INTEGRATING EDI INTO SAGE 100 ERP

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1 INTEGRATING EDI INTO SAGE 100 ERP USING SWK Technologies, Inc. All rights reserved. MAPADOC is a registered trademark of SWK Technologies, Inc. Sage Software, Sage 100 ERP, Sage 500 ERP and Sage X3 ERP are registered trademarks of Sage Software, Inc.

2 Introduction At SWK Technologies our roots date back to 1987 as one of the first companies to offer EDI integration with Sage accounting and ERP software. We are a Sage Software reseller, Sage Top Performer and Sage President s Circle member for successive years. Also, as a Sage Gold Development Partner we have successfully integrated EDI with Sage 100 ERP, Sage 500 ERP and Sage ERP X3 for hundreds of companies through our MAPADOC product. SWK has gained thorough knowledge of the Sage product line and we know what it takes to integrate EDI. SWK goes to great lengths to examine the business needs of our clients before recommending a solution. We understand how Sage ERP products work and understand what it takes technically to integrate EDI. Being a Sage reseller and offering EDI integration software and services provides a unique combination that customers appreciate. Sales Contact Quick Facts Year founded: 1987 Number of employees: 70 Management Team: Jeff Roth, CEO Gary Berman, EVP Hellene Thurston, Channel Sales Target markets: Distribution Manufacturing Wholesale Distribution method: Value Added Resellers Number of customers: 350 Active

3 EDI Components SWK offers a one stop shop for companies looking for one or more EDI components. We are experts in EDI integration and work closely with many third party EDI products and services. SWK has partnered with the SPS Commerce to offer an end-to-end cloud EDI service integrated with Sage 100 ERP. Likewise, we work with many of the popular in-house PC based EDI products. Customers do not have to depend on a programmer to use MAPADOC. Customers can be selfsufficient and do the mapping or enlist the services of SWK. When customers need help, they call upon SWK as the first line of support for all EDI components, not just MAPADOC. In addition to integrating EDI with Sage 100 ERP, MAPADOC integrates with the Accellos warehouse management systems, shipping solutions (Scanco, Scanforce & StarShip Link) and labeling software (Codesoft & Loftware). This offers manufacturers and distributors a single integrated solution managed and supported by SWK. 2

4 MAPADOC Sage 100 Edition MAPADOC is built for integration with Sage 100 ERP. MAPADOC is written in ProvideX which is the same programming language and development environment used by Sage Software to create Sage 100 ERP. By following Sage Software s architecture, MAPADOC is technically interwoven and has the same look and feel of other functions in the Sage 100 ERP menu structure. Cloud EDI SWK has partnered with SPS Commerce to form an end-toend EDI solution that combines the SPS Commerce cloud EDI service with SWK s MAPADOC integration software and services. SPS Commerce handles all the EDI requirements for the customer, and SWK integrates the documents into the customer s Sage 100 ERP system. Together, we work closely to ensure the solution is installed and fully tested to the customer s satisfaction. In-House EDI Alternatively, SWK is a reseller of many popular third party EDI products that specialize in inhouse EDI connectivity and translation. If a customer has already purchased a different EDI product, SWK will work with that product to leverage the customer s investment and ensure the integration with Sage 100 ERP runs smoothly. These are the third party EDI connectivity and translation products available from SWK: 3

5 MAPADOC Features MAPADOC is user-friendly software that reduces data entry time and costs by eliminating the need to re-key data into Sage 100 ERP. This improves communications with customers and vendors by automating routine tasks quickly and efficiently. By using MAPADOC, customers gain the ability to maintain trading partner maps without the need for a programmer. MAPADOC includes wizards and other functions that reduce mapping time considerably. These features improve the flow of EDI data from trading partners and the integration with Sage 100 ERP: 4

6 Sales Order Creation. MAPADOC turns EDI 850 purchase orders received from customers into sales orders in Sage 100 ERP. Each trading partner produces an EDI purchase order that looks different and MAPADOC maps it correctly into Sage 100 ERP. Customers have the flexibility through MAPADOC to apply business rules when creating the sales orders. For example, one EDI 850 purchase order can produce multiple sales orders and a unique range of sales order numbers can be assigned to each customer. All incoming data is validated and any exceptions to the business rules are reported. 5

