredited subcommittee of America Natioal Stadards Istitute whose madate is to develop stadard data formats for busiess trasactios with crossidustry applicatio. 9-2

183 10 Appedix C: Busiess Parters ad Destiatios This appedix discusses issues related to the processig of destiatio fields. These are the fields which represet the tradig parters, offices or physical locatios with which or with whom goods are sold, bought, shipped, received, or ivoiced, ad iclude the busiess parter, sales ad purchasig office ad warehouse fields. Itercompay mappigs of destiatio fields If you are exchagig EDI messages betwee two Baa compaies you will eed to closely examie ad compare the Mappig Iformatio of the icomig ad outgoig EDI messages so that you uderstad which fields o the outgoig messages map to the fields o the icomig messages. The figures below give examples illustratig some of these mappigs provided i the Baa EDI default data, amely the mappig of the destiatio fields which iclude the warehouse, busiess parter ad sales/purchase office codes. These represet some of the pertiet fields for which you may eed to set up EDI code coversios withi either the sedig or the receivig compay. It is importat to keep i mid however that if o data is passed for these fields idicated below, default values are derived. These mappigs give you ad your tradig parter more cotrol by providig the optio to override the default values if you wish. 10-1

184 Appedix C: Busiess Parters ad Destiatios Purchasig Compay: 100 Sellig Compay: 200 My Idetificatio: Net-100 Purchase Order: - Buy From BPid BP200 - Buy From Addr Cd ADDR-1 - Ship From BPid BP Ship From Addr Cd ADDR-2 - Ivoice From BPid BP Iv From Addr Cd ADDR-3 - Pay To BPid BP Pay To Addr Cd ADDR-4 - Delivery WH Code WH Deliv WH Addr Cd ADDR Purchase Office Code BP100-1 (Network Address) My Idetificatio: Net /I Mesg Ovhd BPid: BP100 Sales Order: - Sold To BPid BP Sold To Addr Cd ADDR-11 - Ivoice To BPid BP Ivoice To Addr Cd ADDR-12 - Pay By BPid BP Pay By Addr Cd ADDR-13 - Ship To BPid BP Ship To Addr Cd ADDR-14 - WH Code (Ship From) WH Sales Office Code BP200 Networks by Busiess Parter: BP: BP100 Network Netw Address IC-NET NET-100 Figure 104 Itercompay Mappig, 850/ORDERS Purchasig Compay: 100 My Idetificatio: Net-100 Net /I Mesg Ovhd BPid: BP200 Purchase Order: - Buy From BPid BP200 - Buy From Addr Cd ADDR-1 - Ship From BPid BP Ship From Addr Cd ADDR-2 - Ivoice From BPid BP Iv From Addr Cd ADDR-3 - Pay To BPid BP Pay To Addr Cd ADDR-4 - Delivery WH Code WH Deliv WH Addr Cd ADDR Purchase Office Code BP100-1 Networks by Busiess Parter: BP: BP200 Network Netw Address IC-NET NET-200 (Network Address) Sellig Compay: 200 My Idetificatio: Net-200 Sales Order: - Sold To BPid BP Sold To Addr Cd ADDR-11 - Ivoice To BPid BP Ivoice To Addr Cd ADDR-12 - Pay By BPid BP Pay By Addr Cd ADDR-13 - Ship To BPid BP Ship To Addr Cd ADDR-14 - WH Code (Ship From) WH-201 * WH Addr Code ADDR Sales Office Code BP200 Figure 105 Itercompay Mappig, 855/ORDRSP The mappig of these fields, illustrated i the above figures, applies to all EDI messages i which these fields reside, where appropriate. 10-2

185 Appedix C: Busiess Parters ad Destiatios Processig busiess parter codes BaaERP EDI allows the coversio of busiess parter codes. For each message, there is a primary busiess parter that is derived from the seder of the EDI message. The primary busiess parter for each message is derived from the busiess parter who set the message. The seder of the message is idetified i the icomig EDI message by the etwork address which is passed i the evelope (that is, overhead) level of each message. This applies to both iterally ad exterally traded EDI messages. The followig table gives the primary busiess parter for each of the supported EDI messages: Primary Busiess Parter Per Message EDI Message Busiess Parter Role Orders (850/ORDERS) /I Sold To Busiess Parter Orders (850/ORDERS) /Out Buy From Busiess Parter Ackowledgmet (855/ORDRSP) /I Buy From Busiess Parter Ackowledgmet (855/ORDRSP)/Out Sold to Busiess Parter Ivoice (810/INVOIC) /I Ivoice From Busiess Parter Ivoice (810/INVOIC) /Out Ivoice To Busiess Parter Remittace Advice (820/REMADV) /I Pay By Busiess Parter Order Chage (ORDCHG/860) /I Sold To Busiess Parter Order Chage (ORDCHG/860) /out Buy From Busiess Parter Chage Ackowledgmet (865) /I Buy From Busiess Parter Chage Ackowledgmet (865) /Out Sold to Busiess Parter Plaig Release (830/DELFR1) /I Sold To Busiess Parter Plaig Release (830/DELFR1) /Out Buy From Busiess Parter Shippig Release (830/DELFR1) /I Sold To Busiess Parter Shippig Release (830/DELFR1) /Out Buy From Busiess Parter Error Notificatio (824/APERAK) /I Ship To Busiess Parter Error Notificatio (824/APERAK) /Out Ship From Busiess Parter Receivig Advice (861RECADV) /I Ship To Busiess Parter Receivig Advice (861RECADV) /Out Ship From Busiess Parter For example, i the case of a sales order received through EDI, the sold-to busiess parter is derived from the seder of the message, uless a sold-to busiess parter is specifically idicated withi the message. 10-3

