Banner Electronic Data Interchange (EDI) Handbook

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1 Banner Electronic Data Interchange (EDI) Handbook January 2005 (Revised) Release 7.0 What can we help you achieve?

2 Confidential Business Information This documentation is proprietary information of SunGard Higher Education and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of SunGard Higher Education. Prepared By: SunGard Higher Education 4 Country View Road Malvern, Pennsylvania United States of America SunGard. All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. In preparing and providing this publication, SunGard Higher Education is not rendering legal, accounting, or other similar professional services. SunGard Higher Education makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization's own choosing. Without limitation, SunGard, the SunGard logo, Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, and Plus are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. Third-party names and marks referenced herein are trademarks or registered trademarks of their respective owners.

3 Handbook Electronic Data Interchange System (EDI) Preface How to Use This Manual v Related Documentation vi SunGard Higher Education Documentation File Naming Conventions vi SunGard Higher Education Documentation Distribution vii Electronic Documents on CD vii Online Documentation with the System viii Typographical Conventions Used in this Documentation viii Italics viii Bold ix Monospace ix How to Contact SunGard Higher Education x Documentation Ordering Information x Customer Support Center xi ActionLine xi 1 Overview What is EDI? EDI Translator EDI Standard Formats Banner and EDI.Smart Requirements for Running EDI Finding Information Implementation Tasks Preparing your System for EDI Banner Set Up Finance System Control Form (FOASYSC) EDI Rules Form (FEREDIC) User Preferences Maintenance Form (FOMPROF) Vendor Maintenance Form (FTMVEND) iii

4 Table of Contents EDI Trading Partner Form (GXATPID) EDI Transaction ID Rules Form (GXRETID) EDI Batch Processing Form (FEMBATC) EDI/ISO Standard Code Validation Form (GTVSCOD) Unit of Measure Validation Form (FTMUOMS) Freight Terms Code Validation Form (FTVFTRM) Currency Code Maintenance Form (GUACURR) Nation Code Validation Form (STVNATN) EDI.Smart Setup EDI Forms EDI Batch Processing Form (FEMBATC) EDI Processing Rules Form (FEREDIC) Freight Terms Code Validation Form (FTVFTRM) EDI Transaction Inquiry Form (FEITRAN) Resend EDI PO/PO Change Form (FPAERSD) EDI/ISO Standard Code Validation Form (GTVSCOD) EDI Trading Partner Form (GXATPID) EDI Trading Partner Inquiry Form (GXQTPID) EDI Transaction ID Rules Form (GXRETID) EDI Transaction Type Validation Form (GTVTRTP) Reports and Processes EDI Extract Process (FEPOEXT) Purchase Order Transaction X Transaction Set Version EDIFACT ORDERS Message Version D.98A Purchase Order Change Transaction X Transaction Set Version EDIFACT ORDCHG Message Version D.98A Event Management Overview Setting up an EDI Trading Partnership Transaction Sets Supported Timing and Frequency of Transmissions Contact List Trading Partner Questionnaire Electronic Data Interchange (EDI) Release 7.0 January 2005 iv Handbook Confidential

5 Preface How to Use This Manual Preface Documentation for Banner systems consists of Online Help and complementary user and reference manuals. The Online Help contains topics, such as form descriptions and field descriptions, for which online navigation offers a clear advantage. The user manuals provide an overview perspective, and contain material for which an online format is less appropriate, such as report descriptions and operations cycles. The Electronic Data Interchange (EDI) Handbook provides information needed by the technical staff members who support your use of EDI, including operations personnel, DBAs, programmer analysts, systems analysts, and other technical specialists. Staff members should be familiar with the hardware system in use at your site and all should have a basic understanding of Oracle products. How to Use This Manual This manual is organized into seven sections. Chapter 1, Overview, contains an overview of Electronic Data Interchange (EDI). Chapter 2, Preparing your System for EDI, identifies things you need to do to activate EDI in your Finance module. Chapter 3, EDI Forms, includes information about each form in the EDI module. Chapter 4, Reports and Processes, contains a description of each report and process in the EDI module. Chapter 5, Purchase Order Transaction, contains detailed information for a purchase order transaction. Chapter 6, Purchase Order Change Transaction, contains detailed information for a purchase order change transaction. Chapter 7, Event Management Overview, provides guidelines for what information to include in the document that supplies information to your trading partners. January 2005 Electronic Data Interchange (EDI) Release 7.0 Confidential Handbook v

