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INTEGRATING EDI INTO SAGE 100 ERP USING Business Computer Associates, Inc. (305) 477-9515 sales@bcainc.com
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Page 1: INTEGRATING EDI INTO SAGE 100 ERP USING · Integrating EDI into Sage ERP Systems using MAPADOC At SWK Technologies our roots date back to 1987 as one of the first companies to offer

INTEGRATING EDI INTO SAGE 100 ERPUSING

Business Computer Associates, Inc.

(305) 477-9515

[email protected]

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Introduction

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At SWK Technologies our roots date back to 1987 as one of the first companies to offer EDIintegration with Sage accounting and ERP software. We are a Sage Software reseller, Sage TopPerformer and Sage President’s Circle member for successive years. Also, as a Sage GoldDevelopment Partner we havesuccessfully integrated EDI with Sage100 ERP, Sage 500 ERP and Sage ERP X3for hundreds of companies through ourMAPADOC product. SWK has gainedthorough knowledge of the Sageproduct line and we know what it takesto integrate EDI.

SWK goes to great lengths to examinethe business needs of our clients beforerecommending a solution. Weunderstand how Sage ERP products workand understand what it takes technicallyto integrate EDI. Being a Sage resellerand offering EDI integration softwareand services provides a uniquecombination that customers appreciate.

Quick Facts

Year founded: 1987Number of employees: 70Management Team:

Jeff Roth, CEOGary Berman, EVPHellene Thurston, Channel Sales

Target markets: DistributionManufacturingWholesale

Distribution method: Value Added ResellersNumber of customers: 350 Active

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Product Information

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EDI Components

SWK offers a ‘one stop shop’ for companies looking for one or more EDI components. We areexperts in EDI integration and work closely with many third party EDI products and services.SWK has partnered with the SPS Commerce to offer an end-to-end cloud EDI service integratedwith Sage 100 ERP. Likewise, we work with many of the popular in-house PC based EDI products.

Customers do not have to depend on a programmer to use MAPADOC. Customers can be self-sufficient and do the mapping or enlist the services of SWK. When customers need help, theycall upon SWK as the first line of support for all EDI components, not just MAPADOC.

In addition to integrating EDI with Sage 100 ERP, MAPADOC integrates with the Accellos warehouse management systems, shipping solutions (Scanforce & StarShip Link) and labeling software (Codesoft & Loftware). This offers manufacturers and distributors a single integrated solution managed and supported by SWK.

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MAPADOC Sage 100 Edition

MAPADOC is built for integration with Sage 100ERP. MAPADOC is written in ProvideX which is thesame programming language and developmentenvironment used by Sage Software to createSage 100 ERP. By following Sage Software’sarchitecture, MAPADOC is technically interwovenand has the same look and feel of other functionsin the Sage 100 ERP menu structure.

Cloud EDI

SWK has partnered with SPS Commerce to form an end-to-end EDI solution that combines the SPS Commerce cloud EDIservice with SWK’s MAPADOC integration software andservices. SPS Commerce handles all the EDI requirements forthe customer, and SWK integrates the documents into thecustomer’s Sage 100 ERP system. Together, we work closelyto ensure the solution is installed and fully tested to thecustomer’s satisfaction.

In-House EDI

Alternatively, SWK is a reseller of many popular third party EDI products that specialize in in-house EDI connectivity and translation. If a customer has already purchased a different EDIproduct, SWK will work with that product to leverage the customer’s investment and ensure theintegration with Sage 100 ERP runs smoothly.

These are the third party EDI connectivity and translation products available from SWK:

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MAPADOC Features

MAPADOC is user-friendly software that reduces data entry time and costs by eliminating theneed to re-key data into Sage 100 ERP. This improves communications with customers andvendors by automating routine tasks quickly and efficiently.

By using MAPADOC, customers gain the ability to maintain trading partner maps without theneed for a programmer. MAPADOC includes wizards and other functions that reduce mappingtime considerably. These features improve the flow of EDI data from trading partners and theintegration with Sage 100 ERP:

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Sales Order Creation. MAPADOC turns EDI 850 purchase orders received from customers intosales orders in Sage 100 ERP. Each trading partner produces an EDI purchase order that looksdifferent and MAPADOC maps it correctly into Sage 100 ERP. Customers have the flexibilitythrough MAPADOC to apply business rules when creating the sales orders. For example, one EDI850 purchase order can produce multiple sales orders and a unique range of sales ordernumbers can be assigned to each customer. All incoming data is validated and any exceptions tothe business rules are reported.