186 Appedix C: Busiess Parters ad Destiatios Other, o-primary, busiess parter codes may also be icluded i the EDI messages as defied i the default coversio setup defiitios. Whe o data is icluded i the icomig EDI messages for these busiess parter codes, the default iformatio defied for the primary busiess parter is used. The default mappigs provide you with the optio of overridig the default values. If you do ot wish to override the values derived, the o value should be passed for these fields. Figure 104 illustrates the data values that are used to override the default values i the itercompay sceario based o the mappigs provided i the EDI defaults.edi data. NOTE Code coversios by busiess parter Withi the EDI Code ad Coversio tables, there Coversios by Busiess Parter (for example, the coversio of discout methods, ad forwardig aget codes). These code coversios use the primary busiess parter as the busiess parter by which to perform the coversio. Alteratively, the paret busiess parter of the primary busiess parter may be used. Therefore, whe settig up your Coversios by Busiess Parter, you may set up code coversios for each busiess parter with whom you wish to exchage messages, or you may set up coversios for the paret busiess parter of the primary busiess parters with whom you wish to exchage messages. The latter optio reduces the umber of coversios you eed to defie if you have a umber of busiess parters grouped uder oe paret busiess parter. For icomig EDI messages, if the primary busiess parter differs from the sedig busiess parter (that is, the busiess parter derived from the seder of the message as determied by the etwork address), the sedig busiess parter is used. Processig specific address iformatio Specific address iformatio is icluded i the EDI messages provided i the EDI defaults.edi data. For outgoig messages, specific address iformatio is provided for all appropriate warehouse ad busiess parter fields icluded i the message, based o the associated address code. For icomig messages, if specific address iformatio is received i the message, a ew address code is geerated ad assiged to the order, schedule or other documet received i the EDI message. Please refer to the Field Iformatio Text, reported i the Prit Mappig Iformatio (ecedi5415m000) sessio, for more iformatio o the specific address iformatio that may be icluded i each EDI message. 10-4

187 11 Appedix D: Chage ad Ackowledgmet Codes This appedix discusses the use of Chage Codes ad Ackowledgmet Codes withi the cotext of Baa EDI. Chage Codes ad Ackowledgmet Codes may be assiged to purchase orders ad sales orders withi Baa Order Maagemet, ad allow a busiess parters to commuicate additioal iformatio to each other regardig order chages ad the acceptace of order chages via the use of codes. While Chage Codes ad Ackowledgmet Codes may be used for iformatioal purposes regardless of whether you use EDI, this documet addresses the use ad relevace of these codes withi the cotext of Baa EDI. I summary, the Chage Code iformatio is icluded i the EDI Chage Order message (the ANSI X12 860, or the UN/EDIFACT ORDCHG), ad the Ackowledgmet Code iformatio is icluded i the EDI Order Ackowledgmet messages (the ANSI X ad 865, or the UN/EDIFACT ORDRSP). Chage Codes Overview Chage Codes are exchaged i the EDI Chage Order message (the ANSI X12 860, or the UN/EDIFACT ORDCHG), ad are used by the customer to iform the supplier of the types of ad reasos for chages to the order. The Chage Codes icluded o the EDI Chage Order message cosist of the followig fields: Chage Order Sequece Number Chage Type Code Chage Reaso Code Chage Order Sequece Number The Chage Order Sequece Number is exchaged i the chage order header ad represets a series of chages made to a order at a particular poit i time. For example, oe day you may commuicate to your tradig parter the first series of chages made to a order, ad deote this with a Chage Order Sequece Number of 1. The followig day, you may commuicate a secod series of chages to your busiess parter, ad deote this with a Chage Order Sequece Number of 2. This field is iformatioal ad optioal. 11-1

