edi 2000 documentation updates - epicor · edi 2000 documentation updates date description where...

EDI 2000 DOCUMENTATION UPDATES Date Description Where Changed

4/14/06 Generating payables from received EDI invoices is affected by the setting of the Auto EDI-Payable field in the Payables Company Options. A note has been added to describe what happens when this field is set to Yes.

“810 Receive Invoice Integration with Payables” chapter, in the “Generating Payables from Received EDI Invoices” section, a note added to Step 1 (page 52)

Installation Processing Enhancements

Report Enhancements Integration Enhancements

Transmission Enhancements Document Handling Enhancements

EDI 2000

iii

This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc.

From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you.

Created by: Yardley Technical Communication

©2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies.

Activant Solutions Inc. 7683 Southfront Road Livermore, CA 94551

Version 16.0 Publication Date: 4.14.2006

DOCUMENTATION CONVENTIONS ♦ The eyeglass symbol ( ) indicates a field on which you can browse. ♦ The star ( ) indicates the default for a field. ♦ To allow for the widest possible parameters when printing a report or performing a

function, accept the defaults for all of the parameter fields. To accept the defaults, either escape through all the fields, or press [Enter] without specifying any values. Generally, samples in the documentation are shown using the default values.

♦ Start and End parameters define the limits to a range of information you will print on a report. If information does not appear on a report, it may be because the information was excluded from the Start, End range.

♦ For a detailed explanation on how maintenance screens function, refer to the Tour Guide manual.

♦ Use the search tool in Adobe Reader 6.0 or higher to find which manual describes a specific module, job, or function.

iv

Table of Contents

1 INSTALLATION INSTRUCTIONS _______________________________________8

2 INTRODUCTION ___________________________________________________17

3 NON-STOP DOCUMENT PROCESSING ________________________________20

EDI-DOC___________________________________________________________20 EDI Event Journal – Non-Stop Document Processing ______________________21

Failure Messages _________________________________________________21 Modify EDI-DOC Defaults ____________________________________________22

4 TRADING PARTNER INFORMATION TABLE ____________________________23

EDI-SETUP_________________________________________________________23 Trading Partner Information___________________________________________23

Edit Trading Partner Information______________________________________24 Delete Trading Partner Information ___________________________________30 Report Trading Partner Information ___________________________________30

Transaction Set Information___________________________________________31 Edit a Transaction Set _____________________________________________32

5 SELECTABLE PRINTED FORM SIZE __________________________________35

EDI-SETUP_________________________________________________________35 Edit Trading Partner Information _______________________________________35

6 REPRINTING A PRINTED FORM WITHOUT INTEGRATION ________________37

EDI-DOC___________________________________________________________37 Process EDI Documents _____________________________________________38 Change a Document Type____________________________________________40

7 TRANSACTION SET NOTEPAD MAPS _________________________________41 NOTEPAD ________________________________________________________41

8 EXTENDED CUSTOMIZED ITEM CODE ________________________________43

v

CUST-ITEM _______________________________________________________43 Customized Item Information ________________________________________43

QT-ENTRY, ORDER, FRONT-COUNTER, EDI-ORDER ____________________44

9 EXTENDED DESCRIPTION MAPPING ENTRIES _________________________45

EDI-SETUP_________________________________________________________45 Trading Partner Translation Table ______________________________________46 Trading Partner Map of ASC Elements to P21 Fields _______________________46 Element Qualifier Table ______________________________________________47

10 ELECTRONIC FUNDS TRANSFER ____________________________________48

EDI-SETUP_________________________________________________________48 Edit Trading Partner Information _______________________________________48

11 810 RECEIVE INVOICE INTEGRATION WITH PAYABLES _________________50

EDI-SETUP_________________________________________________________50 Trading Partner Interchange Information_________________________________50

EDI-PAYABLES _____________________________________________________51 Generating Payables from Received EDI Invoices _________________________51

Generating Payables and the Vendor Status Field in Payables______________53 Deleting Received EDI Invoices _______________________________________54 Printing the Outstanding EDI Invoices Report _____________________________55

Outstanding EDI Invoices Report - Detail Information _____________________57 Outstanding EDI Invoices Report - Summary Information __________________57

Printing the EDI-PAYABLES Journal____________________________________57 Setting the Payables Defaults _________________________________________58 Appendix 1: Automatically Print Text Versions of Electronic Vendor Invoices ____58

Initialize Invoice Print Directory_______________________________________58 EDI Payables ____________________________________________________59 Sample Invoice ___________________________________________________60 Invoice Format ___________________________________________________61

12 DOCUMENT TO DOCUMENT LINK (DDL) ______________________________62

EDI-SETUP_________________________________________________________62 Edit Transaction Set ________________________________________________62 Edit ASC to P21 Map________________________________________________63 Document to Document Link __________________________________________64 ASC to P21 Map Development Help ____________________________________65

EDI-DOC___________________________________________________________65

vi

Print Raw Documents _______________________________________________65

13 EDI OPERATIONS MODULE _________________________________________67

EDI-OPS ___________________________________________________________67 Calendar Maintenance_______________________________________________67

Once ___________________________________________________________68 Daily ___________________________________________________________68 Monthly _________________________________________________________69

Schedule Maintenance ______________________________________________70 Pre- and Post-JCMs _______________________________________________71

Print Schedule Information ___________________________________________72 Print Calendar Information____________________________________________73

14 TRACKING NETWORK EXPENSE ____________________________________74

EDI-SETUP_________________________________________________________74 Edit Network Information _____________________________________________75 Print a Network Billing Report _________________________________________77 Reset Network Counts_______________________________________________78

15 EDI RAW DOCUMENT EDITOR_______________________________________79 EDI-DOC _________________________________________________________79

Document Editor __________________________________________________79 EDI Event Journal - Inserted, Deleted, or Edited Segments_________________82

16 DELETING DOCUMENTS BEFORE BUILDING __________________________83

EDI-DOC___________________________________________________________84 Delete All Or a Range of Documents Before Building _______________________85

17 IDENTIFICATION OF CONFIRMATION ORDERS_________________________87

EDI-ORDER ________________________________________________________88 Generate Orders from Received EDI Orders______________________________88 Generation Options _________________________________________________89

EDI-DOC___________________________________________________________89 EDI Event Journal - Confirming EDI Orders ______________________________90

18 AUTOMATED DOCUMENT MAINTENANCE ____________________________91

EDI-DOC___________________________________________________________91 Automated Document Maintenance ____________________________________92

vii

Print, Delete, Change Functions______________________________________94 Process Function _________________________________________________95 Build Function ____________________________________________________95 Envelope Function ________________________________________________96

19 ALERT A MESSAGE GROUP TO RECEIVED EDI DOCUMENTS ____________98 EDI Communications ________________________________________________98 EDI Setup ________________________________________________________99

20 CREATING 820 SEND DOCUMENTS FOR ELECTRONIC FUNDS TRANSFER101

EDI Setup _________________________________________________________101 Authentication of the 820 Send Transaction Set __________________________102

Trading Partner Interchange Information ______________________________104

EDI Documents_____________________________________________________104 Building EDI Documents ____________________________________________104 Preparing EDI Documents for Sending _________________________________107 The Built 820s Journal ______________________________________________108

8

To install the EDI 2000 package, you need the shipping paper that was sent by Activant Solutions Inc. This shipping paper contains a serial number that is used in a later step.

Installing the EDI 2000 package requires that files be created and / or expanded. Activant recommends that you perform this installation at night or on the weekend. Due to file size and system configuration, we cannot offer an estimation of how long the installation will take.

Caution! Before installing the EDI 2000 package, make sure you have a total copy of your system.

1. Stop the system.

2. At the Utility Command, run the VERIFY command and the MISMATCH job to check the integrity of the files.

For more information on these commands, refer to your Acclaim System Administration manual.

3. Turn all units offline.

For more information on turning your units offline, refer to the System Administration manual.

4. Make a total copy of your system.

For more information on creating a total copy, refer to the System Administration manual.

5. After the total copy is made, keep the system stopped and turn all units online.

For more information on turning your units online, refer to the System Administration manual.

6. At the Utility Command, press [Esc] to access the Job prompt.

7. At the Job prompt, press [Enter] to log into the system.

8. At the jump to box, type PKG-INSTALL [Enter].

1 INSTALLATION INSTRUCTIONS


9

EDI 2000

The following screen appears:

9. Enter the serial number that appears on the shipping paper you received from Activant and press [Enter].

A. If you enter the correct serial number, the following message appears:

Proceed to Step 10.

B. If you enter an incorrect serial number, the following message appears:

If you receive the previous message, retype the serial number on your shipping paper.

If you still receive the previous message after you retype the serial number, contact the Activant Inside Sales Department for assistance. If you receive the message in Step A after you retype the serial number, proceed to Step 10.

Note: To suspend the installation of the EDI 2000 Package, type [N] [Enter] when the system prompts you to run the INSTALL. When you are ready to resume the installation, type INSTALL [Enter] at the jump to box.

10. To install the EDI 2000 Package, type [Y] [Enter]. The EDI 2000 installation screen appears:

Note: There are no profile questions for the EDI 2000 package.


10

EDI 2000

% More

. . . percentage over the number value entered for each question. The value entered here increases the file size by the percentage specified. This is an informational field.

Tracks

. . . number of tracks used to enable each feature.

Fixed File Space

. . . amount of space needed on the disk to install any fixed files created by the EDI 2000 package.

Minimum # of Tracks needed

. . . number of free tracks used to install the EDI 2000 package.

11. At the Field prompt, press [Enter].

A screen showing the units and the free tracks on each unit appears:

12. At the Enter Destination Unit # prompt, enter the destination unit that is to hold the EDI 2000 package.

The destination unit must have a free track number that is larger than the value in the Minimum # of Tracks Needed on Destination Unit field. This value is the minimum number of tracks needed for installing EDI 2000.

13. At the Proceed? prompt, press [Y] to proceed with the installation.


11

EDI 2000

14. On the following screen, the system indicates that Lib Update will automatically run to create and modify files. At the Proceed? Prompt, press [Y] to continue with the installation.

15. On the following screen, the system prompts you to run INSTALL-PACKAGE from the Job prompt at the Command terminal with the system stopped. Press any key to continue.

When you run INSTALL-PACKAGE at the Job prompt, the system modifies and creates the following files for the EDI 2000 package:

ED6ATD ED6ATX

Segment dictionary, ASC transaction sets

ED6CDD ED6CDX

Segment dictionary, composite data

ED6CHD ED6CHX

Segment description, composite data

ED6EDD ED6EDX

Element dictionary

ED6EVD ED6EVX

Version tables

These files are allowed to be 75% full.


12

EDI 2000

ED6SDD ED6SDX

Segment dictionary

EDCALD EDCALX

EDI-Operations event calendars

Expand files.

EDCICX Cross reference to customized item data file (CUSITD) by customer extended part number

Expand file.

EDNE2D EDNE2X

Trading partner network information

Expand files.

EDSCHD EDSCHX EDSCCX

EDI-Operations event schedules

Expand files.

EDTP1D EDTP1X

Trading partner information

Expand files.

ERRORD ERRORX ERRODX

Error message data Expand files.

HELPD HELPX HELPDX

Online help data Expand files.

Note: CUSITD is resized. This may take a long time depending on how many records are in the file and where the file is located on the unit.


13

EDI 2000

1. The newly created files must be updated in order to use the package. Re-insert the Applications Update tape, and update all of the new EDI files. Go to the Utility Command prompt by entering "**UT" at the Job prompt. Enter "UP" for UPDATE at the Utility Command prompt.

JOB...**UT UTILITY COMMAND...UP UNIT NR...

The system displays the name and the identifying comment on the Unit. You are prompted to insert the Applications Update tape.

(Unit name) (Comment) PLEASE INSERT UPDATE TAPE; <RETURN> WHEN READY.

Insert the Applications Update tape into the tape drive, making sure that the tape has been fully inserted, and press [Enter].

RETENSION TAPE FIRST? No <Enter>

Press [Enter] to indicate that you do not wish to retension the tape. The system will display the name and comment on the tape, as well as when the tape was last used.

(Tape name) (Comment) LAST USED ON MM/DD/YY HH:MM AS SAVE TAPE

The system displays the names of each file on the tape to be updated. In addition, the type of file is shown, the length, the current number of records, and the maximum number of records. Please note that the Xs represent numerals.


14

EDI 2000

You are prompted whether or not you wish to update each file. The default is "Yes", which displays automatically next to the UPDATE? prompt.

FILE TYPE LEN CURRENT MAXIMUM . . . ED6ATD DA/DA 9999/9999 99999/99999 99999/99999 UPDATE? Yes ED6ATX XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes ED6CDD DA/DA 9999/9999 99999/99999 99999/99999 UPDATE? Yes ED6CDX XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes ED6CHD DA/DA 9999/9999 99999/99999 99999/99999 UPDATE? Yes ED6CHX XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes ED6EDD DA/DA 9999/9999 99999/99999 99999/99999 UPDATE? Yes ED6EDX XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes ED6EVD DA/DA 9999/9999 99999/99999 99999/99999 UPDATE? Yes ED6EVX XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes ED6SDD DA/DA 9999/9999 99999/99999 99999/99999 UPDATE? Yes ED6SDX XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes EDTP1D DA/DA 9999/9999 99999/99999 99999/99999 UPDATE? Yes EDTP1X XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes EDCALD DA/DA 9999/9999 99999/99999 99999/99999 UPDATE? Yes EDCALX XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes EDCICX XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes EDNE2D DA/DA 9999/9999 99999/99999 99999/99999 UPDATE? Yes EDNE2X XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes EDSCHD DA/DA 9999/9999 99999/99999 99999/99999 UPDATE? Yes EDSCHX XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes EDSCCX XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes ERRORD DA/DA 9999/9999 99999/99999 99999/99999 UPDATE? Yes ERRORX XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes ERRODX XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes HELPD DA/DA 9999/9999 99999/99999 99999/99999 UPDATE? Yes HELPX XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes HELPDX XR/XR 9999/9999 99999/99999 99999/99999 UPDATE? Yes . . . [ANY KEY TO CONTINUE]


15

EDI 2000

Press any key to update the selected files. The system displays the names of the files that you have chosen to update and prompts for the UPDATE command.

