RATEX EDI Solution. Procedural Guide. Release 7

Transcription

1 Procedural Guide Release 7

2 This document contains proprietary information of Business Solutions, Inc. Any reproductions of this information in whole or in part without prior written authorization from Business Solutions, Inc. is prohibited. Use of this material for purposes other than in connection with system is in violation of the licensing agreement. Every attempt has been made to make this material complete, accurate and up-to-date. Users are cautioned, however, that Business Solutions, Inc. reserves the right to make changes to the software and its related documentation without notice and shall not be responsible for any damages (including consequential) caused by reliance on the material, including, but not limited to, typographical, arithmetic or listing errors. Business Solutions, Inc Hickory Road Suite 10 Plymouth Meeting, PA Phone: (610) Fax: (610) Printed in U.S.A. Copyright 2002 by Business Solutions, Inc., Plymouth Meeting, PA All Rights Reserved.

3 Table of Contents i Table of Contents PART 1 - INTRODUCTION TO THE EDI SOLUTION What is EDI? What is the traditional EDI ordering solution (i.e. PUBNET)? How does the differ in function? Why do I need to use both PUBNET and EDI? What are the additional advantages to EDI if I am a member of the Retail Alliance, Inc.? Who are the EDI vendors? How do I utilize the with vendors? Understanding Menu Screens and Commands Data Entry Formats PART 2 - SIGNING UP FOR THE EDI SOLUTION Software Release Level Requirement Hardware Storage and Interface Requirements Contacting the EDI Vendors PART 3 - EDI SOLUTION PARAMETERS Extended Database Module Merchandise Modules LINK Module PART 4 - PREPARING A TEST ORDER Test Data within the System Test FTP Directories ISA Test Indicator Test Execution PART 5 - PROCESSING A EDI ORDER Updating the Text and Trade Databases Generating Purchase Orders in the Merchandise Modules Transmitting and Retrieving EDI Documents Receiving Cartons Electronically Processing Electronic Invoices APPENDICES Appendix A - Vendor Setup Issues...A-1 Appendix B - VEDIF Parameter Settings...B-1 Appendix C - The DIDCS Algorithm...C-1 Appendix D - Sample Reports... D-1 Appendix E - Acknowledgement Code/Action Code Assignments...E-1 INDEX

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5 About this Manual iii About this Manual CONTENT The explanations, examples and illustrations in this reference guide will help you take full advantage of the features, functions and procedures that make up the. This reference guide is divided into the following chapters: Part 1 Part 2 Part 3 Part 4 Part 5 Introduction Signing Up for the Parameters Preparing a Test Order Introduction Signing Up for the Parameters Preparing a Test Order Processing a EDI Order This chapter conceptually explains the, contains information about the content of this guide, and details about the guide's format. This chapter addresses the system requirements and prerequisite business steps that must be satisfied when signing up for the. This chapter explicitly presents the parameter setting that must be defined to effectively employ the. This chapter guides you through the system-related preparations you must complete to make ready the system for a test order and to insure that your system communicates with the appropriate test directories on the EDI vendor's FTP server. Processing a This chapter presents a detailed breakdown of the EDI EDI Order ordering process. Each module and menu screen that plays a part in the ordering process is thoroughly explained. FORMAT Each chapter begins with a cover page that indicates the chapter's title and assigns a "part" number. Each section begins with a left-aligned heading in large bold print that provides a descriptive title of the section's contents. Every page in the guide has a header that contains the page number. The page number consists of the "part" number assigned to the chapter followed by a hyphen and the number of the page you are on within the chapter. If you are unsure of which chapter you are in, the odd-paged headers contain the chapter title.

6 iv About this Manual (cont'd) The body of each page in the reference guide may consist of any of the following: An introduction as to the purpose of a section. Questions posed to the user to assist in guiding the user through the guide. The questions are underlined and appear in bold letters. Sample screen prints of menus and data entry screens as well as sample reports. Bulleted lists highlighting each data entry field a user must complete or showing each column header a user may see on a report print out. Single quotation marks and/or uppercase characters in the text body to highlight data entry fields, column headers and valid responses for data entry fields. If a particular key on your computer s keyboard must be pushed to execute an action, a special keystroke font has been employed to demonstrate this. For instance, if you are required to press <enter>, the keystroke font looks like. A large-sized font in bold and italics highlights additional explanations or important information. Here is an example of what the user sees: Any suggestions or comments concerning this reference guide would be appreciated. Write to Business Solutions; Inc.; 2250 Hickory Road; Suite 10; Plymouth Meeting PA, or documentation@ratex.com.

7 Introduction 1-1 PART 1 INTRODUCTION TO THE EDI SOLUTION The Introduction chapter presents general information and basic instructions to impart an overall understanding of the. This chapter highlights what you can accomplish with the and how the works within. The Introduction chapter addresses the following topics: What is the in contrast to traditional EDI? Who are the vendors with which I can do business? How does the work with vendors? Take time to acquaint yourself with these topics to gain an overall awareness of the design and work flow of the.