188 Appedix D: Chage ad Ackowledgmet Codes Chage Type Code The Chage Type Code may be associated to the order header ad/or order lies, ad idicates the type of chage made to the order. Withi Baa EDI, the Chage Type Code is a required field for the EDI Chage Order message ( the ANSI X12 860, or the UN/EDIFACT ORDCHG). Withi the Baa purchasig module, order lies o a EDI order 1 will be recogized as chaged or as ew oly if a Chage Type Code has bee assiged to them. This will gover which lies are recogized to be icluded o the outgoig EDI Chage Order message. O the other had, for the icomig EDI Chage Order message received, Baa EDI uses the chage type code to drive how the EDI Chage Order message is processed whe it is received. Therefore, the Chage Type Code is required for each lie or header record that cotais a chage. The Chage Type associated with the Chage Type Code tells EDI how to process the received data. If o Chage Type Code is received i the EDI Chage Order message, o chages will be processed. Chage Type Codes ca have the followig Chage Types: Chage type = Delete Lie: If icluded o a received chage order message, Baa EDI will delete the sales order lie. Chage Type = Add Lie: If icluded o a received chage order message, Baa EDI will add a ew lie. Chage type = Chage lie: If icluded o a received chage order message, Baa EDI will chage the data based o the received data for the lie. The received iformatio will replace the previous iformatio. If o data is idicated for a particular field, it is assumed that o chage is required for that field. Chage type = Replace lie: If icluded o a received chage order message, Baa EDI will replace the old lie item iformatio with the ew lie iformatio icluded i the message. Note that this differs from the Chage Lie chage type i that the Chage Lie oly applies chages for iformatio icluded i the message; blak 1 A purchase order for which a EDI order message (e.g. ANSI X or UN/EDIFACT ORDERS) has bee previously geerated via Baa EDI. 11-2

189 Appedix D: Chage ad Ackowledgmet Codes values icluded i the message are igored. O the other had, the Replace Lie chage type replaces all of the old values with the ew values icluded i the message; blak values are cosidered ad will be applied, overwritig ay prior values. Chage type = Cacel lie: If icluded o a received chage order message, Baa EDI will cacel the order lie. Chage Type = Chage Header: If icluded o a received chage order message, Baa EDI will chage the order header data with the received message data. Chage type = Cacel Header: If icluded o a received chage order message, Baa EDI will cacel the order. Chage Reaso Code The Chage Reaso Code may be associated to the order header ad/or order lies, ad used to idicate the reaso for the chage. The Chage Reaso Code is optioal ad is for iformatioal purposes oly. Baa EDI does ot require a Chage Reaso Code. Mappig to EDI Stadard Segmets The Baa Chage Codes described here may map to the EDI stadard segmets of the ANSI X12 or UN/EDIFACT stadards as illustrated i Figure 106. This figure illustrates the mappig of the Chage Code iformatio assiged to the purchase usig the Purchase Order sessios. 11-3

190 Appedix D: Chage ad Ackowledgmet Codes Baa Order Maagemet: Purchase Order: Purchase Order Header (tdpur400) Chage Order Sequece Number EDI Chage Order / Outboud: ANSI X12: 860 Header Data: Segmet BCH Data Elemet Chage Order Sequece Number Chage Type Code Lie Item Data: Segmet Data Elemet POC Chage Type or Respose PO3 Chage Reaso Code Purchase Order Lie (tdpur401) Chage Type Code Chage Reaso Code UN/EDIFACT: ORDCHG Header Data: Segmet Data Elemet BGM Message Fuctio Code Lie Item Data: Segmet Data Elemet LIN Actio Request Code ADJ Adjustmet Reaso, Coded Figure 106 Mappig of Chage Code Iformatio The outgoig EDI Chage Order message may iclude ay or all of the purchase order chage code iformatio maitaied o the purchase order. The default coversio setups provided by Baa as part of your EDI default data iclude the followig fields: ANSI X & UN/EDIFACT ORDCHG: Header Chage Order Sequece Number Chage Type Code Chage Reaso Code Lie Chage Type Code Chage Reaso Code 11-4

