EDI 2000 DOCUMENTATION UPDATES Date Description Where Changed 2/14/00 Pre- and post-JCMs are regular JCMs that are used strictly in the EDI process. The pre-JCMs are created for automating the process of building and preparing EDI documents. The post- JCMs are created for automating the processing of received documents. The “Pre- and Post-JCMs” section (page 64) of the “EDI Operations Module” chapter. 12/22/99 Revised the text to include a new feature that allows you to delete all documents for a specified transaction set before you build them, without specifying a starting and ending sequence number. This is especially helpful if you want to delete all of these documents through a JCM. “Delete All Or a Range of Documents Before Building” (page 77) 7/23/99 Added new feature on Electronic Funds Transfer Payables Integration. The 820 Send Payment Order/Remittance Advice transaction set can be generated and authenticated. "Creating 820 Send Documents for Electronic Funds Transfer" chapter (page 92) 7/23/99 Added new feature that messages can be sent from the EDI Communications module to either an AIX or P21 message group to give notice when an EDI document has been received. "Alert a Message Group to Received EDI Documents" chapter (page 89) 5/7/99 Updated trading partner information fields with new data for Electronic Fund Transfer and Building Documents. “Trading Partner Information Table” chapter, in the “Electronic Funds Transfer" and "Building Documents" sections (page 27)
Transcript
EDI 2000DOCUMENTATION UPDATESDate Description Where Changed
2/14/00 Pre- and post-JCMs are regular JCMs that are used strictly inthe EDI process. The pre-JCMs are created for automating theprocess of building and preparing EDI documents. The post-JCMs are created for automating the processing of receiveddocuments.
The “Pre- and Post-JCMs” section(page 64) of the “EDI OperationsModule” chapter.
12/22/99 Revised the text to include a new feature that allows you todelete all documents for a specified transaction set before youbuild them, without specifying a starting and ending sequencenumber. This is especially helpful if you want to delete all ofthese documents through a JCM.
“Delete All Or a Range of DocumentsBefore Building” (page 77)
7/23/99 Added new feature on Electronic Funds Transfer PayablesIntegration. The 820 Send Payment Order/Remittance Advicetransaction set can be generated and authenticated.
7/23/99 Added new feature that messages can be sent from the EDICommunications module to either an AIX or P21 messagegroup to give notice when an EDI document has been received.
"Alert a Message Group to ReceivedEDI Documents" chapter (page 89)
5/7/99 Updated trading partner information fields with new data forElectronic Fund Transfer and Building Documents.
“Trading Partner Information Table”chapter, in the “Electronic FundsTransfer" and "Building Documents"sections (page 27)
The documentation in this publication is provided pursuant to a Sales and Licensing Contract for theProphet 21® System entered into by and between Prophet 21 and the Purchaser to whom this documentation isprovided (“License Agreement”). In addition, the licensed software to which this documentation refers may besupported in accordance with a customer support agreement by and between the same parties (“SupportAgreement”). All warranties, conditions of use, transfer restrictions, and other provisions in the LicenseAgreement or Support Agreement which are applicable to Licensed Software, are applicable to thispublication. In addition, this publication may include inadvertent technical inaccuracies or typographicalerrors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; thesechanges will be incorporated in new editions of the publication. Any questions about the material contained inthe publication should be addressed to the Prophet 21 Customer Support Department at 1-800-ITS-PR21.
Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including anywarranties that may be included in our products. Warranties for such agreements are set forth in youragreement with Prophet 21.
Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet21 at any time without notice.
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 ona report. If information does not appear on a report, it may be because theinformation was excluded from the Start, End range.
♦ For a detailed explanation on how maintenance screens function, refer to the TourGuide manual.
♦ Use the search tool in Adobe Acrobat Reader to find which manual describes aspecific module, job, or function.
2/14/00Prophet 21 Acclaim® Version 10
The Prophet 21system and Prophet 21 Acclaim are registered trademarks, and Prophet 21 and ScratchPad are trademarks of Prophet 21.All other trademarks and registered trademarks are the property of their respective companies.
4 TRADING PARTNER INFORMATION TABLE____________________________22
EDI-SETUP ________________________________________________________22Trading Partner Information __________________________________________22
Edit Trading Partner Information _____________________________________23Delete Trading Partner Information ___________________________________27Report Trading Partner Information ___________________________________27
Transaction Set Information __________________________________________28Edit a Transaction Set _____________________________________________29
5 SELECTABLE PRINTED FORM SIZE __________________________________32
6 REPRINTING A PRINTED FORM WITHOUT INTEGRATION ________________34
EDI-DOC __________________________________________________________34Process EDI Documents ____________________________________________35Change a Document Type ___________________________________________36
7 TRANSACTION SET NOTEPAD MAPS_________________________________38NOTEPAD _______________________________________________________38
11 810 RECEIVE INVOICE INTEGRATION WITH PAYABLES_________________47
EDI-SETUP ________________________________________________________47Trading Partner Interchange Information ________________________________47
EDI-PAYABLES_____________________________________________________48Generating Payables from Received EDI Invoices_________________________48Deleting Received EDI Invoices _______________________________________49Printing the Outstanding EDI Invoices Report ____________________________50
Outstanding EDI Invoices Report - Detail Information _____________________53Outstanding EDI Invoices Report - Summary Information __________________53Printing the EDI-PAYABLES Journal__________________________________53
Setting the Payables Defaults_________________________________________54
12 DOCUMENT TO DOCUMENT LINK (DDL) ______________________________55
EDI-SETUP ________________________________________________________55Edit Transaction Set ________________________________________________56Edit ASC to P21 Map _______________________________________________56Document to Document Link _________________________________________57ASC to P21 Map Development Help ___________________________________58
EDI-DOC __________________________________________________________58Print Raw Documents_______________________________________________58
13 EDI OPERATIONS MODULE ________________________________________60
16 DELETING DOCUMENTS BEFORE BUILDING __________________________76
EDI-DOC __________________________________________________________76Delete All Or a Range of Documents Before Building ______________________77
17 IDENTIFICATION OF CONFIRMATION ORDERS ________________________79
EDI-ORDER _______________________________________________________79Generate Orders from Received EDI Orders _____________________________79Generation Options ________________________________________________80
EDI-DOC __________________________________________________________81EDI Event Journal - Confirming EDI Orders ______________________________81
EDI Documents _____________________________________________________95Building EDI Documents_____________________________________________95Preparing EDI Documents for Sending__________________________________98The Built 820s Journal ______________________________________________99
8
To install the EDI 2000 package, you need the shipping paper that was sent by Prophet 21®. This shippingpaper contains a serial number that is used in a later step.
Installing the EDI 2000 package requires that files be created and / or expanded. Prophet 21 recommends thatyou perform this installation at night or on the weekend. Due to file size and system configuration, we cannotoffer 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 ofthe files.
For more information on these commands, refer to your Prophet 21 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 INSTALLATIONINSTRUCTIONS
1 INSTALLATION INSTRUCTIONS
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EDI 2000
The following screen appears:
9. Enter the serial number that appears on the shipping paper you received from Prophet 21, 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 Prophet 21Inside Sales Department for assistance. If you receive the message in Step A after you retype theserial number, proceed to Step 10.
Note: To suspend the installation of the EDI 2000 Package, type [N] [Enter] when the system prompts you torun the INSTALL. When you are ready to resume the installation, type INSTALL [Enter] at the jumpto 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.
1 INSTALLATION INSTRUCTIONS
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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 aninformational field.
Tracks . . . number of tracks used to enable each feature.
Fixed FileSpace
. . . amount of space needed on the disk to install any fixed files created by the EDI 2000package.
Minimum #of Tracksneeded
. . . 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 2000package.
The destination unit must have a free track number that is larger than the value in the Minimum # ofTracks Needed on Destination Unit field. This value is the minimum number of tracks needed forinstalling EDI 2000.