ED6ATD ED6ATX ED6CDD ED6CDX ED6CHD ED6CHX ED6EDD ED6EDX ED6EVD ED6EVX ED6SDD ED6SDX EDCALD EDCALX EDCICX EDNE2D EDNE2X EDSCHD EDSCHX EDSCCX EDTP1D EDTP1X ERRORD ERRORX ERRODX HELPD HELPX HELPDX UPDATE? Yes <RETURN>


16

EDI 2000

Press [Enter] to indicate that the files are to be updated. The system then updates each file, displaying the file name as it updates.

UPDATING ED6ATD UPDATING ED6ATX UPDATING ED6CDD UPDATING ED6CDX UPDATING ED6CHD UPDATING ED6CHX UPDATING ED6EDD UPDATING ED6EDX UPDATING ED6EVD UPDATING ED6EVX UPDATING ED6SDD UPDATING ED6SDX UPDATING EDCALD UPDATING EDCALX UPDATING EDCICX UPDATING EDNE2D UPDATING EDNE2X UPDATING EDSCHD UPDATING EDSCHX UPDATING EDSCCX UPDATING EDTP1D UPDATING EDTP1X UPDATING ERRORD UPDATING ERRORX UPDATING ERRODX UPDATING HELPD UPDATING HELPX UPDATING HELPDX UTILITY COMMAND...

After the files have been updated, the system returns to the Utility Command prompt.

2. When the installation has been successfully completed, remember to activate all terminals by entering GO at the Utility Command prompt.

17

The EDI 2000 optional package provides features that further enhance the EDI package. This software furnishes a number of individual features. The rest of this chapter is devoted to briefly describing each one.

Processing Enhancements

Centralize EDI Processing Notification and Output Direction All customer documents are enveloped into one ISA envelope. The Functional Group applications code is used to identify each customer.

The processing of the EDI raw document is centralized. During processing, notification is sent to the appropriate locations/groups (via the MESSAGE module or AIX mail) to generate the EDI orders. The document printed form may be directed to an AIX directory, spool queue, printer queue, or printer. (See the "Trading Partner Information Table" section on page 23 for details.)

Non-Stop Document Processing During document processing, the system will set aside any document with an error and continue processing those that have no problems. A report can be printed to indicate which document has an error and to provide a help table to resolve it. For more information on this feature, refer to page 20.

Trading Partner Information Table The Trading Partner Information Table contains parameters to control various EDI 2000 options. A master list can be printed so that you can see all the relevant information about your trading partners. The trading partners can be listed by name. For more information on this feature, refer to page 23.

Report Enhancements

Selectable Printed Form Size EDI documents can be printed legibly in an 80 character wide format. This enables you to use standard 81/2 x 11 paper, which is easier to handle and file. For more information on this feature, refer to page 35.

2 INTRODUCTION

2 INTRODUCTION

18

EDI 2000

Reprinting Printed Forms Without Integration You will be able to reprint a received document without creating a duplicate integrated document in the system.. For more information on this feature, refer to page 37.

Integration Enhancements

855 Send Documents from Manual Customer Orders PO acknowledgements (855 send documents) can be built from manually entered orders for any trading partner (provided the trading partner has an 855 send transaction set) using the "Build EDI documents" option in the EDI-DOC module. This applies to orders generated from quotes, regular orders, post orders, and front counter orders.

Transaction Set Notepad Maps The 850 receive transaction set contains a mapping entry to save data in an order transaction notepad note using a user defined notepad topic. For more information on this feature, refer to page 41.

Extended Customized Item Code A 30 character Extended Part Number (ASC X12 Standards requirement) can be entered for customized items. A scan (}) is available to help you find the extended part numbers during order/quote entry. For more information on this feature, refer to page 43.

Extended Description Mapping Entries (EDM) Transaction sets will contain mapping entries to save data in extended description fields. This will enable your customers to send any data they wish and to have that information print on shipping papers and invoices. For more information on this feature, refer to page 45.

Electronic Funds Transfer You will be able to send payments electronically to your vendors, provided you have Acclaim Payables. This will eliminate the need to mail checks. For more information on this feature, refer to page 48.

810 Receive Invoice Integration with EDI Payables The vendor invoices you receive via EDI will be integrated with Acclaim Payables, without having to be manually posted. For more information on this feature, refer to page 50.

Document to Document Link You can customize the ‘template’ for receiving data from your customers or vendors. This will allow your trading partners to transmit information to you that they want to see on the documents you send back to them. For more information on this feature, refer to page 62.

2 INTRODUCTION

19

EDI 2000

Transmission Enhancements

EDI Operations Module (EDI-OPS) You can set up an automatic dial-in schedule. You can define pick-up and delivery times and automate other related tasks. Any errors that occur during the process will be reported via the Message module to the person(s) you designate. For more information on this feature, refer to page 67.

Every time you send or receive data from your VAN (Value-Added Network) , you are charged (usually by the character). You will be able to keep your own character count and use this to check the accuracy of your VAN bill and to keep track of your expenses as they occur. This is especially important if you are doing activity-based accounting and want to know what it costs to do business with a particular trading partner. For more information on this feature, refer to page 74.

Document Handling Enhancements

EDI Raw Document Editor The EDI document editor allows segment additions, modifications, and deletions using a full screen document viewer. After the document has been modified, the document summary area element syntax values will be changed to reflect these modifications. For more information on this feature, refer to page 79.

Deleting Documents Before Building You can delete any document before it is built. This will eliminate the possibility of transmitting a document you meant to delete. For more information on this feature, refer to page 83.

Identification of Confirmation Orders The system will tell you whether the order you have received is a new order or simply a confirmation. For more information on this feature, refer to page 87.

Automated Document Maintenance (ADM) You will be able to process and generate a range of documents. (Works with the EDI-OP module.) For more information on this feature, refer to page Error! Bookmark not defined..

Tracking Network Expense

20

During document processing, the system will only stop when it encounters an error, and will not continue until you have fixed the problem. Consequently, a minor error in a relatively unimportant document will stop the EDI process and possibly delay the processing of a time sensitive document (i.e., purchase order).

With this feature, the system will set aside any document with an error and continue processing those that have no problems. When an error occurs, notification is sent via the MESSAGE module or AIX mail to a pre-defined message group. A report can be printed to indicate which document has an error and to provide a help table to resolve it.

EDI-DOC During document processing, any documents with errors are bypassed and processing continues for those documents that have no problems. When an error occurs, notification is sent via the MESSAGE module or AIX mail to a message group that is defined in the Trading Partner information. (See the Trading Partner Information Table" section.) This notification will only happen if Non-Stop document processing has been activated in the EDI-DOC defaults. An exception report can be printed which lists the documents with errors.

3 NON-STOP DOCUMENT PROCESSING


21

EDI 2000

EDI EVENT JOURNAL – NON-STOP DOCUMENT PROCESSING The Print Journals option allows you to print the journals for each of the document processing options. A journal similar to the following sample prints when the Non-Stop option is selected.

12/08/97 EDI EVENT JOURNAL – NON-STOP DOCUMENT PROCESSING PAGE: 1 EDI Document Processing Error: Table #:29 Description:TOTAL QUANTITY ORDERED NOT EQUAL TO ACTUAL TOTAL -------------------------------------------------------------------------------- ENTRY# DATE TIME USER ID TP ID T.S Version Envelope IC# 54525 12/04/97 09:57 CD CAT95 002003 000014906 Error Document Overlay Segment Raw Docu Element Element Number Number Sequence# ID Segment# Ref # Dictionary# 1 27699 72 CTT 21 CTT02 347 EDI Document Processing Error: Table #:11 Description:TRANSACTION SET NOT SUPPORTED -------------------------------------------------------------------------------- ENTRY# DATE TIME USER ID TP ID T.S Version Envelope IC# 54538 12/04/97 14:07 JO ACME 002003 000000056 Error Document Overlay Segment Raw Docu Element Element Number Number Sequence# ID Segment# Ref # Dictionary#

FAILURE MESSAGES

When processing or building errors are encountered, a failure message is sent only if the message notification is set to either P21 or AIX, and the failure text message is non-blank. For successful documents, the message notification is only sent if the success text message is non-blank.

Document error messages received while building and processing documents could be received in these messages. The types of error message range from full file messages to overlay setup problems. These are the same errors that are also reported to the non-stop document-processing journal when non-stop document processing is enabled. Some examples are:

INCOMPLETE DOCUMENT - PROCESSING ABORTED NO 997 CAN BE GENERATED MISSING OR INCORRECT FG VERSION ELEMENT MISSING FROM ELEMENT DICTIONARY MISSING TRANSACTION SET HEADER ‘ST’ MISSING FUNCTIONAL ACKNOWLEDGEMENT TRANSACTION SET FOR THIS T.P. NETWORK IN T.P. INTERCHANGE INFORMATION MISSING RECEIVED ORDER FILE FULL. ORIGINAL ORDER DATA FILE (FOR 855) FULL. MISSING MANDATORY ELEMENT DUPLICATE P.O. IN ASC TO ORDER FILE LOOP OCCURRENCE EXCEEDS LOOP INDEX BAD RECEIVER I.D. Missing TP Interchange Information


22

EDI 2000

MODIFY EDI-DOC DEFAULTS The Defaults option used to modify the EDI-DOC defaults. The following screen displays when this option is selected.

Non-Stop document processing

. . . determines whether or not notification is sent when an error occurs during document processing. Non-Stop document processing can be set to Y or N. If this field is set to Y, notification is sent via the MESSAGE module or AIX mail to a message group that is defined in the Trading Partner information. (See the Trading Partner Information Table" section.) If this field is set to N, no notification is sent.

23

EDI trading partner information is not located in one area of the system. You have to look in several areas to find all the parameters for an individual set of trading partner transactions. It is not possible to list trading partners by name.

With this feature, a Trading Partner Information Table can be set up for each of your trading partners. It contains parameters to control such options as document sourcing, document processing, and more. A master list can be printed so that you can see all the relevant information about your trading partners. The trading partners can be listed by name.

EDI-SETUP The EDI-SETUP module is used to create setup information for your trading partners and the transaction sets that you exchange with those trading partners. The setup information you create using this module is necessary for the EDI97 feature to function properly.

TRADING PARTNER INFORMATION An option on the Trading Partner Information menu (accessed via the Trading Partner option on the main menu) allows you to enter, edit, delete, and print information for specific trading partners. The following menu displays when the Trading information option is selected.

As the screens for entering, editing, and deleting trading partner information are similar, only the "Edit trading partner information" screen is shown in this document. Any differences are noted.

4 TRADING PARTNER INFORMATION TABLE


24

EDI 2000

EDIT TRADING PARTNER INFORMATION

The following screens display when the Edit option is selected and a trading partner chosen.

Sample: Screen 1

Sample: Screen 2


25

EDI 2000

TP ID

. . . unique code used to identify each trading partner.

TP ID is a 7 character field that contains the Trading Partner ID. This code must correspond to the Customer Code or Vendor ID for this trading partner, because the first 6 characters of this code will be used as the Customer Code or Vendor ID, depending on the document. Since trading partners can be either customers or vendors, the last character in the field is used to distinguish between customers and vendors whose Customer Code and Vendor ID are the same. The seventh character of the trading partner ID is also used to associate multiple trading partner IDs to one customer or vendor code for received documents. This allows multiple interchange IDs to be assigned to one customer or vendor via the trading partner ID.

TP name . . . trading partner's name.

This is the trading partner's name. TP name is associated with the Trading Partner ID.

Document Sourcing

Export enveloped document

. . . specifies where enveloped EDI documents are exported.

Export enveloped document can be set to P21 or AIX. If this field is set to P21, enveloped EDI documents are exported to the EDI document file in the standard EDI manner. If this field is set to AIX, enveloped EDI documents are exported to the specified Export AIX directory, using the document number as the filename to keep each document unique.

Note: The Prepare option (accessed via the Manual Document option on the main menu) in the EDI-DOC module is used to envelope all of the documents you wish to send to a trading partner. This creates an interchange that includes all of these documents. This interchange is what you will send to the trading partner.

Export AIX directory . . . indicates the location of the Export AIX directory.

This is the AIX directory where the EDI documents for trading partners with the Export enveloped document field set to AIX will be held for transfer to the trading partner.

Import AIX directory . . . indicates the location of the Import AIX directory.

This is the AIX directory where the files containing incoming EDI documents will reside until they are imported.

Note: The Manual Import option in the EDI-DOC module is used to import EDI documents from the specified Import AIX directory into the EDI document file.

Import files maint . . . provides file maintenance for the import AIX directory.

Import files maint can be set to D or R. If this field is set to D, the file is deleted from the directory after the import is performed. If this field is set to R, the file is renamed, using the original file name and adding an extension of .old to rename the file. For example:

Original file name = Original file name Renamed file = Renamed file


26

EDI 2000

Auto AIX import . . . determines whether or not AIX files containing incoming documents are imported automatically.

Auto AIX Import can be set to Y or N. If you want to automatically import these files, this field should be set to Y. Otherwise, this field should be set to N.

Note: The Auto Import option in the EDI-DOC module is used to automatically import EDI documents from all the trading partners with the Auto AIX Import field set to Y into the EDI document file.

IMPORTANT!

Export AIX directory will default to /tmp/edi/exp/tpid (where tpid is the Trading Partner ID); Import AIX directory will default to /tmp/edi/imp/tpid (where tpid is the Trading Partner ID).

The AIX directories will be created only when the AIX export and import directory fields are completed and the trading partner information is entered.

If you change the AIX export and import directories when editing the trading partner information, you will be prompted to delete the old AIX export directory and AIX import directory and all the files in those directories. Upon deletion, new AIX export and import directories will be created.

Deleting the trading partner information will prompt you to delete the AIX export directory and AIX import directory and all the files in those directories.

Note: Special characters (i.e. ~`!@#$%^&*()+=-\|}{[]:;”<>/?.,) should be avoided when creating Trading Partner IDs. However, if a Trading Partner ID contains one of these characters, or if the AIX import or export directory contains any special characters (other than /), these characters will be replaced with an underscore (_).

Document Archiving Compress purged docs in AIX

. . . determines whether or not purged files are compressed in AIX. Compress purged docs in AIX can be set to Y or N. If you want to compress these files, this field should be set to Y. Otherwise, this field should be set to N.

Internet Address

E-Mail Address . . . Internet e-mail address of this trading partner.