191 Appedix D: Chage ad Ackowledgmet Codes Baa Setup ad Sessios Defiig your Chage Codes The chage codes are defied withi your Purchasig ad Sales Master Data. Use the Chage Type Code (tdpur0198m000) sessio uder Purchase Master Data to defie your Chage Type Codes used withi Purchasig, ad the Chage Type Code (tdsls0198m000) sessio uder Sales Master data to defie your Chage Type Codes used withi Sales. Create atleast oe code for each chage type (e.g. add lie, chage lie, delete lie, etc) that you wish to process i your EDI Chage Order messages. Use the Chage Reaso Code (tdpur0197m000) sessio uder Purchase Master Data to defie your Chage Reaso Codes used withi Purchasig, ad the Chage Reaso Code (tdsls0197m000) sessio uder Sales Master data to defie your Chage Reaso Codes used withi Sales. Order Type Activities The Order Type specified o the purchase order for which you wat to geerate EDI Orders ad Order Chage messages must iclude the Prit Purchase Order (tdpur4401m000) sessio as oe of its activities. Use the Activities by Order Type (tdpur0560m000) sessio to defie your activities. I additio, the Prit Purchase Order (tdpur4401m000) sessio must be defied as a allowed activity for all subsequet activities at which you may wish to Prit the Purchase Order agai to prepare the outgoig EDI Chage Order message. Use the Purchase Order Type - Re-execute Activities (tdpur0561m000) sessio to accomplish this. For example, if your Purchase Order Type has the activities idicated below, ad you wish to be able to process EDI Chage Order messages up to the poit at which you release the order to warehousig, you must defie the Prit Purchase Order sessio as a allowed activity for the Release to Warehousig activity, usig the Purchase Order Type - Re-execute Activities (tdpur0561m000) sessio. This defies the prit Purchase Order sessio as a sessio which may re-executed whe the ext activity to be executed o the order is Release to Warehousig. If the Prit Purchase Order sessio is ot defied as a allowed activity to be reexecuted, the Prit Purchase Order sessio will ot properly recogize chaged ad ew lies for the EDI Chage Order message (see the sectio etitled Pritig ad Sedig the Purchase Order Chages for more iformatio). Prit Purchase Orders Release to Warehousig (Prit Purchase Orders must be a allowed activity to be re-executed). Purchase Order Receipt Process Delivered Purchase Orders 11-5

192 Appedix D: Chage ad Ackowledgmet Codes Assigig Chage Codes to the Purchase Order I this case, you are the customer wishig to commuicate order chages to your supplier ( buy-from busiess parter). The Chage Codes that you wish to iclude o a outgoig EDI Chage Order message must be assiged to the purchase order. The Chage Codes may be specified o the Chages form of the Purchase Order Header ad the Purchase Order Lie sessios. I order for the Chages form to be available o the Purchase Order Header ad the Purchase Order Lie sessios you must check the Prompt for Chage Codes checkbox i the Purchase Order Parameters (tdpur0100s400) sessio. Whe assigig the Chage Codes to your purchase order, be sure to assig a Chage Type code that has the appropriate Chage Type to your order lie or order header if you wish to commuicate the chage to your busiess parter i a EDI Chage Order message. You may also optioally assig a Chage Reaso Code, if you wish, to idicate the reaso for the chage. Agai, Chage Type codes are required if you wish to commuicate the chages to your busiess parter i a EDI Chage Order message. A Chage Type Code must be assiged to each chaged ad ew lie that you wish to iclude o a outgoig EDI Chage Order message. The Chage Codes assiged to the purchase order remai assiged to the purchase order util the chages are commuicated to your busiess parter via Baa EDI. (See the followig sectio, etitled Pritig ad Sedig the Purchase Order Chages, for more iformatio o the clearig of the assiged Chage Code iformatio). Pritig ad Sedig the Purchase Order Chages Pritig the Purchase Order Chages: Wheever ew lies are added to a purchase order or existig lies are chaged after a order has iitially bee prited, the system flags the order lie as ew or chaged, respectively. However, for EDI purchase orders 2, ew lies added to the purchase order or existig lies that have bee chaged are flagged as ew or chaged, respectively, oly if a Chage Type Code is assiged to the order lie; if a Chage Type Code is ot assiged to a order lie of a EDI order, the lie will ot be flagged as chaged or ew. This allows you to gover which ew or chaged lies you wish to iclude i your EDI Chage Order message. Whe usig the Prit Purchase Order (tdpur4401m000) sessio to prepare your outgoig EDI Chage Order message, it is importat that you select the 2 A purchase order for which a EDI order message (e.g. ANSI X or UN/EDIFACT ORDERS) has bee previously geerated via Baa EDI. 11-6