6 Preface Related Documentation Related Documentation In addition to this manual, the following documentation may be helpful to you: Finance User Guide a user/reference manual that provides information needed by the administrative staff who handle the daily activities of the offices supported by the Finance product. Finance Release Guide a document containing notes about a release of the product, including descriptions of the enhancements and other modifications in the new release. Finance Object:Access Reporting Guide a user/reference manual for the Object:Access views for the Finance System. General User Guide a user/reference manual for the General module, its functions and features. Finance Upgrade Guide a technical guide to support your institution s conversion to the newest release. General Technical Reference Manual a technical reference manual on General utilities, with application-specific supplements. GTVSDAX Handbook a user/technical/reference manual describing the setup and use of the Crosswalk Validation Form (GTVSDAX), which is used with the Object:Access views. Banner Documentation Bookshelf Getting Started Guide a how-to manual directing the installation and maintenance of the Bookshelf. Banner Getting Started Guide a user/reference manual that describes the features and components of the Banner system and Banner Online Help. SunGard Higher Education Documentation File Naming Conventions SunGard Higher Education uses similar naming conventions to create the file name of every document delivered in electronic format. This section describes the components of this name. The PDF file names for most electronic documents generated from Banner use the following naming convention: Product Identifier / five-digit Release Identifier / Manual Type Identifier. The Release Identifier uses five digits to accommodate products that distribute double-digit interim releases within a main release. An example of a file name for a manual delivered as one file is humres70301rg.pdf. The Product Identifier is humres for Human Resources. The five-digit release identifier is for Electronic Data Interchange (EDI) Release 7.0 January 2005 vi Handbook Confidential

7 Preface SunGard Higher Education Documentation Distribution The 7 represents the main release number of the product. The 03 represents the interim release number. The 01 represents the next interim release number. The Manual Type Identifier identifies the type of documentation. For example, the initials rg represent release guide. This file name is followed by a.pdf extension which represents the Adobe Acrobat Portable Document Format (pdf). Exceptions to this naming convention include: Manuals requiring more than one file, due to size, may have slightly different conventions. For example, a Human Resources User Guide is divided into chapters with file names that contain product and chapter information only. Some manuals are produced for multiple releases and require a date rather than a release number. For example, this Release Identifier would be 0605 for June Some manuals do not have a release number. An underscore replaces the release number. On occasion some products have an electronic distribution release. This is characterized by 6 digits rather than 5 digits as the release identifier. One additional release number is added to indicate the electronic distribution. Some examples of valid document names are listed below: Document Finance Release Guide 6.5 Human Resources Release Guide Employee Self-Service User Guide Advancement TRM Supplement Time Entry Handbook Financial Aid Release Guide PDF Name finance60500rg.pdf humres70001rg.pdf empss_u.pdf advanc_trmsup.pdf humres_timehb.pdf finaid700011rg.pdf SunGard Higher Education Documentation Distribution SunGard Higher Education delivers Banner documentation to our clients in electronic format. Electronic Documents on CD User manuals, reference manuals, and other product documents are delivered as electronic files in portable document format (PDF) on one or more CDs. You may print the files in whole or in part, and copies may be freely distributed to users at January 2005 Electronic Data Interchange (EDI) Release 7.0 Confidential Handbook vii

