Post on 01-Jul-2018
transcript
ODEIS Retailers
E.D.I. : Electronic Data Interchange
E.D.I. : Electronic Data Interchange 1/16
SETTINGS
1) Messaging Accounts
The messaging accounts settings are opened using the following navigation:
Miscellaneous - "Settings" - "Messaging Accounts"
In order to separate the arrival of personal messages from vendor delivery notes, it is imperative that an e-mail
address specifically for EDI is created (via the Internet service provider).
The left side ("EDI Account Messaging") and the right side ("mail account") are to be configured:
Indicate your EDI e-mail
address as well as the
login details
Indicate the POP and
SMTP addresses given by
your provider
If you use broadband (or a router), select 'IP
Router', if not indicate the name of your
modem connection
To save your settings
Allows for the
simulation of sending
a message in order to
test the validity of the
information entered
Allows for the reading of the mail
box in order to test the validity of
the information entered
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2) Vendors
The vendor settings are found in the menu:
Miscellaneous - "Base Files" - "Vendors"
Select the vendor to configure and click on the tab "EDI":
Indicate your client
reference for this vendor
here
Enter the vendor EDI e-mail
Enter the vendor e-mail
WITHOUT => for this vendor, the size is usually input at the end of the
vendor reference (when entered in stock)
WITH => for this vendor, the size is not entered at the end of the vendor
reference (when entered in stock)
The size is input in the 'size' field
(Only for vendors who manage the size in their vendor reference)
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3) Category
The Category settings are found in the menu:
Miscellaneous - "Base Files" - "Category"
Select the category to configure:
This update can be carried out automatically due to the function 'automatic update of areas' in the category
classification (Miscellaneous - "Base Files" - "Category" - F8)
For the category selected, define the input
criteria for vendor references
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4) Setting References
In order that the vendor can correctly process your order, the vendor references that you have input
need to match the referencing of the vendor.
For this reason there is an option which allows for:
• the listing of all your vendor references (for a selected vendor)
• this list to be sent via e-mail to your vendor so that they can set your references with theirs.
• the retrieval of the equivalent vendor references in order to modify your file.
The setting of references is found in the menu:
Miscellaneous - under menu "Maintenance" - Option "Utilities" - button "Control of EDI vendor
references"
4-1) Send the vendor references
1 - Enter the vendor
code to process
2 - Confirm in order
to create the list of
vendor references
3 - Send this list by
e-mail (WARNING:
it is your e-mail
address which is
used for sending)
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4-2) Receipt of vendor modifications
The vendor will return an equivalent file to you with both your references and theirs.
If the vendor does not find an equivalent for a reference sent (reference no longer exists at the
vendor), this will be easily identified (in stock search) because it will have a code followed by XX.
1 - Enter the vendor
code to process
2 - Select the file to
retrieve
3 - Launch the
update
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MANAGEMENT OF EDI ORDERS
1) Entering vendor orders and confirmation:
3 input modes are possible:
• manually entering an order
• selective restocking
• automatic restocking
a fourth mode for generating orders is possible: adding a representative order (see page 14)
In all cases, the order generated can be found in the orders list (Menu "Purchasing" - Options
"Selection/Validate"
By default, a generated order has the status 'AV' (for 'To confirm')
It is imperative that an order is confirmed before sending it to the vendor via EDI.
Printing is not compulsory.
The order will then pass from the classification 'AV' to 'VA' (confirmed)
Search
criteria
Confirm an
order Search criteria by order classification
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2) Preparation, sending and receipt notification of vendor orders
Once the order is confirmed, it must be:
• prepared (i.e. put in a format which can be used by the vendor)
• sent to the vendor
Preparing and sending orders is found in the menu "Purchasing" - "EDI" - "Managing orders"
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2-1) Preparation of the order
Choose the option "Preparation of INTERNET orders" then press F2 and the following screen will
appear:
The name of the text file generated corresponds to the vendor's client reference.
Its extension is '.cde'
It can be found in \logibij\ficXXX (where XXX corresponds to your file number).
List of
confirmed
orders from the
orders list
Preparation (in relation to the EDI standard) of
a text file containing the information relating
to the order selected.
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2-2) Sending the order
Choose the option "Sending orders by INTERNET (E-mail-FTP)" then press F2; the following screen will
appear:
Once the file has been sent, the orders move from the classification 'VA' to 'ZZ' (orders sent out)
Sending of the file to the vendor by e-mail
List of files waiting to
be sent
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2-3) Order receipt notification
Choose the option "online acknowledgement of receipts" then press F2; the following screen
will appear:
List of notifications received with a
general comment Permanent deletion of the notification
For each notification, the vendor can
send you a comment by vendor
reference ordered
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3) Receipt of the vendor delivery note => entry into EDI stock
Once your order has been sent to the vendor, the vendor will process it and send an e-mail to your EDI
address.
This e-mail will contain the delivery note corresponding to your order.
To automatically add the delivery note, you need to go to the function 'EDI Entry' .
The EDI entry is found in the menu "Stock" - "EDI Entry" - "VENDOR delivery notes received by E-mail /
Internet"
The following screen appears:
Your EDI mailbox must only be used for receiving vendor delivery notes and sending orders.
Access to your EDI mail box must only be managed by ODEIS => it is not advisable to:
- read messages from this mail box on the Internet
- manage this mail box using Outlook for example
If you click 'Yes', ODEIS
connects to your EDI
e-mail and transfers to
your computer all of
the delivery notes
received.
If you click 'No', ODEIS
displays the list of
vendor delivery notes
transferred to your
computer but not yet
added to your stock.
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In all cases, the following screen is displayed:
Confirmation:
entry into stock of
the articles from
the delivery note
Manual: confirmation for each article input will
be requested (function 'modification of article
file')
Automatic: all the articles from the delivery
note are automatically added all at once
Input the vendor
code from the
delivery note to add
List of references
from the selected
delivery note
To add a reference, it is compulsory to indicate the family and sale price.
If this reference has already been in the store, ODEIS will automatically display this
information; all you need to do is check it.
Permanent
deletion of the
delivery note
Memorise what is
input in the
window (including
the distributions).
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If you position the distribution in only one store (top table), there is no longer any
distribution. All the articles selected will be allocated to this one store.
If the vendor has not filled in the order number, enter this in order to update the orders list.
To add manually, you can modify (or process) the distribution in the detail of the article file.
It is good practice to confirm that:
• products are entered into stock
• entries are checked
• product labels are generated, if required
• pre-transfer notes are created automatically if multi-store distribution is active (see
documentation on inter-store transfers)
A certain number of checks can be carried out on a EDI delivery note:
Integrated checks:
If these articles
have already been
added, ODEIS
indicates the date
when they were
first added and
the delivery note
cannot be added
again
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Switch to...:
In case of error with the delivery of the ED note, this function allows you to resend the EDI note to one
of your shops
List of stores
List of articles allocated to the store selected
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Retrieval of a representative order (.por file):
Rather than entering a vendor order, it is possible to receive an order which is ready to be confirmed
by you.
Certain vendor representatives can assess the status of your restocking and send you a 'pre-order' by
e-mail.
The integration of this 'pre-order' can be found in the menu "Purchasing" - "EDI" - "Managing
orders"
Select this option to retrieve
vendor orders
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The following screen appears:
When a pre-order is confirmed, it is automatically added to the orders list and classified as 'VA' (order
confirmed).
List of pre-orders waiting to be
added to your orders list
To add the pre-orders selected to the vendor orders list