193 Appedix D: Chage ad Ackowledgmet Codes appropriate optio i the Order Lie Types to Prit field i order to iclude oly those lies which are flagged as ew or chaged. Selectig oly ew lies ad chaged lies esures that you iclude oly those lies which have Chage Type Codes assiged to them. Select oe of the followig optios for the Order Lie Types to Prit field: Exclude Prited Lies: Choose this optio to iclude oly ew lies i the Chage Order message. Oly Chaged Lies: Choose this optio to iclude oly those existig lies that have bee chaged sice the last time the purchase order was prited. New ad Chaged Lies: Choose this optio to iclude i the Chage Order message both ew lies that have bee added ad existig lies that have bee chaged sice the last time the purchase order was prited. Prior to pritig the purchase order, you may wish to review the Chage Code iformatio assiged to your order. You may use the Prit List of Purchase Orders to be Set (tdpur4401m100) sessio to review the chage code iformatio assiged to the purchase order header ad lies that will be icluded i your EDI Chage Order message. This sessio allows you to choose the same selectio criteria that you may choose whe you prit the purchase order later i the Prit Purchase Orders (tdpur4401m000) sessio. Use this report to review the assiged chage code iformatio ad to verify that all lies to be icluded i the EDI Chage Order message have a assiged Chage Type code. Geeratig the EDI Chage Order Message ad Clearig the Assiged Chage Codes: The assiged Purchase Order Chage Codes remai assiged to the purchase order util the chage order is set to your busiess parter. Therefore, whe the EDI Chage Order message is geerated by Baa EDI, the assiged Chage Codes are cleared from the Purchase Order. Please see chapter 6 of the BaaERP for a further explaatio of the procedure for processig a outgoig EDI Chage Order message. Reviewig Purchase Order Chages (History): If you track purchase order history, you may review the chage codes that have bee assiged to your purchase order usig the Display Purchase Order Header Chage Code History (tdpur5506m000) ad the Display Purchase Order Lie Chage Code History (tdpur5507m000) sessios, available as zoom sessios from the purchase order ad purchase order lie sessios, as well as from the Purchase Order History meu uder Purchase Cotrol. 11-7

194 Appedix D: Chage ad Ackowledgmet Codes Receivig EDI Order Chages Processig the icomig EDI Chage Order Whe a EDI Chage Order message is received from your customer ad processed through Baa EDI, the chage codes received i the message are validated agaist the codes defied i the Chage Type Codes (tdsls0198m000) sessio ad the Chage Reaso Codes (tdsls0197m000) sessio, uder your Sales Master Data. As idicated i the overview sectio of this documet, Chage Type Codes are required for each order lie received i the EDI Chage Order message; therefore, if a order lie received i the EDI Chage Order message does ot iclude a Chage Type Code, this will result i a error sice EDI does ot kow how to process the lie, ad the EDI message will ot be processed. If your busiess parter is setup to check for duplicate order umbers for the Order Chage message, as idicated by the Check Duplicate Order Numbers checkbox i the EDI Messages Supported by Busiess Parter (ecedi0511m000/ ecedi0111s000) sessio, EDI will check the combiatio of the customer order umber ad the Chage Order Sequece Number for uiqueess. If the combiatio has already bee received, EDI will issue a error ad will ot process the duplicate Order Number/Chage Order Sequece combiatio. Reviewig EDI Chage Order History If you track your Sales Order History, the the Chage Code iformatio (Chage Order Sequece Number, Chage Type Code ad Chage Reaso Code) received i the EDI Chage Order message is writte to your Sales Order History. You may review the history of the chages received from your busiess parter, as well as the history of ay chages you may have recorded yourselves, usig the Sales Order Chage Code History (Header) (tdsls5506m000) or the Sales Order Chage Code History (Lies) (tdsls5507m000) sessios available from the sales order ad sales order lies sessios, as well as from the Sales Order History meu uder Sales Cotrol. 11-8

195 Appedix D: Chage ad Ackowledgmet Codes Ackowledgmet Codes Overview The Ackowledgmet Code is exchaged i the EDI Order Ackowledgemet ad Chage Order Ackowledgmet messages ( the ANSI X ad 865, or the UN/EDIFACT ORDRSP). The itet of the ackowledgmet code is to allow the supplier to commuicate to the buyer his reactio to a received order or Chage Order (e.g. accepted, or accepted but delivery date is chaged, etc). The Ackowledgmet Code is iformatioal oly ad is optioal withi Baa EDI. I additio to the Ackowledgmet Code, the EDI Chage Order Ackowledgmet message (the ANSI X12 865) may additioally referece Chage Codes (specifically, the Chage Order Sequece Number, Chage Type Code, ad Chage Reaso Code). Because a EDI Chage Order Ackowledgmet message may be used to ackowledge the receipt of a Chage Order Message received from your busiess parter, referecig the Chage Code iformatio allows you to commuicate which chage order series you are ackowledgig. Alteratively, the Chage Code iformatio icluded o the EDI Chage Order Ackowledgmet message may be additioal chage code iformatio assiged by you to the sales order to commuicate additioal chage iformatio to your busiess parter. This Chage Code iformatio refereced i the Ackowledgmet Code iformatio assiged the sales order is iformatioal ad optioal. 11-9