27

EDI 2000

Document Processing Printed form destination

. . . specifies where the document printed forms should be directed. Printed form destination can be set to NO, TE, SL, P1, P2, SP, FI, Q1, or Q2. If this field is set to NO, you are prompted to direct the printing of the printed forms at the time of document processing. If this field is set to TE, the printed forms are sent to the terminal. If this field is set to SL, the printed form is sent to the slave printer (if available). If this field is set to P1 or P2, the printed form is sent to a printer port (specified during processing). If this field is set to SP, the printed form is temporarily stored in a Spool file to be printed at a later time in the SPOOLQ module. If this field is set to FI, the printed form is sent to an AIX file (specified during processing). If this field is set to Q1 or Q2, the printed form is sent to an AIX print queue.

Message notification via

. . . specifies where notification is sent when EDI documents are processed. Message notification via can be set to NO, P21, or AIX. If this field is set to P21, notification is sent to the specified Message notification group via the MESSAGE module. If this field is set to AIX, notification is sent to the specified Message notification group via AIX mail. If this field is set to NO, no notification is sent.

Message notification group

. . . identifies the message notification group. If Message notification via is set to P21 or AIX, a Message notification group must be specified. Message groups are defined in the MESSAGE module. AIX mail groups are set up in the /etc/aliases file. You must run 'newaliases' after the AIX mail groups are defined. Type ‘man mail’ at an AIX prompt for more information. (Look under mail aliases file when paging through man.) The user setting up the AIX mail groups must have 'root access' to the /etc/aliases file and must change the AIX permissions to allow other users to read the file. This may be accomplished by using the AIX command chmod. For example:

# chmod 644 /etc/aliases (The number 644 gives other users read access to the /etc/aliases file.)

Message text (success)

. . . stores the message text for a successful EDI document. Message text can be up to 70 characters. It is sent as part of the message notification, along with the Document#, TP ID, Transaction Set#, Date, Time and Comments.

Message text (failure)

. . . records the message text for failed EDI documents. The failed Message text can be up to 70 characters. It is sent as part of the message notification, along with the Document#, TP ID, Transaction Set#, Date, Time and Comments.


28

EDI 2000

The message shall contain the document number and the trading partner, similar to the following screen:

Note: For more information on setting up AIX message groups, refer to the definition for the Message Notification Group field found in the “Trading Partner Information Table” chapter.

855 S Non-EDI entered order

. . . determines whether or not PO acknowledgements are built from manually entered orders for the trading partner. 855 S Non-EDI entered order can be set to Y or N. If this field is set to Y, PO acknowledgements (855 send documents) can be built from manually entered orders for the trading partner (provided the trading partner has an 855 send transaction set. If this field is set to N, no PO acknowledgements can be built.

Note: The Build option (accessed via the Manual Document option on the main menu) in the EDI-DOC module is used to build all of the documents you wish to send to a trading partner.

850 post process confirming

. . . determines whether or not a received order is a new order or simply a confirmation. 850 post process confirming can be set to Y or N. If this field is set to Y, when an 850 receive document (sent to confirm a manually entered order) is processed, and the BEG01 element contains the value 06, the system searches for an existing order for that customer with a matching customer PO. If one is found, it compares all the order header and detail information and reports any discrepancies. (See the "EDI Event Journal - Confirming EDI Orders" section.) If there are no discrepancies, the confirming order is not processed.

Note: The 850 receive transaction set must be set up to use either the BEG01 – 1093 or BEG02 – 1094 map. The translation table must be set to *x12.

When the existing order includes an extended description, and the processing EDI order includes an extended description mapping, the two are compared. If a matching label is found in the extended description, the data is compared and discrepancies are reported. (See the EDI Event Journal - Confirming EDI Orders" section.) If the existing order has no matching label, the existing order is updated with the extended description mapping. The extended description mapping can be returned on the 810 and 855 send transaction sets.

Note: The Process option (accessed via the Manual Document option on the main menu) in the EDI-DOC module is used to process all of the documents you have received from a trading partner.


29

EDI 2000

Printed form size . . . specifies the format to be used when printing forms for the trading partner.

Printed form size can be set to 80 column (the default) or 132 column. If this field is set to 132 column, forms will print in the standard EDI manner. If this field is set to 80 column, forms will print in an 80 character-wide format. If there is enough room left to print the next label/element combination in the remaining space on a line. If there is not enough room to print the next label/element combination in the remaining space on a line, the next line will be used to print the label/element.

Print EDI/TPCX Paper PO

. . . determines whether a purchase order for this trading partner is marked as already printed once it is accepted. Printing is prevented for newly accepted purchase orders that are flagged to be sent via EDI or Trading Partner Connect. This helps you from mistakenly choosing to print purchase orders that are already being sent to the vendor by way of EDI or Trading Partner Connect. This way, the vendor will not receive more than one request for the same purchase order.

Y – The purchase order must be printed like a normal purchase order printed on a paper form.

N – The purchase order, upon acceptance, is considered “printed.” So if you do need to print it on paper, you must use the Reprint PO option in PO-Print or the Reprint option in PO-Recall. This is the default value of this field.

Electronic Funds Transfer

820 Send . . . specifies where the 820 (Payment Order/Remittance Advice) is sent.

820 Send can be set to VEND, BANK, BOTH, or NO. If this field is set to BANK, the 820 is built for the specified Bank TP ID. If this field is set to VEND, the 820 is built for the trading partner. If this field is sent to BOTH, the 820 is built for both to the specified Bank TP ID and the trading partner. If this field is sent to NO, the 820 is not available for building.

Building Documents Save Invoice after 810 Build

. . . determines whether or not invoice information is deleted after the 810 transaction build.

Y – Invoice information is saved so that the 810 transaction set can be rebuilt from the same invoice. N – Invoice information is deleted and the 810 transaction set cannot be rebuilt.

Save Shipper after 856 Build

. . . determines whether or not shipping paper information is deleted after the 856 transaction build.

Y – Shipping paper information is saved so that the 856 transaction set can be rebuilt from the same shipping paper.

N – Shipping paper information is deleted and the 856 transaction set cannot be rebuilt.


30

EDI 2000

DELETE TRADING PARTNER INFORMATION

A Proceed with deletion ? (Y N) prompt appears when deleting trading partner information. Enter Y to delete; N otherwise. Upon deletion, you are prompted to delete the AIX export directory and AIX import directory and all the files in those directories.

REPORT TRADING PARTNER INFORMATION

The following parameters display when the Report option is selected.

Trading partner ID Start/End

. . . specifies the range of trading partners you wish to include. Start and End define the limits to a range of trading partners that will be included in the report. Specify limits with trading partner IDs. Any ID that is outside the range will not be included. To allow the widest parameters, press [Esc] through the parameters as is seen in the example.


31

EDI 2000

The report prints in a format similar to the following sample.

TRADING PARTNER - INFORMATION REPORT 12/09/97 PAGE: 1 1 TP ID ACME 2 TP name ACME DOCUMENT SOURCING 3 Export enveloped document P21 (P21, AIX) 4 Export AIX directory /tmp/edi/exp/ACME 5 Import AIX directory /tmp/edi/imp/ACME 6 Import files maint D (D=DELETE, R=RENAME [.old]) 7 Auto AIX Import Y (Y,N) DOCUMENT ARCHIVING 8 Compress purged docs in AIX Y (Y,N)

TRANSACTION SET INFORMATION An option on the Trading Partner Information menu (accessed via the ASC X12 Trading partner information option on the main menu) allows you to enter, edit, delete, and print transactions for specific trading partners. The following menu displays when the Transaction set option is selected.

As the screens for entering, editing, and deleting transaction sets are similar, only the "Edit transaction set" screen is shown in this document. Any differences are noted.


32

EDI 2000

EDIT A TRANSACTION SET

The following screen displays when the Edit a transaction set option is selected.

The 850 receive transaction set contains a mapping entry to save the PO type (BEG01 element) for display in EDI-ORDER. Edit the BEG segment map to include mapping entry 1093 in the BEG01 element. A PO Type of 06 denotes a confirming type order as documented in the X12 Standards. (See the "BEG Segment Map" section.)

The 850 receive transaction set contains a mapping entry to save data in an order transaction notepad note using a user defined notepad topic. Edit the NTE segment map to include mapping entry 1881 in the NTE02 element and enter the user defined notepad topic(s) in the element default value field(s) in the format "topic:". Up to 30 characters including the colon (:) can be used to define the topic. (See the "NTE Segment Map" section.)


33

EDI 2000

BEG Segment Map

You can access the map for the BEG segment by entering M2 at Field. The following sample screen shows how the specific fields should appear for the BEG segment map.

Note: You must use *X12 in the tran table field of the BEG01 element to properly translate the PO-Type.


34

EDI 2000

NTE Segment Map

You can access the map for the NTE segment by entering M3 at Field. The following sample screen shows how the specific fields should appear for the NTE segment map.

The data is saved as an order transaction notepad note using mapping entry 1881.

The data can be returned on the 810 send transaction set using mapping entry 3881.



35

All EDI Printed Form documents are set up to print in 132 character-wide user defined format. Consequently, if you choose to print your documents on standard 8 ½ x 11" paper, the text wraps, making the documents very difficult to read.

With this feature, EDI documents can be printed legibly in an 80 character-wide format. This enables you to use standard 81/2 x 11 paper, which is easier to handle and file.

EDI-SETUP An option on the Trading Partner Information menu (accessed via the Trading partner option on the main menu) allows you to enter, edit, delete, and print information for specific trading partners. The following screens display when the Edit option is selected.


5 SELECTABLE PRINTED FORM SIZE

5 SELECTABLE PRINTED FORM SIZE

36

EDI 2000

Printed form size . . . specifies the format to be used when printing forms for the trading partner.

Printed form size can be set to 80 column (the default) or 132 column. If this field is set to 132 column, forms will print in the standard EDI manner. If this field is set to 80 column, forms will print in an 80 character-wide format. If there is enough room left to print the next label/element combination in the remaining space on a line, . If there is not enough room to print the next label/element combination in the remaining space on a line, the next line will be used to print the label/element.

A document similar to the following sample prints when the 80 column option is selected.

DOCUMENT: 25870 TP ID: ACME NETWORK: ORDER Ver003010 BRANCH: 1 LOCATION: 1 USER ID: CO ISA CONTROL #: 000000006 PAGE: 1 DATE: 12/09/97 ARMCO STEEL COMPANY - 850 P.O. HEADER DATA ------------------------------------------------------------------- PO #: 1034458 PO DATE: 960807 PO TYPE: NEW ORDER TS PURPOSE: CONFIRMATION 22 BUYER'S NAME: BUYER'S COMMUNICATION # TYPE: 22c BUYER'S COMMUNICATION #: 23 BOB HOOVER TE 23c 215-493-8900 DETAIL # 1 ------------------------------------------------------------------ 1 PO LINE #: 1 QTY ORDERED: 50 UNIT OF MEASURE: EA 1c UNIT PRICE: 1 DETAIL # 2 ------------------------------------------------------------------ 1 PO LINE #: 2 QTY ORDERED: 50 UNIT OF MEASURE: EA 1c UNIT PRICE: 1 DETAIL # 3 ------------------------------------------------------------------ 1 PO LINE #: 3 QTY ORDERED: 20 UNIT OF MEASURE: EA 1c UNIT PRICE: 2 DETAIL # 4 ------------------------------------------------------------------ 1 PO LINE #: 4 QTY ORDERED: 1 UNIT OF MEASURE: EA 1c UNIT PRICE: 1 DETAIL # 5 ------------------------------------------------------------------ 1 PO LINE #: 5 QTY ORDERED: 4 UNIT OF MEASURE: EA 1c UNIT PRICE: 1 DETAIL # 6 ------------------------------------------------------------------ 1 PO LINE #: 6 QTY ORDERED: 1 UNIT OF MEASURE: EA 1c UNIT PRICE: 1 SUMMARY DATA ------------------------------------------------------------------ NUMBER OF LINE ITEMS: 6 NUMBER OF INCLUDED SEGMENTS: 34 TS CONTROL #: 000020709

The 'c' indicates a continuation of the line past the 80 column boundary.

37

Received EDI documents are converted into a readable format and integrated into the Acclaim system during processing (e.g., an electronically transmitted purchase order becomes a customer order). A problem can arise if you need to reprint the customer’s original document for any reason. The system would think it was receiving another transmission and create a duplicate order.

This feature allows you to reprint a received document without any integration An option in the EDI DOC module allows you to change the type of a previously received or processed document to FORM so that the document can be re-processed. Another option allows you to reprint a printed-form to produce the printed form without a duplicate order being created in the system.

EDI-DOC When the Manual Document option on the main menu is selected, the following menu displays.

The Process option allows you to produce printed FORM type documents without being integrated into the P21 system. For more information refer to the “Process EDI Documents” section on page 38.

The Change option allows you to change the type of a document. This allows you to change the type of a previously received or processed document to FORM so that the document can be re-processed. For more information refer to the “Change a Document Type” section on page 40.

6 REPRINTING A PRINTED FORM WITHOUT INTEGRATION


38

EDI 2000

PROCESS EDI DOCUMENTS When the Process option is selected, you are prompted for the Trading partner ID.

Trading partner ID . . . code assigned to the trading partner whose document(s) you wish to re-process.

Enter the specific trading partner ID whose document(s) you wish to re-process without being integrated into the Acclaim system.

All RECV and FORM type documents for the specified trading partner are listed.


39

EDI 2000

Processing a FORM type document produces the printed-form. No integration takes place. (RECV type documents are integrated into the P21 system.)

