EDI Setup
EDI Setup Overview
EDI Setup is an automated process for letting the vendor know what the retailer (store) wants to order. Vendors will get the purchase order (PO) from the retailer as per the EDI Setup (EDI File). Once the vendor processed the order, the retailer received the invoice in the server folder as per EDI Setup. Hence, the retailer received the product from the vendor as per the automated process configured under the EDI Setup.
* How It Works:
-> EDI Setup has two sides: Invoice side (the side that receives the invoice) | Order side (the side from which the purchase order will be sent). This could be possible through an FTP change.
-> The Control Center will create an EDI (text) file with a specific format, and there will be different formats. It placed that file based on the purchase order on the server. The vendor/wholesaler would have some kind of software that processes the EDI (SCHMETIC/.TXT) file that contains the PO details such as Store Name, Account No., UPC, and Products with QTY being ordered.
-> Once the vendor processes the order, the retailers will get the invoice and receive the products as per the order. The retailers can check the product's qty with the received invoice using handheld and another process.
1. Reaching the EDI Setup Module
To reach the "EDI Setup" module, follow the below steps:
- Step 1: Log into Control Center
- Step 2: Choose Point of Sale
- Step 3: Choose Maintenance
- Step 4: Choose Vendors
- Step 5: Choose EDI Setup
By clicking "EDI Setup," you will be redirected to the EDI Setup listing page, where you can see the existing records in grid view.
Figure 1.1
You will see the following details of the EDI Setup in the tabular form:
Store Name | Vendor Name | Invoice Connection (FTP) | Order Connection (FTP) | Created Date | Updated Date | Actions to Edit/Delete.
2. Configuring New EDI Setup
You need to configure the invoice and order settings to exchange the files between the store and vendor.
2.1 Store & Vendor Selection
You need to select the Store and Vendor to exchange the EDI files.
1. Store: Select the store (location) from the drop-down list.
-> This list will populate the records of all the Locations (stores) that are configured from "Point of Sale -> Maintenance -> Locations."
Figure 2.1.1
2. Vendor: Select the store (location) from the drop-down list.
-> This list will populate the records of all the Vendors that are configured from "Point of Sale -> Maintenance -> Vendors."
3. Once you selected Store (locations) and Vendor, you need to configure the following settings:
Invoice Settings | Order Settings
2.2 Invoice Settings
Configure the invoice settings to receive the invoice from the vendor in such a format in your specific root directory (folder).
Format Understanding
You need to select the "Format," which is the type of file that the system is going to provide to be read. You will get a drop-down selection to select the relevant format to allow the system to read the invoice file in that specific format.
Figure 3.1.1
1. When you select any format, some of the settings will be activated if the fields are available in the selected format.
Figure 3.1.2
2. Sample: When you select any format, you can preview the format by clicking the "Sample" button. The sample file will preview the details based on format selection.
Figure 3.1.3
You can download the selected format for reference by clicking the "Download Format" button. The sample EDI File will be downloaded in the ".TXT" format.
Similarly, if you select another format, the fields will be activated only when those fields are used in that format.
Figure 3.1.4
You can check and download the selected format.
Figure 3.1.5
Fields Understanding
1. Format: Select the format to receive the EDI file to get the invoice. You will get the invoice in many different formats.
2. Account: Enter the account name to create an EDI Setup.
Figure 3.2.1
The following settings will be activated as per the EDI file format selection:
3. Use Filter to Get File: Enable this setting if you want to filter the invoice file based on the location only. If this setting is enabled, only those files will be extracted if the account number matches.
4. Filter: Select the filter to extract the invoice files based on the parameter/data selected from the drop-down.
5. Add Unknown Items: Depending on the vendor, you can choose to add unknown items. There's only one way to add unknown items as per EDI files that contain all details to add unknown items. It will not be available in the Price book.
6. Get Invoice # from File: Enable this setting if you want to grab the invoice number automatically. When you process the EDI Files, you will not allow editing of the Invoice number that will be pulled from the Invoice.
7. Ignore Kit Lines: Enable this setting in the case when the vendor provides vendor part kits; those lines that the system sees for the vendor part number match the vendor part kit number that can be ignored.
-> Some of the formats cannot provide vendor part kits.
8. Get Store from File: Enable this setting to get the store number during the EDI file process. When you process the EDI files, you will get the store in the EDI file as selected during EDI Setup.
The invoice will be displayed under the "EDI Import" module as per the entered account number and enabled/disabled above invoice settings (flags).
Connection Setting
You must select the FTP/SFTP connection to receive the invoice files from the selected vendor in your specific server folder (root directory).
1. Invoice Connection: You will get the drop-down list of the configured FTP/SFTP Connections to assign the server settings to EDI Setup. Select the relevant FTP Connection from the list.
Figure 3.3.1
2. Use Subfolder: Enable this setting if you manage vendor-wise invoices folder-wise.
Once you enable this setting, you need to enter the Subfolder path.
3. Subfolder: Enter the subfolder path where the invoice files will be placed for the specific vendor.
4. Test Invoice Connection: Click this button to validate the server connection where the invoice files will be placed.
> Adding New FTP/SFTP Connection:
If you want to add a new FTP Connection (server settings to receive Invoice files) from the EDI Setup page, click the "Add" button to configure the new FTP Connection details.
By clicking the "Add" button, an "Add FTP/SFTP Connection" pop-up window will appear on the screen.
Figure 3.3.2
You need to enter the server-related details and credentials where you would like to place "Invoice Files" that will be received by the vendor.
Note: "FTP/SFTP Connection" could be managed separately by navigating to "Point of Sale -> Maintenance -> Vendors -> FTP Connection." You can check and understand through the FTP Connections KB/User Manual.2.3 Order Settings
Configure the order settings to send the EDI file of your purchase order (PO) to the vendor's specific root directory (server) in such a format.
Figure 2.3.1
1. Similar to Invoice Settings, you need to configure the order settings by selecting a relevant format for the EDI file that will contain the purchase order details.
Figure 2.3.2
2. Sample: When you select any format, you can preview the format by clicking the "Sample" button.
The sample file will show a preview as per the format selection.
Figure 2.3.3
You can check the value of the schematic in the EDI File and download the format by clicking the "Download Format" button.
Once you select any format, you need to configure the following settings:
Account: Enter the account name for the order.
The following field settings will be activated as per the format selection, which will rarely be in use:
Naming Style | WH Number | ID | Prefix
Figure 2.3.4
Once you have configured all the settings, you can save them by clicking any of the save button options.
- Save & Close: Click this button to save the changes and exit the EDI Setup form.
- Save & New: Click this button to save and open up a new EDI Setup form.
- Save: Click save if you wish to stay on the same EDI Setup form.
- Cancel: Click on cancel to discard changes and will be redirected to the main page of EDI Setup.
3. Editing/Deleting EDI Setup
You can edit and delete any EDI Setup as per need.
Editing EDI Setup
If you want any changes/updates to the existing EDI Setup, you can edit it by clicking the "Modify" icon on the listing page.
Figure 3.1
By clicking the "Modify" icon, you will be redirected to the Edit EDI Setup page. From here, you can update and modify the settings as per as needed.
Figure 3.2
Deleting EDI Setup
You can delete the EDI setup record from the Edit page (see above figure) or from the listing page of the EDI Setup. By clicking the "Remove" icon, you will get a confirmation pop-up to delete the record.
Figure 3.3
You can delete the EDI Setup record permanently by clicking the "Yes, delete" button.
Now, you can send purchase orders through the "Send EDI" option, and you can check the received invoice through the "EDI Import" module.
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