EDI Testing System (ETS) User Guide

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1 EDI Testing System (ETS) Page 1 of 26

2 Table of Contents 1Introduction...3 2Accessing BCF EDI Testing Suite Create User Account Login Change Password Forgot Password...8 7Forgot User ID Select Vendor (Vendor Profile Not Created) Select Vendor (Vendor Profile Created) Update User Info Create Vendor Profile Vendor Profile View Messages Add New Message View Contact Info View More EDI Info Edit Profile Take 824 Quiz View Survey Results Schedule Test Page 2 of 26

3 1 Introduction Burlington Coat Factory has created an automated system to test the Electronic Data Interchange (EDI) capabilities of all vendors. This system will provide the ability to manage, monitor and report on the EDI testing status of each vendor. BCF requires that every merchandise supplier (whether or not they currently exchange EDI documents with Burlington Coat Factory) to be certified with our new transaction sets. The transaction sets we currently require are: Purchase Order (EDI 850) Invoices (EDI 810) Advance Ship Notice (EDI 856) UCC-128 Bar Code Label Acknowledgment (EDI 997) Data Content Validation (EDI 824) - *(Optional) Following is a detailed guide to explain how to use this new system effectively to test and verify EDI compliance with BCF. Page 3 of 26

4 2 Accessing BCF EDI Testing Suite Here is the link to access the BCF EDI Testing Suite: https://edi.coat.com/certify/ When you first access the site, this is the page that is displayed: It is referred to as the Login page. Page 4 of 26

5 3 Create User Account The first step in using this system is to create a user account: Click on the Create a user account? link on the system Login page. User ID enter a user id you will use to login to the system. First Name enter your first name. Last Name enter your last name. Address enter your address which will be used by the system to communicate any messages. Phone enter your phone number. Company enter the name of your company. When you have entered the required information, click on the Submit button. You will then see a notification letting you know that your system password will be ed to you shortly. It is very important to verify that the address entered is correct, as this is the only method used to provide a password which will allow you to login to this system. Page 5 of 26

6 4 Login After you receive the giving you a password, you will be able to login to the system using the user id you created and the generated password. User ID enter the user id you created. Password enter the password that you received in the . Click on the Go button to login. Page 6 of 26

7 5 Change Password It is a good idea to change the generated password to one that you create on your own so that you will remember the password in the future. To do this, click on the Change Password link on the Login page. What is your User ID? enter your user id. What is your current password? enter your current password. What is your new password? enter your new password. Note: The new password needs to be at least 6 characters, with some combination of letters and numbers. The new password cannot contain any character string which is the same as your user id. For example, if my user id is donna, my password cannot be donna1. A valid password would be abc123 or 5a4b3c. If the new password is not in the correct format, you will receive an error message. Please confirm your new password? enter your new password again. Click on the Submit Change button. You will be notified that an is to be sent to your address confirming the password change. Page 7 of 26

8 6 Forgot Password If you forget your password, the system allows you to request a new password so that you may login. Click on the Forgot Password link on the Login page. User ID enter your user id. Click on the Get Password button. You will be notified that a new password will be ed to your address shortly. Page 8 of 26

9 7 Forgot User ID If you forget your User ID, the system allows you to request your user id so that you may login. Click on the Forgot User ID link on the Login page. Address enter your address. Click on the Get User ID button. You will be notified that your user id will be ed to your address shortly. Page 9 of 26

10 8 Select Vendor (Vendor Profile Not Created) After you login, the first page displayed is the Select Vendor page. This page is used to display and search for your BCF vendors. Please note that as a new user to the system, you have no vendors displayed under your user id yet. You will need to create a vendor profile for each vendor you represent in order to display them on this screen (Please refer to the Create Vendor Profile section of this document for further details). By Name allows you to search by vendor name. Note: you can enter % for wild card searches. For example, if you want to search for all vendors beginning with the letter v, you can enter v% and then click on the search button to display the vendor list which meets this criteria. By Status allows you to search by vendor status. By vendor number allows you to search by vendor number. By vendor department allows you to search by vendor department. From-To allows you to search by date range of vendor actions. Click on the Create Vendor Profile link to create your vendor profile. After the profile is created, you will then see the vendor in the Select Vendor table (see next section). Page 10 of 26

