EDI User Guide - Baansupport
Infor ERP Baan IVb and IVcEDI User Guide
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Table of ContentsChapter 1Introduction . 1-1Overview . 1-2Supported messages . 1-3Chapter 2General setup for EDI . 2-1Parameters . 2-3EDI default data . 2-6Basic EDI setup using default EDI data on UNIX. 2-8Basic EDI setup using default EDI data on Windows NT . 2-9Networks . 2-10EDI relations . 2-16Relation data by network . 2-17Code and conversion tables. 2-19Chapter 3Setting up your company . 3-1Purchasing company. 3-1Outgoing conversions . 3-1EDI messages supported by relation . 3-3Sales company . 3-10Outgoing conversions . 3-10EDI messages supported by relation . 3-14Chapter 4Running EDI . 4-1Processing files . 4-1EDI interchange controller. 4-2Controller setup. 4-3
ii Table of ContentsUsing the interchange controller . 4-5External EDI network communication . 4-6Chapter 5Incoming message data . 5-1Processing interactive messages. 5-1Reprocessing messages with errors . 5-1Chapter 6EDI procedure (standard plus GLO). 6-1General procedures: purchasing company . 6-1General procedures: selling company. 6-3The purchasing company. 6-4Enter and print purchase order . 6-4Sending the purchase order (850/ORDERS) . 6-6Receiving the order acknowledgment (855/ORDRSP) . 6-7Changing the purchase order (860/ORDCHG) IVb GLO only and IVc. 6-8Sending the purchase order change (860/ORDCHG) IVb GLO and IVc only . 6-10Receiving the purchase order change acknowledgment (865) IVb GLO and IVc only. 6-10Receiving the dispatch note (856/DESADV) . 6-11Receiving the sales invoice (810/INVOIC) . 6-12The selling company . 6-13Receiving the sales order (850/ORDERS) . 6-13Printing and sending the order acknowledgment (855/ORDRSP). 6-14Receiving the sales order change (860/ORDCHG) IVb GLO and IVc only . 6-15Printing and sending the order change acknowledgment (865) IVb GLO and IVconly . 6-16Printing and sending the dispatch note (856/DESADV) . 6-17Printing and sending the sales invoice (810/INVOIC) . 6-18Chapter 7EDI procedure (SCH supply chain). 7-1General procedures: purchasing company . 7-1General procedures: selling company. 7-5The purchasing company. 7-6Enter and print purchase schedules. 7-6Sending the purchase schedules (SC830/SC830S) . 7-8
Table of Contents iiiEnter and print delivery schedules . 7-9Sending the delivery schedules (SC862/SC862S). 7-10Receiving the Advanced Shipping Notice (SC856/SC856S). 7-11Enter and print disapproved ASN. 7-13Sending the disapproved ASN (SC824/SC824S) . 7-14Enter and print validated ASN. 7-14Sending the receiving advice - validated ASN (SC861/SC861S). 7-15Enter and print ASN receipt discrepancies . 7-16Sending the validated ASN receipt discrepancy (SD861/SD861S). 7-18The selling company . 7-18Receiving the sales schedule (SC830/SC830S) . 7-18Receiving the shipping schedule (SC862/SC862S) . 7-20Receiving the production sequence (SC866/SC866S) . 7-20Sending the purchase schedules (SC830/SC830S) . 7-21Receiving the application advice (SC824/SC824S) . 7-22Receiving the receiving advice (SC861/SC861S) . 7-23Chapter 8Internal (multisite) EDI. 8-1Introduction . 8-1General setup . 8-3Company data. 8-3Customer and supplier data . 8-4Parameters . 8-5Default EDI data. 8-5Networks . 8-5EDI relations . 8-8Code and conversion tables. 8-9Purchasing company setup. 8-9Sales company setup. 8-13Setup summary. 8-18Running EDI. 8-18Multisite network communication . 8-18EDI procedure (standard plus GLO). 8-20
iv Table of ContentsPurchasing company . 8-20Sales company . 8-21Appendix A Conversion setups. A-1Conversion setup: 810, Invoice .A-4In direction .A-4Out direction.A-8Conversion setup: 820, Remittance Advice .A-22In direction .A-22Out direction.A-24Conversion setup: 850, Purchase Order .A-25In direction .A-25Out direction.A-38Conversion setup: 855, Purchase Order Acknowledgment.A-56In direction .A-56Out direction.A-61Conversion setup: 856, Advance Shipping Notice (Standard) .A-72In direction .A-72Out direction.A-75Conversion setup: 860, Purchase Order Change .A-81In direction .A-81Out direction.A-89Conversion setup: 865, Purchase Order Change Acknowledgment .A-99In direction .A-99Out direction.A-105Evaluation expressions .A-115Appendix B Glossary . B-1
About this GuideThis document explains the issues involved with the implementation ofElectronic Data Interchange (EDI). This document is designed for membersof an EDI implementation team and end-users.This guide covers the following topics:Preliminary setup stepsSetting up a purchasing companySetting up a selling companyRunning EDIReview of the standard EDI procedureUsing internal EDIAlso included are detailed lists of the EDI conversion setups and a glossary.Send us your commentsWe continually review and improve our documentation. Any remarks/requestsfor information concerning this document or topic are appreciated. Please email your comments to documentation@infor.com.In your e-mail, refer to the document code and title. More specific informationwill enable us to process feedback efficiently.
