Menu Access
Character: EDI 4 1
GUI: EDI: Tasks or Transaction
This function does the following:
When documents such as picking slips, invoices, purchase orders, etc., are sent by EDI (as
indicated by the document's Send-edi switch), the system automatically creates an entry in
the Edi-document file, indicating that the document will be sent by EDI when the EDI
system is installed.
This function reviews the documents which have been sent or will be sent by EDI, changes a
document's trading partner and/or status code, specifies new documents that will be sent
by EDI, and removes entries from the Edi-document file so that the document will not be
sent by EDI.
The user is prompted for the type of document to be reviewed. At present these
document types are supported:
| Type | Document | Resulting Document | Standard |
| 0 | Statements | 882 | X12 |
| 1 | Picking Slips | 856 | X12 |
| 2 | Invoices/Credit notes | 810 | X12 |
| 3 | Purchase orders | 850 | X12 |
| 4 | Purchase order changes | 860 | X12 |
| 5 | Packing slips | 856 | X12 |
| 6 | Purchase order acknowledgements | 855 | X12 |
| 7 | Bills of Lading | 856 | X12 |
| 8 | UCS Invoices | 880 | X12 |
| 9 | MRP Forecast | 830 | X12 |
| A | Picking Slips | DESADV | EDIFACT |
| B | Invoices | INVOIC | EDIFACT |
| C | Purchase Order | ORDERS | EDIFACT |
| D | Purchase Order Changes | ORDCHG | EDIFACT |
| E | Packing Slips | DESADV | EDIFACT |
| F | Purchase Order Response | ORDRSP | EDIFACT |
| G | Bills of Lading | DESADV | EDIFACT |
| I | MRP Forecast | DELFOR | EDIFACT |
| J | Motor Carrier Bill of Lading | 211 | X12 |
| K | Shipment Schedule | 862 | X12 |
| M | Ship and Bill Notice | 857 | X12 |
| N | Payment order / Remittance Advice | 820 | X12 |
| O | Price Catalogue | 832 | X12 |
| P | ASN - Invoice | 856 | X12 |
If the O/P system is not installed, the user cannot review picking slips, packing slips, or invoices. If the P/O system is not installed, the user cannot review purchase orders or purchase order changes.
Another feature is the ability to view all Functional Acknowledgments received for a single outbound document. Multiple F/A's will be sent by your partner when the F/A document is sent more than once (for a resend, for example). To view the F/A's choose the document, press "Z" for Zoom and choose item 9 (Document Review lines). You can do this from the Summary or Detail (illustrated below) Review screen.
In addition to the regular Browse/Zoom options, the following options are also
available:
Insert Mode
Pressing "I" while browsing records displays an "Insert" frame. This
frame creates new EDI document records. If there are no EDI document records for the
document type entered, then the user is automatically placed in "Insert" mode
after selecting the document type.
When picking slips are reviewed, the system requests a picking slip number. If invoices
are reviewed, the system requests an invoice number, and whether or not the invoice number
entered is an invoice or a credit note. If purchase orders are reviewed, the system
requests purchase order and release numbers. If packing slips are reviewed, the system
requests a packing slip number. A document must exist with the values entered for an EDI
document record to be created.
If an EDI document record already exists with the information entered, the user can modify
the record in question.
The system prompts the user for a trading partner, and the status code for the EDI
document. The table below details what status codes can be entered, and their meaning:
| Status Code | Definition |
| 1 | This document has not yet been sent by EDI. |
| 5 | EDI data has been generated by the translator, but it has not been sent yet. |
| 2 | This document was sent by EDI. This switch will be set when the communications sen/receive session has been completed successfully. If the communications session was terminated abnormally then the document will not be changed from a 5 to a 2. So, if the status is still 5 after the communication send/receive then the document has not been sent to the trading partner. |
| 3 | This document is on hold because the user is unsure whether or not the document will be sent by EDI. |
| 4 | This document will not be sent by EDI. It will be mailed, faxed, etc., to the customer or vendor. |
If the trading partner is changed the system automatically updates the document
affected to reflect the change made. The system will also update the interchange envelope
partner on the Edi-document record.
If the status code is set to "4", the document's Send-edi switch is set to
"no", otherwise, it is set to "yes". If the system is unable to update
the document in question, because it is either in use, or does not exist, the system
displays a message.
After an EDI document record is entered, the user is prompted for the information
described above, depending on the document type that is used. The system remains in
"Insert" mode until the |END| key is pressed, then it returns to the browse
frame.
If there are not any EDI document records associated with the document type selected after
"Insert" mode is exited, the system requests another document type.
Modify Mode
If "M" is pressed while browsing records, a "Modify" frame appears.
This frame modifies existing records. If a record is in use by another user, a message
displays, and the system returns to the browse frame.
When picking slips are reviewed, the picking slip number is displayed. If invoices are
reviewed, the invoice number and invoice/credit note indicator are displayed. When
purchase orders or purchase order changes are reviewed, the purchase order and release
numbers are displayed. If packing slips are reviewed, the packing slip is displayed. The
values default to the values from the last record browsed.
The user is prompted for the document's trading partner and status code. These can be
changed, if necessary. Refer to the table above for an explanation of the status codes. If
the trading partner or status code is changed, the system automatically updates the
document in question to reflect the change, and updates the interchange envelope partner
on the Edi-document record.
After a record is modified, the system returns to the browse frame, with the cursor
positioned on the next record.
Delete Mode
When "T" is pressed while browsing records, the system asks whether to delete
the record being browsed. If deletion is selected, the record is deleted, the document's
Send-edi switch is set to "no", and the cursor is positioned on the next
available record (unless the last record is deleted, in which case, the user is positioned
on the next to last record).
If all EDI document records for this document type are deleted, the user is prompted for
another document type.
As in the character you have access to the partner code and status. Also, you can add, copy, or delete document triggers in this function.
Last Update 10/20/2006