8 1-2 Introduction to the What is EDI? EDI stands for "Electronic Data Interchange". Put simply, EDI is a means for stores and suppliers to do business via electronic communications. EDI in the retail industry evolved from a 1986 initiative by 18 retailers and suppliers to develop a common interpretation of the ANSI (American Nation Standards Institute) X12 electronic purchase order format. Out of this independent movement for a generally accepted purchase order was the establishment of the Voluntary Interindustry Commerce Standard (VICS). The VICS EDI format is the standard used by the merchandise retail industry for electronic commerce. 1 What is the traditional EDI ordering solution (i.e. PUBNET)? Transmitting orders electronically from college store back-office systems, e.g., textbook management systems, to vendors, e.g., used book wholesalers, publishers, etc., is typically associated with EasyLink and PUBNET. EasyLink s origin date back to Western Union Telex, the earliest form of transmitting orders electronically, and PUBNET was the first standard transaction format for ordering electronically in the collegiate retailing market. Both remain viable options, in specific cases, for the electronic transfer of purchase orders and purchase order acknowledgements between college stores and vendors. How does the differ in function? The is similar to PUBNET in practice. Both use industry standard formats to convey information. But EDI offers additional capabilities and opportunities for the college stores and vendors as trading partners. The functionality of the is considerably different than traditional EDI systems. EDI uses File Transfer Protocol (FTP) across the Internet for direct communications between trading partners. Other systems, like EasyLink and PUBNET, employ a third-party value added network (VAN) to transmit orders. VANs charge a fee that heretofore has largely been absorbed by the vendor partner in the college market. EDI utilizes the Internet in place of the network to transmit orders via FTP; largely without transmission costs to either trading partner. Thus, EDI drives costs out of the business-to-business interactions, which benefits both trading partners. Additionally, EDI handles more types of information than the traditional EDI services. While traditional EDI services are limited to purchase orders and purchase order acknowledgements, EDI can effectively manage all the information required to see an order all the way through to the college store's payment of the vendor s invoice. EDI accomplishes this by using multiple types of electronic documents, called transaction sets, to transmit various types of order-related information. Thus, EDI is referred to as fullcycle EDI. The improves efficiency and drives costs out of the procurement process for both trading partners. Why do I need to use both PUBNET and EDI? Today, there are only a limited number of large volume vendors that are capable of supporting direct FTP transmissions and the additional transaction sets that enable the full-cycle EDI 1. "Voluntary Interindustry Commerce Standard." Electronic Commerce. 8 May 2002.

9 Introduction 1-3 Introduction to the (cont'd) process. However, a significant number of vendors in the industry already utilize EDI for purchase orders and purchase order acknowledgements. Therefore, the system supports both EDI and the traditional EDI systems (EasyLink and PUBNET) to accommodate the maximum order efficiency available in the collegiate retailing market. What are the additional advantages to EDI if I am a member of the Retail Alliance, Inc.? The functionality that supports the is built-into the standard system. As such, the ability to process orders via EDI with participating vendors is available to all users who upgrade to the latest version of the software. The Retail Alliance has negotiated programs with some of the vendors that leverage the collective savings in the ordering process into better business terms for the college store. So while a college store using is not required to join the Retail Alliance or to use EDI, it may be advantageous for the store to do both to fully benefit from the process savings and improved business terms. Who are the EDI vendors? The ability to integrate the many facets of ordering, receiving, and invoicing into the EDI Solution relies on a vendor's capacity for direct electronic communications and willingness to establish an electronic ordering relationship. Fortunately there are vendors in the college retail industry who share 's goals. Listed below are the vendors with which has established a direct EDI relationship via FTP. These vendors are capable of directly receiving purchase order data and providing detailed information with regards to order acknowledgements, advanced shipping notices and invoices. Follett Ingram Thompson* *At the time of publication, Pearson and Thompson have not formalized EDI relations with. How do I utilize the with vendors? As stated previously, the "E" in EDI stands for "Electronic". The objective of the EDI Solution is to take advantage of the efficiency created by processing orders electronically. The following discusses the three major components to facilitating effective EDI communications in : the method of communication, the format of the data that is transmitted and retrieved, and the process with regards to the modules. File Transfer Protocol (FTP) - The Method The communication method utilized by the and its vendors is FTP. Incorporated into LINK, the communication module, is the capability for your host system to transmit and retrieve data via this electronic communication protocol. VICS EDI Documents - The Format NACSCorp Pearson* As already discussed, VICS EDI is the standard data format used by the merchandise retail industry for electronic commerce. Therefore, both and the EDI vendors are

10 1-4 Introduction to the (cont'd) responsible for maintaining data integrity by adhering to the agreed formats set forth by VICS EDI. Fortunately for users of the, your system formats outgoing data and interprets incoming data automatically according to these standards. EDI formats are defined in terms of transaction sets, i.e., electronic documents. For example, Buyers place orders by submitting purchase orders to vendors. Therefore, an EDI format has been defined for a purchase order and assigned the document code of 850. Listed below are the major EDI documents that drive the. Please take a moment to familiarize yourself with them The EDI document code for purchase orders (POs). Purchase orders that are entered via the Merchandise modules for EDI vendors are formatted by LINK to the 850 standard before transmission The EDI document code for PO acknowledgements (POAs). An EDI vendor generates an 855 in response to receiving an 850. Within the 855 are predetermined codes that your system uses to automatically update purchase order line items within the Merchandise module from which the 850 originated The EDI document code for advance shipment notices (ASN). An 857 is an electronic confirmation from the vendor of the items that have been shipped and are en route to your store. Upon retrieving an 857, the LINK system processes the document and stores carton level data in the ASN file (LINK.ASN) and PO item level details in the ASND file (LINK.ASND). The Receiving module utilizes these records when a carton is scanned The EDI document code for invoices. When an EDI vendor provides an 810 for a shipment, the LINK system processes the document and creates a record in the invoice file (LINK.INVOICE). The Accounts Payable module includes an automated processing feature that matches invoice records to the delivery logs and creates AP transaction records. Multiple Modules...One Solution - The Process Extended Database Merchandise Modules FTP Vendor's FTP Server Cascading unfulfilled quantities LINK On Your Host System Receiving Accounts Payable