Chapter 1Introduction1In today’s business environment, companies face increasing order volumesand higher demands on the speed of communication. The electronic transferof data (referred to as EDI, for Electronic Data Interchange) has become animportant part of day-to-day business. EDI is used to process standardmessages between two trading partners, usually through an externaltranslator. The translator is typically another company that providestranslation services and, possibly, other network services.Company ABAANenvironmentCompany BTrading relationshipASCIIfilesASCIIfilesBAANenvironmentEDI translatorproviderFigure Chapter 1-1 Electronic data interchange (EDI)The BAAN EDI module can generate and read ASCII files with a flexibleformat. When you use BAAN EDI to exchange documents, these ASCII filesare translated, or reformatted, using standard EDI message formats, such as
1-2 0BIntroductionANSI X12, UN/EDIFACT, ODETTE, and VDA by a third-party translator, toprovide a format supported by your trading relation.The data files are typically transferred between external trading partners overcommercial (a value added network) or noncommercial (for example,Internet) networks. The translation of the ASCII files that are created orreceived by BAAN EDI is handled by third-party translation andcommunication software that may additionally provide encryption fortransferring data over unsecured networks. BAAN EDI software does notprovide this translation and communication functionality. This environment isreferred to as external EDI throughout this document.The transfer of internal EDI messages is similar to the external EDI situationexcept for the translation and communication requirements. Internal EDI isalso referred to as multicompany or multisite. In multisite EDIimplementations, the ASCII files are usually transferred over an internalcompany network (LAN or WAN) which means that encryption is notrequired. Also, because all companies (or sites) in the multisite structure usethe same format for the ASCII files, translation to a different external EDIstandard is generally not required.OverviewThis guide will help you understand the steps involved in implementing andusing the BAAN EDI solution. This application provides several tools to helpyou with this, including:Default conversion setups for the supported transaction setsMechanisms for identifying the relations and supported messagesConversion tables to help with specific conversion informationCode tables for code identification purposesMessage generation managementMessage audit and correction managementBAAN provides default data that can be imported into BAAN EDI. The defaultdata includes the following:The X12 and EDI organizations, which represent ANSI X12 andEDIFACT Standard, by which other EDI elements can be groupedSupported messages that follow the X12 and EDIFACT Standard namingconventions, grouped by organization (EDI messages and the supportedmessages defined in EDI Master Data)
0BIntroduction 1-3Conversion setups for each supported message that define the ASCII filelayouts and supported fields for each messageDefault codes for order types, item code IDs, address code IDs, andaddress types that can be used in code conversionsOutgoing messages by session, which links all supported outgoingmessages to the session that prepares the EDI message for generationSupported messagesThe BAAN IV release supports the following messages. The table includesthe transaction set, or message, codes to which these correspond for theindicated EDI standards.EDIstandard/messagedescriptionX12 EDIFACTODETTEVDADirectionInvoice810 INVOICINVOIC4906/4908in/outRemittance Advice820 REMADVREMADV4907in onlyPurchase Order850 ORDERSORDERR4925in/outPurchase OrderAcknowledgment855 ORDRSPCONFOR4926in/outAVIEXP4913in/outAdvance Ship Notice 856 DESADVThe VRC B40bGLO includes two additional messages:MessagedescriptionX12 EDIFACTODETTEVDADirectionPurchase OrderChange860 ORDCHGREPORD4906/4908in/outPurchase OrderChangeAcknowledgment865CONFOR4926in/outEach message has a code that relates to a particular standard. For example,ORDERS is the code used for the UN/EDIFACT purchase order and 850 isthe code used for the ANSI X12 purchase order. Each standard has its ownidentification method for defining the name of the message.
