Order Entry EDI Import Specifications

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1 Data Interchange: Getting Started Order Entry EDI Import Specifications Overview CounterPoint allows you to import Order Entry orders from text files. This capability requires the Order Entry and Data Interchange Options. CounterPoint also provides full EDI (Electronic Data Interchange) capabilities when used with compatible third party products such as DynamicWeb s EDI-related CounterPointcompatible products and services. This document explains how to define Order Entry EDI import specifications for use with the Data Interchange Option. Defining an Order Entry EDI specification Select Setup / Data Interchange / Order Entry EDI specs Default import filename? Enter the default path and filename used for importing orders.

2 Data Interchange: Getting Started - Order Entry EDI Import Specifications 2 2. Bill-to name/address method Import values To use the name and address values from the import file. Customer file To use the name and address values from the customer record. values 3. Ship-to name/address method Import values To use the name and address values from the import file. Ship-to file values To use the name and address values from the customer ship-to record. 4. Add not-on-file ship-to s Specify whether to add customer ship-to records from the imported data by selecting Yes or No. 5. Location Enter the location to be assigned to any imported order (and all lines on the order). Press F1 to enter the default location associated with the store number specified in Setup / Order Entry / Control. 6. Profit center Enter the profit center to use for any imported order (and all lines on the order). Press F1 to enter the default profit center associated with the store number specified in Setup / Order Entry / Control. 7. Non-misc item desc method Import values To use the description text from the import file. Item file values To use the description from the customer record. 8. Insufficient qty method In case of insufficient quantity, select: Override To Override the insufficient available quantity. Backorder To Backorder the insufficient available quantity. Ship in-stock To Ship the in-stock quantity. Cancel To Cancel the order. 9. Pricing method Import values To use the price from the import file. Calculated price To calculate the price.

3 Data Interchange: Getting Started - Order Entry EDI Import Specifications Delete import file after updating orders when Always To always delete the import file after it has been imported. Never To never delete the import file after it has been imported. No errors To delete the import file only if no errors were encountered during the import. 11. Export barcode # Enter the number of the barcode to output when exporting orders. For gridded items, cell barcodes are always sent. For non-gridded items, the specified barcode is sent (which should contain the vendor s UPC). If the specified barcode is blank, the first one found is sent. 12. Return to inventory Qty ordered (scrap none) Qty returned (scrap remainder) To return to inventory the quantity found in the Qty ord field and ignore the Qty returned value. To return to inventory the quantity found in the Qty returned field and scrap any remainder. File layout The file layout described in the following sections is used for importing and exporting orders. The order exchange files contain variable length records. Each variable length record may contain a different number of characters, and each record must be separated by a CR/LF pair (Carriage Return/Line Feed). Their default filenames are: Filename Description DIORDIMP.TXT Orders to be imported (using Data Interchange / Order Entry / Import EDI orders). DIORDERR.TXT Orders rejected by the import process, due to errors (using Data Interchange / Order Entry / Import EDI orders). DIORDEXP.TXT Exported confirmed orders (using Data Interchange / Order Entry / Export EDI orders). DIIVCEXP.TXT Exported invoices out (using invoice printing). With the exception of the invoicing file (DIIVCEXP.TXT), you can select different filenames to allow multiple users to process data at the same time. Two users may not access the same exchange file at the same time. The export functions add documents to the export files. Each record is identified by a record type (Header, Note, or Line). Records belonging to a single order must be together, and they must contain the same order-# and EDIdocument-#. An order begins with a single Header record, followed by optional Note records, then followed by optional Line records.

4 Data Interchange: Getting Started - Order Entry EDI Import Specifications 4 These files are used to exchange order/invoice information between CounterPoint and DynamicWeb s EDI products. The file descriptions below show all of the fields in the exchange file and which functions use the data in the file. Formats are shown for Header, Note, and Line item record types. Header record Record type None A H = Header Order # ORD-NO N (Blank) = use OE control next order-# EDI doc # EDI-DOC-NO A Must be non-blank (does not have to be unique) Order type STAT A O = Order, I = Invoice, C = Credit memo Order date ORD-DAT N (Blank) = use system date Sales rep SLS-MAN-NO A (Blank) = use customer's value P.O. # PO-NO, A EDI-PO-NO Ship date SHIP-DAT N (Blank) = "ASAP" Cancel date EDI-CANCEL-DAT N Valid date or zero Ship-via SHIP-VIA-COD A (Blank) = use customer's value Ship-via desc SHIP-VIA A Not used if Ship-via code provided Ship zone SHIP-ZONE-COD A (Blank) = use customer's value Ship zone desc SHIP-ZONE-DESC A Not used if Ship-zone code provided Terms TERMS-COD A (Blank) = use customer's value Tax code TAX-COD A (Blank) = use customer's or ship-to's default value Location LOC A (Blank) = use value on import screen Pft ctr PFT-CTR N (Blank) = use value on import screen Apply-to APPL-TO-NO A Not imported Commis % COMMIS-PCT N (Blank) = use customer's or sales rep's default value Freight FREIGHT-AMT N Misc charges MISC-AMT N Disc % DISC-PCT N Disc $ N Tax TAX-AMT N (Blank) = calculate the normal way Tot qty on BO TOT-QTY-BO N Not imported # ship labels NO-SHIP-LBLS N