13. At the Proceed? prompt, press [Y] to proceed with the installation.
1 INSTALLATION INSTRUCTIONS
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EDI 2000
14. On the following screen, the system indicates that Lib Update will automatically run to create andmodify 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 atthe 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 followingfiles for the EDI 2000 package:
ED6ATDED6ATX
Segment dictionary, ASCtransaction sets
ED6CDDED6CDX
Segment dictionary,composite data
ED6CHDED6CHX
Segment description,composite data
ED6EDDED6EDX
Element dictionary
ED6EVDED6EVX
Version tables
These files are allowed to be 75% full.
1 INSTALLATION INSTRUCTIONS
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EDI 2000
ED6SDDED6SDX
Segment dictionary
EDCALDEDCALX
EDI-Operations eventcalendars
Expand files.
EDCICX Cross reference tocustomized item data file(CUSITD) by customerextended part number
Expand file.
EDNE2DEDNE2X
Trading partner networkinformation
Expand files.
EDSCHDEDSCHXEDSCCX
EDI-Operations eventschedules
Expand files.
EDTP1DEDTP1X
Trading partnerinformation
Expand files.
ERRORDERRORXERRODX
Error message data Expand files.
HELPDHELPXHELPDX
Online help data Expand files.
Note: CUSITD is resized. This may take a long time depending on how many records are in the fileand where the file is located on the unit.
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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 UtilityCommand prompt by entering "**UT" at the Job prompt. Enter "UP" for UPDATE at the UtilityCommand prompt.
JOB...**UT
UTILITY COMMAND...UPUNIT NR...
The system displays the name and the identifying comment on the Unit. You are prompted to insertthe 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 fullyinserted, 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 nameand 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 isshown, the length, the current number of records, and the maximum number of records. Please notethat the Xs represent numerals.
You are prompted whether or not you wish to update each file. The default is "Yes", which displaysautomatically next to the UPDATE? prompt.
Press any key to update the selected files. The system displays the names of the files that you havechosen to update and prompts for the UPDATE 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 enteringGO at the Utility Command prompt.
17
The EDI 2000 optional package provides features that further enhance the EDI package. This softwarefurnishes 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 DirectionAll customer documents are enveloped into one ISA envelope. The Functional Group applicationscode is used to identify each customer.
The processing of the EDI raw document is centralized. During processing, notification is sent to theappropriate 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 22 for details.)
Non-Stop Document ProcessingDuring document processing, the system will set aside any document with an error and continueprocessing those which have no problems. A report can be printed to indicate which document has anerror and to provide a help table to resolve it. For more information on this feature, refer to page 20.
Trading Partner Information TableThe Trading Partner Information Table contains parameters to control various EDI 2000 options. Amaster 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 22.
Report Enhancements
Selectable Printed Form SizeEDI documents can be printed legibly in an 80 character wide format. This enables you to usestandard 81/2 x 11 paper, which is easier to handle and file. For more information on this feature, referto page 32.
2 INTRODUCTION
2 INTRODUCTION
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EDI 2000
Reprinting Printed Forms Without IntegrationYou will be able to reprint a received document without creating a duplicate integrated document inthe system.. For more information on this feature, refer to page 34.
Integration Enhancements
855 Send Documents from Manual Customer OrdersPO acknowledgements (855 send documents) can be built from manually entered orders for anytrading partner (provided the trading partner has an 855 send transaction set) using the "Build EDIdocuments" option in the EDI-DOC module. This applies to orders generated from quotes, regularorders, post orders, and front counter orders.
Transaction Set Notepad MapsThe 850 receive transaction set contains a mapping entry to save data in an order transaction notepadnote using a user defined notepad topic. For more information on this feature, refer to page 38.
Extended Customized Item CodeA 30 character Extended Part Number (ASC X12 Standards requirement) can be entered forcustomized items. A scan (}) is available to help you find the extended part numbers duringorder/quote entry. For more information on this feature, refer to page 40.
Extended Description Mapping Entries (EDM)Transaction sets will contain mapping entries to save data in extended description fields. This willenable your customers to send any data they wish and to have that information print on shipping papersand invoices. For more information on this feature, refer to page 42.
Electronic Funds TransferYou will be able to send payments electronically to your vendors, provided you have AcclaimPayables. This will eliminate the need to mail checks. For more information on this feature, refer topage 45.
810 Receive Invoice Integration with EDI PayablesThe vendor invoices you receive via EDI will be integrated with Acclaim Payables, without having tobe manually posted. For more information on this feature, refer to page 47.
Document to Document LinkYou can customize the ‘template’ for receiving data from your customers or vendors. This will allowyour trading partners to transmit information to you that they want to see on the documents you sendback to them. For more information on this feature, refer to page 55.
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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 automateother related tasks. Any errors that occur during the process will be reported via the Message moduleto the person(s) you designate. For more information on this feature, refer to page 60.
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 theaccuracy of your VAN bill and to keep track of your expenses as they occur. This is especiallyimportant if you are doing activity-based accounting and want to know what it costs to do businesswith a particular trading partner. For more information on this feature, refer to page 67.
Document Handling Enhancements
EDI Raw Document EditorThe EDI document editor allows segment additions, modifications, and deletions using a full screendocument viewer. After the document has been modified, the document summary area element syntaxvalues will be changed to reflect these modifications. For more information on this feature, refer topage 72.
Deleting Documents Before BuildingYou can delete any document before it is built. This will eliminate the possibility of transmitting adocument you meant to delete. For more information on this feature, refer to page 76.
Identification of Confirmation OrdersThe 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 79.
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 82.
Tracking Network Expense
20
During document processing, the system will only stop when it encounters an error, and will notcontinue until you have fixed the problem. Consequently, a minor error in a relatively unimportantdocument 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 which haveno problems. When an error occurs, notification is sent via the MESSAGE module or AIX mail to a pre-definedmessage group. A report can be printed to indicate which document has an error and to provide a help table toresolve it.
EDI-DOCDuring document processing, any documents with errors are bypassed and processing continues for thosedocuments which have no problems. When an error occurs, notification is sent via the MESSAGE module or AIXmail to a message group that is defined in the Trading Partner information. (See the Trading Partner InformationTable" section.) This notification will only happen if Non-Stop document processing has been activated in theEDI-DOC defaults. An exception report can be printed which lists the documents with errors.
3 NON-STOP DOCUMENTPROCESSING
3 NON-STOP DOCUMENT PROCESSING
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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 journalsimilar 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 #:29Description: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 ElementNumber Number Sequence# ID Segment# Ref # Dictionary#
1 27699 72 CTT 21 CTT02 347
EDI Document Processing Error:Table #:11Description: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 ElementNumber Number Sequence# ID Segment# Ref # Dictionary#
MODIFY EDI-DOC DEFAULTS
The Defaults option used to modify the EDI-DOC defaults. The following screen displays when this option isselected.
Non-Stop documentprocessing
. . . determines whether or not notification is sent when an error occurs during documentprocessing.Non-Stop document processing can be set to Y or N. If this field is set to Y, notification issent via the MESSAGE module or AIX mail to a message group that is defined in the TradingPartner information. (See the Trading Partner Information Table" section.) If this field is set toN, no notification is sent.
22
EDI trading partner information is not located in one area of the system. You have to look in several areas to findall the parameters for an individual set of trading partner transactions. It is not possible to list trading partners byname.
With this feature, a Trading Partner Information Table can be set up for each of your trading partners. It containsparameters to control such options as document sourcing, document processing, and more. A master list can beprinted so that you can see all the relevant information about your trading partners. The trading partners can belisted by name.
EDI-SETUPThe EDI-SETUP module is used to create setup information for your trading partners and the transaction sets thatyou exchange with those trading partners. The setup information you create using this module is necessary for theEDI97 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 displayswhen the Trading information option is selected.
As the screens for entering, editing, and deleting trading partner information are similar, only the "Edit tradingpartner information" screen is shown in this document. Any differences are noted.
4 TRADING PARTNERINFORMATION TABLE
4 TRADING PARTNER INFORMATION TABLE
23
EDI 2000
EDIT TRADING PARTNER INFORMATION
The following screens display when the Edit option is selected.