11 Introduction 1-5 Introduction to the (cont'd) As you can see from the diagram above, the incorporates the functionality of several modules. 1. While the Extended Database module is included in the diagram, it is an optional module. Before you can order merchandise, a record of the items to be ordered must exist in your Merchandise module's database. The Extended Database module augments your Text and Trade databases by enabling you to import up-to-date bibliographical and vendorrelated information regarding the titles available from an EDI vendor. Furthermore, Retail Alliance members can take advantage of discounts offered by an EDI vendor. 2. Once the items you wish to order exist in your merchandising module's database, your Buyers can generate POs that are destined for the EDI vendors via FTP. During the initial setup of your system for the, there are many parameters that must be predefined to facilitate the FTP transmission of orders to the EDI vendors. 3. POs generated from a Merchandise module are forwarded to the LINK module. Here, purchase orders are formatted according to the 850 EDI document standard and transmitted via FTP. Additionally, LINK has the capability to retrieve and process 855s, 857s and 810s that the EDI vendor has placed in your store's outgoing "mailbox" on the FTP server. Regarding 855s, as LINK processes 855s, purchase order line items are updated within the Merchandise module from which the PO originated to reflect quantities acknowledged and quantities cancelled. When quantities are cancelled, the system has the capability to cascade unfulfilled quantities, i.e., automatically create pending orders to be sent to other vendors for the unfulfilled quantities. 4. As LINK processes 857s, LINK generates ASN (Advance Shipment Notice) records at a carton level and a PO item level that are made available to the Receiving system for the electronic scanning of cartons. When a carton is scanned, Receiving utilizes the ASN (carton) records and ASND (PO item detail) records to create delivery log records. Furthermore, users can employ the Receiving module's auto-posting feature for the Accounts Payable and Stock Ledger modules. 5. Along with 857s, LINK generates electronic invoice records when processing 810 EDI documents. From the invoice records, the Accounts Payable module can automatically match the invoices to the delivery logs and create transaction file records (AP.TF) by cross-referencing the bill of lading #, which is included on both the 857 and the 810.

12 1-6 Understanding Menu Screens and Commands Introduction to the (cont'd) You will encounter many different menu screens and data entry fields when navigating through the system. The following information helps you understand menu screens and the commands used to navigate through the screens. MENU SCREENS The sample screen below represents a typical menu. Following the screen print are detailed explanations of each aspect of the menu screen. Version Screen Header Menu or Program Reference Menu Selection Number or Characters [7.02] LINK MASTER MENU [LINK] 1 - Edit/Create Messages 11 - Sending History 3 - Preview/Delete Messages 13 - Receiving History Function Description 5 - Scheduling Menu 7 - Startup Processor 9 - FTP Processor Common Menu??Ar ea PA - Parameter Settings ST - Display Port Status PR - Print Menu UT - Utilities ENTER MENU SELECTION: VS - View Current/Last Send VR - View Current/Last Receiving VE - View Transmission Errors RP - Reports LO - Logoff Command Bar/Prompts Version Screen Header Menu or Program Reference Menu Selection Number or Characters Function Description This displays the version of with which you are working. This displays the title of the menu with which you are working. In the upper right hand corner is a menu or program reference number. Use this reference number when asking Customer Support questions about a particular menu screen. All selections are made by entering the number or characters corresponding to the desired function. If an incorrect entry is made, an error message displays. To continue, press to clear the message and then re-enter the correct number or characters. The system displays brief descriptions of the various functions you can access from a menu when you enter the corresponding menu selection number or characters.

13 Introduction 1-7 Introduction to the (cont'd) Common Menu Area Command Bar/Prompts The common menu presents functions that various modules have in common. These functions are not exclusive to any one module. All common menu items are displayed at the bottom of the screen. This is where the system displays commands and prompts that direct the user's actions and navigation. However, on many of the screens, if the user leaves the prompting message blank and presses, the system steps back to the previous screen. The system continues to step back until reaching the main menu. COMMAND KEYS AND CHARACTERS Listed below are the various keys and characters that the system recognizes as a command from the user. These commands allow you to navigate the system and complete data entry screens. - Use this key to enter menu selections and to complete data entry fields. In the vast majority of fields where the system requires you to enter data or a menu choice, you must press to execute your entry and to move your cursor to the next field or screen. This key also works as an exit key. When you leave the initial data entry field blank on a screen and press, the system exits you to the previous screen. In addition, pressing clears any error messages so you can continue. < or > + - Use these characters to move your cursor backward or forward one field. The backward arrow also serves as an exit key. If you type < in the initial data entry field on a screen and press, the system exits you to the previous screen. << or >> + - Use these characters to move your cursor backward or forward one logical group of fields. The backward arrows also serve as an exit key. If you type << in the initial data entry field on a screen and press, the system exits you to the previous screen.! + - Think of this character as a panic button. On many screens, if you type! in a field and press, the system exits you from that screen without saving any changes. # + - Type # in a field and press to delete any existing characters appearing in that field. This character "blanks out" the field. (period key) and (zero key) - Use these keys to page up and down through data. In instances when the system is unable to list all available data on one screen, the system displays the. or 0 at the bottom of the screen. To move through the data, press to page down and to page up. The (plus key) and the (minus key) also perform these functions on some screens. (up arrow key) and (down arrow key) - When it is possible to navigate your cursor through the items in a list, use the arrow keys located on your keyboards numeric keypad to move your cursor up and down through the items listed.

