ODEIS Retailers

E.D.I. : Electronic Data Interchange

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SETTINGS

1) Messaging Accounts

The messaging accounts settings are opened using the following navigation:

Miscellaneous - "Settings" - "Messaging Accounts"

In order to separate the arrival of personal messages from vendor delivery notes, it is imperative that an e-mail

address specifically for EDI is created (via the Internet service provider).

The left side ("EDI Account Messaging") and the right side ("mail account") are to be configured:

Indicate your EDI e-mail

address as well as the

login details

Indicate the POP and

SMTP addresses given by

your provider

If you use broadband (or a router), select 'IP

Router', if not indicate the name of your

modem connection

To save your settings

Allows for the

simulation of sending

a message in order to

test the validity of the

information entered

Allows for the reading of the mail

box in order to test the validity of

the information entered

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2) Vendors

The vendor settings are found in the menu:

Miscellaneous - "Base Files" - "Vendors"

Select the vendor to configure and click on the tab "EDI":

Indicate your client

reference for this vendor

here

Enter the vendor EDI e-mail

Enter the vendor e-mail

WITHOUT => for this vendor, the size is usually input at the end of the

vendor reference (when entered in stock)

WITH => for this vendor, the size is not entered at the end of the vendor

reference (when entered in stock)

The size is input in the 'size' field

(Only for vendors who manage the size in their vendor reference)

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3) Category

The Category settings are found in the menu:

Miscellaneous - "Base Files" - "Category"

Select the category to configure:

This update can be carried out automatically due to the function 'automatic update of areas' in the category

classification (Miscellaneous - "Base Files" - "Category" - F8)

For the category selected, define the input

criteria for vendor references

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4) Setting References

In order that the vendor can correctly process your order, the vendor references that you have input

need to match the referencing of the vendor.

For this reason there is an option which allows for:

• the listing of all your vendor references (for a selected vendor)

• this list to be sent via e-mail to your vendor so that they can set your references with theirs.

• the retrieval of the equivalent vendor references in order to modify your file.

The setting of references is found in the menu:

Miscellaneous - under menu "Maintenance" - Option "Utilities" - button "Control of EDI vendor

references"

4-1) Send the vendor references

1 - Enter the vendor

code to process

2 - Confirm in order

to create the list of

vendor references

3 - Send this list by

e-mail (WARNING:

it is your e-mail

address which is

used for sending)

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4-2) Receipt of vendor modifications

The vendor will return an equivalent file to you with both your references and theirs.

If the vendor does not find an equivalent for a reference sent (reference no longer exists at the

vendor), this will be easily identified (in stock search) because it will have a code followed by XX.

1 - Enter the vendor

code to process

2 - Select the file to

retrieve

3 - Launch the

update

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MANAGEMENT OF EDI ORDERS

1) Entering vendor orders and confirmation:

3 input modes are possible:

• manually entering an order

• selective restocking

• automatic restocking

a fourth mode for generating orders is possible: adding a representative order (see page 14)

In all cases, the order generated can be found in the orders list (Menu "Purchasing" - Options

"Selection/Validate"

By default, a generated order has the status 'AV' (for 'To confirm')

It is imperative that an order is confirmed before sending it to the vendor via EDI.

Printing is not compulsory.

The order will then pass from the classification 'AV' to 'VA' (confirmed)

Search

criteria

Confirm an

order Search criteria by order classification

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2) Preparation, sending and receipt notification of vendor orders

Once the order is confirmed, it must be:

• prepared (i.e. put in a format which can be used by the vendor)

• sent to the vendor

Preparing and sending orders is found in the menu "Purchasing" - "EDI" - "Managing orders"

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2-1) Preparation of the order

Choose the option "Preparation of INTERNET orders" then press F2 and the following screen will

appear:

The name of the text file generated corresponds to the vendor's client reference.

Its extension is '.cde'

It can be found in \logibij\ficXXX (where XXX corresponds to your file number).

List of

confirmed

orders from the

orders list

Preparation (in relation to the EDI standard) of

a text file containing the information relating

to the order selected.

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2-2) Sending the order

Choose the option "Sending orders by INTERNET (E-mail-FTP)" then press F2; the following screen will

appear:

Once the file has been sent, the orders move from the classification 'VA' to 'ZZ' (orders sent out)

Sending of the file to the vendor by e-mail

List of files waiting to

be sent

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2-3) Order receipt notification

Choose the option "online acknowledgement of receipts" then press F2; the following screen

will appear:

List of notifications received with a

general comment Permanent deletion of the notification

For each notification, the vendor can

send you a comment by vendor

reference ordered

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3) Receipt of the vendor delivery note => entry into EDI stock

Once your order has been sent to the vendor, the vendor will process it and send an e-mail to your EDI

address.

This e-mail will contain the delivery note corresponding to your order.

To automatically add the delivery note, you need to go to the function 'EDI Entry' .

The EDI entry is found in the menu "Stock" - "EDI Entry" - "VENDOR delivery notes received by E-mail /

Internet"

The following screen appears:

Your EDI mailbox must only be used for receiving vendor delivery notes and sending orders.

Access to your EDI mail box must only be managed by ODEIS => it is not advisable to:

- read messages from this mail box on the Internet

- manage this mail box using Outlook for example

If you click 'Yes', ODEIS

connects to your EDI

e-mail and transfers to

your computer all of

the delivery notes

received.

If you click 'No', ODEIS

displays the list of

vendor delivery notes

transferred to your

computer but not yet

added to your stock.

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In all cases, the following screen is displayed:

Confirmation:

entry into stock of

the articles from

the delivery note

Manual: confirmation for each article input will

be requested (function 'modification of article

file')

Automatic: all the articles from the delivery

note are automatically added all at once

Input the vendor

code from the

delivery note to add

List of references

from the selected

delivery note

To add a reference, it is compulsory to indicate the family and sale price.

If this reference has already been in the store, ODEIS will automatically display this

information; all you need to do is check it.

Permanent

deletion of the

delivery note

Memorise what is

input in the

window (including

the distributions).

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If you position the distribution in only one store (top table), there is no longer any

distribution. All the articles selected will be allocated to this one store.

If the vendor has not filled in the order number, enter this in order to update the orders list.

To add manually, you can modify (or process) the distribution in the detail of the article file.

It is good practice to confirm that:

• products are entered into stock

• entries are checked

• product labels are generated, if required

• pre-transfer notes are created automatically if multi-store distribution is active (see

documentation on inter-store transfers)

A certain number of checks can be carried out on a EDI delivery note:

Integrated checks:

If these articles

have already been

added, ODEIS

indicates the date

when they were

first added and

the delivery note

cannot be added

again

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Switch to...:

In case of error with the delivery of the ED note, this function allows you to resend the EDI note to one

of your shops

List of stores

List of articles allocated to the store selected

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Retrieval of a representative order (.por file):

Rather than entering a vendor order, it is possible to receive an order which is ready to be confirmed

by you.

Certain vendor representatives can assess the status of your restocking and send you a 'pre-order' by

e-mail.

The integration of this 'pre-order' can be found in the menu "Purchasing" - "EDI" - "Managing

orders"

Select this option to retrieve

vendor orders

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The following screen appears:

When a pre-order is confirmed, it is automatically added to the orders list and classified as 'VA' (order

confirmed).

List of pre-orders waiting to be

added to your orders list

To add the pre-orders selected to the vendor orders list