TP ID����
. . . unique code used to identify each trading partner.
TP ID is a 7 character field which contains the Trading Partner ID. This code mustcorrespond to the Customer Code or Vendor ID for this trading partner, because the first 6characters of this code will be used as the Customer Code or Vendor ID, depending on thedocument. Since trading partners can be either customers or vendors, the last character in thefield is used to distinguish between customers and vendors whose Customer Code and VendorID are the same. The seventh character of the trading partner ID is also used to associatemultiple trading partner IDs to one customer or vendor code for received documents. Thisallows multiple interchange IDs to be assigned to one customer or vendor via the tradingpartner ID.
TP name . . . trading partner's name.This is the trading partner's name. TP name is associated with the Trading Partner ID.
4 TRADING PARTNER INFORMATION TABLE
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EDI 2000
Document SourcingExport envelopeddocument
. . . specifies where enveloped EDI documents are exported.
Export enveloped document can be set to P21 or AIX. If this field is set to P21, envelopedEDI documents are exported to the EDI document file in the standard EDI manner. If thisfield is set to AIX, enveloped EDI documents are exported to the specified Export AIXdirectory, 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 toa trading partner. This creates an interchange which 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 Exportenveloped 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 untilthey are imported.
Note: The Manual Import option in the EDI-DOC module is used to import EDIdocuments 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 thedirectory after the import is performed. If this field is set to R, the file is renamed, using theoriginal file name and adding an extension of .old to rename the file. For example:
Original file name = Original file nameRenamed file = Renamed file
Auto AIX import . . . determines whether or not AIX files containing incoming documents are importedautomatically.
Auto AIX Import can be set to Y or N. If you want to automatically import these files, thisfield 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 importEDI documents from all the trading partners with the Auto AIX Import field set toY into the EDI document file.
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EDI 2000
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 arecompleted 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 thefiles 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 andAIX import directory and all the files in those directories.
Note: Special characters (i.e. ~`!@#$%^&*()+=-\|}{[]:;”<>/?.,) should be avoided whencreating Trading Partner IDs. However, if a Trading Partner ID contains one of thesecharacters, or if the AIX import or export directory contains any special characters (otherthan /), these characters will be replaced with an underscore (_).
Document ArchivingCompress purgeddocs 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, thisfield should be set to Y. Otherwise, this field should be set to N.
Document ProcessingPrinted formdestination
. . . 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 isset to NO, you are prompted to direct the printing of the printed forms at the time of documentprocessing. If this field is set to TE, the printed forms are sent to the terminal. If this field is setto 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 SPOOLQmodule. If this field is set to FI, the printed form is sent to an AIX file (specified duringprocessing). If this field is set to Q1 or Q2, the printed form is sent to an AIX print queue.
Message notificationvia
. . . 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, notificationis sent to the specified Message notification group via the MESSAGE module. If this field isset to AIX, notification is sent to the specified Message notification group via AIX mail. Ifthis field is set to NO, no notification is sent.
4 TRADING PARTNER INFORMATION TABLE
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EDI 2000
Message notificationgroup
. . . 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 ‘manmail’ at an AIX prompt for more information. (Look under mail aliases file when pagingthrough man.)
The user setting up the AIX mail groups must have 'root access' to the /etc/aliases file and mustchange the AIX permissions to allow other users to read the file. This may be accomplished byusing 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 . . specifies the message text.Message text can be up to 70 characters. It is sent as part of the message notification, alongwith the Document#, TP ID, Transaction Set#, Date, Time, and Comments.
855 S Non-EDI enteredorder
. . . determines whether or not PO acknowledgements are built from manually enteredorders for the trading partner.855 S Non-EDI entered order can be set to Y or N. If this field is set to Y, POacknowledgements (855 send documents) can be built from manually entered orders for thetrading partner (provided the trading partner has an 855 send transaction set. If this field is setto N, no PO acknowledgements can be built.
Note: The Build option (accessed via the Manual Document option on the main menu) inthe EDI-DOC module is used to build all of the documents you wish to send to atrading partner.
850 post processconfirming
. . . 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 receivedocument (sent to confirm a manually entered order) is processed, and the BEG01 elementcontains the value 06, the system searches for an existing order for that customer with amatching customer PO. If one is found, it compares all the order header and detail informationand 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 orBEG02 – 1094 map. The translation table must be set to *x12.
When the existing order includes an extended description, and the processing EDI orderincludes an extended description mapping, the two are compared. If a matching label is foundin the extended description, the data is compared and discrepancies are reported. (See the EDIEvent 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 descriptionmapping 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) inthe EDI-DOC module is used to process all of the documents you have received from atrading partner.
4 TRADING PARTNER INFORMATION TABLE
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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 to132 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 nextlabel/element combination in the remaining space on a line, . If there is not enough room toprint the next label/element combination in the remaining space on a line, the next line will beused to print the label/element.
Electronic Funds Transfer820 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 820is built for the specified Bank TP ID. If this field is set to VEND, the 820 is built for thetrading partner. If this field is sent to BOTH, the 820 is built for both to the specified BankTP ID and the trading partner. If this field is sent to NO, the 820 is not available for building.
BuildingDocumentsSave Invoice after 810Build
. . . determines whether or not invoice information is deleted after the 810 transactionbuild.
Y – Invoice information is saved so that the 810 transaction set can be rebuilt from thesame invoice.
� N – Invoice information is deleted and the 810 transaction set cannot be rebuilt.
DELETE TRADING PARTNER INFORMATION
A Proceed with deletion ? (Y N) prompt appears when deleting trading partner information. Enter Y to delete; Notherwise. Upon deletion, you are prompted to delete the AIX export directory and AIX import directory and allthe files in those directories.
REPORT TRADING PARTNER INFORMATION
The following parameters display when the Report option is selected.
Tradingpartner IDStart/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.
4 TRADING PARTNER INFORMATION TABLE
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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 ACME2 TP name ACME
DOCUMENT SOURCING3 Export enveloped document P21 (P21, AIX)4 Export AIX directory /tmp/edi/exp/ACME5 Import AIX directory /tmp/edi/imp/ACME6 Import files maint D (D=DELETE, R=RENAME [.old])7 Auto AIX Import Y (Y,N)
DOCUMENT ARCHIVING8 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 informationoption on the main menu) allows you to enter, edit, delete, and print transactions for specific trading partners. Thefollowing 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" screenis shown in this document. Any differences are noted.
4 TRADING PARTNER INFORMATION TABLE
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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) fordisplay in EDI-ORDER. Edit the BEG segment map to include mapping entry 1093 in the BEG01element. 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 notepadnote using a user defined notepad topic. Edit the NTE segment map to include mapping entry 1881 inthe NTE02 element and enter the user defined notepad topic(s) in the element default value field(s) inthe format "topic:". Up to 30 characters including the colon (:) can be used to define the topic. (Seethe "NTE Segment Map" section.)
4 TRADING PARTNER INFORMATION TABLE
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EDI 2000
BEG Segment Map
You can access the map for the BEG segment by entering M2 at Field. The following sample screen shows howthe 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.
4 TRADING PARTNER INFORMATION TABLE
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EDI 2000
NTE Segment Map
You can access the map for the NTE segment by entering M3 at Field. The following sample screen shows howthe 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.
The data can be returned on the 855 send transaction set using mapping entry 6881.
The data can be returned on the 856 send transaction set using mapping entry 4881.
32
All EDI Printed Form documents are set up to print in 132 character-wide user defined format. Consequently, ifyou choose to print your documents on standard 8 ½ x 11" paper, the text wraps, making the documents verydifficult to read.
With this feature, EDI documents can be printed legibly in an 80 character-wide format. This enables you to usestandard 81/2 x 11 paper, which is easier to handle and file.
EDI-SETUPAn 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 displaywhen the Edit option is selected.