14 1-8 Introduction to the (cont'd)? = Help - When available, type? in a field and the system provides on-line help about what that fields purpose is and what constitutes a valid entry..l = Select List - When available, type.l in a field and the system displays a list of valid entries from which to choose. Use the and keys on your keyboards numeric keypad to move the highlight bar through the selection list. If the field accepts multiple entries, place the highlight bar over each selection in the list you desire and hit the spacebar. Press once you have made your selection(s).. = Recall - When available, type. in a field where you recently cross-referenced a record, such as the SKU number for a product record, and the system recalls your last crossreference. The data related to the record previously referenced is redisplayed by the system. Data Entry Formats Listed below are the system requirements for data entry formats. The guide summarizes these formats here and addresses these requirements throughout the remaining chapters as well. Date Entry - Dates can be entered in a variety of ways. For example July 4, 2002 can be entered as: 7/4 7/4/ Be aware that when you drop off the year, the system automatically fills in the current year. Decimals - In fields where you enter numbers, such as dollar amounts and percentages, a decimal point may or may not be assumed by the system. For instance, if you want to enter the value $45 in a field which assumes a decimal point, typing 45 would be interpreted by the system as $0.45. Refer to your reference guide and the on-line help function for instructions regarding the use of a decimal. Semi-colons - In fields where you enter multiple items, the system requires you to separate the multiple items with some sort of punctuation. Most of the time the system requires you to use semi-colons. Refer to your reference guide and the on-line help function for instructions regarding the use of semi-colons.

15 Signing Up for the 2-1 PART 2 SIGNING UP FOR THE EDI SOLUTION In order to utilize the in your store, there are system requirements that must be met and prerequisite business steps that the EDI vendors expect. The purpose of this chapter is to address the conditions that must be satisfied when signing up for the EDI Solution. Some of the topics addressed in this chapter are: Software release requirement Hardware requirements Scheduling setup and testing phases with the vendors Approximation of timeline for setup Now that you have decided to implement the in your store, use this chapter to guide you through the preliminary setup issues.

16 2-2 Signing Up for the Software Release Level Requirement The functionality that supports the is included in the standard system beginning with the 7.02 software release. If you need to schedule an upgrade of your software, please contact Support. Hardware Storage and Interface Requirements To take full advantage of the, your system must include the following: Contacting the EDI Vendors Since the hinges on the ability to communicate electronically via FTP, your host system must be connected to the Internet. Transferring EDI documents to and from a vendor's FTP server is the primary function of the LINK module. Internet connectivity on the host system is required to perform this function. If you plan to include the Extended Database module in the for your store, then your host system must have sufficient hard drive space to accommodate the large database of titles that you will be receiving from the vendors. Depending on the vendor, you need anywhere from 500 MB to 1.5 GB of available hard drive space. Furthermore, the vendors may provide the title database on CD-ROM. Therefore, your host system should be equipped with a CD-ROM drive. One of the major advantages to processing orders with the is the ability to scan packages in receiving. Therefore your PC or terminal in the Receiving Dept. should come equipped with a scanner that is capable of scanning the barcode format code 128 subset B. While and the EDI vendors have worked out the technical aspects to processing orders via EDI, there are prerequisite steps that you need to address directly with the vendors. For instance, some of the EDI vendors offer buying programs to RA members that require the execution of a contract. Additionally, all the EDI vendors must provide login credential for connecting via FTP. Furthermore, once you have your login credentials defined in the system, you and the vendor need to arrange testing of the electronic ordering process. Included with this document is an appendix dedicated to the vendor-specific steps that you should follow when establishing an EDI relationship with a vendor. Click here to view Appendix A.

17 Parameters 3-1 PART 3 EDI SOLUTION PARAMETERS With the exception of the recently introduced Extended Database module, the EDI Solution has been built into the existing library of modules. In order to effectively employ the, there are several parameters that must be defined within the modules. This chapter is your primary source for parameter settings. parameter settings for the following modules are addressed in this chapter: The Extended Database module The Merchandise modules (Text, Trade, and GM) The LINK Module While Receiving and Accounts Payable are integral pieces to the, there are no EDI-related parameters to be defined within these modules. As you will see, the parameter settings are extensive. However, after your initial investment of time completing the settings, the EDI ordering process will perform consistently with little or no additional maintenance.

18 3-2 EXTENDED DATABASE MODULE If the architecture for your system includes the Extended Database for Textbook and Tradebook titles, then you need to complete the following parameter screens: EXTDB-03-nn - File Name and FTP Settings: EDI vendors provide bibliographical and vendor-related information by way of either CD-ROM or FTP. However, before the data can be uploaded to your system, the names of the files containing the data must be specified. Furthermore, if a vendor provides its database via FTP, then the URL, login and password for connecting with the vendor's FTP server need to be defined as well. Click the page links below to view the settings for a particular vendor. EXTDB Ingram page 3-3 EXTDB NACSCorp page 3-5 EXTDB Pearson page 3-6 EXTDB Thomson page 3-8 EXTDB Percentage Discount Parameters: The Extended Database system has the functionality to automatically update the local databases in Text and Trade with the EDI vendors that provide the best effective discounts on the titles you purchase. In order for the system to accomplish this, you need to provide percentage discount information for the EDI vendors. See page 3-10 for instructions.