7 Invoice Creation. MAPADOC creates EDI 810 invoices based on posted invoices in Sage 100 ERP. MAPADOC reformats the invoice to correctly match the EDI invoice requirements of each trading partner. Customers have the flexibility through MAPADOC to apply business rules when creating the invoices. For example, multiple invoices can be consolidated into one EDI 810 invoice and when applicable, MAPADOC will generate EDI credit and debit memos. All outgoing data is validated and any exceptions to the business rules are reported. 6

8 Generate ASNs. An Advanced Ship Notice is a very complicated EDI document. MAPADOC automates the creation of ASNs and includes many options to make the process flexible to your shipping needs. Sage 100 ERP invoices can be generated based on the contents of the ASN. Turnaround data. Sage 100 ERP does not always have a home in its database for all fields that arrive on an inbound EDI document. The trading partner expects the data in those fields to be sent back in other EDI documents later. MAPADOC gives the user the option to store this data in User Defined Fields (UDFs) so the data can be retrieved and sent later in outbound documents. Cross-reference tables. Often one trading partner will transmit data such as a shipping code and expect their trading partner to know the description for that code. MAPADOC includes a variety of cross-reference tables where it will look-up one value such as a shipping code, and return another value prior to integrating the transaction with Sage 100 ERP. 7

9 Data Validation. MAPADOC provides data validation during both inbound and outbound document integration to ensure that the data flowing in and out of the system is accurate. Users have the ability to validate transactions before they are processed so that any incorrect data can be corrected and/or setup before transactions are processed. 8

10 Automotive. This enhancement handles the specific needs of companies in the automotive industry. When a trading partner sends a Planning Schedules (EDI 830) or Shipping Schedules (EDI 862), an intermediate schedule is created in Sage 100 ERP. Sales Orders can be created from the intermediate schedule as needed. If the trading partner sends a new 830 or 862, the intermediate schedule is updated accordingly. Detailed exception reports indicate when schedules have been updated and which sales orders have been affected. The automotive enhancement also handles tracking cumulative shipped quantities along with specific automotive requirements for shipping labels and ASN/DESADV documents Label Printing. MAPADOC prints UCC-128 labels according to each trading partner s specifications by passing the data to third party label printing software (see Add-ons ). Unattended Processing. Many functions in MAPADOC will operate in unattended mode. This means repetitive tasks or events can be scheduled to run without intervention. For example, after a sales journal is updated, MAPADOC can automatically create an EDI invoice to be sent to the customer. Additional Enhancements SWK has enhanced Sage 100 ERP with features that improve functionality and makes it easier to perform supply chain management tasks. These additional enhancements are available to Sage 100 ERP version 4.x users: Apparel / Inventory Item Product Matrix. For manufacturers and distributors with hundreds or thousands of products with similar characteristics, it can be time consuming and tedious to enter products one at a time through Item Maintenance (IM). The item product matrix enhancement allows the entry of common product characteristics into a single screen and replicate hundreds of entries in the item product database quickly. This is ideal for apparel, hardware, lighting, paints & finishes, jewelry and other industries that manufacture or distribute products in a range of sizes, colors or other common characteristics. Sales Order Bill of Lading. This enhancement produces VICS compliant bill of lading documents directly from the SO Shipping Menu. After selecting one or more SO invoices they are consolidated into a single bill of lading. Additional information not found in the SO can be entered to complete the bill of lading including trailer number, pro number, SCAC code, Shipfrom SID number and more. Multi-Bin Advanced Distribution. Sage 100 ERP has a limit of one bin location per item per warehouse. This enhancement tracks an unlimited number of bin locations showing details 9