11 9 Select Vendor (Vendor Profile Created) Here is the Select Vendor page after a vendor profile is created. You will see that the vendor is displayed in the table at the bottom of the screen. Vendor Name this link will display the vendor s profile. Status displays the current status for this vendor. Last Message Date displays the date of the last message created for this vendor. View Messages this link will display the vendor s messages. Please note that you can create as many vendor profiles as needed. For example, if you have multiple companies, you will need to create a unique vendor profile for each company. Page 11 of 26

12 10 Update User Info This page allows you to update your user information. From the Select Vendor page, click on the Update User Profile link at the bottom of the page. You are able to edit any or all of the fields: First Name Last Name Address Phone Company After you have made your changes, click on the Edit Profile button to save changes. You are either notified that your changes were updated successfully or that an error occurred. Page 12 of 26

13 11 Create Vendor Profile BCF requires that certain vendor data be in our system before EDI testing can begin. Create vendor profile allows the user to enter this required data. Click on the Create Vendor Profile link at the bottom of the Select Vendor page. Parent Company Info: Parent Company Name the name of your parent company (required). Address 1 address 1 of your company s headquarters (required). Address 2 address 2 of your company s headquarters. City city of your company s headquarters (required). State/Country State/Country of your company s headquarters (required). Zip zip code of your company s headquarters (required). Phone Number phone number of your company s headquarters (required). Phone Extension - phone ext. of your company s headquarters. Fax Number fax number of your company s headquarters. Vendor D-U-N-S Number your company s D-U-N-S Number. Production PO# - a 7-digit PO # used for BCF by your company (required). Page 13 of 26

14 Primary EDI Contact: the person who is contacted for production and test transactions Title your contact s title. First Name your contact s first name (required). Last Name your contact s last name (required). Contact Type select your contact s job type (required). Address your contact s address (required). Phone Number your contact s phone number (required). Phone Extension your contact s phone extension. Fax Number your contact s fax number. Time Zone your contact s time zone. Transaction Types select the EDI transactions that your company supports. If your test contact is the same as your production contact, check the same as production test box. This will populate the test contact fields with the same information you already entered for the production contact. If you need to enter additional contacts, click on the Add More Contacts button. After you have entered all required information, click on the Continue button to go to the next page. Page 14 of 26

15 Division 1 Info enter your company s division data in this section of the profile. All fields are required. Division Name your company s division name. Buyer Name name of the buyer this division deals with. Vendor # - BCF vendor # for this division. Department BCF department for this division. Production Qual ID EDI Qualifier ID used by this division in production. Production Comm ID EDI Communications ID used by this division in production. Production GS ID EDI GS ID used by this division in production. Are your test IDs the same as your production IDs? Click this if you use the same Qual/Comm IDs in test as you use in production. You do not need to fill out the Test ID fields when you click this box, they will be automatically populated with the same ID data you entered for production. Test Qual ID - EDI Qualifier ID used by this division in test. Test Comm ID - EDI Communications ID used by this division in test. Test GS ID - EDI GS ID used by this division in test. VAN select the van used by this division. UPC select the UPC level used by this division. Type of PO select the PO types used by this division. Page 15 of 26

16 If you need to enter additional divisions, click on the Add More Divisions button. After you have entered all required information, click on the Continue button to go to the next page which is Vendor Survey. Answer all of the questions on the Vendor Survey page. Click on the Submit Profile button to save entries and create the vendor profile. You are notified that an will be sent to your address confirming your profile has been created. Page 16 of 26

17 12 Vendor Profile The Vendor Profile page displays a brief description of the division data you entered in the Create Vendor Profile section. From the Select Vendor page, click on the vendor name link in the table. From this page, you are able to access several system functions which will be detailed on the following pages of this guide: View Contact Info View More EDI Info View PROD Info Edit This Profile Take 824 Quiz View Survey Results Page 17 of 26