196 Appedix D: Chage ad Ackowledgmet Codes Mappig to EDI Stadard Segmets The Baa Ackowledgmet Codes described here may map to the EDI stadard segmets of the ANSI X12 or UN/EDIFACT stadards as illustrated i Figure 107. This figure illustrates the possible mappigs of the Ackowledgmet Code iformatio assiged to the Sales Order usig the sales order sessio, or assiged automatically by the system. Baa Order Maagemet: Sales Order: Sales Order Header (tdsls400) Chage Order Sequece Number EDI Chage Order Ackowledgmet/ Order Ackowledgmet Message / Outboud ANSI X12: 865 Header Data: Segmet BCA Data Elemet Chage Order Sequece Number Ackowledgmet Code Sales Order Lie (tdsls401) Chage Type Code Chage Reaso Code Ackowledgmet Code Lie Item Data: Segmet Data Elemet POC Chage Type or Respose PO3 Chage Reaso Code ACK Lie Item Status Code UN/EDIFACT: ORDRSP Header Data: Segmet Data Elemet BGM Message Fuctio Code Lie Item Data: Segmet Data Elemet LIN Actio Request Code ADJ Adjustmet Reaso, Coded Figure 107 Mappig of Ackowledgmet Iformatio The outgoig EDI Order Ackowledgmet ad Chage Order Ackowledgmet messages may iclude ay or all of the sales order ackowledgmet iformatio maitaied o the Sales Order. The default coversio setups provided by Baa as part of your EDI default data iclude the followig fields per EDI message: ANSI X12 855: Header: Ackowledgmet Code Lie Ackowledgmet Code 11-10

197 Appedix D: Chage ad Ackowledgmet Codes ANSI X12 865: Order Header Chage Order Sequece Number Chage Type Code Chage Reaso Code Ackowledgmet Code Order Lie Chage Type Code Chage Reaso Code Ackowledgmet Code Baa Setup ad Sessios Defiig your Ackowledgmet Codes Ackowledgmet Codes are defied i your Purchase Master Data ad your Sales Master data. Use the Sales Ackowledgmet Codes (tdsls015m000) sessio uder Sales Master Data to defie the ackowledgmet codes to be used withi Sales, ad the Purchase Ackowledgmet Codes (tdpur015m000) sessio uder Purchase Master Data to defie the ackowledgmet codes to be used withi Purchasig. Assigig Ackowledgmet Codes to the Sales Order Assigmet of Ackowledgmet Codes: The Ackowledgmet Codes, ad optioally the associated refereced Chage Codes, that you wish to iclude o a outgoig Chage Order Ackowledgmet EDI message must be assiged to the sales order. They may be assiged to the sales order header ad lies usig the Chages form o the Sales Order ad Sales Order Lies sessios. I order for the Chages form is available i the Sales Order ad Sales Order Lies sessios, you must check the Prompt for Chage Codes checkbox i the Sales Order Parameters (tdsls0100s400) sessio. Automatic Assigmet of Ackowledgmet Codes: Alteratively, istead of maually assigig Ackowledgmet Codes each time you make chages to the sales order, you ca have the system automatically assig Ackowledgmet Codes to the sales order lies each time chages are made to the order lies. I order to have the system automatically assig Ackowledgmet Codes to sales order lies whe chages are made or ew lies are added, use the Sales Order Ackowledgmet Code Assigmets (tdsls0155m000) sessio to predefie the ackowledgmet codes that you wish the system to assig based o the criteria that you specify

198 Appedix D: Chage ad Ackowledgmet Codes Based o the criteria defied i this sessio, the system will assig Ackowledgmet Codes whe chages are maually made to the sales order usig the Sales Order maiteace sessios, or whe chages are received to a Sales Order through EDI, durig the receipt of a EDI Chage Order message. Ackowledgmet Codes may be assiged whe chages are made to a specified field or whe ew lies are added the order. Use of Ackowledgmet Codes: Keep i mid that the Ackowledgmet Code iformatio (specifically, the ackowledgmet code, ad ay chage code iformatio) assiged to the sales order may be icluded o the outgoig EDI Order Ackowledgmet messages, ad is optioal ad iformatioal oly. Baa EDI does ot require these fields for the EDI Order Ackowledgmet (ad Chage Order Ackowledgmet) messages. Sedig the Ackowledgmet The assiged Sales Order Ackowledgmet Codes remai assiged to the sales order util the order ackowledgmet is set to your busiess parter. Therefore, whe the EDI Order Ackowledgmet message is geerated by Baa EDI, the assiged Ackowledgmet Codes are removed from the Sales Order. (Note that for o-edi orders, the assiged ackowledgmet codes are cleared from the order whe the Sales Order Ackowledgmet is prited usig the Prit Order Ackowledgmets/RMAs, tdsls4401m000, sessio). Note oly the ackowledgmet code is cleared; the chage codes are ot cleared. See the BaaERP for more iformatio o the procedure for sedig the EDI Order Ackowledgmet messages. Receivig the Order Ackowledgmet Whe a EDI Order Ackowledgmet message (the ANSI X or 865; or UN/EDIFACT ORDRSP) is received from your busiess parter ad processed through Baa EDI, the Ackowledgmet Code iformatio received i the message is assiged to the purchase order