8 Preface Typographical Conventions Used in this Documentation your institution. Your system administrator may choose to make the PDF files available electronically from a secured intranet Web site, or directly from a network. Online Documentation with the System SunGard Higher Education also provides online documentation in the form of HTML-based help that runs in a web browser. Help is available for all Banner forms with the exception of certain security-restricted forms. Form and field descriptions and task instructions form a comprehensive help support system for each of the Banner products. Form help provides an overview of the purpose and use of the form and procedural help relates the form functions to the real-life tasks you ll perform. Banner Online Help can be accessed from the Online Help button on the toolbar, the Online Help option in the Help menu, and through the Help Center link on the main menu. It is delivered through a download from the ActionWeb. Navigation features include a bread crumb trail, table of contents, index, and a search feature. More information about Online Help can be found in the Banner Getting Started Guide. Dynamic Help, Local Dynamic Help, and Item Properties still exist and can be used to enter custom documentation. They also display column information when available. Typographical Conventions Used in this Documentation Special formatting is used in this document to enhance the meaning of various words. You will see italics, bold, and monospace. The meanings and examples of these conventions, listed below, show how they are used. Italics Italics identifies text when it is emphasized, an error message exists, or document appears, or the text represents a value. See the following examples: Reason Emphasis Example For this release, Workflow has been removed from Banner menus and form descriptions to more accurately reflect the functionality of these forms. Electronic Data Interchange (EDI) Release 7.0 January 2005 viii Handbook Confidential

9 Preface Typographical Conventions Used in this Documentation Reason Error Message Document Value Example The message was: *WARNING* Dynamic parms exist at the Application level or Variable level that are not compiled into the selection ID(s). You should recompile the selection ID(s). New parms are: &SAISUSR_NAME. For details, please refer to Section 1, User Interface Enhancements, of the Web General 6.1 Release Guide. With this release, disabled text is black. The text has the following codes: R=0 G=0 B=0 Bold Bold indicates a field label. For example, Reason Field Label Example The Employer Name field is really an Edit box, like the comment fields. Monospace Monospace type identifies computer terms, code, or related items that should stand out. Reason Computer Terms Example Whenever either GORSEVS_USA_CITY or GORSEVS_NONUSA_CITY contained a city name that was longer than 16 characters and GORSEVS_SVTS_CODE contained C, an additional record was created even though nothing had been changed. January 2005 Electronic Data Interchange (EDI) Release 7.0 Confidential Handbook ix

10 Preface How to Contact SunGard Higher Education Reason Code Example Execute the following statements: set serverout on; call dbms_java.set_output(20000); begin gb_messaging.p_register_entity('$create_h ELLO_WORLD', gb_messaging.create_operation); gb_messaging.p_add_parameter('$message', 'Hello Banner World'); gb_messaging.p_publish; end; / Related Items (URL) How to Contact SunGard Higher Education Documentation Ordering Information You may order a Banner documentation CD by mail, by telephone, by FAX, by ActionLine, by Customer Support Center, or by . Use the address and phone numbers listed below. Address SunGard Higher Education Distribution Services SunGard Higher Education 4 Country View Road Malvern, PA Telephone (800) , option 5 Distribution Services is staffed Monday through Friday, 9:00 am to 5:00 pm (EST). FAX (610) Customer Support Center Electronic Data Interchange (EDI) Release 7.0 January 2005 x Handbook Confidential

11 Preface How to Contact SunGard Higher Education Customer Support Center The Customer Support Center refers to the secured area of SunGard Higher Education's World Wide Web site dedicated to ActionLine and other related services available to clients. Users must be registered to obtain access to the secured site. Users can request an account to gain access to SunGard Higher Education's secured web pages by accessing ActionLine ActionLine personnel provide support to SunGard Higher Education maintenance customers. They help users resolve any questions or concerns that relate to SunGard Higher Education products. The ActionLine telephone number for Bronze Maintenance level clients is: The ActionLine telephone number for Silver Maintenance level clients is: The ActionLine telephone number for Platinum Maintenance level clients is: January 2005 Electronic Data Interchange (EDI) Release 7.0 Confidential Handbook xi