19 Parameters 3-3 EXTDB-03-nn - File Name and FTP Settings Ingram File Name Maintenance - EXTDB Screen 1: The Ingram File Name Maintenance screen 02/21/01 03:27pm Vendor File Name Maintenance EXTDB-03 Full Pathing Location of Files : XXXXXXXX/EXTDB/DATA.LOAD/ Title Database File : TTLINGV2.TXT Return Flag Code File : retrnflg.txt Contributor Role Code File : ctbrrole.txt Binding Code File : binding.txt Media Type Code File : media.txt Children's Type Code File : childtp.txt Discount Code File : disctabl.txt Vendor Subject Code File : bscsjcg.txt Major Category Code File : catg2.txt Subject Category Code File : bscsjcg.txt Nightly Stock Data File : STOCK3.DAT Nightly Stock Data Server : ftp1.ingrambook.com Nightly Stock Data Login : XXXXXXXXX Nightly Stock Data Password : XXXXXXXXX Bypass File Copy (Y/N) : N Bypass File Removal (Y/N) : N Ready to Update <>=Yes. <RETURN> TO CONTINUE COMPLETE THE FOLLOWING FIELDS The file maintenance settings are case sensitive. Full Pathing Location This field indicates the directory location on your system's hard drive where the raw data from the vendor will be stored. Be sure to provide the complete path. Press. Title Database File Type TTLINGV2.TXT and press. Return Flag Code Type retrnflg.txt and press. File Contributor Role Type ctbrrole.txt and press. Code File Binding Code File Type binding.txt and press. Media Type Code File Type media.txt and press. Children s Type Type childtp.txt and press. Code File Discount Code File Type disctabl.txt and press. Vendor Subject Type bscsjcg.txt and press. Code File Major Category Code Type catg2.txt and press. File

20 3-4 EXTDB-03-nn - File Name and FTP Settings (cont'd) Ingram File Name Maintenance - EXTDB (cont'd) Subject Category Type bscsjcg.txt and press. Code File Nightly Stock Data Type STOCK3.DAT and press. File Nightly Stock Data Type ftp1.ingrambook.com and press. Server Nightly Stock Data Login Indicate the login ID that Ingram assigns to your store for the FTP of the Ingram database and stock data. NOTE: The login ID for the database will be different from the login ID defined in the VEDIF parameters for EDI orders (see page 3-15). Press. Nightly Stock Data Indicate the password associated with the login ID. Press. Password Bypass File Copy Bypass File Removal EXTDB is where you launch the process for importing data from Ingram's CD-ROM. Importing data to the extended database involves two major steps. First, the raw title data is copied from the CD-ROM to your system's hard drive. Second, the raw data now residing on your hard drive is converted into the format of the extended database. You can skip the first step of copying the data from CD-ROM by importing the raw data from Ingram via FTP. If the raw title database for Ingram already exists on your hard drive, then type Y in this field before executing EXTDB to skip the CD-ROM load. Otherwise, N should appear in this field. Press. After completing the EXTDB-02 processes of copying and/or reformatting vendor data, the system then looks to this field to determine whether the raw data should be purged from the hard drive. Before executing the EXTDB-02 import process for a vendor, type Y in this field to preserve the raw data on the hard drive. Otherwise, type N to instruct the system to remove the raw data. The recommended setting is N. Press. WHAT SHOULD I DO NOW? At the READY TO UPDATE? prompt: Press to save your changes and return to the Parameter menu [EXTDB-03] -OR- Type < and press to make further changes before exiting this process -OR- Type X and press to return to the Parameter menu [EXTDB-03] without saving your changes.

21 Parameters 3-5 EXTDB-03-nn - File Name and FTP Settings (cont'd) NACSCorp File Name Maintenance - EXTDB Screen 1: The NACSCorp File Name Maintenance screen 11/28/01 10:59am NACSCORP File Name Maintenance EXTDB-01 Full Pathing Location of Files : XXXXXXXX/DATA.LOAD/NACSCORP/ Title Database File : ra-title-maint.dat Publisher Code File : ra-publ.dat Contributor Role Code File : Binding Code File : Media Type Code File : Children's Type Code File : Discount Code File : ra-disc.dat Vendor Subject Code File : ra-subj.dat Nightly Stock Data File : ra-title-maint.dat Nightly Stock Data Server : ftp.nacscorp.com Nightly Stock Data Login : XXXXXXXXX Nightly Stock Data Password : XXXXXXXXX Nightly Stock Data FTP Directory : dbfiles Ready to Update <>=Yes. <RETURN> TO CONTINUE COMPLETE THE FOLLOWING FIELDS The file maintenance settings are case sensitive. Full Pathing Location This field indicates the directory location on your system's hard drive where the raw data from the vendor will be stored. Be sure to provide the complete path. Press. Title Database File Type ra-title-maint.dat and press. Publisher Code File Type ra-publ.dat and press. Contributor Role Code File Binding Code File Leave blank Leave blank Media Type Code File Leave blank Children s Type Code File Leave blank Discount Code File Type ra-disc.dat and press. Vendor Subject Type ra-subj.dat and press. Code File Nightly Stock Data Type ra-title-maint.dat and press. File