199 Appedix D: Chage ad Ackowledgmet Codes Special Case: Ackowledge by Exceptio Overview It is possible to desigate a customer ( a sold-to busiess parter) as oe who is to be ackowledged by exceptio. I this case, the Ackowledgmet Code assiged to the sales order lie serves the additioal fuctio of flaggig the order lie as a exceptio to be ackowledged. As a supplier, you may have certai busiess parters who do ot wat to be otified with a Order Ackowledgmet each time you receive a order request, Chage Order request or each time you chage iformatio o the sales order lie. Rather, they oly wish for you to sed them Order Ackowledgmets whe certai iformatio has chaged. For example, a busiess parter may oly wish to receive a Order Ackowledgmet whe you, the supplier, chage the delivery date or quatity; otherwise, they do ot wish to receive a ackowledgmet whe ay of the other less sigificat iformatio o the order chages. This is referred to as Ackowledgig by Exceptio, sice you wish to geerate Order Ackowledgmets for your busiess parter o a exceptioal basis, istead of for every chage applied to the order. Baa Order Maagemet allows you to determie which order lies are the exceptios to be ackowledged. You ca desigate idividual busiess parters to be ackowledged by exceptio by checkig the Ackowledge by Exceptio checkbox i the Sold-To Busiess Parter (tccom4110s000) sessio. Whe makig chages to a sales order for such sold-to busiess parters, you must assig a Ackowledgmet Code to all order lies that you wish to iclude o the Order Ackowledgmet. I this way, you are i cotrol of which order lies are to be cosidered the exceptios to be ackowledged. As previously described, the Ackowledgmet Codes may be either maually assiged to the sales order i the sales order ad sales order lies sessios, or may be automatically assiged by the system based o the criteria you predefie i the Sales Order Ackowledgmet Code Assigmets (tdsls0155m000) sessio. For sales orders which are for (sold-to) busiess parters ot set up to be ackowledged by exceptio, wheever ew lies are added to the order or existig lies are chaged after a Order Ackowledgmet has iitially bee prited, the system flags the order lie as ew or chaged, respectively

200 Appedix D: Chage ad Ackowledgmet Codes However, i the case of sales orders for (sold-to) busiess parters who are set up to be ackowledged by exceptio, ew lies added to the sales order or existig lies that have bee chaged are flagged as ew or chaged, respectively, oly if a Ackowledgmet Code is assiged to the order lie; if a Ackowledgmet Code is ot assiged to a order lie, the lie will ot be flagged as chaged or ew. This allows you to cotrol which ew or chaged lies to iclude i your EDI Order Ackowledgmet messages. Order Type Activities The Order Type specified o the sales order for which you wat to geerate EDI Order ad Chage Order Ackowledgmets must iclude the Prit Sales Ackowledgmets/RMAs (tdsls4401m000) sessio as oe of its activities. Use the Activities by Order Type (tdsls0560m000) sessio to defie your activities. I additio, the Prit Sales Ackowledgmets/RMAs (tdsls4401m000)sessio must be defied as a allowed activity for all subsequet activities at which you may wish to Prit the Sales Order Ackowledgmet agai to prepare the outgoig EDI Order or Order Chage Ackowledgmet message. Use the Reexecute Activities by Order Type ad Activity (tdsls0561m000) sessio to accomplish this. For example, if your Sales Order Type has the activities idicated below, ad you wat to be able to process EDI Order ad Chage Order Ackowledgmet messages up to the poit at which you release the order to warehousig, you must defie the Prit Sales Ackowledgmets/RMAs sessio as a allowed activity for the Release to Warehousig activity, usig the Sales Order Type - Re-execute Activities (tdsls0561m000) sessio. This defies the Prit Sales Ackowledgmets/RMAs sessio as a sessio that may be re-executed whe the ext activity to be executed o the order is Release to Warehousig. If the Prit Sales Ackowledgmets/RMAs sessio is ot defied as a allowed activity to be re-executed, the Prit Sales Ackowledgmets/RMAs sessio will ot recogize the chaged ad ew lies for the EDI Order ad Chage Order Ackowledgmet messages (see the sectio etitled Pritig ad Sedig the Exceptioal Ackowledgmet for more iformatio). Prit Purchase Orders Release to Warehousig (Prit Sales Ackowledgmets/RMAs must be a allowed activity to be reexecuted). Release to Ivoicig Process Delivered Sales Order 11-14