12 Preface How to Contact SunGard Higher Education This page intentionally left blank Electronic Data Interchange (EDI) Release 7.0 January 2005 xii Handbook Confidential

13 1 Overview What is EDI? Chapter 1 Overview What is EDI? Electronic Data Interchange (EDI) is the electronic transmission of business transactions in a standard format from one business entity to another, and from one EDI application to another. An EDI-capable organization can generate and send information electronically to an EDI trading partner who can receive and process the data without re-keying. EDI can help an organization to streamline its business processes by avoiding mail delays, increasing efficiency, and reducing error. EDI Translator The software that enables an organization to send and receive EDI transmissions is called an EDI Translator. SunGard Higher Education s EDI translator is EDI.Smart. EDI.Smart is a workstation application that retrieves data prepared by a host application, converts it to an EDI standard format and transmits it electronically to the intended receiver. EDI.Smart also accepts incoming transactions for printing, viewing, or uploading to a host application. EDI Standard Formats The format of an EDI transaction must be known to both the sending and receiving parties. The development and use of standard formats has made it possible for many different types of businesses using different source applications to exchange a variety of business documents. Typically, EDI applications employ one or both sets of generally accepted standards: the ANSI X12 standards, developed by the X12 Committee of the American National Standards Institute and primarily used in North America; and the United Nations EDIFACT standards. The Banner interfaces to EDI.Smart allow for the use of both the X12 and EDIFACT standards when both are available. ANSI X12 Standards In the X12 standards, the information on a business document is organized into a transaction set. A transaction set consists of three or more data segments, each containing a group of related information. Each unit of information in a segment is referred to as a data element. January 2005 Electronic Data Interchange (EDI) Release 7.0 Confidential Handbook 1-1

14 1 Overview What is EDI? For example, a purchase order is defined as an ANSI X transaction set. An 850 consists of segments for vendor address, currency, payment terms, line item data, and other information related to a purchase order. In the line item segment, the data elements include such information as quantity ordered, unit of measure, and unit price. UN EDIFACT Standards In the EDIFACT standards, the information on a business document is organized into a message. A message consists of three or more data segments, each containing a group of related information. Each unit of information in a segment is referred to as a data element. For example, a purchase order is defined as an ORDERS message. An ORDERS message consists of segments for vendor address, currency, payment terms, line item data, and many other categories of information. In the line item segment, the data elements include such information as quantity ordered, unit of measure, and unit price. Data Formatting Host application programs extract application data and convert it to the format required by EDI.Smart. EDI.Smart retrieves the extract file, edits the data, and, if valid, creates an EDI X12 or EDIFACT document which is sent to the appropriate trading partner. Banner and EDI.Smart Banner interfaces to EDI.Smart provide the ability to generate EDI transactions from Banner application data. The Banner Finance module has a Purchasing interface to EDI.Smart for generating electronic purchase orders and purchase order change documents to be sent to EDI-capable vendors. Purchasing Interface The Purchasing interface uses the EDI Extract Process (FEPOEXT) that runs on the EDI.Smart workstation in sleep/wake mode. The process wakes up periodically, based on a user defined sleep/wake interval, and creates an extract file of Purchase Orders and Purchase Order Change documents. The EDI.Smart translation and communication processes are then invoked. You control which Purchase Orders and Purchase Order Change documents are sent via EDI by using a flag on the Purchase Order Form (FPAPURR) or Purchase Order Change Form (FPACHAR). Electronic Data Interchange (EDI) Release 7.0 January Handbook Confidential