EDIT TRADING PARTNER INFORMATION
5 SELECTABLE PRINTEDFORM SIZE
5 SELECTABLE PRINTED FORM SIZE
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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 to132 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 nextlabel/element combination in the remaining space on a line, . If there is not enough room toprint the next label/element combination in the remaining space on a line, the next line will beused 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 Ver003010BRANCH: 1 LOCATION: 1 USER ID: CO ISA CONTROL #: 000000006PAGE: 1 DATE: 12/09/97 ARMCO STEEL COMPANY - 850 P.O.
HEADER DATA -------------------------------------------------------------------PO #: 1034458 PO DATE: 960807 PO TYPE: NEW ORDERTS PURPOSE: CONFIRMATION
22 BUYER'S NAME: BUYER'S COMMUNICATION # TYPE:22c BUYER'S COMMUNICATION #:23 BOB HOOVER TE23c 215-493-8900DETAIL # 1 ------------------------------------------------------------------1 PO LINE #: 1 QTY ORDERED: 50 UNIT OF MEASURE: EA1c UNIT PRICE: 1DETAIL # 2 ------------------------------------------------------------------1 PO LINE #: 2 QTY ORDERED: 50 UNIT OF MEASURE: EA1c UNIT PRICE: 1DETAIL # 3 ------------------------------------------------------------------1 PO LINE #: 3 QTY ORDERED: 20 UNIT OF MEASURE: EA1c UNIT PRICE: 2DETAIL # 4 ------------------------------------------------------------------1 PO LINE #: 4 QTY ORDERED: 1 UNIT OF MEASURE: EA1c UNIT PRICE: 1DETAIL # 5 ------------------------------------------------------------------1 PO LINE #: 5 QTY ORDERED: 4 UNIT OF MEASURE: EA1c UNIT PRICE: 1DETAIL # 6 ------------------------------------------------------------------1 PO LINE #: 6 QTY ORDERED: 1 UNIT OF MEASURE: EA1c UNIT PRICE: 1SUMMARY 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.
34
Received EDI documents are converted into a readable format and integrated into the Prophet 21 system duringprocessing (e.g., an electronically transmitted purchase order becomes a customer order). A problem can arise ifyou need to reprint the customer’s original document for any reason. The system would think it was receivinganother transmission and create a duplicate order.
This feature allows you to reprint a received document without any integration An option in the EDI DOC moduleallows you to change the type of a previously received or processed document to FORM so that the document canbe re-processed. Another option allows you to reprint a printed-form to produce the printed form without aduplicate order being created in the system.
EDI-DOCWhen 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 P21system. For more information refer to the “Process EDI Documents” section on page 35.
The Change option allows you to change the type of a document. This allows you to change the type of apreviously received or processed document to FORM so that the document can be re-processed. For moreinformation refer to the “Change a Document Type” section on page 36.
6 REPRINTING A PRINTEDFORM WITHOUT INTEGRATION
6 REPRINTING A PRINTED FORM WITHOUT INTEGRATION
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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 beingintegrated into the Prophet 21 system.
All RECV and FORM type documents for the specified trading partner are listed.
Processing a FORM type document produces the printed-form. No integration takes place. (RECV typedocuments are integrated into the P21 system.)
6 REPRINTING A PRINTED FORM WITHOUT INTEGRATION
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EDI 2000
DOCUMENT: 25895 TP ID: IDEDIV NETWORK: HARB Ver003050BRANCH: 1 LOCATION: 1 USER ID: CO ISA CONTROL #: 000000002
INVOICE FROM IDEAL DIVISION 09/23/97 PAGE: 1HEADER DATA ------------------------------------------------------------------------------------------------------------------------INV #: 1413476 INV DATE: 970918 PO #: 1041214 PO DATE: 970918 TS CTRL #: 000000002RELEASE #: 001
-REMIT TO- -SHIP TO-IDEAL DIVISION FLEX ENTERPRISESPOST OFFICE BOX 7170M 820 CANNING PARKWAYST. LOUIS MO 63195 VICTOR NY 14564REMIT 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 31DETAIL # 1 ------------------------------------------------------------------------------------------------------------------------LINE ITEM #- -QTY BILLED- -UOM- -UNIT PRICE- -VENDOR PART #-000001 1 EA 72 5732052-ITEM DESC-CLAMPDETAIL # 2 ------------------------------------------------------------------------------------------------------------------------LINE ITEM #- -QTY BILLED- -UOM- -UNIT PRICE- -VENDOR PART #-000003 2 EA 45 62P08BA-ITEM DESC-PARKERDETAIL # 3 ------------------------------------------------------------------------------------------------------------------------LINE ITEM #- -QTY BILLED- -UOM- -UNIT PRICE- -VENDOR PART #-000002 50 EA 4.99 6524E51-ITEM DESC-CL. ONE PIECE LINEDDETAIL # 4 ------------------------------------------------------------------------------------------------------------------------LINE ITEM #- -QTY BILLED- -UOM- -UNIT PRICE- -VENDOR PART #-000004 1 EA 85.5 6724152-ITEM DESC-CLAMPSUMMARY 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: 54NUMBER 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 begenerated.
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 whenthis option is selected.
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EDI 2000
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.
38
The 850 receive transaction set contains a mapping entry to save data in an order transaction notepad note using auser defined notepad topic.
NOTEPADThe following sample screen shows how the specific fields should appear for order transaction notepad notes.
7 TRANSACTION SETNOTEPAD MAPS
7 TRANSACTION SET NOTEPAD MAPS
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EDI 2000
Order notes are going to display in the following areas of the system. (The areas can be changed if you want thenotes to display in other areas.)
A1 = Order editC5 = Order ack headerC6 = Shipping paper headerC7 = Invoice headerE1 = Shipment edit/confirmF1 = Expedite order viewF2 = Expedite order edit
A ‘Read Note(s) prompt appears in all display areas:
40
A 30 character Extended Part Number (ASC X12 Standards requirement) can be entered for customized items. Ascan (}) 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 CUSTOMIZEDITEM CODE
8 EXTENDED CUSTOMIZED ITEM CODE
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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 listedin your standard inventory. This allows your customer to use customized part numbers orextended 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 needto delete and reenter the customized item when the part number changes.
QT-ENTRY, ORDER, FRONT-COUNTER, EDI-ORDERA customized item can be ordered by its Extended Part Number. A scan (}) is available to help you find theextended 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 850Receive 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.
The item code is converted to the extended part number on the 855 Send transaction set using mapping entry 6989.
The item code is converted to the extended part number on the 856 Send transaction set using mapping entry 4989.
42
There is some customer information which 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 thatinformation print on shipping papers and invoices and be returned on related EDI documents.
EDI-SETUPThe 850 receive transaction set contains a mapping entry to save data in the order item extended descriptionfields 3 and 4 using a user defined prefix. The data can be returned on the 810, 855, and 856 send transactionsets using the same user defined prefix. The user defined prefix will not be included with the data in the senddocuments.
9 EXTENDED DESCRIPTIONMAPPING ENTRIES
9 EXTENDED DESCRIPTION MAPPING ENTRIES
43
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 toname the Translation Table for the EDM. The Translation Table will contain the values of the qualifiers thatwill be converted (New value) to the prefix data labels.
TRADING PARTNER MAP OF ASC ELEMENTS TO P21 FIELDS
9 EXTENDED DESCRIPTION MAPPING ENTRIES
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EDI 2000
ELEMENT QUALIFIER TABLE
The 850 receive transaction set contains mapping entry 1651 to save data in the order item extended descriptionfields 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 descriptionsper item.
The data can be returned on the 810, 855, and 856 send transaction sets using the same user defined prefix. Theuser defined prefix will not be included with the data in the send documents.
The data can be returned on the 810 send transaction set using mapping entry 3651.
The data can be returned on the 855 send transaction set using mapping entry 6651.
The data can be returned on the 856 send transaction set using mapping entry 4651.
45
The 820 Send transaction set is a payment order and remittance advice (i.e., basically an electronic check andcheck 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 tomail checks.
EDI-SETUPAn 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 displaywhen the Edit option is selected.
