BaanERP 5.0c. EDI User Guide

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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

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