11 about the exact location, quantity in the bin and quantity available for distribution. This enhancement is present in several Sage 100 ERP modules. Sales Order Item Deletion. If an item is no longer available or has reduced inventory on hand, each active sales order containing that item must be updated one at a time when using Sales Order Data Entry. With this enhancement, the item(s) can be deleted from a range of sales orders all on one screen. Optionally, the quantity ordered can be set to a maximum on each sales order based on the inventory on hand. Sales Order Bulk Change. With this enhancement, one or more fields can be changed on a range of sales orders all on one screen. The field to be changed is selected and the new Users new value to be assigned is entered. Changing the following fields is available: Order Status, Order Date, Ship/Expire Date, Ship Via, FOB, Terms Code, and any Sales Order Header User-Defined field (UDF). Add-ons: Warehouse Management Systems, Shipping Solutions and Labeling Software SWK offers manufacturers and distributors a single integrated solution through add-on software for the warehouse. MAPADOC is integrated with a variety of warehouse management systems and shipping solutions. Orders, ASNs and shipment data flow back and forth between MAPADOC and the application, thus eliminating re-keying of data and reducing errors. MAPADOC also passes product data to labeling software for printing labels, bar codes and RFID tags directly at the warehouse. 10

12 Transaction Sets & Maps MAPADOC is built around maps for EDI transaction sets such as an 850 and 810. A map is a trading partner s adaptation of an EDI transaction set. SWK has the most integrated EDI documents available in the marketplace for Sage 100 ERP through a library of nearly one thousand maps that are available to customers at no extra cost. New maps are frequently added to the library to meet the expanding business needs of customers. Some tweaking and customization of maps may be necessary for an additional cost depending on a customer s Sage 100 ERP installation. These EDI transactions sets have been integrated into MAPADOC for Sage 100 ERP: Inbound Outbound (850) - Purchase Order (860) - Purchase Order Change (810) - Invoice (754) - Routing Instructions (812) - Credit/Debit Adjustment - for report (820) - Remittance Advice (830) - Planning Schedule Report (810) - Invoice (850) - Purchase Order (856) - Advance Ship Notice (753) - Request for Routing Instructions (832) - Catalogs (846) - Inventory Inquiry/Advice (855) - Purchase Order Acknowledgement (852) - Product Activity - for report (945) - Warehouse Shipping Advice (816) - Store Listing (870) - Order Status Report (940) - Warehouse Ship Order (211) - Carrier Bill of Lading (867) - Product Resale Report 11

13 Sage Software Authorized Training Center SWK operates a Sage Software Authorized Training Center (ATC), which is the only center that covers the New York Metropolitan area and New England states. SWK offers training in most modules and related business tools for Sage 100 ERP, Sage 500 ERP and Sage ERP X3 as well as different levels of training for MAPADOC. MAPADOC This two-day MAPADOC class will provide you with hands on training to set up new maps, add new trading partners and perform the day-to-day operations. Attendees will attain ownership of your EDI solution and become autonomous having mastered the operations of MAPADOC. You will gain an understanding of your customers EDI requirements and maximize the options available in MAPADOC. In summary, by attending this class you will: Learn the steps for setting up an EDI trading partner Create maps and implement EDI documents Increase your overall knowledge of EDI Understand how other trading partners handle EDI transactions Learn to interpret your customers' EDI requirements and apply them to MAPADOC Review in-house EDI translators and how they apply to your MAPADOC solution MAPADOC ASN This optional one-day extension to the MAPADOC class will teach you the fundamentals of the Advanced Ship Notice (ASN) and how it fits into your EDI process. You will learn to maximize your MAPADOC installation to effectively use ANSs and manage the requirements of your customers: In summary, by attending this class you will: Learn how to use ASNs and UCC128 labels Setup and process ASNs Print UCC128 labels Create ASN maps 12

14 Certifications and Designations SWK is a Sage Gold Development Partner. This is a select tier for established companies who have a close working relationship with Sage. As a result, MAPADOC has gained visibility and credibility within Sage, among Sage customers and among our peers