EDIT TRADING PARTNER INFORMATION
10 ELECTRONIC FUNDSTRANSFER
10 ELECTRONIC FUNDS TRANSFER
46
EDI 2000
Electronic Funds Transfer820 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 820is built for the specified Bank TP ID. If this field is set to VEND, the 820 is built for thetrading partner. If this field is sent to BOTH, the 820 is built for both to the specified BankTP 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 TradingPartner (and the Trading Partner has an 820 send transaction set), the 820 will be generated if the 820 Send field isset to VEND, BANK, or BOTH. If the 820 Send field is set to BANK or BOTH, checks will be printed with thewords VOIDED and EPAY. If the 820 Send field is set to VEND or NO, checks will print in the normal fashion.
47
The vendor invoices you receive via EDI are not integrated with your Accounts Payable. Actually, they arenothing more than 'glorified' faxes.
This feature provides an EDI-PAYABLES module to process 810 Receive documents (invoices) throughACCLAIM PAYABLES, without having to be manually posted.
EDI-SETUPBefore an EDI 810 Receive invoice can be processed in EDI-PAYABLES, the Generate 810 as payable fieldmust be set to Y in the Interchange Information for the particular trading partner (vendor).
TRADING PARTNER INTERCHANGE INFORMATION
11 810 RECEIVE INVOICEINTEGRATION WITH PAYABLES
11 810 RECEIVE INVOICE INTEGRATION WITH PAYABLES
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EDI 2000
Generate 810 aspayable
. . . 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 inEDI-PAYABLES, this field should be set to Y. Otherwise, this field should be set to N.
EDI-PAYABLESThe EDI-PAYABLES module (accessed via the Payables option on the EDI menu) allows you to process EDI810 Receive invoices through PAYABLES.
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 (.) atthis 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 andunselect 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.
11 810 RECEIVE INVOICE INTEGRATION WITH PAYABLES
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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.
2. If you choose to PROCESS INVOICE, the invoice record is transferred to the PAYABLES module. Apayable is created for the invoice.
3. If Material Receipts Reconciliation is enabled, the invoice is automatically reconciled to the appropriatereceiving(s) when
√ the invoiced quantities match the received quantities for all the items in the receiving√ 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 aresult, material receipts reconciliation will not be available when a direct shipment is processed.
If these conditions are not met, Material Receipts Reconciliation displays.
DELETING RECEIVED EDI INVOICES
When you select the option to Delete, you are prompted for a Vendor. You can use the Vendor Dot Scan (.) atthis prompt. Only those vendors with outstanding EDI invoices display.
11 810 RECEIVE INVOICE INTEGRATION WITH PAYABLES
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EDI 2000
Upon entry of a valid vendor code, all outstanding EDI invoices for that vendor display, allowing you to select andunselect invoices in the standard EDI manner.
All the invoices that were received and processed through the EDI-PAYABLES module that have not been deletedare 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". Allassociated detail records will be deleted. The header records will be deleted when the EDI-PAYABLES journal iscleared.
PRINTING THE OUTSTANDING EDI INVOICES REPORT
You can choose to print the detail or summary information. If you choose to Print detail report, item informationis included on the report. If you choose to Print summary report, only the header information is included on thereport. 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 Endfields are not available if you choose to print the summary version of the report).
11 810 RECEIVE INVOICE INTEGRATION WITH PAYABLES
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EDI 2000
VendorStart/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. Toallow the widest parameters, press [Esc] through the parameters as shown in the example.
Due DateStart/End
. . . limits the report to those EDI invoices that have a Due Date that falls within the rangeof due dates.You can further restrict what EDI invoices are included in the report by using a range of duedates. Start and End define the range of dates to be searched. Any EDI invoice with a duedate outside the range will not be included. To allow the widest parameters, press [Esc] throughthe parameters as shown in the example.
Note: You can enter a date like 030198, and the system will supply the slashes between thenumbers, 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 thoseEDI invoices with due dates that fall between the dates you entered.
Invoice DateStart/End
. . . limits the report to those EDI invoices that have an Invoice Date that falls within therange of invoice dates.
You can further restrict what EDI invoices are included in the report by using a range of invoicedates. Start and End define the range of dates to be searched. Any EDI invoice with aninvoice date outside the range will not be included. To allow the widest parameters, press [Esc]through the parameters as shown in the example.
11 810 RECEIVE INVOICE INTEGRATION WITH PAYABLES
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EDI 2000
InvoiceAmountStart/End
. . . limits the report to those EDI invoices that have an Invoice Amount that falls withinthe range of invoice amounts.Start and End define the limits to a range of invoice amounts to be included in the report. Ifthe invoice amount does not fall within the specified range, the EDI invoice is not included inthe report. To allow the widest parameters, press [Esc] through the parameters as shown in theexample.
GrossAmountStart/End
. . . limits the report to those EDI invoices that have a Gross Amount that falls within therange of gross amounts.Start and End define the limits to a range gross amounts to be included in the report. EDIinvoices with gross amounts falling within the specified range will be included. To allow thewidest parameters, press [Esc] through the parameters as shown in the example.
QuantityBilledStart/End
. . . limits the report to those EDI invoices that have a Quantity Billed that falls within therange 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 beincluded in the report. To allow the widest parameters, press [Esc] through the parameters asshown in the example.
11 810 RECEIVE INVOICE INTEGRATION WITH PAYABLES
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EDI 2000
OUTSTANDING EDI INVOICES REPORT - DETAIL INFORMATION
EDI-PAYABLES OUTSTANDING INVOICES DETAIL REPORT 02/21/96 PAGE 1Vend ID Vendor Invoice# P21 PO # PO Date Inv Amount Gross Amount Inv Date Due Date Disc Date Disc % Rebate
Line Item # 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
OUTSTANDING EDI INVOICES REPORT - SUMMARY INFORMATION
EDI-PAYABLES OUTSTANDING INVOICES SUMMARY REPORT 02/21/96 PAGE 1Vend 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 0.0000AEROQ 2551877 1077099 11/21/95 99814.0000 99814.0000 11/28/95 12/08/95 12/08/95 1.0000 0.0000AEROQ 2551888 2016570 11/22/95 96641.0000 96641.0000 11/28/95 12/08/95 12/08/95 1.0000 0.0000AEROQ 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 aprinter option, the EDI-PAYABLES Journal prints. The journal prints in a format similar to the following sample.
The Journal shows the Vendor ID, Vendor Invoice #, Invoice Date, EDI Invoice #, P21 PO Date, and the Status ofeach invoice (either PROCESSED,DELETED, or ERROR). ERROR indicates that there was an error withprocessing of the payable and the payable will be made available for reprocessing.
The journal can be cleared after it has been printed. If you are in Q-Mode, a "CL"EAR EDI-PAYABLESJOURNAL... message displays after the print:
Clearing the journal will remove the header record of all invoices with a deleted status.
11 810 RECEIVE INVOICE INTEGRATION WITH PAYABLES
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EDI 2000
SETTING THE PAYABLES DEFAULTS
When you select the Defaults option, the Payables Defaults screen displays. This allows you to determine forwhich branch and payables group payables are created.
55
Some trading partners transmit information which they want returned on EDI documents sent to them. If thisinformation is not needed by the Prophet 21 system, there is no way to "mirror" this information on documentssent to the trading partner.
With this feature, you can customize the overlay for receiving data from your trading partners (customers orvendors). This will allow your trading partners to transmit information to you that they want to see on thedocuments you send back to them.
EDI-SETUPA (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 newdocument type DDL. This document DDL file type DDL will be used to send the outbound (send) documentelement data back to the Trading Partner. When the original source document (recv) is deleted, it will alsodelete the corresponding file type DDL.