5 Data Interchange: Getting Started - Order Entry EDI Import Specifications 5 # COD labels NO-COD-LBLS N Tot-weight TOT-WEIGHT N Not imported Customer # CUST-NO A Must be on-file customer CUST-NAM A If Data Interchange setup specifies to use imported values and both Name and Address-1 are nonblank, then address values (name thru zip code) are imported instead of using customer's values. CUST-ADRS-1 A CUST-ADRS-2 A CUST-CITY A CUST-STATE A CUST-ZIP-COD A Ship-to # SHIP-TO-NO N Can be zero or an on-file ship-to, or can be a valid numeric if DI setup specifies to allow adding shipto's. (Blank) = "Same as bill-to" SHIP-TO-NAM A If Data Interchange setup specifies to use imported values and both Name and Address-1 are nonblank, then address values (name thru zip code) are imported instead of customer's values SHIP-TO-ADRS-1 A SHIP-TO-ADRS-2 A SHIP-TO-CITY A SHIP-TO-STATE A SHIP-TO-ZIP-COD A User-def-1 USR-DEF-FLD (1) A User-def-2 USR-DEF-FLD (2) A User-def-3 USR-DEF-FLD (3) A User-def-4 USR-DEF-FLD (4) A User-def-5 USR-DEF-FLD (5) A (Deposits) Paycode DEP-PAY-TYP N If present, must be valid Order Entry deposit paycode Amount DEP-AMT-RCVD N If there is a deposit paycode, must > 0 Validate 1 DEP-REF-TXT-1 A If EDC paycode, must be valid credit card #. If EDC check, must be DL# Validate 2 DEP-REF-TXT-2 A If EDC paycode, must be valid exp date

6 Data Interchange: Getting Started - Order Entry EDI Import Specifications 6 (Final payments) Paycode BAL-PAY-TYP N If present, must be valid Order Entry paycode. If charge customer, (Blank) = A/R charge paycode Amount BAL-AMT-RCVD N Not imported Validate 1 BAL-REF-TXT-1 A If EDC paycode, must be valid credit card #. If EDC check, must be DL# Validate 2 BAL-REF-TXT-2 A If EDC paycode, must be valid exp date (Electronic invoice) Invoice method INVC-METH A P = Paper, E = Electronic, B = Both, (Blank) = Paper Invoice # INVC-NO N Not imported Invoice date INVC-DAT N Not imported Sale amount SLS-AMT N Not imported Pmts received DEP-APPL-AMT N Not imported Amount due AMT-DUE N Not imported Notes record Field Name SYNOTF field Type Start End Dec Comments/Validation Record type A N = Note Order # N Must match preceding header EDI doc # A Must match preceding header Note ID NOTES-SEQ-FLD A (Blank) = use date stamp Text NOTES-LIN A (Blank) = "(blank)"

7 Data Interchange: Getting Started - Order Entry EDI Import Specifications 7 Line item record Field Name OELINF field Type Start End Dec Comments/Validation Record type A L = Line item Order # N Must match preceding header EDI doc # A Must match preceding header Line # LIN-NO N Not imported Item number ITEM-NO A Must be on-file item or barcode Barcode A If non-blank, will be used instead of item-# Description 1 DESC-LIN-1 A (Blank) = use item's value Description 2 DESC-LIN-2 A (Blank) = use item's value Location LOC A Not imported (uses header value) Drop-ship flag DROP-SHIP-FLG A Spec ord flag SPEC-ORD-FLG A Not imported Line disc % N Used to reduce Unit-price (exported as zero) Ship date SHIP-DAT N (Blank) = use header value Sales rep SLS-MAN-NO A Not imported (uses header value) Pft ctr PFT-CTR N Not imported (uses header value) Reference LIN-REF A Order unit SELL-UNIT A (Blank) = use item's stocking unit Qty ord QTY-ORD N Qty to ship LIN-QTY N Not imported Qty on BO QTY-BO N Not imported Qty returned QTY-RTN N When Qty ord value is negative, if Return to inventory method is Qty ordered, Qty returned value is ignored. If Return to inventory method is Qty returned, Qty returned value is imported and the remainder is scrapped. Unit price PRC N If EC control specifies to import prices and value is non-zero, value is used for line item s PRC. If zero or (Blank) a zero is imported. List price PRICE-1 N If EC control specifies to import prices and value is non-zero, value is used for line item's Price-1. If zero or (Blank) a zero is imported. Unit cost UNIT-COST N Imported only for misc items that aren't Cost of goods sold %

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