201 Appedix D: Chage ad Ackowledgmet Codes Pritig ad Sedig the Exceptioal Ackowledgmet Whe usig the Prit Sales Order Ackowledgmets/RMAs (tdsls4401m000) sessio to prepare your outgoig EDI Order Ackowledgmet message for your ackowledge by exceptio busiess parters, it is importat that you select the appropriate optio i the Order Lie Types to Prit field i order to iclude oly the ew ad chaged lies that you have desigated. Selectig oly ew lies ad chaged lies esures that you iclude oly those lies which have Ackowledgmet Codes assiged to them. Select oe of the followig optios for the Order Lie Types to Prit field: Exclude Prited Lies: Choose this optio to iclude oly ew lies i the order ackowledgmet message. Oly Chaged Lies: Choose this optio to iclude oly those existig lies that have bee chaged sice the last time the sales order ackowledgmet was prited. New ad Chaged Lies: Choose this optio to iclude i the Chage Order message both ew lies that have bee added ad existig lies that have bee chaged sice the last time the purchase order was prited. Prior to pritig the Order Ackowledgmet, you may wish to review the Ackowledgmet Code iformatio assiged to your order. You may use the Prit Sales Orders to be Ackowledged (tdsls4401m100) sessio to review the ackowledgmet code iformatio assiged to the sales order header ad lies that will be icluded o your EDI Order Ackowledgmet message whe you prit the sales order later i the Prit Order Ackowledgmets/RMAs (tdsls4401m000) sessio. Use this report to review the assiged ackowledgmet code iformatio Note that this Ackowledge By Exceptio feature is idepedet of EDI, ad is available for both EDI ad o-edi orders

202 Appedix D: Chage ad Ackowledgmet Codes At a Glace (Summary) This sectio summarizes the cotets of this documet, providig a high level summary of the key poits of iterest regardig the Chage ad Ackowledgmet Code fuctioality withi the cotext of Baa EDI. Setup: Defiig Codes: Sales Master Data: Chage Types (tdsls0198m000) Chage Reaso Codes (tdsls0197m000) Sales Ackowledgmet Codes (tdsls0154m000) Purchase Master Data: Chage Types (tdpur0198m000) Chage Reaso Codes (tdpur0197m000) Purchase Ackowledgmet Codes (tdpur0154m000) Relevat Parameters: Sales Order Parameters (tdsls0100s400) Prompt for Chage Codes Log Sales Order History Purchase Order Parameters (tdpur0100s400) Log Purchase Order History Prompt for Chage Codes Chage Code Iformatio: Chage Codes assiged to the purchase order usig the purchase order ad purchase order lies sessios, are icluded i the EDI Chage Order message: Order Header icludes Chage Order Sequece Number, Chage Type Code, Chage Reaso Code Order Lie icludes Chage Type Code ad Chage Reaso Code Chage Type Code is required for each order header ad order lie for which you wish to covey a order chage. The Chage Order Sequece Number ad the Chage Reaso code are optioal. The Chage Codes assiged to the purchase order are cleared whe the EDI Chage Order message is geerated withi Baa EDI if the order is a EDI order. (Chage codes are ot systematically cleared for o-edi orders). Icomig EDI Chage Order messages received update the sales order

203 Appedix D: Chage ad Ackowledgmet Codes Ackowledgmet Code Iformatio: Ackowledgmet Code iformatio assiged to the sales order may be icluded i the outgoig EDI Chage Order Ackowledgmet messages (ANSI X12 855, 865 or UN/EDIFACT ORDRSP). This iformatio is iformatioal oly, ad optioal. Ackowledgmet Code iformatio is assiged to the sales i the sales order ad sales order lie sessios. The ackowledgmet code iformatio icludes the ackowledgmet code, ad may also iclude chage code iformatio. Ackowledgmet Codes may be automatically assiged to sales order lies by the system whe ew lies are added or existig lies are chaged, if you predefie the criteria uder which ackowledgmet codes should be assiged usig the Sales Order Ackowledgmet Code Assigmets (tdsls0155m000) sessio. If a (sold-to) busiess parter is set up to be ackowledged by exceptio, a ackowledgmet code must be assiged to the order lies if the lies are to be recogized as ew or chaged lies to be icluded o the outgoig ackowledgmet. The Ackowledgmet Code assiged to the sales order is cleared whe the sales order ackowledgmet is prited if the order is ot a EDI order, or whe the EDI Order Ackowledgmet (or Chage Order Ackowledgmet) message is geerated withi Baa EDI if the order is a EDI order. EDI Order Ackowledgmet messages received update the Purchase Order. EDI Code Coversios: Baa EDI provides code coversio sessios to covert the chage type codes, chage reaso codes ad ackowledgmet codes

204 Appedix D: Chage ad Ackowledgmet Codes 11-18