12 DOCUMENT TO DOCUMENTLINK (DDL)
12 DOCUMENT TO DOCUMENT LINK (DDL)
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EDI 2000
EDIT TRANSACTION SET
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 Helpoption 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/elementnumber. 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:
12 DOCUMENT TO DOCUMENT LINK (DDL)
57
EDI 2000
850 Receive linked to 855 Send, 856 Send and 810 Send.860 Receive linked to an 865 Send.840 Receive linked to 843 Send
DOCUMENT TO DOCUMENT LINK
The (recv) overlay must be setup with the document to document links. When the link fields are entered, theoutbound transaction set overlay element mapping is automatically modified. Up two twelve DDL entries can bemade 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 thedata. The P21 field table number will contain the value DDL.
12 DOCUMENT TO DOCUMENT LINK (DDL)
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EDI 2000
ASC TO P21 MAP DEVELOPMENT HELP
EDI-DOCWhen a (recv) document is being processed, the DDL data is saved into a new EDI document type DDL. Thisdocument will be source for the outbound (send) DLL data. The DDL document comment area will show thenumber of the source document.
PRINT RAW DOCUMENTS
Those documents which have DDL links are identified on the Print Raw Document and Purge Raw Documentscreens. As the screens are similar, only the " Print Raw Document" screen is shown in this document.
12 DOCUMENT TO DOCUMENT LINK (DDL)
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EDI 2000
The following sample is an example of the DDL mapping storage document used by the outbound (send)document.
Page: 1Document number: 28468 Trading partner ID: ACMEVersion: Transaction set #: 0Transaction set type: DDL Build date: 2/10/98Build time: 11:27Comments: DDL source data Doc#: 26986
When you want to receive or send an EDI document from your VAN (your electronic mailbox), you have to dial into the network manually.
With this feature, you can set up an automatic dial-in schedule. You can define pick-up and delivery times andautomate other related tasks. Pre- and post-JCMs, that perform automated jobs, can be configured along with thetasks. Any errors that occur during the process will be reported via the MESSAGE module to the person(s) youdesignate.
EDI-OPSThe EDI-OPS module (accessed via the Ops option on the EDI menu) allows you to schedule timed networktransmission tasks using the EDI-COM dialing directory code. Pre- and post-JCMs can be added to work with thetask. Error message and transmission receipt notification can be sent via the MESSAGE module to a messagegroup 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 sincecalendars 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. Thefollowing 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
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ONCE
DAILY
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MONTHLY
A scan of all available calendars is available at the ID prompt. You can enter a dot (.) to display the Calendar IDScan.
You select the days/dates that you wish to include by entering their numbers. An asterisk (*) appears to the rightof the day/date to indicate that it has been selected. If you select a particular day/date by mistake, you can enterthe 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 existingschedule. Otherwise, an appropriate message is displayed at the bottom of the screen.
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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 performautomated jobs can be added along with the scheduled tasks. Any errors that occur during the process will bereported via the MESSAGE module to the person(s) you designate. The following screen displays when thisoption is selected.
A scan of all available schedules is available at the ID prompt. You can enter a dot (.) to display the Schedule IDScan.
A scan of all available calendars is available at the Calendar prompt. You can enter a dot (.) to display theCalendar 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 beunable to continue.
Error Report determines whether or not an error message and transmission receipt notification is sent via theMESSAGE module to a message group that is defined in the Trading Partner information. (See the TradingPartner 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.
"D"elete seq is used to delete a task from the schedule. The following prompts appear at the bottom the screenwhen this option is selected.
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"P"urge Schedule is used to delete the entire schedule. A confirmation message displays before the schedule isdeleted.
Important! Schedules add lines to your crontab file. It will use the crontab file from the user who is running asP21 when the schedule is entered in EDI Operations. Although the feature will only add lines to thefile, 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 aschedule. Problems can occur when other users view a schedule that someone else has created. If asecond user views and presses [Enter] on another user’s schedule, that schedule is then added to thesecond user’s crontab file. This results in the same job being run by the two users at about the sametime. If you do not want to change the schedule, or you are logged on as a different user other thanthe original creator of the schedule, make sure to enter “–1” at the Seq# prompt to exit the ScheduleMaintenance screen.
PRE- AND POST-JCMS
Pre- and post-JCMs are regular JCMs that are used strictly in the EDI process. The EDI Operations moduleautomates the process of dialing out to your network, and sending and/or retrieving documents. The pre-JCMs arecreated for automating the process of building and preparing EDI documents (or any work to be performed beforedialing out to the network). The post-JCMs are created for automating the processing of received documents (orany work to be performed after dialing out to the network). Both pre- and post-JCMs are optional to use.
If pre- or post-JCMs are to be used, it is very important that they be set up correctly. The following is the formthey must follow:
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The LOGON_SPEC holds the prompts and replies to login the user EDIOPS. This user should be added to theUser Base module, but with no password. It is also important that the user EDIOPS has adequate security levels toallow it to access the necessary modules used in the JCMs. To create the LOGON_SPEC, leave it blank and startthe JCM at the appropriate time. You will be prompted to login. Login as EDIOPS; the system should not askyou for a password.
After logging into the system, the next job(s) to be performed can be whatever needs to be performed during eitherthe pre-JCM or the post-JCM. However, the last Job Stream to be recorded in the JCM must be **EX. Thisreturns 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 worksproperly.
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 withinAcclaim 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 displaywhen this option is selected.
The report prints in a format similar to the following sample.
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02/26/98 SCHEDULE INFORMATION PAGE: 1
ID DOCEDI Calendar DAILYDESC SEND/RECEIVE EDI DOCUMENTS Cal Desc DAILY CALENDAR
EDI-COM Error MessageSeq 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 displaywhen this option is selected.
The report prints in a format similar to the following sample.
02/26/98 CALENDAR INFORMATION PAGE: 1
ID DAILYDESC DAILY CALENDARTYPE Daily
INCLUDE DAYS = *1 Sunday2 Monday *3 Tuesday *4 Wednesday *5 Thursday *6 Friday *7 Saturday
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Every time you send data to or receive data from your Value-Added Network (VAN), you are charged (usually bythe character). There is no way for you to keep track of these charges as they occur or to check the accuracy of thebill 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 dobusiness with a particular trading partner. New fields in the network information table hold network contactinformation (user account number, name, phone number) and real-time outbound and inbound charactertransmission counts. The network information table also contains fields for calculating the network transmissionfees that are accrued on a monthly basis. These fields are updated whenever the network is used to send or receivedata (in the EDI-COM module), and are reset to zero when the accumulated counts are reset.
EDI-SETUPAn 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 displayswhen the Network option is selected.
Each of these options is described in detail on the following pages. As the screens for entering, editing, anddeleting network information are similar, only the "Edit network information" screen is shown in this document.Any differences are noted.
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EDIT NETWORK INFORMATION
A screen similar to the following displays when the Edit option is selected.
Networkname����
. . . used to identify the network.
Network name is a 15 character field used to identify this network. When you set up a newtrading partner who uses this network, this name will be used to associate this network with thenew trading partner. The Network name field in the Trading Partner Interchange Informationmust be the same as the Network name you specify here. This name will also be used whenyou are sending EDI information to identify trading partner and transaction set information. Formore information, see the section on the EDI Directory, in the EDI-COM module
Network Contact InformationContact . . . 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. Youmay wish to leave out the area codes for those network contacts in the same area code as yourcompany.Tel # and Fax # are 12 characters each and hold numbers and dash (-) characters.
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Internet AddressFTP . . . 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 InformationUser 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 thenetwork.Mail box fee is nine characters , including the decimal point, and holds numbers only.
Internetworkfee
. . . the dollar amount your company will be charged when using the network to connect toanother 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 planchars
. . . the number of characters covered by the usage fee.Usage plan chars is twelve characters and holds numbers only.
Usage planmessages
. . . the number of messages covered by the usage fee.Usage plan messages is ten characters , including the decimal point, and holds numbers only.
These fields are updated whenever the network is used to send or receive data (in the EDI-COMmodule), and are reset to zero when the Reset Counts option is run. (See the "Reset NetworkCounts" section.) These fields are not editable.
Sent characters and Recv characters are twelve characters and hold numbers only. Sentmessages and Recv messages are ten characters and hold numbers only.