18 13 View Messages This section allows you to view and create messages for the selected vendor. From the Select Vendor page, click the View Messages link next to the vendor name you want to select. Search Text allows you to search for specific text in s posted for this vendor. Read Full Message allows you to see the entire message displayed in a new screen. Return to Vendor Profile will return you to the vendor profile screen. Add New Message allows you to create a new message. View All Message allows you to view all message after you ve done a search and are not seeing all the messages. Page 18 of 26

19 14 Add New Message This screen allows you to create and post messages for the selected vendor. From the View Messages page, click on the Add New Message button. Message Type select the message type for this message. Message Group select the message group you want to view this message. Additional Recipients enter any additional addresses of people you also want to receive this message. Subject enter the subject for this message. From enter your address. This field is only required if you are including additional recipients to this message. Private Message check this box is you want to post this message as private. Production check this box if this message refers to production. Enter your message in the space provided. Click the Post Message button to save and post your message. You will be returned to the View Messages page and the newly posted message is displayed. If you enter message text and then decide that you do not want to post the message, click the Return to Messages button and the message will not be posted. Page 19 of 26

20 15 View Contact Info This page allows you to view the production and test contacts you entered in create vendor profile. From the Vendor Profile page, click on the View Contact Info link. If you need to change any contact information, click the Return to Vendor Profile button and then click the Edit This Profile button. Page 20 of 26

21 16 View More EDI Info This section provides links to our BCF EDI support documents as well as links to all EDI transaction specifications. From the Vendor Profile page, click on the View More EDI Info link. Please note that this page will open in a new browser window on your desktop. To return to the ETS application, close this new browser window. Page 21 of 26

22 17 Edit Profile This section allows you to make edits to the company profile you created. From the Vendor Profile page, click on the Edit This Profile button. You can edit data in all three sections of the profile by clicking the links at top: Edit Parent Company & Contacts Edit Divisions Edit Survey Results When you have completed making your edits, click on the Submit Changes button to save your changes. Page 22 of 26

23 18 Take 824 Quiz The 824 Quiz is a quick question and answer quiz which is used to determine if you understand how the BCF Application Advice (824) transaction works. This transaction is an optional transaction we offer which will send Invoice (810) and Advance Ship Notice (856) transaction errors electronically for your notification. To complete the quiz, you must first be sent an electronic 824 for which you will use to answer the questions. From the Vendor Profile page, click on the Take 824 Quiz button. If you have received your 824 test transaction, click Yes. You will be directed to the Quiz (See below). If you have not received your 824 test transaction, click No. An will be sent to the BCF EDI Coordinator, who will then contact you regarding the 824 quiz request. If you are not ready to take the 824 Quiz, click on the Return to Vendor Profile button, which will take you back to the vendor profile page. Page 23 of 26

24 Using the test 824 transaction you received, answer all quiz questions. When you have completed the quiz, click on the Submit Quiz button to save your answers. To clear all answers and start again, click on the Clear Answers button. If you are not ready to take the quiz, click on the Return to Vendor Profile button, which will take you back to the vendor profile page. If you need help with the 824 or do not understand any part of the quiz, click on the tutorial link at the top of the page. The tutorial will provide a step by step walkthrough of the 824 transaction. Page 24 of 26

25 19 View Survey Results This section allows you to view the results of the survey you entered when your vendor profile was created. From the Vendor Profile page, click on the View Survey Results button. This page will not allow you to edit the survey results. If you need to edit your survey results, click the Return to Vendor Profile button and then from the Vendor Profile page click on the Edit Profile button. You will then be able to click on the Edit Survey Result link at the top of page to edit the survey. Page 25 of 26

26 20 Schedule Test After BCF EDI receives your legal letter and it has been approved by our Legal department, you will be approved to begin testing EDI transactions. Fist you will need to request which EDI transactions you want to test. From the Vendor Profile page, click on the Schedule Test button. Begin/End Dates enter dates for starting and ending test period. Transactions to test select which transactions you want to test. Multiple transactions may be selected. PO Types to test select which type of PO you want to test. After you have completed this page, click on the Schedule Test button to save your selections. A message will automatically be generated to alert EDI Coordinators of the requested test. Page 26 of 26

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