22 3-6 EXTDB-03-nn - File Name and FTP Settings (cont'd) NACSCorp File Name Maintenance - EXTDB (cont'd) Nightly Stock Data Type ftp.nacscorp.com and press. Server Nightly Stock Data Login Indicate the login ID that NACSCorp assigns to your store for the FTP of the NACSCorp database and stock data. NOTE: The login ID for the database will be the same as the login ID defined in the VEDIF parameters for EDI orders (see page 3-15). Press. Nightly Stock Data Indicate the password associated with the login ID. Press. Password Nightly Stock Data Type dbfiles and press. FTP Directory WHAT SHOULD I DO NOW? At the READY TO UPDATE? prompt: Press to save your changes and return to the Parameter menu [EXTDB-03] -OR- Type < and press to make further changes before exiting this process -OR- Type X and press to return to the Parameter menu [EXTDB-03] without saving your changes. Pearson File Name Maintenance - EXTDB Screen 1: The Pearson File Name Maintenance screen 11/28/01 12:48pm PEARSON File Name Maintenance EXTDB-01 Catalog Data Server : client.icctrade.com Catalog Data Login : XXXXXXXXX Catalog Data Password : XXXXXXXXX Catalog Data FTP Directory : OUTBOX/X12 Catalog Data Location : /XXXXX/DATA.LOAD/PEARSON/ Bypass File Removal (Y/N) : N Ready to Update <>=Yes. <RETURN> TO CONTINUE

23 Parameters 3-7 EXTDB-03-nn - File Name and FTP Settings (cont'd) Pearson File Name Maintenance - EXTDB (cont'd) COMPLETE THE FOLLOWING FIELDS The file maintenance settings are case sensitive. Catalog Data Server Type client.icctrade.com and press. Catalog Data Login Indicate the login ID that Pearson assigns to your store for the FTP of the Pearson database and stock data. NOTE: The login ID for the database will be the same as the login ID defined in the VEDIF parameters for EDI orders (see page 3-15). Press. Catalog Data Indicate the password associated with the login ID. Press. Password Catalog Data FTP Type OUTBOX/X12 and press. Directory Catalog Data Location Bypass File Removal This field indicates the directory location on your system's hard drive where the raw data from the vendor will be stored. Be sure to provide the complete path. Press. After completing the EXTDB-02 processes of copying and/or reformatting vendor data, the system then looks to this field to determine whether the raw data should be purged from the hard drive. Before executing the EXTDB-02 import process for a vendor, type Y in this field to preserve the raw data on the hard drive. Otherwise, type N to instruct the system to remove the raw data. The recommended setting is N. Press. WHAT SHOULD I DO NOW? At the READY TO UPDATE? prompt: Press to save your changes and return to the Parameter menu [EXTDB-03] -OR- Type < and press to make further changes before exiting this process -OR- Type X and press to return to the Parameter menu [EXTDB-03] without saving your changes.

24 3-8 EXTDB-03-nn - File Name and FTP Settings (cont'd) Thomson File Name Maintenance - EXTDB Screen 1: The Thomson File Name Maintenance screen 11/28/01 01:39pm THOMSON File Name Maintenance EXTDB Catalog Data Server : order.itpms.com Catalog Data Login : XXXXXXXXXX Catalog Data Password : XXXXXXXXXX Catalog Data FTP Directory : OUTGOING Catalog Data Location : /XXXXX/DATA.LOAD/THOMSON/ Bypass File Removal (Y/N) : N Ready to Update <>=Yes. <RETURN> TO CONTINUE COMPLETE THE FOLLOWING FIELDS The file maintenance settings are case sensitive. Catalog Data Server Type order.itpms.com and press. Catalog Data Login Indicate the login ID that Thomson assigns to your store for the FTP of the Thomson database and stock data. NOTE: The login ID for the database will be the same as the login ID defined in the VEDIF parameters for EDI orders (see page 3-15). Press. Catalog Data Indicate the password associated with the login ID. Press. Password Catalog Data FTP Type OUTGOING and press. Directory Catalog Data Location Bypass File Removal This field indicates the directory location on your system's hard drive where the raw data from the vendor will be stored. Be sure to provide the complete path. Press. After completing the EXTDB-02 processes of copying and/or reformatting vendor data, the system then looks to this field to determine whether the raw data should be purged from the hard drive. Before executing the EXTDB-02 import process for a vendor, type Y in this field to preserve the raw data on the hard drive. Otherwise, type N to instruct the system to remove the raw data. The recommended setting is N. Press.

25 Parameters 3-9 EXTDB-03-nn - File Name and FTP Settings (cont'd) Thomson File Name Maintenance - EXTDB (cont'd) WHAT SHOULD I DO NOW? At the READY TO UPDATE? prompt: Press to save your changes and return to the Parameter menu [EXTDB-03] -OR- Type < and press to make further changes before exiting this process -OR- Type X and press to return to the Parameter menu [EXTDB-03] without saving your changes.