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Invoice Creation. MAPADOC creates EDI 810 invoices based on posted invoices in Sage 100ERP. MAPADOC reformats the invoice to correctly match the EDI invoice requirements of eachtrading partner. Customers have the flexibility through MAPADOC to apply business rules whencreating the invoices. For example, multiple invoices can be consolidated into one EDI 810invoice and when applicable, MAPADOC will generate EDI credit and debit memos. All outgoingdata is validated and any exceptions to the business rules are reported.

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Generate ASNs. An Advanced Ship Notice is a very complicated EDI document. MAPADOCautomates the creation of ASNs and includes many options to make the process flexible to yourshipping needs. Sage 100 ERP invoices can be generated based on the contents of the ASN.

Turnaround data. Sage 100 ERP does not always have a home in its database for all fields thatarrive on an inbound EDI document. The trading partner expects the data in those fields to besent back in other EDI documents later. MAPADOC gives the user the option to store this data inUser Defined Fields (UDFs) so the data can be retrieved and sent later in outbound documents.

Cross-reference tables. Often one trading partner will transmit data such as a shipping codeand expect their trading partner to know the description for that code. MAPADOC includes avariety of cross-reference tables where it will look-up one value such as a shipping code, andreturn another value prior to integrating the transaction with Sage 100 ERP.

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Data Validation. MAPADOC provides data validation during both inbound and outbounddocument integration to ensure that the data flowing in and out of the system is accurate.Users have the ability to validate transactions before they are processed so that any incorrectdata can be corrected and/or setup before transactions are processed.

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Automotive. This enhancement handles the specific needs of companies in the automotiveindustry. When a trading partner sends a Planning Schedules (EDI 830) or Shipping Schedules(EDI 862), an intermediate schedule is created in Sage 100 ERP. Sales Orders can be created fromthe intermediate schedule as needed. If the trading partner sends a new 830 or 862, theintermediate schedule is updated accordingly. Detailed exception reports indicate whenschedules have been updated and which sales orders have been affected. The automotiveenhancement also handles tracking cumulative shipped quantities along with specificautomotive requirements for shipping labels and ASN/DESADV documents

Label Printing. MAPADOC prints UCC-128 labels according to each trading partner’sspecifications by passing the data to third party label printing software (see “Add-ons”).

Unattended Processing. Many functions in MAPADOC will operate in unattended mode. Thismeans repetitive tasks or events can be scheduled to run without intervention. For example,after a sales journal is updated, MAPADOC can automatically create an EDI invoice to be sent tothe customer.

Additional Enhancements

SWK has enhanced Sage 100 ERP with features that improve functionality and makes it easier toperform supply chain management tasks. These additional enhancements are available to Sage100 ERP version 4.x users:

Apparel / Inventory Item Product Matrix. For manufacturers and distributors with hundredsor thousands of products with similar characteristics, it can be time consuming and tedious toenter products one at a time through Item Maintenance (IM). The item product matrixenhancement allows the entry of common product characteristics into a single screen andreplicate hundreds of entries in the item product database quickly. This is ideal for apparel,hardware, lighting, paints & finishes, jewelry and other industries that manufacture or distributeproducts in a range of sizes, colors or other common characteristics.

Sales Order Bill of Lading. This enhancement produces VICS compliant bill of ladingdocuments directly from the SO Shipping Menu. After selecting one or more SO invoices theyare consolidated into a single bill of lading. Additional information not found in the SO can beentered to complete the bill of lading including trailer number, pro number, SCAC code, Ship-from SID number and more.

Multi-Bin Advanced Distribution. Sage 100 ERP has a limit of one bin location per item perwarehouse. This enhancement tracks an unlimited number of bin locations showing details

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about the exact location, quantity in the bin and quantity available for distribution. Thisenhancement is present in several Sage 100 ERP modules.

Sales Order Item Deletion. If an item is no longer available or has reduced inventory on hand,each active sales order containing that item must be updated one at a time when using SalesOrder Data Entry. With this enhancement, the item(s) can be deleted from a range of salesorders all on one screen. Optionally, the quantity ordered can be set to a maximum on eachsales order based on the inventory on hand.

Sales Order Bulk Change. With this enhancement, one or more fields can be changed on arange of sales orders all on one screen. The field to be changed is selected and the new Usersnew value to be assigned is entered. Changing the following fields is available: Order Status,Order Date, Ship/Expire Date, Ship Via, FOB, Terms Code, and any Sales Order HeaderUser-Defined field (UDF).