DOCUMENT: 25895 TP ID: IDEDIV NETWORK: HARB Ver003050 BRANCH: 1 LOCATION: 1 USER ID: CO ISA CONTROL #: 000000002 INVOICE FROM IDEAL DIVISION 09/23/97 PAGE: 1 HEADER DATA ------------------------------------------------------------------------------------------------------------------------ INV #: 1413476 INV DATE: 970918 PO #: 1041214 PO DATE: 970918 TS CTRL #: 000000002 RELEASE #: 001 -REMIT TO- -SHIP TO- IDEAL DIVISION FLEX ENTERPRISES POST OFFICE BOX 7170M 820 CANNING PARKWAY ST. LOUIS MO 63195 VICTOR NY 14564 REMIT TO ID: 628009052 SHIP TO ID: STORE NUMBER -TERMS TYPE- -TERMS BASIS DATE- -DISC %- -DISC DAYS DUE- -NET DAYS- BASIC DISCOUNT OFFERED MUTUALLY DEFINED 0.02 10 31 DETAIL # 1 ----------------------------------------------------------------------------------------------------------------------- -LINE ITEM #- -QTY BILLED- -UOM- -UNIT PRICE- -VENDOR PART #- 000001 1 EA 72 5732052 -ITEM DESC- CLAMP DETAIL # 2 ----------------------------------------------------------------------------------------------------------------------- -LINE ITEM #- -QTY BILLED- -UOM- -UNIT PRICE- -VENDOR PART #- 000003 2 EA 45 62P08BA -ITEM DESC- PARKER DETAIL # 3 ----------------------------------------------------------------------------------------------------------------------- -LINE ITEM #- -QTY BILLED- -UOM- -UNIT PRICE- -VENDOR PART #- 000002 50 EA 4.99 6524E51 -ITEM DESC- CL. ONE PIECE LINED DETAIL # 4 ----------------------------------------------------------------------------------------------------------------------- -LINE ITEM #- -QTY BILLED- -UOM- -UNIT PRICE- -VENDOR PART #- 000004 1 EA 85.5 6724152 -ITEM DESC- CLAMP SUMMARY DATA ----------------------------------------------------------------------------------------------------------------------- -TOTAL INV AMT- -AMT SUBJECT TO DISC- -DISC AMT DUE- -DISC AMT- 51454 51454 50425 1029 -ALL/CHRG- -SERV/PROMO CHRG- CHARGE FREIGHT -ROUTING- YELLOW FRT SY NUMBER OF LINE ITEMS: 4 HASH TOTAL: 54 NUMBER OF INCLUDED SEGMENTS: 22 TS CTRL #: 000000002

After a document is printed, its type is changed to PROC. A 997 Send (functional acknowledgment) will not be generated.


40

EDI 2000

CHANGE A DOCUMENT TYPE The Change option allows you to change the type of a previously received (RECV) or processed (PROC) document to FORM so that the document can be re-processed. A screen similar to the following displays when this option is selected.

Document number . . . unique number given to a document.

Enter the number of the document whose type you wish to change.

All documents for the specified trading partner are listed.

Only RECV and PROC type documents can be changed to FORM.

41

The 850 receive transaction set contains a mapping entry to save data in an order transaction notepad note using a user defined notepad topic.

NOTEPAD The following sample screen shows how the specific fields should appear for order transaction notepad notes.

7 TRANSACTION SET NOTEPAD MAPS

7 TRANSACTION SET NOTEPAD MAPS

42

EDI 2000

Order notes are going to display in the following areas of the system. (The areas can be changed if you want the notes to display in other areas.)

A1 = Order edit C5 = Order ack header C6 = Shipping paper header C7 = Invoice header E1 = Shipment edit/confirm F1 = Expedite order view F2 = Expedite order edit

A ‘Read Note(s)’ prompt appears in all display areas:

43

A 30 character Extended Part Number (ASC X12 Standards requirement) can be entered for customized items. A scan (}) is available to help you find the extended part numbers during order/quote entry.

CUST-ITEM

CUSTOMIZED ITEM INFORMATION

A 30 character Extended Part Number can be entered for each customized item.

8 EXTENDED CUSTOMIZED ITEM CODE

8 EXTENDED CUSTOMIZED ITEM CODE

44

EDI 2000

Extended . . . allows you to specify those customer part numbers that exceed 16 characters.

The Extended Part Number serves as another key to find the standard item code as it is listed in your standard inventory. This allows your customer to use customized part numbers or extended part numbers to access your standard inventory items during order/quote entry.

Note: The Extended Part Number can be changed during editing. This eliminates the need to delete and reenter the customized item when the part number changes.

QT-ENTRY, ORDER, FRONT-COUNTER, EDI-ORDER A customized item can be ordered by its Extended Part Number. A scan (}) is available to help you find the extended part numbers.

Entering } at the ITEM prompt allows selection of customized items by extended part number.

The extended part number is converted to the customized part number and mapped to the item code on the 850 Receive transaction set using mapping entry 1870.

The item code is converted to the extended part number on the 810 Send transaction set using mapping entry 3989.



45

There is some customer information that does not print on shipping papers and invoices (e.g., bin locations, internal account numbers, etc.).

With this feature, you will be able to enter extended descriptions for any information you wish, and to have that information print on shipping papers and invoices and be returned on related EDI documents.

EDI-SETUP The 850 receive transaction set contains a mapping entry to save data in the order item extended description fields 3 and 4 using a user defined prefix. The data can be returned on the 810, 855, and 856 send transaction sets using the same user defined prefix. The user defined prefix will not be included with the data in the send documents.

9 EXTENDED DESCRIPTION MAPPING ENTRIES


46

EDI 2000

TRADING PARTNER TRANSLATION TABLE You only need to set up a Translation Table if you are using the EQT. Any five characters can be used to name the Translation Table for the EDM. The Translation Table will contain the values of the qualifiers that will be converted (New value) to the prefix data labels.

TRADING PARTNER MAP OF ASC ELEMENTS TO P21 FIELDS


47

EDI 2000

ELEMENT QUALIFIER TABLE

The 850 receive transaction set contains mapping entry 1651 to save data in the order item extended description fields 3 and 4 using a user defined prefix.

Note: Up to 30 characters including the prefix can be saved. You can save up to 99 extended descriptions per item.

The data can be returned on the 810, 855, and 856 send transaction sets using the same user defined prefix. The user defined prefix will not be included with the data in the send documents.




48

The 820 Send transaction set is a payment order and remittance advice (i.e., basically an electronic check and check stub). The system can receive remittances, but cannot send them to your vendor.

With this feature, you will be able to send payments electronically to your vendors. This will eliminate the need to mail checks.

EDI-SETUP An option on the Trading Partner Information menu (accessed via the Trading Partner option on the main menu) allows you to enter, edit, delete, and print information for specific trading partners. The following screens display when the Edit option is selected.


10 ELECTRONIC FUNDS TRANSFER

10 ELECTRONIC FUNDS TRANSFER

49

EDI 2000



820 Send can be set to VEND, BANK, BOTH, or NO. If this field is set to BANK, the 820 is built for the specified Bank TP ID. If this field is set to VEND, the 820 is built for the trading partner. If this field is sent to BOTH, the 820 is built for both to the specified Bank TP ID and the trading partner. If this field is sent to NO, the 820 is not available for building.

Bank TP ID . . . indicates the bank's TP ID.

If 820 Send is set to BANK or BOTH, a Bank TP ID must be specified.

When you select the option to print checks in the ACCLAIM PAYABLES module, if the Payee is a Trading Partner (and the Trading Partner has an 820 send transaction set), the 820 will be generated if the 820 Send field is set to VEND, BANK, or BOTH. If the 820 Send field is set to BANK or BOTH, checks will be printed with the words VOIDED and EPAY. If the 820 Send field is set to VEND or NO, checks will print in the normal fashion.

50

The vendor invoices you receive via EDI are not integrated with your Accounts Payable. Actually, they are nothing more than 'glorified' faxes.

This feature provides an EDI-PAYABLES module to process 810 Receive documents (invoices) through ACCLAIM PAYABLES, without having to be manually posted.

EDI-SETUP Before an EDI 810 Receive invoice can be processed in EDI-PAYABLES, the Generate 810 as payable field must be set to Y in the Interchange Information for the particular trading partner (vendor).

TRADING PARTNER INTERCHANGE INFORMATION

11 810 RECEIVE INVOICE INTEGRATION WITH PAYABLES


51

EDI 2000

Generate 810 as payable

. . . indicates whether or not the 810 is generated as a payable.

Generate 810 as payable can be set to Y or N. If you want the 810 Receive to be processed in EDI-PAYABLES, this field should be set to Y. Otherwise, this field should be set to N.

EDI-PAYABLES The EDI-PAYABLES module (accessed via the Payables option on the EDI menu) allows you to process EDI 810 Receive invoices through the Payables module.

Each of these options is described in detail on the following pages.

GENERATING PAYABLES FROM RECEIVED EDI INVOICES When you select the option to Generate, you are prompted for a Vendor. You can use the Vendor Dot Scan (.) at this prompt. Only those vendors with outstanding EDI invoices display.

Upon entry of a valid vendor code, all outstanding EDI invoices for that vendor display, allowing you to select and unselect invoices in the standard EDI manner.

All the invoices that were received through the EDI Payables module that have not been processed are listed.

The <ESC> for More and "-" for Previous options allow you to page through the invoices.


52

EDI 2000

The "Q" to Quit option is used to exit the option without processing any invoices.

The "S" to Start option begins the processing of all of the invoices whose Include field is set to "YES".

1. Summary information displays for the invoice, including the header information, number of items, whether or not material has been received against the invoice, the number of receivings and their value. The display is similar to the sample that follows.

Note: In the Payables Company Options, there is an option for Auto EDI Payables. When this option is enabled, the above screen is skipped. Instead, all of the invoices set to Yes are generated without prompting you for a response. The status of each payable will be set to the Initial Status or Status After Reconciliation from the Payables Vendor and/or Company Options depending on whether the payable can be reconciled, or for Direct Ship Payables, whether they can be confirmed. A Direct Ship Payable will be confirmed automatically when this option is enabled if and only if the invoice and items are within the variance limits set in the Payables Defaults. For more information on confirming direct shipments, please refer to the “How to Confirm Direct Shipments” appendix of the Payables manual. More information on performing material receipt reconciliation is found in the “Material Received After Payable Entry” appendix of the Payables manual.

2. If you choose to PROCESS INVOICE, the invoice record is transferred to the Payables module. A payable is created for the invoice.

3. If Material Receipts Reconciliation is enabled, the invoice is automatically reconciled to the appropriate receiving(s) when

♦ the invoiced quantities match the received quantities for all the items in the receiving.


53

EDI 2000

♦ when all variances are within acceptable variance limits (defined in the Company Options in the PAYABLES module.

Note: Direct ship payables are reconciled automatically when you confirm the direct shipment. As a result, material receipts reconciliation will not be available when a direct shipment is processed.

♦ If these conditions are not met, Material Receipts Reconciliation displays.

GENERATING PAYABLES AND THE VENDOR STATUS FIELD IN PAYABLES

When a payable is generated in EDI, its status flag is set according to the defaults for the Initial Status field in the Vendor Payables Defaults screen of the Payables module, and whether the material receipts can be matched. For more information on how the system matches up material receipts with vendor invoices for material received after the payable has been entered, refer to the Payables manual. EDI Payables works in the same way as manual payables in regards to the status.

EDI Payables automatically applies any extra charge, such as freight or tax, to a specific general ledger account. The default accounts can be set up on the vendor, branch, or company level as is currently possible with the other types of ledger accounts. When the payable is generated in EDI, the system applies each type of charge to the correct user-defined general ledger account.

Proposed Accounts and Charges Table

Inv/Service Inventory charges

Nonstock Nonstock charges

Direct Ship Direct Ship charges

1st Default Freight*

2nd Default State Tax*

3rd Default Other Tax*

4th Default Miscellaneous*

The asterisk (*) indicates a change. Previously, all charges that were not included in the cost of the items (freight, tax, etc.) were all summed into the 1st Default account. This custom software will separate the freight, tax, and miscellaneous charges.

Note:Miscellaneous charges are not mapped from the vendor invoice. This charge is calculated as: Gross_Amount – Inventory_Amount – Tax + Rebate_Amount The miscellaneous amount is meant to capture any extra charges not mapped or not sent on the invoice.

In the event that an 810 comes in without a valid PO number, the payable will be generated as long as there is a valid vendor code. The payable’s status is set according to the same rules that apply to manual payables. If the vendor is a service vendor, the status is set to the initial status default value found in the Vendor Defaults screen of the Payables module. If the vendor is an inventory vendor, the status is set to PO Pend. The “Update PO on Payable” feature in Payables (refer to the Payables manual for more information) can be used to view and edit these payables to enter the correct PO number and match it with the material receipts. In either case, the EDI Payables Journal displays these invoices with a status of PO PEND. For more information on the changes to the EDI Payables Journal, refer to the section entitled “Printing the EDI-PAYABLES Journal” on page 57.

For non-direct ship payables, the Invoiced Items records, described in the Payables manual, are automatically generated using the information from the EDI 810 and the Acclaim purchase order. The PO number, PO line-item number, item unit price, multiplier, and invoiced quantity come from the EDI 810. The item code, nonstock flag, unit size, and contract number is defaulted from the Acclaim purchase order. Because it is an X12 standard rule that the line-item number on the 810 must match the PO line-item number, that is how the system tries to reconcile


54

EDI 2000

the items, and that is how they appear on the invoiced items table. The system also fills in the variance description with the new Zero Default Variance from the Payables Company Options for nonstock items with a PO cost of zero when one of the following is true:

1. The cost on the invoice is less than or equal to the price charged on the customer order.

2. The selling price was zero or a no-charge item.

Finally, the process of generating payables has been automated so that after you press [S] to start processing the selected invoices, there will be no other user intervention necessary. The screen that displays invoice information and prompts you with the “PROCESS INVOICE (Y/N)…” question has been removed. The material reconciliation screen no longer appears if there is a variance. For direct ship invoices, the Direct Shipment Confirmation screen no longer displays. Instead, the direct ship items are automatically confirmed with the item quantities received on the EDI 810.

DELETING RECEIVED EDI INVOICES When you select the option to Delete, you are prompted for a Vendor. You can use the Vendor Dot Scan (.) at this prompt. Only those vendors with outstanding EDI invoices display.

Upon entry of a valid vendor code, all outstanding EDI invoices for that vendor display, allowing you to select and unselect invoices in the standard EDI manner.

All the invoices that were received and processed through the EDI-PAYABLES module that have not been deleted are listed.

The <ESC> for More and "-" for Previous options allow you to page through the invoices.

The "Q" to Quit option is used to exit the option without deleting any invoices.

The "S" to Start option begins the deletion of all of the invoices whose Include field is set to "YES". All associated detail records will be deleted. The header records will be deleted when the EDI-PAYABLES journal is cleared.