15 1 Overview What is EDI? The Purchase Order or Purchase Order Change creation process determines if the Vendor specified has been set up as an EDI vendor and, if so, displays a flag on the Vendor screen. You can override the EDI flag on the vendor screen if you have EDI override privileges specified in the User Preferences Maintenance Form (FOMPROF). Requirements for Running EDI Any Windows-based PC running Windows 9.x, NT, or 2000 (not XP). 256 meg RAM, 200 meg footprint on the hard drive for the application. Network Card to send/receive transcripts Printer (optional) for printing inbound transcripts Note: EDI.Smart is built under Microsoft's Visual Foxpro 6.0. Finding Information This handbook is your primary source of information on preparing and sending purchase orders via EDI. Please use the documentation for the EDI.Smart application for more information on installing, implementing, and using EDI.Smart. The EDI.Smart documentation consists of: Online Help for EDI.Smart windows and functions The EDI.Smart Host System Integration Guide The EDI.Smart Workstation Guide Implementation Tasks This handbook outlines the implementation tasks you must perform in Purchasing and EDI.Smart to prepare your system to send Purchase Orders via EDI. See Chapter 2, Preparing Your System for EDI. Along with the instructions in Chapter 2, refer to the EDI.Smart Host System Integration Guide for details on the tasks that involve the relationship between the host application and EDI.Smart. Use the EDI.Smart Workstation Guide for tasks that involve processes for sending and receiving data (Network EXREFs), including connecting to the networks used by your vendors. January 2005 Electronic Data Interchange (EDI) Release 7.0 Confidential Handbook 1-3

16 1 Overview What is EDI? This page intentionally left blank Electronic Data Interchange (EDI) Release 7.0 January Handbook Confidential

17 2 Preparing your System for EDI Banner Set Up Chapter 2 Preparing your System for EDI Banner Set Up There are several things you will need to do to activate EDI in your Banner Finance module. Unless otherwise noted, you will only need to go through these steps once when you are preparing to begin using the EDI capabilities in Banner. Preparing Your System for EDI Finance System Control Form (FOASYSC) 1. Access the Finance System Control Form (FOASYSC). You need to set the Finance EDI system control parameters by selecting EDI Processing Info from the options menu. This will take you to the EDI Rules Form (FEREDIC) which lists the Banner Finance Modules. 2. Select the EDI STATUS check box beside the Banner Finance Module in which you want to activate EDI. If you also wish to print any documents that you are sending via EDI, select the PRINT check box. 3. An icon will appear on the far right beside each Banner Finance Module. If the icon shows that Data exists, you can click on the icon and it will display EDI Transaction Detail. Note: If the icon shows that No Data exists, then there are no EDI transactions defined within that Banner Finance Module and you will not be able to select the EDI STATUS or PRINT check boxes. EDI Rules Form (FEREDIC) This form will display the EDI Transaction Types that are available for use in the selected Banner Finance Module, the associated Transaction Type Description, and the Status of the Transaction Type. The Transaction Type and Description fields on this form cannot be changed. Initially, each Transaction Type will be marked as January 2005 Electronic Data Interchange (EDI) Release 7.0 Confidential Handbook 2-1

18 2 Preparing your System for EDI Banner Set Up inactive. Select the EDI Status check box to activate the Transaction Type within the Banner Finance Module. User Preferences Maintenance Form (FOMPROF) Banner provides you with the ability to grant specified User IDs authority to override sending documents to a Vendor that has been defined as an EDI Trading Partner. In order to provide the user with this capability, you must set them up in the User Preferences Maintenance Form (FOMPROF). Select the EDI Override check box to grant a User ID authority to override sending EDI documents to a Vendor that has been defined as an EDI Trading Partner. Vendor Maintenance Form (FTMVEND) You must establish a Trading Partner ID for each Vendor with whom you will be trading EDI documents. You have the ability to establish a Trading Partner at the Vendor PIDM level and at the Vendor PIDM, Address Type, and Sequence Number Level. For example if a Vendor has several divisions, they may be receiving and/or sending all EDI transactions at the corporate office and distributing them to each division. In this case, you only need to define the Trading Partner information at the null Address Type and Sequence Number Level. Another scenario might be that the Vendor has several divisions and all, or only a few, of them are doing EDI at their respective locations. In this case, you will need to set up a Trading Partner record for each Vendor Address Type and Sequence Number location that will be doing EDI with you. You will then have the ability to navigate to the EDI Trading Partner Form (GXATPID) by selecting EDI Information from the options menu. EDI Trading Partner Form (GXATPID) This form will allow you to set up Trading Partner data needed to provide you with the ability to trade business documents with the specified vendor. You will need to create an entry for each EDI Transaction or Message you will be using. 1. Access the EDI Trading Partner Form (GXATPID). 2. Enter the vendor ID number. Electronic Data Interchange (EDI) Release 7.0 January Handbook Confidential