Add-ons: Warehouse Management Systems, ShippingSolutions and Labeling Software

SWK offers manufacturers and distributors a single integrated solution through add-on softwarefor the warehouse.

MAPADOC is integrated with a variety of warehouse management systems and shippingsolutions. Orders, ASNs and shipment data flow back and forth between MAPADOC and theapplication, thus eliminating re-keying of data and reducing errors.

MAPADOC also passes product data to labeling software for printing labels, bar codes and RFIDtags directly at the warehouse.

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Transaction Sets & Maps

MAPADOC is built around maps for EDI transaction sets such as an 850 and 810. A map is atrading partner’s adaptation of an EDI transaction set. SWK has the most integrated EDIdocuments available in the marketplace for Sage 100 ERP through a library of nearly onethousand maps that are available to customers at no extra cost. New maps are frequently addedto the library to meet the expanding business needs of customers. Some tweaking andcustomization of maps may be necessary for an additional cost depending on a customer’s Sage100 ERP installation.

These EDI transactions sets have been integrated into MAPADOC for Sage 100 ERP:

Inbound Outbound

(850) - Purchase Order

(860) - Purchase Order Change

(810) - Invoice

(754) - Routing Instructions

(812) - Credit/Debit Adjustment - for report

(820) - Remittance Advice

(830) - Planning Schedule Report

(852) - Product Activity - for report

(945) - Warehouse Shipping Advice

(816) - Store Listing

(810) - Invoice

(850) - Purchase Order

(856) - Advance Ship Notice

(753) - Request for Routing Instructions

(832) - Catalogs

(846) - Inventory Inquiry/Advice

(855) - Purchase Order Acknowledgement

(870) - Order Status Report

(940) - Warehouse Ship Order

(211) - Carrier Bill of Lading

(867) - Product Resale Report

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“Now we accomplish all of this within

Sage 100 ERP. It is an accurate, integrated

process rather than separate tasks,”says

Arevalo.

Before implementing MAPADOC, one

full-time employee was required to handle

the tasks involved in processing EDI. As a

result, the company attributes significant

time savings to MAPADOC. “We literally

cut the time spent on EDI processing in

half,” says Arevalo. “We are saving money

and time. We can use the time saved in

other vital areas of our operation.”

Smooth ImplementationdreamGEAR analyzed several EDI

products, including MAPADOC. “When

we spoke to SWK Technologies, we got a

good feeling about the company and their

product,” says Arevalo. “They impressed

us with their level of expertise with EDI

and with their experience implementing it.”

The switch to MAPADOC went smoothly,

with quick approval obtained from each

trading partner. “SWK was very efficient

and organized, gathering all the data

we needed to make the transition and

ensuring all the maps were in complete

compliance,” she says. “They planned

well and executed perfectly. Now we

are running all 20 of our trading partners’

business through the product.”

Arevalo also praises the ongoing support

she receives from SWK Technologies

consultants. “They are quick, responsive

and very easy to reach. We have learned

to make many of the changes to the

maps on our own, but when we have a

question, SWK Technologies is still our

best resource for answers.”

Trusted Solution“I wish I would have discovered

MAPADOC sooner — it has made my life

so much easier,” says Arevalo. “This is the

best decision we have made regarding

our distribution operation.”

Arevalo says that dreamGEAR has been

contacted by other EDI providers. “I tell

them: ‘You’re too late, we are very happy

with MAPADOC.’”

© 2011 SWK Technologies, Inc. All rights reserved. MAPADOC and the MAPADOC product and service names mentioned herein are registered trademarks or trademarks of SWK Technologies, Inc. The Sage logo and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners.

About SWK Technologies, Inc.

SWK Technologies, Inc. is a unique IT consulting company providing strategies and solutions to meet its clients’ information and business management needs.

As a Sage Software Partner, SWK Technologies offers best of breed solutions for accounting and business management, human resources and payroll, customer relationship management (CRM), job management, and warehouse management.

Specializing in collaborative commerce, the communication and cooperation between suppliers and customers, SWK Technologies is the publisher of MAPADOC, an embedded EDI solution for Sage 100 ERP and Sage 500 ERP. MAPADOC EDI is used successfully by companies in dozens of industries trading with hundreds of different trading partners.

SWK Technologies, Inc.

5 Regent StreetSuite 520Livingston, New Jersey 07039

www.mapadoc.com

“WeliterallycutthetimespentonEDIprocessinginhalf.Wearesavingmoneyandtime.Wecanusethetimesavedinothervitalareasoftheoperation.”


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