55

EDI 2000

PRINTING THE OUTSTANDING EDI INVOICES REPORT You can choose to print the detail or summary information. If you choose to Print detail report, item information is included on the report. If you choose to Print summary report, only the header information is included on the report. The report provides information on those EDI invoices that have not been generated or deleted.

The parameter screens for both the detail and summary versions are similar (the Quantity Billed Start and End fields are not available if you choose to print the summary version of the report).

Vendor Start/End

. . . specifies the range of vendors you wish to include. Start and End define the limits to a range of vendors that will be included in the report. Specify limits with vendor codes. Any code that is outside the range will not be included. To allow the widest parameters, press [Esc] through the parameters as shown in the example.

Due Date Start/End

. . . limits the report to those EDI invoices that have a Due Date that falls within the range of due dates. You can further restrict what EDI invoices are included in the report by using a range of due dates. Start and End define the range of dates to be searched. Any EDI invoice with a due date outside the range will not be included. To allow the widest parameters, press [Esc] through the parameters as shown in the example.

Note: You can enter a date like 030198, and the system will supply the slashes between the numbers, so this date will look like 03/01/98. The format of this field is MM/DD/YY. Remember that any date entered here is exclusive of the range. You will only see those EDI invoices with due dates that fall between the dates you entered.


56

EDI 2000

Invoice Date Start/End

. . . limits the report to those EDI invoices that have an Invoice Date that falls within the range of invoice dates.

You can further restrict what EDI invoices are included in the report by using a range of invoice dates. Start and End define the range of dates to be searched. Any EDI invoice with an invoice date outside the range will not be included. To allow the widest parameters, press [Esc] through the parameters as shown in the example.

Invoice Amount Start/End

. . . limits the report to those EDI invoices that have an Invoice Amount that falls within the range of invoice amounts. Start and End define the limits to a range of invoice amounts to be included in the report. If the invoice amount does not fall within the specified range, the EDI invoice is not included in the report. To allow the widest parameters, press [Esc] through the parameters as shown in the example.

Gross Amount Start/End

. . . limits the report to those EDI invoices that have a Gross Amount that falls within the range of gross amounts. Start and End define the limits to a range gross amounts to be included in the report. EDI invoices with gross amounts falling within the specified range will be included. To allow the widest parameters, press [Esc] through the parameters as shown in the example.

Quantity Billed Start/End

. . . limits the report to those EDI invoices that have a Quantity Billed that falls within the range of gross amounts. Start and End define the limits to a range quantity billed amounts to be included in the report. Only those EDI invoices with a quantity billed that falls within the range you enter will be included in the report. To allow the widest parameters, press [Esc] through the parameters as shown in the example.


57

EDI 2000

OUTSTANDING EDI INVOICES REPORT - DETAIL INFORMATION

EDI-PAYABLES OUTSTANDING INVOICES DETAIL REPORT 02/21/96 PAGE 1 Vend ID Vendor Invoice# P21 PO # PO Date Inv Amount Gross Amount Inv Date Due Date Disc Date Disc % Rebate Line Item # Received Item Code Qty Billed Price Price Mult Unit of Meas S/P/A Charge -------------------------------------------------------------------------------- ---------------------------------------------------- AEROQ 2551594 1651127 11/28/95 7218.0000 7218.0000 11/28/95 12/08/95 12/08/95 1.0000 0.0000 3 AER-00789 2.00 19.6100 0.0000 EA 0.0000 AEROQ 2551877 1077099 11/21/95 99814.0000 99814.0000 11/28/95 12/08/95 12/08/95 1.0000 0.0000 3 AER-00790 20.00 50.3600 0.0000 EA 0.0000 AEROQ 2551888 2016570 11/22/95 96641.0000 96641.0000 11/28/95 12/08/95 12/08/95 1.0000 0.0000 1 AER-00791 25.00 1.4300 0.0000 EA 0.0000 2 AER-00792 4.00 7.7900 0.0000 EA 0.0000

OUTSTANDING EDI INVOICES REPORT - SUMMARY INFORMATION

EDI-PAYABLES OUTSTANDING INVOICES SUMMARY REPORT 02/21/96 PAGE 1 Vend ID Vendor Invoice# P21 PO # PO Date Inv Amount Gross Amount Inv Date Due Date Disc Date Disc % Rebate ------------------------------------------------------------------------------------------------------------------------------------ AEROQ 2551594 1651127 11/28/95 7218.0000 7218.0000 11/28/95 12/08/95 12/08/95 1.0000 0.0000 AEROQ 2551877 1077099 11/21/95 99814.0000 99814.0000 11/28/95 12/08/95 12/08/95 1.0000 0.0000 AEROQ 2551888 2016570 11/22/95 96641.0000 96641.0000 11/28/95 12/08/95 12/08/95 1.0000 0.0000 AEROQ 2551890 2016570 11/22/95 155342.0000 155342.0000 11/28/95 12/08/95 12/08/95 1.0000 0.0000

PRINTING THE EDI-PAYABLES JOURNAL When you select the option to Print journal, the usual list of Printer Options displays. Once you have selected a printer option, the EDI Payables Journal prints. The journal prints in a format similar to the following sample.

EDI-PAYABLES Journal 02/21/06 PAGE 1 Vendor ID Vendor Invoice # Invoice Date P21 PO # P21 PO Date Status --------------------------------------------------------------------------------------- AEROQ 2551586 11/28/05 0 11/28/05 DELETED AEROQ 2551594 11/28/05 0 11/28/05 DELETED AEROQ 2551595 11/28/05 0 11/28/05 DELETED AEROQ 2551877 11/28/05 0 11/21/05 DELETED AEROQ 2551888 11/28/05 0 11/22/05 DELETED AEROQ 2551889 11/28/05 0 11/22/05 DELETED AEROQ 2551890 11/28/05 0 11/22/05 DELETED AEROQ 2551891 11/28/05 0 11/22/05 DELETED AEROQ 2551586 11/28/05 0 11/28/05 DELETED AEROQ 2551586 11/28/05 1033140 11/28/05 PROCESSED AEROQ 2551586 11/28/05 1033140 11/28/05 PROCESSED AEROQ 2551595 11/28/05 1651127 11/28/05 PROCESSED AEROQ 2551889 11/28/05 2016570 11/22/05 PROCESSED AEROQ 2551891 11/28/05 2016570 11/22/05 PROCESSED

The Journal shows the Vendor ID, Vendor Invoice #, Invoice Date, EDI Invoice #, P21 PO Date, and the Status of each invoice (either PROCESSED,DELETED, ERROR, PO PEND or DS ADDR). ERROR indicates that there was an error with processing of the payable and the payable will be made available for reprocessing.

The PO PEND status appears for payables with blank PO numbers. The DS ADDR status appears in the case that the payable is generated for a direct shipment, but the ship-to address from the 810 document does not match the address on the purchase order. This status is only a warning, and the payable still follows all the rules for matching the material receipts. The PROCESSED, DELETED, and ERROR status types are still displayed on the journal as they did before. No matter what status the payable is set to, it shows as PROCESSED in the EDI Payables Journal as long as it was successfully generated.


58

EDI 2000

Note: The direct ship ship-to address maps that are used to check against the customer record and report a DS ADDR warning on the EDI-Payables Print Journal have the range of 25300 to 25370.

The journal can be cleared after it has been printed. If you are in Q-Mode, a "CL"EAR EDI-PAYABLES JOURNAL... message displays after the print:

Clearing the journal will remove the header record of all invoices with a deleted status.

SETTING THE PAYABLES DEFAULTS When you select the Defaults option, the Payables Defaults screen displays. This allows you to determine for which branch and payables group payables are created.

APPENDIX 1: AUTOMATICALLY PRINT TEXT VERSIONS OF ELECTRONIC VENDOR INVOICES

You can automatically print a text version of the EDI invoices to a specified AIX directory when payables are generated from vendor invoices in EDI Payables. This is a way to save a hard copy of EDI invoices received electronically for auditing purposes. You will have a more readable version of the invoice than just the raw EDI document or the EDI printed form, which does not display vendor invoice information such as item codes and descriptions.

In the EDI Document module, the EDI-Payable Invoice Directory field of the Modify EDI-Doc Defaults screen holds the name of the directory path where the text vendor invoices are printed for generated payables:

INITIALIZE INVOICE PRINT DIRECTORY

Upon installation, a hidden option runs automatically to initialize this new field. The field shall default to a blank; a no value field. It is your responsibility to enter a directory name in this field, such as /tmp/edi/inv_print, that will hold all printed copies of the invoices. This directory must be accessible to any and all users generating payables in the EDI-Payables module.

You need toenter an AIX

directory name tohold the text

invoices.


59

EDI 2000

Note: Anyone not familiar with the AIX commands to create and change permissions on directories can call Technical Services for assistance.

To enable this function, make sure a valid path and directory are entered in this field. If this field is left blank, invoices will not print.

EDI PAYABLES

EDI-Payables has been modified to print a text version of the invoice to the AIX directory specified in the EDI-Payable Invoice Directory field in the EDI Document Defaults screen. The invoice will not print if:

♦ No directory is entered in this field

♦ The directory does not exist

♦ The directory does not have write permission for the person generating the payables

The filename will be made up of the vendor code plus the six-digit date plus a five-digit sequence number (refer to the following example). The format of the invoice is described in the following section.


60

EDI 2000

SAMPLE INVOICE

The ship-to address mapped from the EDI 810 appears on the left of the invoice, and the ship-to address from the purchase order appears next to it on the right. The maps for the ship-to address (25300, 25310, 25320, 25330, 25340, 25350, and 25360) must be added to the Vendor’s EDI 810 overlay in order for the ship-to address to print on the invoice. For assistance in updating the 810 overlays with the appropriate maps, contact EDI Support.

Filename Examples

Three invoices generated for the vendor “3MCODE” on March 22, 2005, would have the following filenames: 3MCODE_032205_00001.txt, 3MCODE_032205_00002.txt, and 3MCODE_032205_00003.txt.


61

EDI 2000

INVOICE FORMAT

The following fields appear on the invoice, at the specified column and line. Unless otherwise noted, all field are left justified and character- formatted fields. All fields have corresponding labels that are shown on the sample invoice.

Field Name Line Num Starting Col Width NotesVendor Code 5 14 6

EDI Doc # 5 66 6 num. rt. just.Vendor Name 7 14 30Invoice Date 7 64 8 MM/DD/YY

P21 PO # 9 25 8 num. rt. just.Invoice # 9 61 18Ext. PO # 11 25 12

Ship-to Name 14 4 30 from EDI invoiceShip-to Add1 15 4 26Ship-to Add2 16 4 26Ship-to Add3 17 4 26Ship-to City 18 4 14

Ship-to State 18 20 3Ship-to Zip 18 24 10

Ship-to Name 14 50 30 from P21 POShip-to Add1 15 50 26Ship-to Add2 16 50 26Ship-to Add3 17 50 26Ship-to City 18 50 14

Ship-to State 18 66 3Ship-to Zip 18 70 10Line-item # 24 9 4 See note #1Invoice Qty 24 42 11 12345678.12 (rt. just.)

Unit of Measure 24 54 3Unit Price 24 58 11 123456.1234 (rt. just.)Ext Price 24 70 11 12345678.12 (rt. just.)

Item Code 25 12 26PO Item Desc 1 26 14 27PO Item Desc 2 27 14 20 See note #2

Subtotal * 70 11 See note #3Freight * 70 11

Other Charges * 70 11Total * 70 11

Note #1: The line-item # is a numerical field, right-justified. The line-item # through the PO Item Desc 2 fields will be repeated five lines below the previous one for as many line-items were received on the invoice. Therefore, the second line-item # will appear on line 29.

Note #2: If there is no Description 1 or 2, a blank line will print in its place. If there was a Description 2, but no Description 1, Description 2 is moved up into the space for Description 1 and a blank line prints where the Description 2 would normally print. This is illustrated with the first line-item in the sample invoice.

Note #3: The format for the Subtotal, Freight, Other Charges and Total fields are all the same: 12345678.12, right-justified so that the decimal points are aligned. The Subtotal field will be 6 lines below the last line item # field. The Freight field is one line below that. The Other Charges field is one line below the Freight field. The Total is one line below the Other Charges field.

62

Some trading partners transmit information that they want returned on EDI documents sent to them. If this information is not needed by the Acclaim system, there is no way to "mirror" this information on documents sent to the trading partner.

With this feature, you can customize the overlay for receiving data from your trading partners (customers or vendors). This will allow your trading partners to transmit information to you that they want to see on the documents you send back to them.

EDI-SETUP A (recv) transaction set element data can be linked with a (send) transaction set element data. The DDL (document to document link) will not integrate this mapped data, but it will retain the mapped data in a new document type DDL. This document DDL file type DDL will be used to send the outbound (send) document element data back to the Trading Partner. When the original source document (recv) is deleted, it will also delete the corresponding file type DDL.

EDIT TRANSACTION SET

12 DOCUMENT TO DOCUMENT LINK (DDL)


63

EDI 2000

Entering "M" following by the Field number brings up the map screen to create the document link.

EDIT ASC TO P21 MAP

Help is provided. A "Transaction set ASC to P21 Map Development Help screen displays when the "H" for Help option is selected. (See the "ASC to P21 Map Development Help" section.)

To map the DDL, the element must be selected by entering using the option L[xx], where xx=field/element number. The DDL displays only one element at a time.

l to the right of the field indicates that element contains a document to document link.

Note: Multiple destination transaction DDL links can be ONLY performed on the following transaction sets:

850 Receive linked to 855 Send, 856 Send and 810 Send. 860 Receive linked to an 865 Send. 840 Receive linked to 843 Send


64

EDI 2000

DOCUMENT TO DOCUMENT LINK The (recv) overlay must be setup with the document to document links. When the link fields are entered, the outbound transaction set overlay element mapping is automatically modified. Up two twelve DDL entries can be made for each element. The DDL can be used to link element data into different outbound segment element types.

The element default value on the (send) transaction set will contain the location from which the DDL will map the data. The P21 field table number will contain the value DDL.


65

EDI 2000

ASC TO P21 MAP DEVELOPMENT HELP

EDI-DOC When a (recv) document is being processed, the DDL data is saved into a new EDI document type DDL. This document will be source for the outbound (send) DLL data. The DDL document comment area will show the number of the source document.

PRINT RAW DOCUMENTS

Those documents that have DDL links are identified on the Print Raw Document and Purge Raw Document screens. As the screens are similar, only the " Print Raw Document" screen is shown in this document.