19 2 Preparing your System for EDI Banner Set Up 3. Enter the Address Type associated with the vendor ID. 4. Enter the Address Sequence number associated with the vendor ID and Address Type. 5. Enter a unique Trading Partner ID for the vendor, Address Type, and Address Sequence number. This trading partner ID must also be set up in EDI.Smart. To get a list of the records that have already been set up for this vendor ID, address type, and sequence number, select View EDI Trading Partners from the options menu. This will open the EDI Trading Partner Inquiry Form (GXQTPID). Note: EDI.Smart comes with Trading Partners defined for each institution for use in sending and receiving Transcripts via EDI. The Trading Partner ID defined for each institution is its FICE Code. You must be careful not to use duplicate Trading Partner IDs. 6. Enter the Transaction Type associated with the EDI Transaction or Message that you will be trading or select from the list of valid entries. 7. Enter the X12 or EDIFACT document that you are trading in the Transaction ID field, or select from the list of valid entries. Your choices will be limited to the valid X12 or EDIFACT documents that are associated with the selected Transaction Type. The EDI Standard field will be populated with the valid EDI Standard code associated with the selected EDI Transaction ID. 8. Enter the status of the Trading Partnership in the Active field. Valid entries are A = Active, I = Inactive, and T = Test. 9. Select the Send Immediate check box to send this transaction to your Trading Partner when the extract process runs. If the check box is not selected, transactions will be sent only when the extract process runs in batch mode. The batch time period and the sleep/wake interval for the extract program are defined on the EDI Batch Processing Form (FEMBATC). 10. Enter the Next Control Number that will be assigned to the transaction when it is sent. This number will be updated as each additional transaction of this type is sent to this Trading Partner. It is recommended that you begin at one (1) unless your Trading Partner has requested otherwise. The Activity Date field is updated by the system and will show the last date this record was updated. January 2005 Electronic Data Interchange (EDI) Release 7.0 Confidential Handbook 2-3

20 2 Preparing your System for EDI Banner Set Up EDI Transaction ID Rules Form (GXRETID) This form is used to define the file name to which the extracted EDI transactions will be written. You will need to define one record for each EDI X12 and EDIFACT document you will be sending. 1. Access the EDI Transaction ID Rules Form (GXRETID). 2. Enter the EDI Transaction Type ID associated with the transaction or message you are defining or select from a list of valid entries. 3. Enter the EDI Transaction ID of the transaction you are defining (850, ORDERS). 4. Enter the EDI Standard code associated with the transaction you are defining (X = X12, E = EDIFACT). 5. Enter the EDI Extract File Name to which you want the extracted EDI data to be written. You will also have to define this file name in EDI.Smart. The Activity Date field is updated by the system and will show the last date this record was updated. EDI Batch Processing Form (FEMBATC) Use this form to define the time period when you want your batch processing to occur. Most VANs have discounted rates if you send your transmissions during offpeak hours. Defining the batch processing time period to be during off-peak hours can save you money if you do not feel that your transactions are so time sensitive that they need to be sent immediately after they are created. This form also allows you to define a sleep/wake interval if you wish to have your EDI transactions extracted and sent periodically. Note: Only transactions that have been designated as Send Immediate in the EDI Trading Partner Form (GXATPID) will be sent when the sleep/wake process runs. All other transactions will be sent during the defined batch processing period. Note: Transactions that have not been posted will not be sent. Therefore, it is important that you set your EDI sleep/wake interval to coincide with the sleep/wake interval you have set for your posting process. Electronic Data Interchange (EDI) Release 7.0 January Handbook Confidential

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