26 3-10 EXTDB Percentage Discount Parameters HOW DO I GET STARTED? Before proceeding, please read the DIDCS algorithm discussion in Appendix C. From the Extended Database Parameters menu [EXTDB-03], select option 3 - Primesource Parameter Maintenance. Initially your cursor appears in a field titled EXTDB VENDOR. Each EDI vendor has assigned its database an ID code that is utilized in the Extended Database system. The codes are: ING = titles@ingram NACS = NACSCorp INGX = Ingram Complete DB PED = Pearson ITP = Thomson Type the code for the vendor whose discount parameters you wish to define and press. A screen similar to the following appears. Screen 1: Use this screen to define discount parameters for both Trade and Text vendors. MAINTAIN PRIMESOURCE PARAMETERS IMPORT VENDOR: ING - INGRAM BOOK COMPANY TRADE PRIMESOURCE UPDATES Y TRADE VENDOR 111 INGRAM TRADE FREIGHT DISCOUNT% 2.5 TRADE EARLY PAY DISCOUNT% 2.0 TRADE PROCESS DISCOUNT% 4.0 TRADE MINIMUM DISCOUNT% 30.0 TEXT PRIMESOURCE UPDATES N TEXT VENDOR TEXT FREIGHT DISCOUNT% 0.0 TEXT EARLY PAY DISCOUNT% 0.0 TEXT PROCESS DISCOUNT% 0.0 TEXT MINIMUM DISCOUNT% 0.0 EXTDB.PRIMESOURCE.PARAM.MAINT READY TO UPDATE? <>=YES COMPLETE THE FOLLOWING FIELDS Import Vendor Trade Primesource Updates Trade Vendor This display-only field reiterates the EDI vendor that you initially entered. The EXTDB menu option is the process you execute to automatically update the vendor on local title master files (TR.TMF and TX.TMF) when the system determines that an EDI vendor offers a better effective discount. However, the tradebook titles for an EDI vendor will not be considered during the EXTDB process unless Y appears in this field. Type Y or N as to whether tradebook titles should be considered when EXTDB is executed. Press. NOTE: Type N if you intend to use the EDI vendor strictly for the Text system. The EDI vendor you are working with must also exist in the Trade system. Type the vendor code as it appears in the Trade system and press.

27 Parameters 3-11 EXTDB Percentage Discount Parameters (cont'd) Trade Freight Discount % Trade Early Pay Discount % Trade Process Discount % Trade Minimum Discount % Text Discount Parameter Fields If offered by the EDI vendor, this percentage represents the value of free freight that will be deducted from your invoices. Type the percentage carried out to one decimal place and include the decimal point. For example, 3% would be typed as 3.0. Press. If offered by the EDI vendor, this percentage represents the discount for early payments that you may deduct from your invoices. Type the percentage carried out to one decimal place and include the decimal point. For example, 3% would be typed as 3.0. Press. This percentage is determined by your store. It represents the "efficiency" savings realize for placing orders electronically with an EDI vendor. Type the percentage carried out to one decimal place and include the decimal point. For example, 3% would be typed as 3.0. Press. You must determine the minimum percentage discount that your store will accept from a trade book vendor. Type the percentage carried out to one decimal place and include the decimal point. For example, 25% would be typed as Press. The remaining fields on this screen are identical to the fields on the top half of the screen. These fields serve the same purpose for the Text system as they do for the Trade system. You need to make the same decisions and complete the same parameter settings for an EDI vendor that deals in textbooks. WHAT SHOULD I DO NOW? At the READY TO UPDATE? prompt: Press to save your percentages -OR- Type N and press to make further changes before exiting this process -OR- Type X and press to return to the Parameter menu [EXTDB-03] without saving your changes -OR- Type D and press to delete the discount parameter settings for the EDI vendor. When prompted, type Y and press to confirm that you want delete the settings.

28 3-12 EXTDB Percentage Discount Parameters (cont'd) At this point, if there are two or more EDI vendors assigned to tradebooks and/or textbooks, a screen similar to the following appears. Screen 2: Use this screen to establish the vendor priority for tradebooks and textbooks MAINTAIN PRIMESOURCE PARAMETERSEXTDB.PRIMESOURCE.PARAM.MAINT PrimeSource Text Vendor Priority# 1 of 2 is ING PrimeSource Text Vendor Priority# 2 of 2 is NACS [<]=Backup, [>]=Fwd, [#]=Erase, [?]=Help Enter Text Vendor Abbreviation for Priority# 1NACS Enter Text Vendor Abbreviation for Priority# 2ING READY TO UPDATE? <>=YES As discussed in Appendix C, when the DIDCS algorithm is invoked via EXTDB-02-10, the system updates your local title master file (TR.TMF or TX.TMF) when an EDI vendor offers a better effective discount than the current vendor of record. However, when you have multiple EDI vendors associated with the Text or Trade systems, i.e., more than one vendor with Y in the TRADE or TEXT PRIMESOURCE UPDATES field(s), the Extended Database system considers the ordering priority you assign to the vendors before updating the TMF files. In the event that two or more EDI vendor meet the DIDCS criteria for a title, the system assigns an EDI vendor according to the hierarchy defined on this screen regardless of which vendor offers the better effective discount. WHAT SHOULD I DO NOW? For each EDI vendor associated with the Text or Trade system, the system presents the prompt Enter Text or Trade Vendor Abbreviation for Priority. Complete these prompts in vendor priority order. Type the system-recognized code for each vendor associated with Text or Trade and press.

29 Parameters 3-13 MERCHANDISE MODULES Purchase orders are entered and tracked in the Textbook, Tradebook and General Merchandise modules. Before POs can be generated for transmission to an EDI vendor, the following parameters must be defined: System-level Cascading Parameters - The ability to cascade unfulfilled quantities to subsequent vendors is determined at both the Merchandise module level (Text and Trade only. At time of publication, the capability to cascade orders was not available in GM) and the vendor level within each module. See page 3-14 for instructions on enabling cascading at the system level. Vendor Update Screen - The EDI vendors with which you wish to do business must be designated as EDI vendors within the Merchandise modules. See page 3-15 for instructions. VEDIF Parameters - All the technical information that the system needs to know about the vendors, such as IP addresses and passwords, must be defined. See page 3-15 for instructions. Special Order SAN # - When all of the line items on a PO represent special orders, the system can include shipping instructions for the order by referencing your store's special order SAN #. See page 3-20 for instructions