66

EDI 2000

The following sample is an example of the DDL mapping storage document used by the outbound (send) document.

Page: 1 Document number: 28468 Trading partner ID: ACME Version: Transaction set #: 0 Transaction set type: DDL Build date: 2/10/98 Build time: 11:27 Comments: DDL source data Doc#: 26986 1 2 3 4 5 6 12345678901234567890123456789012345678901234567890123456789012345678 1 20:BEG03:1041412~ 2 20:BEG05:971014~

67

When you want to receive or send an EDI document from your VAN (your electronic mailbox), you have to dial in to the network manually.

With this feature, you can set up an automatic dial-in schedule. You can define pick-up and delivery times and automate other related tasks. Pre- and post-JCMs, that perform automated jobs, can be configured along with the tasks. Any errors that occur during the process will be reported via the MESSAGE module to the person(s) you designate.

EDI-OPS The EDI-OPS module (accessed via the Ops option on the EDI menu) allows you to schedule timed network transmission tasks using the EDI-COM dialing directory code. Pre- and post-JCMs can be added to work with the task. Error message and transmission receipt notification can be sent via the MESSAGE module to a message group that is defined in the Trading Partner information. (See the Trading Partner Information Table" section.)

Each of these options is described in detail on the following pages. Calendar maintenance is described first since calendars should be set up before schedules.

CALENDAR MAINTENANCE The Calendar option allows you to configure system calendars that include specific dates or days of the week. The calendar begins with the current month and year. You may view the calendar for up to 12 months. The following screen displays when this option is selected.

There are three types of calendars:

"O”nce execute one time only

"D"aily specify days to execute on a daily basis

"M"onthly specify dates to run for up to 12 months

13 EDI OPERATIONS MODULE


68

EDI 2000

ONCE

DAILY


69

EDI 2000

MONTHLY

A scan of all available calendars is available at the ID prompt. You can enter a dot (.) to display the Calendar ID Scan.

You select the days/dates that you wish to include by entering their numbers. An asterisk (*) appears to the right of the day/date to indicate that it has been selected. If you select a particular day/date by mistake, you can enter the number again to deselect the day/date.

"S"ave is used to save the calendar.

"Q"uit is used to exit the calendar.

"N"ext month and "P"revious month are used to cycle through the months.

"D"elete is used to delete the calendar. Deletion is not permitted if the calendar is referenced in an existing schedule. Otherwise, an appropriate message is displayed at the bottom of the screen.


70

EDI 2000

SCHEDULE MAINTENANCE The Schedule option allows you to set up an automatic dial-in schedule for timed network transmission tasks. Tasks can be scheduled on a daily, weekly, monthly, or one-time-only basis. Pre- and post-JCMs that perform automated jobs can be added along with the scheduled tasks. Any errors that occur during the process will be reported via the MESSAGE module to the person(s) you designate. The following screen displays when this option is selected.

A scan of all available schedules is available at the ID prompt. You can enter a dot (.) to display the Schedule ID Scan.

A scan of all available calendars is available at the Calendar prompt. You can enter a dot (.) to display the Calendar ID Scan.

Up to ten tasks can be configured for each Schedule ID.

When entering the Time, a Help key displays at the bottom of the screen.

A valid Pre JCM, EDI-Com Dialing Code, Post JCM, and Message Group must be entered or you will be unable to continue.

Error Report determines whether or not an error message and transmission receipt notification is sent via the MESSAGE module to a message group that is defined in the Trading Partner information. (See the Trading Partner Information Table" section.)

Pressing [Enter] at the Seq# prompt records the schedule within the system.

"A"dd is used to add another task to the schedule.


71

EDI 2000

"D"elete seq is used to delete a task from the schedule. The following prompts appear at the bottom the screen when this option is selected.

"P"urge Schedule is used to delete the entire schedule. A confirmation message displays before the schedule is deleted.

Important! Schedules add lines to your crontab file. It will use the crontab file from the user who is running as P21 when the schedule is entered in EDI Operations. Although the feature will only add lines to the file, you should use a user ID name other than “root.” If you are unsure about cron and crontab files, do not be logged on as root when you run the EDI Operations module. A schedule is updated every time any user presses [Enter] at the Seq# prompt when viewing a schedule. Problems can occur when other users view a schedule that someone else has created. If a second user views and presses [Enter] on another user’s schedule, that schedule is then added to the second user’s crontab file. This results in the same job being run by the two users at about the same time. If you do not want to change the schedule, or you are logged on as a different user other than the original creator of the schedule, make sure to enter “–1” at the Seq# prompt to exit the Schedule Maintenance screen.

PRE- AND POST-JCMS

Pre- and post-JCMs are regular JCMs that are used strictly in the EDI process. The EDI Operations module automates the process of dialing out to your network, and sending and/or retrieving documents. The pre-JCMs are created for automating the process of building and preparing EDI documents (or any work to be performed before dialing out to the network). The post-JCMs are created for automating the processing of received documents (or any work to be performed after dialing out to the network). Both pre- and post-JCMs are optional to use.


72

EDI 2000

If pre- or post-JCMs are to be used, it is very important that they be set up correctly. The following is the form they must follow:

The job(s) to be performed can be whatever needs to be performed during either the pre-JCM or the post-JCM. However, the last Job Stream to be recorded in the JCM must be **EX. This returns the system to AIX so that the first JCM can be exited and the next one begun.

Error Reporting

Errors will not be reported from pre- and post-JCMs, but only from the dial-up JCM of the schedule being run. Since this is the case, test any pre- and post-JCM before inserting it into a schedule to ensure that it works properly.

Note: At this time, any macro that functions within Progress modules (Receivables, Payables, Ledger, Real-Time Sales History) will not work within the EDI Operations module. However, JCMs used within Acclaim modules work well within EDI Operations schedules.

Take care never to delete the /tmp/edi_ops directory that stores these automatic scripts.

PRINT SCHEDULE INFORMATION The Print Schedule option allows you to print pertinent schedule information. The following parameters display when this option is selected.


73

EDI 2000


02/26/98 SCHEDULE INFORMATION PAGE: 1 ID DOCEDI Calendar DAILY DESC SEND/RECEIVE EDI DOCUMENTS Cal Desc DAILY CALENDAR EDI-COM Error Message Seq Time Pre JCM Dialing Code Post JCM Report Group --- ------- --------- ------------ ---------- ------- ---------- 2 23:00 ONET REC PROCESS Y EDI

PRINT CALENDAR INFORMATION The Print Calendar option allows you to print pertinent calendar information. The following parameters display when this option is selected.


02/26/98 CALENDAR INFORMATION PAGE: 1 ID DAILY DESC DAILY CALENDAR TYPE Daily INCLUDE DAYS = * 1 Sunday 2 Monday * 3 Tuesday * 4 Wednesday * 5 Thursday * 6 Friday * 7 Saturday

74

Every time you send data to or receive data from your Value-Added Network (VAN), you are charged (usually by the character). There is no way for you to keep track of these charges as they occur or to check the accuracy of the bill you receive at the end of the month.

This feature allows you to keep track of your network expenses as they occur and to know what it costs to do business with a particular trading partner. New fields in the network information table hold network contact information (user account number, name, phone number) and real-time outbound and inbound character transmission counts. The network information table also contains fields for calculating the network transmission fees that are accrued on a monthly basis. These fields are updated whenever the network is used to send or receive data (in the EDI-COM module), and are reset to zero when the accumulated counts are reset.

EDI-SETUP An option on the Trading Partner Information menu (accessed via the Trading Partner option on the main menu) allows you to enter, edit, delete, and print information for specific trading partners. The following menu displays when the Network option is selected.

Each of these options is described in detail on the following pages. As the screens for entering, editing, and deleting network information are similar, only the "Edit network information" screen is shown in this document. Any differences are noted.

14 TRACKING NETWORK EXPENSE


75

EDI 2000

EDIT NETWORK INFORMATION A screen similar to the following displays when the Edit option is selected.

Network name

. . . used to identify the network.

Network name is a 15 character field used to identify this network. When you set up a new trading partner who uses this network, this name will be used to associate this network with the new trading partner. The Network name field in the Trading Partner Interchange Information must be the same as the Network name you specify here. This name will also be used when you are sending EDI information to identify trading partner and transaction set information. For more information, see the section on the EDI Directory, in the EDI-COM module

Network Contact Information Contact . . . name of the network contact.

The Contact name should match how the person’s name would appear on any correspondence (i.e., Miss Terry Smith or Mr. Chris Benson). Contact is 30 characters and holds letters only.

Phone #, Fax #

. . . contact’s telephone number and fax number. Each field is intended to hold the complete telephone or fax number, including area codes. You may wish to leave out the area codes for those network contacts in the same area code as your company. Tel # and Fax # are 12 characters each and hold numbers and dash (-) characters.


76

EDI 2000

Internet Address FTP . . . network’s File Transfer Protocol.

FTP (File Transfer Protocol) is the numeric address of the network. FTP is 20 characters and hold numbers and dot (.) characters.

E-mail . . . contact’s electronic mail address. E-mail is 40 characters and holds letters, numbers, or symbols, such as @.

Monthly Billing Information User acct # . . . your company’s account number on the network.

User acct # is fifteen characters and holds letters and numbers.

Mail box fee . . . the dollar amount your company will be charged to maintain a mail box on the network. Mail box fee is nine characters , including the decimal point, and holds numbers only.

Internetwork fee

. . . the dollar amount your company will be charged when using the network to connect to another network. Internetwork fee is nine characters , including the decimal point, and holds numbers only.

Usage fee . . . the dollar amount your company will be charged to use the network. Usage fee is nine characters , including the decimal point, and holds numbers only.

Usage plan chars

. . . the number of characters covered by the usage fee. Usage plan chars is twelve characters and holds numbers only.

Usage plan messages

. . . the number of messages covered by the usage fee. Usage plan messages is ten characters , including the decimal point, and holds numbers only.

Prophet 21 Accumulated Counts Sent characters, Sent messages, Recv characters, Recv messages

. . . accumulated count fields.

These fields are updated whenever the network is used to send or receive data (in the EDI-COM module), and are reset to zero when the Reset Counts option is run. (See the "Reset Network Counts" section.) These fields are not editable.

Sent characters and Recv characters are twelve characters and hold numbers only. Sent messages and Recv messages are ten characters and hold numbers only.


77

EDI 2000

Last count reset

. . . the date of the last count reset. This field indicates the date the accumulated count fields were reset. It is automatically updated when the Reset Counts option is run. (See the "Reset Network Counts" section.) Last Change is 8 characters and holds numbers only in the MM/DD/YY format..

PRINT A NETWORK BILLING REPORT The following parameters display when the Billing Report option is selected.

Network Name Start/End

. . . specifies the range of networks you wish to include. Start and End define the limits to a range of networks that will be included in the report. Specify limits with network codes. Any code that is outside the range will not be included. To allow the widest parameters, press [Esc] through the parameters as shown in the example.


Network: ORDER Report Date: 10/16/97 ACCT# JD-4567-7869769 Period: 10/01/97 to 10/16/97 Contact Name: John Doe Contact Phone: 215-493-8900 EDI MAIL BOX FEE: 25.00 USAGE FEE: 12.00 INTERNETWORK FEE: 50.00 USAGE PLAN: 500 MESSAGES 5,000,000 CHARACTERS TOTALS SENT: 7 MESSAGES 5,523 CHARACTERS RECEIVED: 235 MESSAGES 312,723 CHARACTERS

The Network Billing Report includes the Contact and Accumulated Counts information.


78

EDI 2000

RESET NETWORK COUNTS The accumulated count fields are updated whenever a network is used to send or receive data (in the EDI-COM module), and are reset to zero when the Reset Counts option is run. The following screen displays when this option is selected.

Network Name Start/End

. . . specifies the range of networks you wish to include. Start and End define the limits to a range of networks that will be included in the reset. Specify limits with network codes. Any code that is outside the range will not be included. To allow the widest parameters, press [Esc] through the parameters as shown in the example.

Note: Q-Mode must be activated in order to reset the counts.

79

The EDI document editor allows segment additions, modifications, and deletions using a full screen document viewer. After the document has been modified, the document summary area element syntax values will be changed to reflect these modifications.

EDI-DOC

DOCUMENT EDITOR

The Editor option on the main menu allows you to manually modify and add segments to EDI documents, with document syntax checking. A screen similar to the following displays when this option is selected.

DOCUMENT EDITOR 1 Document number <Esc> for more documents "-" for previous -------------------------------------------------------------------------------- FG TS # TYPE TP ID DOC # CRE DATE COMMENTS PR 855 T.S. ACME 25590 8/15/97 EDI Order # 1014767 PR 855 T.S. IPOW97 25589 8/15/97 EDI Order # 1014766 --- --- SENT USTSUB 25585 8/15/97 Enveloped documents. PO 850 ENVE USTSUB 25584 8/15/97 P21 PO # 1040637 FA 997 T.S. IPOW97 25583 8/14/97 INVALID TRANSACTION SET FOR F FA 997 T.S. IPOW97 25582 8/14/97 INVALID TRANSACTION SET FOR F --- --- RECV IPOW97 25581 8/14/97 Unprocessed data. PR 855 T.S. IPOW97 25580 8/14/97 EDI Order # 1014764 PR 855 T.S. ACME 25578 8/14/97 EDI Order # 1014761 --- --- SENT USTSUB 25577 8/14/97 Enveloped documents. PO 850 ENVE USTSUB 25575 8/14/97 P21 PO # 1040627 FA 997 T.S. OWEN20 25574 8/14/97 Ack # 1 for doc # 25414 FA 997 T.S. OWEN20 25573 8/14/97 Ack # 1 for doc # 25414 PO 850 T.S. ACME 25559 8/11/97 P21 PO # 1039895 PO 850 T.S. TIME 25489 8/08/97 P21 PO # 1040539 PO 850 T.S. TIME 25488 8/08/97 P21 PO # 1040538

Available EDI documents display in pages of 15. <Esc> for more documents and "-" for previous allow you to scroll through the documents. The functional group, transaction set number, transaction set type, Trading Partner ID, document number, date, and comments for each document are displayed for your information.

15 EDI RAW DOCUMENT EDITOR


80

EDI 2000

Document number . . . unique number given to a document.