1-4 0BIntroductionThis naming convention is maintained in the BAAN EDI default data. You caneasily identify the BAAN message with the EDI standard name for X12 andEDIFACT. The message names can be customized.The message data provided in the BAAN EDI default data conversion setupsinclude the ASCII file layouts that can be mapped to your EDI standard. Tokeep the examples simple, ANSI X12 terminology will be used throughoutthis document when referring to the messages.The next few chapters cover the actual setup of EDI data, as well as theusage of EDI from a procedural point of view.The setup of data is structured as follows:General data setup of EDI companySetup of purchasing company: setup specific to defining your tradingpartner as the seller, you as the buyerSetup of selling company: setup specific to defining your trading partneras the buyer, you as the sellerLater chapters review the currently supported EDI conversion setups from theBAAN IV standard and GLO VRCs
Chapter 2General setup for EDI2EDI-specific data setup includes the following steps (in order of execution):1Maintain EDI parameters2Export default EDI data3Import EDI data4Maintain networks5Maintain relations6Maintain relation data by network7Maintain code tables8Maintain conversion tables9Maintain EDI messages by relation
2-2 1BGeneral setup for EDIFigure Chapter 2-1 shows the relationships between the setup steps and thedatabases involved.D em o C om panyD a ta b a s ed e fa u lts . e d iE x p o rtD e fa u lt E D ID a taM a in t a in E D IP a ra m e te rsIm p o rt E D ID a taM a in ta inN e tw o r k sY our C om panyD a ta b a s eM a in ta in E D IM essagesb y R e la tio nM a in ta inR e la tio n sM a in t a inR e la tio n D a tab y N e tw o r kFigure Chapter 2-1 EDI setupM a in t a inC o d e T a b le sM a in t a inC o n v e r s io nT a b le s
1BGeneral setup for EDI 2-3ParametersSet your EDI parameters. Only the first of the two screens must be filled, asdisplayed in the following figures.Figure Chapter 2-2 Maintain EDI Parameters (tcedi0100m000) session, form 1Explanation of parametersParameterExplanationEDI ImplementedA Yes/No field that indicates if EDI is implemented inthis company.Standard PathSelect the directory in which all EDI-related data islocated. The actual messages for your company arestored in a series of subdirectories, which will bedefined at a later stage. The directory defined here isthe directory in which the import utility will search forthe Defaults.edi file as explained in the previoussection and to which the export utility will write files.
2-4 1BGeneral setup for EDIMake Use of TraceFileIf this field is Yes, a log file (trace file) is created forevery processed message. In case of a read orgeneration error, the log file can provide more insightinto the problem. Typically you will maintain a settingof Yes during the implementation and testing phasesof EDI.Name of Trace FileThe application will append a 4-digit incrementingnumber to the name specified in this field to obtain aunique name for each trace file. For easyidentification, you may want to include the companynumber in the name of the trace file.Our IdentificationThe communication address that is used by yourtrading relation to identify you. For internal EDI,using the company number as an address is a goodchoice. For external EDI, the communicationaddress can be used by thetranslation/communication software to identify youas the sender of the message.Store All MessagesIf this field is Yes, a copy of every received or sentmessage is kept.Refer to Networks in Chapter 2, for directorystructure information.Reference NumberThe reference number is used for outgoingmessages and is created when an EDI message isgenerated. This number uniquely identifies themessage. Because the actual data belonging to themessage is distributed over multiple ASCII levels,this number is also used to identify which parts ofthe message belong together. The number is built upof three concatenated parts:1 A string of characters defined in the Fixed Partfield2 The system date in one of several formats (DateFormat field)3 An incrementing number
1BGeneral setup for EDI 2-5ParameterExplanationFixed PartThe fixed part of the reference number.Date FormatThe date format of the reference number.First Free NumberThe next available sequence number.Action on New DateBecause the date is included in the referencenumber, the number will be unique on a new date,even if the incrementing number is repeated with 0or 1. You can also keep incrementing the number. Inthat case, that number tells you how manymessages have been generated so far.Suppress Blank Text If this field is Yes, empty text lines are not includedLinesin a generated message, limiting the text content tosignificant information.Suppress Blank Text If this field is Yes, empty text fields are not includedFieldsin a generated message, limiting the messagecontent to significant information.Figure Chapter 2-3 Maintain EDI Parameters (tcedi0100m000) session, form 2
2-6 1BGeneral setup for EDIExplanation of fieldsFieldExplanationInterchange MessageNot used at this time.Interchange Conversion SetupNot used at this time.Message Overhead ConversionSetupNot used at this time.Once you begin transmitting messages, you should not change the standardpath identification or the way the reference number is created.EDI default dataAlthough much of the setup data in the EDI module is user-definable, BAANprovides all the necessary EDI data as default data. This default data isinstalled in demo company 812. To avoid entering or changing this data ineach of your companies, you can export the setup data to an ASCII file andimport them into other companies.You can export the setup data from this company using the Export EDI Data(tcedi6221m000) session. This session creates a file called Defaults.edi inthe EDI directory that is specified in the Standard Path field in the EDIparameters of company 812. Before you run the Export EDI Data(tcedi6221m000) session, you must create an EDI directory in BSE andmake sure that the full path of this directory is specified in the Standard Pathfield of the EDI parameters of company 812.In principle, you only need to export the EDI data once. However, you canmake changes to the default data (organizations, networks, code orconversion tables, or conversion setups) in any company and use theexport/import sessions to transfer that data to other companies. Onceexported, the Defaults.edi file contains the default EDI setup data for importinto your normal BAAN company database, as explained in the followingsections.You should export the data for organization X12 if you want the correctdefault data for external and internal EDI.