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Last countreset
. . . the date of the last count reset.This field indicates the date the accumulated count fields were reset. It is automatically updatedwhen 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.
NetworkNameStart/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. Toallow the widest parameters, press [Esc] through the parameters as shown in the example.
The report prints in a format similar to the following sample.
Network: ORDER Report Date: 10/16/97ACCT# JD-4567-7869769
Period: 10/01/97 to 10/16/97Contact Name: John DoeContact Phone: 215-493-8900
EDI MAIL BOX FEE: 25.00USAGE FEE: 12.00INTERNETWORK FEE: 50.00
The Network Billing Report includes the Contact and Accumulated Counts information.
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RESET NETWORK COUNTS
The accumulated count fields are updated whenever a network is used to send or receive data (in the EDI-COMmodule), and are reset to zero when the Reset Counts option is run. The following screen displays when thisoption is selected.
NetworkNameStart/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. Toallow 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.
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The EDI document editor allows segment additions, modifications, and deletions using a full screen documentviewer. After the document has been modified, the document summary area element syntax values will bechanged 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, withdocument 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 COMMENTSPR 855 T.S. ACME 25590 8/15/97 EDI Order # 1014767PR 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 # 1040637FA 997 T.S. IPOW97 25583 8/14/97 INVALID TRANSACTION SET FOR FFA 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 # 1014764PR 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 # 1040627FA 997 T.S. OWEN20 25574 8/14/97 Ack # 1 for doc # 25414FA 997 T.S. OWEN20 25573 8/14/97 Ack # 1 for doc # 25414PO 850 T.S. ACME 25559 8/11/97 P21 PO # 1039895PO 850 T.S. TIME 25489 8/08/97 P21 PO # 1040539PO 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 toscroll through the documents. The functional group, transaction set number, transaction set type, Trading PartnerID, document number, date, and comments for each document are displayed for your information.
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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. Asample document editor screen follows.
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.
SEGMENTMAINTENANCE
. . . 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 ofcharacters in the document.
A detailed explanation of each option follows.
I## is used to insert segments between existing segments. Additional segments are inserted before a specified linenumber. You are prompted for the Segment ID.
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SEGMENT MAINTENANCE INSERT MODESegment ID : N2 Name :ADDITIONAL NAME INFORMATIONElement ref: N2 01 Name :NAMEString value
Upon entry of a valid segment identifier, the segment’s general description displays. You are prompted for eachelement until the last element in the segment is reached, or you choose to quit. [Enter] at an element prompt haltsthe 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 beupdated manually if needed. Each element is checked for X12 syntax correctness. If there is a problem with anelement value, an error message is displayed and it will immediately prompt for the same element. Element valueswhich are not syntactically correct will not be accepted. Generally this means that elements that are numeric invalue will only accept numeric input. Date values must be entered in the form YYMMDD. ID elements mustcontain 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 elementshave been entered. A segment can be ended prematurely by typing return at the “String value” prompt beforemandatory 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 actuallydeleted.
Note: Segments that are part of the X12 document structure standards (e.g., ICS, GS, GE, ST, SE) cannot bedeleted.
L## is used to edit segment ##. The segment to be edited is displayed along with cursor commands. Bypositioning the cursor, you indicate where to insert or delete text. The text to the right of the cursor is repositionedas 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 backspaceSE*12*000025041~
No X12 syntax checking will happen when editing a segment, so care should be taken not to create an illegalsegment structure. Information for legal segment structure can be found in X12 documentation. [Enter] at anytime 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 byjumping to the line number specified and followed by subsequent line numbers.
"S"earchs for string in segment is used to search the document for a specific string of characters in thedocument. The document is redisplayed, beginning with the segment containing the specified string.
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A ***Segment inserted***, ***Segment edited***, or ***Segment deleted*** message is displayed beneath theComments line if the document had a segment inserted, edited, or deleted. This message will display on the screenand 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 documentprocessing options. A journal similar to the following sample prints when the Document Editor modificationsoption is selected.
EDI Event Journal - Inserted, Deleted, Or Edited Segments
07/23/97 EDI EVENT JOURNAL - INSERTED,DELETED, OR EDITED SEGMENTS PAGE: 1ENTRY# EDIT DATE TIME USER ID TP ID DOC# CHANGE MADE
The journal shows what documents were modified and which segments were inserted, deleted, or edited.
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For documents which you are sending, EDI-DOC searches the appropriate file for documents for the specifiedtrading partner, and allows you to select which documents are to be built. If you decide to delete a document, youhave to build it first and then remember to delete it before it is transmitted. Obviously, there is a chance that thedocument 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. Thiswill eliminate the possibility of transmitting a document you meant to delete.
EDI-DOCThe 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 thisoption 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.
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To select a transaction set, enter the corresponding Sequence Number at the Seq# prompt. When a transaction setis selected, the appropriate screen displays.
Note: Since all of the transaction set build screens function in exactly the same way, only the Build ASCShipping Notice/Manifest screen is shown in this document.
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 existingfields in the bottom portion of the screen when this option is selected.
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You are prompted for a Starting and Ending Seq#. If you want to delete a range of documents, enter the startingand ending sequence numbers of the documents you want to delete in the Starting and Ending Seq# fields. If youwant 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 todelete 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 selecteddocuments, and the remaining available documents are resequenced on the screen. If you press [N] at the Proceedprompt, Delete Mode disappears and the regular build process continues.
If you selected to delete all documents and press [Y] at the Proceed prompt, the system deletes all documents forthe specified transaction set and returns you to the Func prompt. If you press [N] at the Proceed prompt, DeleteMode disappears and the regular build process continues.
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When a customer phones in an order and later send a confirming PO via EDI, the system does not let you knowthat the received order is a confirmation only. Consequently, the PO could get entered again, and you would havea duplicate order.
With this feature, the system will tell you whether the order you have received is a new order or simply aconfirmation. 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 manuallyentered order, the areas in question are reported in the confirming EDI orders journal.
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 ofnew orders. Confirming type orders will not appear during order generation. All processing for confirming typeorders occurs in EDI-DOC during processing of received EDI documents.
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All orders with Include set to "YES" will be generated when you enter "S" to Start.
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 thisfield is set to "N", all PO types are generated as regular orders.
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EDI-DOCThe Print Journals option on the main menu allows you to print the journals for each of the document processingoptions, allowing you to monitor each processing option. A journal similar to the following sample prints whenthe Confirming option is selected.
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
The journal shows any discrepancies found between manually entered and EDI confirming orders. Thisinformation is also available on the printed form (when processing the document).
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The EDI-DOC module is used to process your EDI documents, both documents you have received anddocuments which are to be sent. The build and enveloping options support "batch" processing, where you canspecify any number of the available documents to be processed. For the rest of the options, documents aremanipulated 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 documenthandling allows you to Build, Process, Delete, and Print EDI documents, using selectable parameters (TradingPartner 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 selectableparameters.
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AUTOMATED DOCUMENT MAINTENANCE
The following screen displays when the Auto Document option is selected.
Trading Partner IDStart, 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 fromwhom documents were received.
Document numbersStart, 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 orreceived.
DateStart, End . . . limits the documents to be included based on date.
Date is the date the document was built or received.
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Document typeSENT . . . identifies whether or not SENT type documents will be included.
When this option is set to “Y”, "Send" interchanges which have been sent using the EDI-COMmodule will be included.
PROC . . . identifies whether or not PROC type documents will be included.When this option is set to “Y”, "Receive" documents which have been received using theEDI-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 havebeen 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), butwhich 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 which have been received using theEDI-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 havenot 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 theEDI-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 documentafter the document is changed, processed, built, or enveloped via Automatic DocumentMaintenance.
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 setto ALL, all transaction sets will be included.