Enter the number of the document (DOC#) whose type you wish to change.

After you enter a document number, pressing [Enter] at the Field prompt displays the document you specified. A sample document editor screen follows.

Doc # 25042 TP ID: SERSTA Ver: 003030 TS #: TS type: SENT Build date/time: 7/17/97/ 8:01 Num Seg: 16 Comments: Enveloped documents. 1 2 3 4 5 6 7 123456789012345678901234567890123456789012345678901234567890123456789012 3 ST*850*000025041~ 4 BEG*00*SA*1040186**970717~ 5 N1*ST*BR#1 SHIP-TO NAME*91*0955~ 6 N3*BR#1 SHIP-TO ADDR #1*BR#1 SHIP-TO ADDR #2~ 7 N4*BR#1 CITY*PA*19067*US~ 8 N1*BT*PROPHET 21, INC.~ 9 N3*19 W. COLLEGE AVE.~ 10 N4*YARDLEY*PA*19067*US~ 11 PO1*1*22*EA*0****CB*40177~ 12 PO1*2*33*EA*0****CB*40187~ 13 CTT*2~ 14 SE*12*000025041~ Line number: SEGMENT MAINTENANCE - Inserts will be checked against X12 syntax "I##" Insert segment before line# "D##" Delete segment "L##" Line editor "J##" Jump to sequence# "S"earchs for string in segment (## = Line number)

The full screen document editor displays 12 lines at a time.

SEGMENT MAINTENANCE

. . . allows for document segment insertions, deletions, and modifications.

I## is used to insert segments between existing segments.

D## is used to delete a particular segment.

L## is used to edit a particular segment.

J## is used to quickly reach a portion of the document not currently displayed.

"S"earchs for string in segment is used to search the document for a specific string of characters in the document.

A detailed explanation of each option follows.


81

EDI 2000

I## is used to insert segments between existing segments. Additional segments are inserted before a specified line number. You are prompted for the Segment ID.

SEGMENT MAINTENANCE INSERT MODE Segment ID : N2 Name :ADDITIONAL NAME INFORMATION Element ref: N2 01 Name :NAME String value

Upon entry of a valid segment identifier, the segment’s general description displays. You are prompted for each element until the last element in the segment is reached, or you choose to quit. [Enter] at an element prompt halts the segment insertion.

As each element is entered, a description of the element’s X12 function displays, along with its reference number. Element separators and segment terminators are automatically added. There is no need to enter them in manually. Summary segments SE01 and CTT01 are updated automatically , though the CTT02 hash is not. It must be updated manually if needed. Each element is checked for X12 syntax correctness. If there is a problem with an element value, an error message is displayed and it will immediately prompt for the same element. Element values that are not syntactically correct will not be accepted. Generally this means that elements that are numeric in value will only accept numeric input. Date values must be entered in the form YYMMDD. ID elements must contain valid values as documented by the ASC X12 Standards for the version of the document.

It should be noted that an illegal X12 segment can be created by ending a segment before all mandatory elements have been entered. A segment can be ended prematurely by typing return at the “String value” prompt before mandatory elements have been reached. This will cause an error during the processing of a RECV type document.

D## is used to delete segment ##. You are prompted to confirm the deletion before the segment is actually deleted.

Note: Segments that are part of the X12 document structure standards (e.g., ICS, GS, GE, ST, SE) cannot be deleted.

L## is used to edit segment ##. The segment to be edited is displayed along with cursor commands. By positioning the cursor, you indicate where to insert or delete text. The text to the right of the cursor is repositioned as text is deleted or inserted.

<ctrl>-F for forward <ctrl>-B for backward <ctrl>-A for home <ctrl>-E for end <ctrl>-D for delete <ctrl>-H for backspace SE*12*000025041~

No X12 syntax checking will happen when editing a segment, so care should be taken not to create an illegal segment structure. Information for legal segment structure can be found in X12 documentation. [Enter] at any time immediately updates the document.

Note: All modifications are reported in an EDI event journal. (See the "EDI Event Journal - Inserted, Deleted, or Edited Segments" section that follows.)

J## is used to quickly reach a portion of the document not currently displayed. The document is redisplayed by jumping to the line number specified and followed by subsequent line numbers.


82

EDI 2000

"S"earchs for string in segment is used to search the document for a specific string of characters in the document. The document is redisplayed, beginning with the segment containing the specified string.

A ***Segment inserted***, ***Segment edited***, or ***Segment deleted*** message is displayed beneath the Comments line if the document had a segment inserted, edited, or deleted. This message will display on the screen and will reflect the last change made to the document.

EDI EVENT JOURNAL - INSERTED, DELETED, OR EDITED SEGMENTS

The EDI-DOC Journals option on the main menu allows you to print the journals for each of the document processing options. A journal similar to the following sample prints when the Document Editor modifications option is selected.

EDI Event Journal - Inserted, Deleted, Or Edited Segments

07/23/97 EDI EVENT JOURNAL - INSERTED,DELETED, OR EDITED SEGMENTS PAGE: 1 ENTRY# EDIT DATE TIME USER ID TP ID DOC# CHANGE MADE 39113 07/17/97 14:56 ERL ACME 22449 Segment: PO1 Added 39114 07/17/97 14:56 ERL ACME 22449 Segment: CTT Edited 39115 07/17/97 14:57 ERL ACME 22449 Segment: CTT Edited 39116 07/17/97 14:57 ERL ACME 22449 Segment: PO1 Deleted 39135 07/17/97 15:28 ERL ACME 22449 Segment: PO1 Added 39137 07/17/97 15:36 ERL ACME 22449 Segment: PO1 Deleted 39139 07/17/97 15:37 ERL ACME 22449 Segment: PO1 Added 39162 07/17/97 16:03 ERL ACME 22449 Segment: CSH Added 39163 07/17/97 16:04 ERL ACME 22449 Segment: CSH Added 39209 07/17/97 16:16 ERL ACME 22449 Segment: CSH Deleted 39210 07/17/97 16:16 ERL ACME 22449 Segment: CSH Deleted 39211 07/17/97 16:16 ERL ACME 22449 Segment: PO1 Deleted 39213 07/17/97 16:17 ERL ACME 22449 Segment: CSH Added

The journal shows what documents were modified and which segments were inserted, deleted, or edited.

83

For documents that you are sending, EDI-DOC searches the appropriate file for documents for the specified trading partner, and allows you to select which documents are to be built. If you decide to delete a document, you have to build it first and then remember to delete it before it is transmitted. Obviously, there is a chance that the document you meant to delete could instead be transmitted.

With this feature, an option on the various Build screens allows you to delete any document before it is built. This will eliminate the possibility of transmitting a document you meant to delete.

16 DELETING DOCUMENTS BEFORE BUILDING


84

EDI 2000

EDI-DOC The Build option on the Manual Document menu (accessed via the Manual Document option on the main menu) allows you to build the various EDI documents to be sent. A screen similar to the following displays when this option is selected.

A scan of all available transaction sets is available at the ENTER TRANSACTION SET NUMBER prompt. You can enter a dot (.) to display the EDI Build Transaction Set Dot Scan.

To select a transaction set, enter the corresponding Sequence Number at the Seq# prompt. When a transaction set is selected, the appropriate screen displays.

Note: Since all of the transaction set build screens function in exactly the same way, only the Build ASC Shipping Notice/Manifest screen is shown in this document.


85

EDI 2000

DELETE ALL OR A RANGE OF DOCUMENTS BEFORE BUILDING

The "D" to delete option allows you to delete documents before building. Delete Mode fields replace the existing fields in the bottom portion of the screen when this option is selected.

You are prompted for a Starting and Ending Seq#. If you want to delete a range of documents, enter the starting and ending sequence numbers of the documents you want to delete in the Starting and Ending Seq# fields. If you want to delete all documents for the specified transaction set, enter ALL at the Starting Seq# prompt.

After you complete the Starting Seq# and Ending Seq# fields (or just the Starting Seq# field if you want to delete all documents), the system prompts you to proceed with the deletion process.

If you entered a range of documents and press [Y] at the Proceed prompt, the system deletes the selected documents, and the remaining available documents are resequenced on the screen. If you press [N] at the Proceed prompt, Delete Mode disappears and the regular build process continues.


86

EDI 2000

If you selected to delete all documents and press [Y] at the Proceed prompt, the system deletes all documents for the specified transaction set and returns you to the Func prompt. If you press [N] at the Proceed prompt, Delete Mode disappears and the regular build process continues.

87

When a customer phones in an order and later send a confirming PO via EDI, the system does not let you know that the received order is a confirmation only. Consequently, the PO could get entered again, and you would have a duplicate order.

With this feature, the system will tell you whether the order you have received is a new order or simply a confirmation. When a purchase order (850 receive document) is received confirming a manually entered order, the system compares both orders during document processing. If the confirming order differs from the manually entered order, the areas in question are reported in the confirming EDI orders journal.

17 IDENTIFICATION OF CONFIRMATION ORDERS


88

EDI 2000

EDI-ORDER

GENERATE ORDERS FROM RECEIVED EDI ORDERS The PO Type is included in the order generation selection area. “Original” type orders enable the generation of new orders. Confirming type orders will not appear during order generation. All processing for confirming type orders occurs in EDI-DOC during processing of received EDI documents.

All orders with Include set to "YES" will be generated when you enter "S" to Start.


89

EDI 2000

GENERATION OPTIONS An option to Generate as PO type appears in the Generation Options.

If Generate as PO type is set to "Y", orders are generated based on their PO type (see previous screen). If this field is set to "N", all PO types are generated as regular orders.

EDI-DOC The Print Journals option on the main menu allows you to print the journals for each of the document processing options, allowing you to monitor each processing option. A journal similar to the following sample prints when the Confirming option is selected.


90

EDI 2000

EDI EVENT JOURNAL - CONFIRMING EDI ORDERS

08/29/97 EDI EVENT JOURNAL - CONFIRMING EDI ORDERS PAGE: 1 ENTRY# EDIT DATE TIME USER ID TP ID DOC# 42379 08/12/97 15:16 CD IPOW97 24975 ----Confirming Order---- EDI CUSTOMER PO#: GGGTTT/RL 001 ORDER CUSTOMER PO#: GGGTTT/RL 001 Order header difference: ORDER DATE EDI: 07/11/97 Order: 08/12/97 Order header difference: SHIP-TO NAME EDI: Suite 201 Order: Order header difference: SHIP-TO CITY EDI: Marlboro Order: Order header difference: SHIP-TO STATE EDI: 01752 Order: Order header difference: SHIP INSTRUCTIONS 1 EDI: NEW ORDER Order: EDM Difference EDI: ACC:Acct#12345 Order: EDM Difference EDI: DATA:D123 Order: ****Order line item information**** PO #: 1067305 ITEM #: 1 Order detail difference: SHIP BRANCH EDI: 0 Order: 1 Order detail difference: DESCRIPTION 1 EDI: ITEM ID:000001 Order: 10" LONG DESC Order detail difference: DESCRIPTION 2 EDI: 1\2" copper pipe Order: Order detail difference: SALES PRICE EDI: 1.2500 Order: 10.0000 Order detail difference: QUANTITY ORDERED EDI: 6.00 Order: 10.00 Order detail difference: REQUIRED DATE EDI: 07/11/97 Order: 01/01/00

The journal shows any discrepancies found between manually entered and EDI confirming orders. This information is also available on the printed form (when processing the document).

91

The EDI-DOC module is used to process your EDI documents, both documents you have received and documents that are to be sent. The build and enveloping options support "batch" processing, where you can specify any number of the available documents to be processed. For the rest of the options, documents are manipulated individually. You cannot Build, Process, Delete, or Print a range of documents.

With this feature, you will be able to process and generate a range of documents. Automated EDI document handling allows you to Build, Process, Delete, and Print EDI documents, using selectable parameters (Trading Partner ID, Document number, Date, Document type, and Transaction set number).

EDI-DOC

The Manual Document option is used to process documents which have been received or which are to be sent. Options on the Manual Document menu (Build, Prepare, Process, Re-process, Print raw, Purge raw, Change) function in the same manner as they do now.

The Auto Document option allows you to Build, Process, Delete, and Print EDI documents, using selectable parameters.

18 AUTOMATED DOCUMENT MAINTENANCE


92

EDI 2000

AUTOMATED DOCUMENT MAINTENANCE The following screen displays when the Auto Document option is selected.

Trading Partner ID Start, End . . . specifies the range of trading partners that you wish to include.

Trading Partner ID is the trading partner to whom documents were sent (or will be sent) or from whom documents were received.

Document numbers Start, End . . . specifies the range of documents that you wish to include.

Document number is the number assigned by the system when the document was built or received.

Date Start, End . . . limits the documents to be included based on date.

Date is the date the document was built or received.


93

EDI 2000

Document type SENT . . . identifies whether or not SENT type documents will be included.

When this option is set to “Y”, "Send" interchanges that have been sent using the EDI-COM module will be included.

PROC . . . identifies whether or not PROC type documents will be included. When this option is set to “Y”, "Receive" documents that have been received using the EDI-COMMUNICATIONS module, and successfully processed in EDI-DOC will be included.

ENVE . . . identifies whether or not ENVE type documents will be included. When this option is set to "Y", "Send" transaction sets which have been built, and which have been added to an interchange will be included.

SEND . . . identifies whether or not SEND type documents will be included. When this option is set to "Y", "Send" interchanges which have been built (enveloped), but which have not been sent will be included..

RECV . . . identifies whether or not RECV type documents will be included. When this option is set to "Y", "Receive" documents that have been received using the EDI-COM module, but have not been processed yet will be included.

T.S. . . . identifies whether or not T.S. type documents will be included. When this option is set to "Y", "Send" transaction sets which have been built, but which have not been included in an interchange will be included.

ERRO/PEND . . . identifies whether or not ERRO/PEND type documents will be included. When this option is set to "Y", "Receive" documents which have been received using the EDI-COM module, but have some type of error (and not been processed yet) will be included

Note: The Document Type is the current status of the document, and not the status of the document after the document is changed, processed, built, or enveloped via Automatic Document Maintenance.

Transaction set numbers Include . . . specifies the individual transaction sets that you wish to include.

These fields allow you to specify up to five individual transactions set. When this option is set to ALL, all transaction sets will be included.