1BGeneral setup for EDI 2-7Figure Chapter 2-4 Export EDI Data (tcedi6221m000) sessionThe exported default data can be imported into the EDI modules of theindividual companies.Note: Contact a BAAN Support Center to find out if your default data is up todate.Once the Defaults.edi file has been exported from the demo company 812,and resides in the directory specified in your EDI parameters, you can importthe data back into other companies.You must define a default text group for the user who executes the importbefore running the Import EDI Data (tcedi6220m000) session because theimport will read a number of evaluation expressions, which are stored as textblocks. This can be done in the Maintain Default Text Group by User(tttxt0100m000) session.To import the Defaults.edi file into your new company, run the Import EDIData (tcedi6220m000) session.
2-8 1BGeneral setup for EDIFigure Chapter 2-5 Import EDI Default Data (tcedi6220m000) sessionBasic EDI setup using default EDI data on UNIXDefault EDI data for the standard IVc UNIX environment is supplied in thefollowing files. BSE/lib/edi/def4c.x12 for the ANSI X12 data BSE/lib/edi/def4c.edi for the UN/EDIFACT dataThe data in these files consists of the master data required for the very basicEDI setup. Two files have been provided for each of the two environmentslisted below: one containing master data using the ANSI X12 standardconventions, and one containing master data using the UN/EDIFACTstandard conventions. To import this data into the BAAN application, carryout the following steps:1 Rename the default EDI data file that you want to import (choose a directory)to defaults.edi.2 Set the EDI parameter table in the Baan Application Company to read thedirectory with the defaults.edi file. This can be done via the Maintain EDIParameters (tcedi0100m000) session. The EDI
The next few chapters cover the actual setup of EDI data, as well as the usage of EDI from a procedural point of view. The setup of data is structured as follows: General data setup of EDI company Setup of purchasing company: setup specific to defining your trading
4010 EDI documents (note EDIFACT transaction sets will be required by Amazon EU divisions): EDI 753 - Request for Routing Instructions EDI 855 - PO Acknowledgement EDI 754 - Routing Instructions EDI 856 –Advance Ship Notice EDI 810 - Invoice EDI 860 –PO Change Request EDI 846 - Inventory Advice/Update EDI 865 –PO Change Seller
collection of EDI data is received in a batch. The batch of EDI data includes a plurality of EDI documents and each of the plurality of EDI documents has at least one EDI transaction corresponding to a transaction type. The EDI transactions included in the EDI documents are identified by decoding the received EDI data according to EDI standards.
4010 EDI documents (note EDIFACT transaction sets will be required by Amazon EU divisions): EDI 753 - Request for Routing Instructions EDI 855 - PO Acknowledgement EDI 754 - Routing Instructions EDI 856 – Advance Ship Notice EDI 810 - Invoice EDI 860 – PO Change Request
1. What is EDI? 2. What is the 'Omni-hannel' 3. Omni-Channel EDI solutions 4. Where does EDI fit into the marketplace? 5. Third Party Logistics (3PL) EDI 6. Online Retailers and CommerceHub EDI 7. eCommerce Platform EDI 8. B2BGateway EDI and QuickBooks Online 9. Pricing 10. Customer Service 11. B2BGateway Fact Sheet & Trading Partners 12 .
TrueCommerce EDI Buyer's Guide As supply chains become more complex, EDI offers the technology . and provides all the components required for EDI, such as mapping, translation, and connectivity to trading partners. . h EDI 940 - Warehouse Shipping Order h EDI 945 - Warehouse Shipping Advice h EDI 997 - Functional Acknowledgement
MAPPING Involves transforming an EDI document into another format (such as XML, a flat file, a delimited file, etc.) TRANSLATION The process of accepting in bound EDI data, or preparing an outbound file for transmission COMMUNICATIONS Refers to the transmission of the EDI transaction Accepted. The EDI message conforms to all agreed upon EDI .
EDI Notepad EDI Notepad is the ultimate EDI editor, providing all those clever features you've always wanted when working with EDI transactions. These features include several viewing modes, syntax validation for all EDI standards and versions, edit tools to edit or build EDI documents,
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