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Function "P"rt, "D"el,"C"hg,"N"one
. . . specifies whether you wish to print, delete, or change the type of a range of EDIdocuments. When this option is set to "P"rt, raw documents that fall within the specified ranges will beprinted. When this option is set to "D"el raw documents that fall within the specified ranges will bedeleted/purged. When this option is set to "C"hg, the type of document that fall within the specified ranges willbe 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 beprepared 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 rangeswill 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 arefirst, 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 onthe Automated Document Maintenance screen. If the trading partner, document number, date, documenttype, or transaction set are not with in the specified ranges, the document will not be printed, deleted, orchanged.
When changing the document types, Automatic Document Maintenance toggles the selected type. Forexample, setting Document type SEND to Y (on the parameter screen) will toggle send documents to
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SENT and setting SNT to Y will toggle sent documents to SEND. A list of all the types and the resultingtoggle 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 theAutomated Document Maintenance screen. (The Document type is ignored.) Only PEND or RECVdocuments will be processed.
BUILD FUNCTION
Since the "B"uild function converts Prophet 21 data into X12 documents, only the Trading partner andTransaction set parameters limit when a document gets built. Since there is no document number, date, ortype until after the document is built, the Document number, Date, and Document type parameters areignored.
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."AN" All to No changes the Incl flag for all documents to NO.
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"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 choosewhether you wish to continue (C) with the next transaction set or trading partner or exit (Q) AutomatedDocument Maintenance altogether.
If you choose to Continue, and there are no more transaction sets or trading partners, Automated DocumentMaintenance will proceed with the "E"nvelope function or exit processing (if the "E"nvelope function is set toN).
The "S"tart option begins the processing of all of the documents whose Include field is set to YES. Anydocuments 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 tradingpartner/transaction set combination are built. The only documents that will not be built are those whose Inclfield was previously set to NO via the Manual Document option or via the Auto Document option with Viewselection set to N.
ENVELOPE FUNCTION
The "E"nvelope function envelopes documents based up the Trading partner, Document number, Date, andTransaction set number parameters. The Document type must be T.S. in order to be enveloped, so theDocument type parameters are ignored.
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If View Selection is set to Y (on the parameter screen), all documents which have been built, but have not beenenveloped, are displayed, one trading partner at a time.
The "Q" to Quit option exits the envelop process without preparing any documents for that trading partnerand proceeds with the next transaction set or trading partner. If there are no more transaction sets ortrading partners, Automated Document Maintenance will proceed with the "E"nvelope function or exitprocessing (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. Anydocuments 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 thetrading partner/transaction set combination are built. The only documents that will not be enveloped are thosewhose Incl field was previously set to NO via the Manual Document option or via the Auto Document optionwith View selection set to N.
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Whenever an EDI document is received from a trading partner, a message can be sent either through theProphet 21 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:
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The Defaultsoption controls
the ability tosend messages.
19 ALERT A MESSAGE GROUP TO RECEIVED EDI DOCUMENTS
. . . determines whether or not a message is sent to the message group identified in thetrading 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 ofthe 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 ofthe Trading Partner module:
The TPInformationsection holds themessage groupinformation.
The messagenotification fields
control how andwhere the
message is sentwhen a document
is received.
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MessageNotificationVia
. . . determines whether or not a message is sent when an EDI document is received fromthis 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.
MessageNotificationGroup
. . . 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 uponreceipt of an EDI document from this trading partner:
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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 sendtransaction sets. Certain requirements must be met for an 820 transaction set to be generated for a tradingpartner:
♦ 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 toset 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:
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Electronic Funds Transfer820 Send . . . specifies where the 820 (Payment Order/Remittance Advice) is sent.
VEND – A check is printed for the payee and the EDI 820 fields are saved for the futurebuilding of the 820 send transaction set. An 820 send transaction set is generated for thevendor when you build the transaction set.
BANK – A check is printed with the words VOIDED and EPAY. EDI 820 fields aresaved for the future building of the 820 send document. The system requests the bank'sTP ID, which must already exist in the system. An 820 send transaction set is generatedfor the bank when you build the transaction set.
BOTH – A check is printed with the words VOIDED and EPAY to both the vendor andthe bank. EDI 820 fields are saved for the future 820 send transaction set build. Thesystem requests the TP ID of the bank. The 820 send transaction sets are generated forboth 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 transactionset. 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 Setupmanual.
AUTHENTICATION OF THE 820 SEND TRANSACTION SET
Authenticating an 820 Payment Order/Remittance Advice send transaction set can be accomplished at thebuilding of the 820 and during enveloping of the document. The authentication level is controlled by theAuthentication field that appears as a pop-up window when the 820 Send field is set to either BANK orBOTH.
The 820 Sendfield controls
how the 820 senddocument is sent.
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Authentication . . . confirms the trading partner that the 820 send document is sent to, and determineswhen authentication takes place.
FG – Documents for the trading partner are authenticated only during the enveloping of thetransaction set. This occurs when the Prepare option is selected in the EDI Documentsmodule.
TS – Documents for the trading partner's bank are authenticated only when the Build option isselected in the EDI Documents module.
BOTH – Documents for the trading partner's bank are authenticated during the building of the820 send transaction set, and documents for the trading partner are authenticated whenpreparing 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 banktrading partner must have the 820 Send field set to BANK and the Authentication field set toFG with the Bank TP ID field set to itself. The following screen illustrates theserequirements:
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, theBank TP ID fieldmust be set to the
bank's ID.
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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 TradingPartner Interchange Information record. The Data Element Separator field must be set to an asterisk (*) byentering 42 in this field. The Data Segment Terminator field must be set to the line feed character (^J) byentering 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 theAuthentication field in the TP Information record is set to TS, authentication only occurs in the building of thedocument. 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.
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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 TPInformation record, you need only enter the TP ID of this vendor whose 820 send transaction sets are to bebuilt. Based on the information in the TP Information record, the system determines whether the bank orthe 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 theauthentication level is set to FG or NO, the document is built in the normal way. If the authentication level isset to TS or BOTH, the following prompt appears:
The password that is entered must exactly match the password agreed upon by the two trading parties as thepassword that generates the secret key information that is used in the authentication process. If an incorrectpassword is entered, the authentication process will continue, but the document will fail authentication on thereceiving side.
When a password is entered, the user must verify the password by reentering it. Upon reentry, the documentbuilds and the authentication process proceeds.
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Once a built document is authenticated, it cannot be edited or altered in any way or the authenticationprocess on the receiving side will fail. If an attempt to edit a secured document is made, the followingmessage 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 sendtransaction sets requiring authentication at the TS level, or envelope documents requiringauthentication at the FG level.
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PREPARING EDI DOCUMENTS FOR SENDING
When the Prepare option in the EDI Documents module is chosen, enter the trading partner whosedocuments 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 theauthentication 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. Thispassword generates the secret key information that is used in the authentication process. If an incorrectpassword is entered, the authentication process will continue, but the document will fail authentication on thereceiving side.
When a password is entered, the user must verify the password by reentering it. Upon reentry, the document isenveloped and the authentication process proceeds.
Once an enveloped document is authenticated, it cannot be edited or altered in any way. If an attempt tochange it is made, the authentication process on the receiving side will fail. If an attempt to edit a secureddocument is made, the following message appears:
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Note: Due to the fact that password entry is required for authentication of the 820 send document, theAutomated Document Maintenance (ADM) feature may not be used to build 820 send transactionsets requiring authentication at the TS level, or envelope documents requiring authentication at theFG level.
THE BUILT 820S JOURNAL
When the 820 send transaction sets are built in the EDI Documents module, an entry is recorded on severalEDI journals. The Build EDI Event Journal and the Envelope EDI Event Journal register the document when itis built, however the 820s are reported with all other transaction sets. A separate journal for 820 transactionsets 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:
Entry# . . . identifies the entry number of the 820 send transaction on this journal.
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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 transactionset.
TS# . . . number that identifies the type of transaction set.
Doc# . . . unique number of the document or transaction set that was created with the 820send 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, theADM (Automated Document Maintenance) feature may not be used to build 820 sends requiringauthentication at the TS level or envelope documents requiring authentication at the FG level.