15 SWK MAPADOC EDI C A S E S T U DY MAPADOC Is The Perfect Complement for Dezine News Client Information: Dezine News Headquarters: Dallas, Texas Industry: Fashion Accessory Distribution Software Solution: MAPADOC EDI Sage 100 ERP Standard Dezine News is a wholesale distributor of fashion accessories such as belts, handbags and leather goods. Just six years old, the company has already won the business of some of the biggest names in retail, including Walmart and other retailers. To successfully compete in a crowded marketplace, Dezine News demands a robust EDI solution that integrates seamlessly with its ERP software. For Dezine News, that solution is MAPADOC EDI. Growth Prompts Change At first, Dezine News used QuickBooks for its accounting tasks, and relied on thirdparty logistics providers to stock and ship its products. When the company won a lucrative Walmart account, things had to change. Walmart requires EDI, and the volume we were expecting would overwhelm QuickBooks, so we made a big move, recalls Shari James, Vice President of Operations for Dezine News. We replaced QuickBooks with Sage 100 ERP and implemented MAPADOC as our EDI solution. based on broad flexibility, ease of use and SWK Technologies reputation for superior service. Accommodate Changing Business Models Equipped with powerful distribution and inventory control software, Dezine News elected to bring its distribution process in house, eliminating the use of third-party logistics providers. During the transition, however, James says MAPADOC EDI easily handled the outsourced warehouse model. SWK was fabulous during the implementation, she says. They supported the third-party model well, configuring the 940 and 945 maps we needed for that process. James used Sage 100 ERP in a prior position and was well aware of the program s powerful distribution capabilities. Dezine News Sage business partner recommended MAPADOC EDI 940 is a Warehouse Shipping Order document that directs the remote warehouse to ship an order with all of the associated shipment detail, including items and customer ship-to 2012 SWK Technologies, Inc.

16 About SWK Technologies, Inc. SWK Technologies, Inc. is a unique IT consulting company providing strategies and solutions to meet its clients information and business management needs. As a Sage Software Partner, SWK Technologies offers best of breed solutions for accounting and business management, human resources and payroll, customer relationship management (CRM), job management, and warehouse management. Specializing in collaborative commerce, the communication and cooperation between suppliers and customers, SWK Technologies is the publisher of MAPADOC, an embedded EDI solution for Sage 100 ERP and Sage 500 ERP. MAPADOC EDI is used successfully by companies in dozens of industries trading with hundreds of different trading partners. information. 945 is a Warehouse Shipping Advice document that is returned from the remote warehouse, providing the information necessary to invoice the customer or even send an Advanced Ship Notice (EDI 856). The company ran parallel inventory databases until the transition to in-house fulfillment was complete. SWK then helped us configure the appropriate maps for the new distribution model, says James. Currently, SWK Technologies is implementing Accellos WMS, a Warehouse Management System that integrates with Sage 100 ERP and MAPADOC. By taking advantage of radio frequency and barcode technology, Dezine News hopes to further streamline operations, increase productivity and lower its costs. The WMS is expected to really help with our Walmart account, which we handle as a replenishment system, says James. There is absolutely no way we could run this business without a reliable EDI solution like MAPADOC. It is a bulletproof performer. MAPADOC easily accommodates the enormous order volume processed by Dezine News. We process an average of 6,000 orders each week, James says. There is absolutely no way we could run this business without a reliable EDI solution like MAPADOC. It is a bulletproof performer. Loyalty Rewarded James praises SWK Technologies for the company s outstanding service and support. They are fast and accurate, and expertly match the software to the way we do business. Handle Complex EDI Transactions With multiple trading partners and widely varying customer requirements, Dezine News needs its EDI application to handle many types of EDI transactions, including: Invoices (810), Product Activity Data (852), Purchase Order Acknowledgement (855), Purchase Order Change (860), Order Status Inquiry (869), and Order Status Report (870). MAPADOC handles all of these, James says. In fact, we have never had a customer request that we couldn t accommodate with the software. When a product and a company work as hard as MAPADOC and SWK Technologies do, the customer always wins. Loyalty is important to Dezine News, says James. We strive to keep our customers loyal by delivering excellent products and service, and we are loyal to the vendors who deliver for us. We have a strong relationship with SWK Technologies and continue to use and rely on MAPADOC EDI because it is an excellent solution SWK Technologies, Inc. All rights reserved. MAPADOC and the MAPADOC product and service names mentioned herein are registered trademarks or trademarks of SWK Technologies, Inc. The Sage logo and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners.