94

EDI 2000

Function "P"rt, "D"el, "C"hg, "N"one

. . . specifies whether you wish to print, delete, or change the type of a range of EDI documents. When this option is set to "P"rt, raw documents that fall within the specified ranges will be printed. When this option is set to "D"el raw documents that fall within the specified ranges will be deleted/purged. When this option is set to "C"hg, the type of document that fall within the specified ranges will be changed. When this option is set to "N"one, no function will be performed.

"B"uild, "N"one

. . . specifies whether you wish to build a range of documents. When this option is set to "B"uild, documents that fall within the specified ranges will be built. When this option is set to "N"one, no function will be performed.

"E"nvelope, "N"one

. . . specifies whether you wish to prepare a range of documents for sending. When this option is set to "E"nvelope, documents that fall within the specified ranges will be prepared for sending. When this option is set to "N"one, no function will be performed..

"P"rocess, "N"one

. . . specifies whether you wish to a range of received EDI documents. When this option is set to "P"rocess, received documents that fall within the specified ranges will be processed. When this option is set to "N"one, no function will be performed.

Note: The functions must follow a hierarchy of operations - the "P"rt," "Del and "C"hg functions are first, then "P"rocess, "B"uild and "E"nvelope (in that order).

View Selection . . . identifies whether or not the documents to be built or enveloped will be displayed.

When this option is set to “Y”, the documents to be built or enveloped will be displayed. (Documents will not be displayed prior to printing, changing, or deleting.)

PRINT, DELETE, CHANGE FUNCTIONS

The "P"rt, "D"el, and "C"hg functions only act on those documents that fall within the ranges specified on the Automated Document Maintenance screen. If the trading partner, document number, date, document type, or transaction set are not within the specified ranges, the document will not be printed, deleted, or changed.

Note: The transaction set number parameter will only be checked for T.S. and ENVE type documents because all other types of documents can have multiple transaction sets within a single document. For all other types of documents, the transaction set number parameter will be ignored.


95

EDI 2000

When changing the document types, Automatic Document Maintenance toggles the selected type. For example, setting Document type SEND to Y (on the parameter screen) will toggle send documents to SENT and setting SNT to Y will toggle sent documents to SEND. A list of all the types and the resulting toggle follows:

SENT will change documents to SEND. PROC will change documents to RECV. ENVE will change documents to T.S. SEND will change documents to SENT. RECV will change documents to PROC. T.S. will change documents to ENVE. ERRO/PEND will change documents to RECV.

PROCESS FUNCTION

The "P"rocess function only processes those documents that fall within the ranges specified on the Automated Document Maintenance screen. (The Document type is ignored.) Only PEND or RECV documents will be processed.

BUILD FUNCTION

Since the "B"uild function converts Acclaim data into X12 documents, only the Trading partner and Transaction set parameters limit when a document gets built. Since there is no document number, date, or type until after the document is built, the Document number, Date, and Document type parameters are ignored.

If View Selection is set to Y (on the parameter screen), all documents that are ready to be built are displayed, one trading partner at a time.

Change Incl provides additional options for toggling the Incl flag between YES and NO.

"AY" All to Yes changes the Incl flag for all documents to YES.


96

EDI 2000

"AN" All to No changes the Incl flag for all documents to NO. "SY" All to Yes changes the Incl flag for all documents on the screen to YES. "SN" All to No changes the Incl flag for all documents on the screen to NO.

Pressing [Esc] at the Func prompt displays the next screen of documents that can be selected. Pressing "-" displays the previous screen.

The "Q"uit option exits the build without processing any documents for that trading partner. You can choose whether you wish to continue (C) with the next transaction set or trading partner or exit (Q) Automated Document Maintenance altogether.

If you choose to Continue, and there are no more transaction sets or trading partners, Automated Document Maintenance will proceed with the "E"nvelope function or exit processing (if the "E"nvelope function is set to N).

The "S"tart option begins the processing of all of the documents whose Include field is set to YES. Any documents whose Incl field is set to NO are not built.

If View Selection is set to N (on the parameter screen), all documents that are ready to be built for the trading partner/transaction set combination are built. The only documents that will not be built are those whose Incl field was previously set to NO via the Manual Document option or via the Auto Document option with View selection set to N.

ENVELOPE FUNCTION

The "E"nvelope function envelopes documents based up the Trading partner, Document number, Date, and Transaction set number parameters. The Document type must be T.S. in order to be enveloped, so the Document type parameters are ignored.


97

EDI 2000

If View Selection is set to Y (on the parameter screen), all documents that have been built, but have not been enveloped, are displayed, one trading partner at a time.

The "Q" to Quit option exits the envelop process without preparing any documents for that trading partner and proceeds with the next transaction set or trading partner. If there are no more transaction sets or trading partners, Automated Document Maintenance will proceed with the "E"nvelope function or exit processing (if the "E"nvelope function is set to N).

The "S" to Start option begins the processing of all of the documents whose Include field is set to YES. Any documents whose Incl field is set to NO are not enveloped.

If View Selection is set to N (on the parameter screen), all documents that are ready to be enveloped for the trading partner/transaction set combination are built. The only documents that will not be enveloped are those whose Incl field was previously set to NO via the Manual Document option or via the Auto Document option with View selection set to N.

98

Whenever an EDI document is received from a trading partner, a message can be sent either through the Message module or AIX mail to a specified message group.

EDI COMMUNICATIONS Message creation is determined by the Defaults option found in the EDI Communications module:

When the Defaults option is selected, the following screen appears:

19 ALERT A MESSAGE GROUP TO RECEIVED EDI DOCUMENTS

The Defaultsoption controls

the ability tosend messages.


99

EDI 2000

Modify EDI-COM Defaults

Message Notification RECV Docs

. . . determines whether or not a message is sent to the message group identified in the trading partner information record.

Y – A message is sent to the message group for each received document. N – A message is not sent.

EDI SETUP The message group for received documents from the trading partner is defined in the TP Information section of the EDI Setup module. Choose the TP Information option on the Trading Partner menu:

When EDI 2000 is enabled, a second screen similar to the following appears in the TP Information section of the Trading Partner module:

The TP Information section holds the message group information.

The messagenotification fields

control how andwhere the

message is sentwhen a document

is received.


100

EDI 2000

Message Notification Via

. . . determines whether or not a message is sent when an EDI document is received from this trading partner.

No – No message is sent. P21 – A message is sent to the P21 Message module. AIX – A message is sent to AIX mail.

Message Notification Group

. . . identifies the group who is to receive the message. The message group must be previously set up in either the P21 Message module or in AIX mail.

For more information on these fields and any other field on this screen, refer to the EDI 2000 manual.

When setup is complete, messages similar to the following are sent to the specified message group upon receipt of an EDI document from this trading partner:

101

An 820 send document can be created for your trading partners who require electronic funds transfer. Information is saved when checks are printed from Payables that is used to later generate 820 send transaction sets. Certain requirements must be met for an 820 transaction set to be generated for a trading partner:

♦ The payee must be an actual trading partner set up in the system

♦ The payee, or trading partner, must have an 820 send transaction set established in the system

EDI SETUP After you set up the payee as a trading partner, and establish the payee's 820 send transaction set, you need to set specific fields in the Trading Partner Information record.

When the TP Information option is selected from EDI Setup's Trading Partner menu, and EDI 2000 is enabled, two screens appear for each trading partner:

20 CREATING 820 SEND DOCUMENTS FOR ELECTRONIC FUNDS TRANSFER


102

EDI 2000



VEND – A check is printed for the payee and the EDI 820 fields are saved for the future building of the 820 send transaction set. An 820 send transaction set is generated for the vendor when you build the transaction set.

BANK – A check is printed with the words VOIDED and EPAY. EDI 820 fields are saved for the future building of the 820 send document. The system requests the bank's TP ID, which must already exist in the system. An 820 send transaction set is generated for the bank when you build the transaction set.

BOTH – A check is printed with the words VOIDED and EPAY to both the vendor and the bank. EDI 820 fields are saved for the future 820 send transaction set build. The system requests the TP ID of the bank. The 820 send transaction sets are generated for both the vendor and the bank when you build the transaction set.

NO – A check prints as normal and no information is saved for the 820 send transaction set. An 820 send transaction set is not generated.

For more information on the fields of the TP Information screens, refer to either this book or the EDI Setup manual.

AUTHENTICATION OF THE 820 SEND TRANSACTION SET Authenticating an 820 Payment Order/Remittance Advice send transaction set can be accomplished at the building of the 820 and during enveloping of the document. The authentication level is controlled by the Authentication field that appears as a pop-up window when the 820 Send field is set to either BANK or BOTH.

The 820 Sendfield controls

how the 820 senddocument is sent.


103

EDI 2000

Authentication . . . confirms the trading partner that the 820 send document is sent to, and determines when authentication takes place.

FG – Documents for the trading partner are authenticated only during the enveloping of the transaction set. This occurs when the Prepare option is selected in the EDI Documents module.

TS – Documents for the trading partner's bank are authenticated only when the Build option is selected in the EDI Documents module.

BOTH – Documents for the trading partner's bank are authenticated during the building of the 820 send transaction set, and documents for the trading partner are authenticated when preparing the document for sending in the EDI Documents module.

NO – The document is not authenticated.

Note: For authentication at the FG level, the trading partner information record for the bank trading partner must have the 820 Send field set to BANK and the Authentication field set to FG with the Bank TP ID field set to itself. The following screen illustrates these requirements:

When the 820 Send field is set to either BANK or BOTH, a pop-up window appears:

For bank tradingpartners being

authenticated atthe FG level, the

820 Send fieldmust be set to

BANK.

Whenauthenticating atthe FG level, the

Bank TP ID fieldmust be set to the

bank's ID.


104

EDI 2000

Bank TP ID . . . specifies the bank's TP ID.

TRADING PARTNER INTERCHANGE INFORMATION

Any trading partner whose documents require authentication must contain specific values in their Trading Partner Interchange Information record. The Data Element Separator field must be set to an asterisk (*) by entering 42 in this field. The Data Segment Terminator field must be set to the line feed character (^J) by entering 10 in this field. The following screen shows how these specific values should be set:

The authenticated 820 transaction sets are available only in ANSI X12 versions 003020 or higher.

EDI DOCUMENTS The authentication process occurs in the building and enveloping of the 820 document. When the Authentication field in the TP Information record is set to TS, authentication only occurs in the building of the document. When set to FG, authentication only occurs during the enveloping of the document.

BUILDING EDI DOCUMENTS When the Build option in the EDI Documents module is chosen, enter the 820 transaction set to be built:

Forauthentication,

the data elementseparator and the

data segmentterminator must

be set tospecific values.


105

EDI 2000

The system prompts for a trading partner with an 820 send document:

It is important to note that if the trading partner's 820 Send field is set to either BANK or BOTH in the TP Information record, you need only enter the TP ID of this vendor whose 820 send transaction sets are to be built. Based on the information in the TP Information record, the system determines whether the bank or the vendor receives the transaction set.

Once the trading partner is entered, a list of all released payables to be built for that trading partner appears:

To build documents, change the Incl value to YES for any line-item to be built and press [S] to start. If the authentication level is set to FG or NO, the document is built in the normal way. If the authentication level is set to TS or BOTH, the following prompt appears:


106

EDI 2000

The password that is entered must exactly match the password agreed upon by the two trading parties as the password that generates the secret key information that is used in the authentication process. If an incorrect password is entered, the authentication process will continue, but the document will fail authentication on the receiving side.

When a password is entered, the user must verify the password by reentering it. Upon reentry, the document builds and the authentication process proceeds.

Once a built document is authenticated, it cannot be edited or altered in any way or the authentication process on the receiving side will fail. If an attempt to edit a secured document is made, the following message appears:

Note: Due to the fact that password entry is required for authentication of the 820 send document, the Automated Document Maintenance (ADM) feature may not be used to build 820 send transaction sets requiring authentication at the TS level, or envelope documents requiring authentication at the FG level.


107

EDI 2000

PREPARING EDI DOCUMENTS FOR SENDING When the Prepare option in the EDI Documents module is chosen, enter the trading partner whose documents are to be enveloped:

To envelope documents, change the Incl value to YES for any line-item to be prepared and press [S] to start. If the authentication level is set to TS or NO, the document is enveloped in the normal way. If the authentication level is set to FG or BOTH, the following prompt appears:

The password that is entered must exactly match the password agreed upon by the two trading parties. This password generates the secret key information that is used in the authentication process. If an incorrect password is entered, the authentication process will continue, but the document will fail authentication on the receiving side.

When a password is entered, the user must verify the password by reentering it. Upon reentry, the document is enveloped and the authentication process proceeds.


108

EDI 2000

Once an enveloped document is authenticated, it cannot be edited or altered in any way. If an attempt to change it is made, the authentication process on the receiving side will fail. If an attempt to edit a secured document is made, the following message appears:

Note:Due to the fact that password entry is required for authentication of the 820 send document, the Automated Document Maintenance (ADM) feature may not be used to build 820 send transaction sets requiring authentication at the TS level, or envelope documents requiring authentication at the FG level.

THE BUILT 820S JOURNAL When the 820 send transaction sets are built in the EDI Documents module, an entry is recorded on several EDI journals. The Build EDI Event Journal and the Envelope EDI Event Journal register the document when it is built, however the 820s are reported with all other transaction sets. A separate journal for 820 transaction sets has been created. The Built 820s journal option appears when you scroll down the Print Journals menu:

Select the Built 820s option to generate the Built 820 Payment/Remittance EDI Event Journal:


109

EDI 2000

Entry# . . . identifies the entry number of the 820 send transaction on this journal.

Bld Date/Time . . . date and time the 820 send document was built.

User ID . . . login ID of the person who built the 820 send document.

TP ID . . . unique ID of the trading partner.

P21 Transaction Type . . . description of the kind of transaction created in the system.

Branch . . . identifies the branch where the check was generated.

Check Number . . . displays the check number of the check that was created for the 820 send transaction set.

TS# . . . number that identifies the type of transaction set.

Doc# . . . unique number of the document or transaction set that was created with the 820 send build.

For more information on the Build and Envelope EDI Event Journals, refer to the EDI Documents manual.

Note: Due to the fact that password entry is required for authentication of the 820 send document, the ADM (Automated Document Maintenance) feature may not be used to build 820 sends requiring authentication at the TS level or envelope documents requiring authentication at the FG level.