30 3-14 System-level Cascading Parameters HOW DO I GET STARTED? Upon accessing the Utilities menu for a Merchandise module, proceed to the Maintain Control Parameters/File screen and select the appropriate control file for the Merchandise module in which you are working (TR.INC, or TX.INC). Then select CTL.POP.EQUATES from the items listed and define the following parameters. Cascading Max.Cascading. Vendors Cascading.Release. Pending Type Y or N to enable cascading for the Merchandise module and press. NOTE: Cascading must also be enabled for the EDI vendor(s). See page 3-19 for or instructions on enabling cascading at the vendor level. When a purchase order for an EDI vendor is being created and cascading has been enabled, the system builds the list of subsequent vendors to which unfulfilled quantities will be cascaded. This parameter dictates the maximum number of vendors that may appear in the list. Type the number of cascade vendors allowable and press.???anything Else??? Type Y or N as to whether pending orders created by the cascade process are to be automatically assigned a status of "R"eleased. NOTE: This does not override Trade vendors that are set up with an Order Status of Hard Hold. Press.???Is the Hard Hold statement true??? WHAT SHOULD I DO NOW? Advance your cursor to the bottom of the screen and press to save your updates to the cascading parameters.

31 Parameters 3-15 Vendor Update Screen & VEDIF Parameters HOW DO I GET STARTED? Upon accessing the Vendor Update screen for a Merchandise module, enter the name or vendor ID of an EDI vendor in the ENTER VENDOR ID field. Once the Vendor Update screen is displayed, there are required settings for three of the fields. Order Method Type FTP in this field and press. Order ID (ID) Delay Code Your EDI vendor has been assigned a SAN # for the electronic transfer of orders. Depending on the Merchandise module, the field to be completed is labeled either Order ID or just ID. Type the vendor's SAN# in the appropriate field and press. Before your generated orders can be transmitted via FTP, the orders must be forwarded to the LINK module. LINK assigns each order a "Hold" or "Send" status based upon the delay code you enter in this field. Type H (Hold) for LINK to assign a "Hold" status or I (Immediate) for LINK to assign a "Send" status. The recommended delay code setting is H. Press. WHAT SHOULD I DO NOW? Advance your cursor to the command bar at the bottom of the screen. In the command bar, the processing option [E]DI SCR should appear. Type E and press. Upon entering E in the command bar, a screen similar to the following appears. Screen 1: Attributes of the VEDIF file PAGE 1 OF 3 MAINTAIN VENDOR EDI DATA FILE CO.MAINTAIN.VEDIF.S 1 VEDIF.850.DOCUMENT Y 2 VEDIF.855.DOCUMENT Y 3 VEDIF.857.DOCUMENT Y 4 VEDIF.810.DOCUMENT Y 5 VEDIF.997.DOCUMENT Y 6 VEDIF.PRIMARY.IP.ADDRESS ftp1.ingrambook.com 7 VEDIF.PRIMARY.LOGIN XXXXXXXX 8 VEDIF.PRIMARY.PASSWORD XXXXXXXX 9 VEDIF.PRIMARY.INCOMING.DIR incoming 10 VEDIF.PRIMARY.OUTGOING.DIR outgoing 11 VEDIF.SECONDARY.IP.ADDRESS 12 VEDIF.SECONDARY.LOGIN 13 VEDIF.SECONDARY.PASSWORD 14 VEDIF.SECONDARY.INCOMING.DIR 15 VEDIF.SECONDARY.OUTGOING.DIR 16 VEDIF.TRANSMISSION.FORMAT.PROGRAM LINK.FTP.FORMAT 17 VEDIF.X12.VERSION.OLD VEDIF.BACKORDER.CODE <>=UPDATE<RETURN> TO CONTINUE

32 3-16 Vendor Update Screen & VEDIF Parameters (cont'd) This screen lists the attributes that make up the Vendor Electronic Data Interface File (VEDIF). These settings need to be defined before the system can facilitate the transfer and retrieval of EDI transaction documents. Appendix B provides the vendor-specific settings needed to complete this screen. COMPLETE THE FOLLOWING FIELDS 850.Document 855.Document 857.Document 810.Document 997.Document Primary.IP.Address Primary.Login Primary.Password Primary.Incoming.Dir Primary.Outgoing.Dir 850 is the EDI document code for electronic purchase orders (POs). If the vendor accepts the FTP transmittal of POs, type Y and press. Otherwise type N and press. 855 is the EDI document code for electronic PO acknowledgements (POAs). If the vendor supports the retrieval of POAs via FTP, type Y and press. Otherwise type N and press. 857 is the EDI document code for electronic advance shipment notices. If the vendor supports the retrieval of advance shipment notices via FTP, type Y and press. Otherwise type N and press. 810 is the EDI document code for electronic invoices. If the vendor supports the retrieval of invoices via FTP, type Y and press. Otherwise type N and press. 997 is the EDI code for the electronic equivalent of a return receipt for register/certified mail. If the vendor supports the retrieval of return receipts via FTP, type Y and press. Otherwise type N and press. Specify either the primary IP address or the primary URL of the vendor's FTP server. Press. Indicate the primary login ID that the vendor assigns to your store. Press. Specify the password assigned with the primary login ID by the vendor. Press. When transmitting POs, your system needs to know the directory on the vendor's FTP server where incoming files are stored. Type the incoming directory name supplied by the vendor and press. When retrieving PO acknowledgements, invoices and advance shipment notices, your system needs to know the directory on the vendor's FTP server where outgoing files are stored. Type the outgoing directory name supplied by the vendor and press.