17 SWK MAPADOC EDI C A S E S T U DY MAPADOC Keeps dreamgear On Top of its Game Client Information: dreamgear Headquarters: Torrance, California Industry: Wholesale Distribution Software Solution: MAPADOC EDI dreamgear is one of the fastest growing video game and ipod/mp3 accessory companies in the United States. The management team behind dreamgear is dedicated to ensuring that the brand continues to provide innovative products, superior customer service, speedy delivery and competitive pricing. Its products are sold through major retailers, including Best Buy, Toy-R-Us, Target and Amazon.com. To succeed in a competitive marketplace, dreamgear s distribution channel must be highly efficient. To help maintain its competitive edge, dreamgear moved from an outsourced EDI solution to MAPADOC EDI. Bring EDI In House The company has traded via EDI since just shortly after it was founded, but until recently, it used a third-party EDI provider. An import utility brought much of the order data into the company s accounting software, but each order required individual attention and many tasks had to be completed manually. Using Sage 100 ERP as its accounting and operations software, dreamgear began looking for an integrated EDI solution that would automate many of the processes that were previously performed manually, as well as give the company full control over the EDI process that was lacking with the outsourced solution. We wanted a system that would allow us to react more quickly, such as when a chargeback is assessed, says Arevalo. An in-house option gives us that control and allows us to quickly comply with new or changing requirements our customers may impose. We were much smaller then, and the third-party option seemed an easy way to go, says Olivia Arevalo, accounting manager. It was a highly manual process that was manageable at first, but as our business grew, it became inefficient. Processing Time Cut In Half With the former outsourced option, staff had to visit the provider s website to send Advanced Ship Notices (ASNs) and invoices, and to print customer labels. It was a cumbersome set of extra steps, which led to processing errors SWK Technologies, Inc.

18 About SWK Technologies, Inc. SWK Technologies, Inc. is a unique IT consulting company providing strategies and solutions to meet its clients information and business management needs. As a Sage Software Partner, SWK Technologies offers best of breed solutions for accounting and business management, human resources and payroll, customer relationship management (CRM), job management, and warehouse management. Specializing in collaborative commerce, the communication and cooperation between suppliers and customers, SWK Technologies is the publisher of MAPADOC, an embedded EDI solution for Sage 100 ERP and Sage 500 ERP. MAPADOC EDI is used successfully by companies in dozens of industries trading with hundreds of different trading partners. Now we accomplish all of this within Sage 100 ERP. It is an accurate, integrated process rather than separate tasks, says Arevalo. Before implementing MAPADOC, one full-time employee was required to handle the tasks involved in processing EDI. As a result, the company attributes significant time savings to MAPADOC. We literally cut the time spent on EDI processing in half, says Arevalo. We are saving money and time. We can use the time saved in other vital areas of our operation. Smooth Implementation dreamgear analyzed several EDI products, including MAPADOC. When we spoke to SWK Technologies, we got a good feeling about the company and their product, says Arevalo. They impressed us with their level of expertise with EDI and with their experience implementing it. The switch to MAPADOC went smoothly, with quick approval obtained from each trading partner. SWK was very efficient and organized, gathering all the data we needed to make the transition and ensuring all the maps were in complete compliance, she says. They planned well and executed perfectly. Now we are running all 20 of our trading partners business through the product. We literally cut the time spent on EDI processing in half. We are saving money and time. We can use the time saved in other vital areas of the operation. Arevalo also praises the ongoing support she receives from SWK Technologies consultants. They are quick, responsive and very easy to reach. We have learned to make many of the changes to the maps on our own, but when we have a question, SWK Technologies is still our best resource for answers. Trusted Solution I wish I would have discovered MAPADOC sooner it has made my life so much easier, says Arevalo. This is the best decision we have made regarding our distribution operation. Arevalo says that dreamgear has been contacted by other EDI providers. I tell them: You re too late, we are very happy with MAPADOC SWK Technologies, Inc. All rights reserved. MAPADOC and the MAPADOC product and service names mentioned herein are registered trademarks or trademarks of SWK Technologies, Inc. The Sage logo and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners.

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