EDI Setup

EDI Setup

EDI Setup Overview

EDI Setup is an automated process that enables a retailer to communicate purchase orders (POs) to vendors electronically. Through this setup, vendors receive POs in a standardized EDI file format, indicating the items the retailer wishes to order. Once the vendor processes the order, an invoice is sent back to the retailer and placed in a designated server folder, also as part of the EDI process.

This automated exchange ensures that the retailer receives both the invoice and the ordered products seamlessly, following the configuration defined in the EDI Setup.

How It Works: 
  1. 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 is possible through an FTP connection.
  1. 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 file that contains the PO details, such as Store Name, Account No., UPC, and Products with QTY being ordered.
  1.  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 quantity with the received invoice using the handheld and another process.

Reaching the "EDI Setup" Module

To reach the "EDI Setup" module, follow the below steps:
  1. Step 1: Log into Control Center
  2. Step 2: Choose Point of Sale
  3. Step 3: Choose Maintenance
  4. Step 4: Choose Vendors
  5. Step 5: Choose EDI Setup 
                                                                                                                                                                                                                                        Figure 0.0

Understanding EDI Setup Layout

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 0.1

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.

1. Adding/Configuring New EDI Setup

You need to configure the invoice and order settings to exchange the files between the store and vendor.

1.1 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 1.1.0
  1. Vendor: Select the store (location) from the drop-down list.
    1. This list will populate the records of all the vendors that are configured from "Point of Sale -> Maintenance -> Vendors."
    2. Once you select store (locations) and vendor, you need to configure the following settings:
    3. Invoice Settings | Order Settings

1.2 Invoice Settings

Configure the invoice settings to receive the invoice from the vendor in such a format in your specific root directory (folder).

  1. Format

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 1.1.1
  1. When you select any format, some of the settings will be activated if the fields are available in the selected format.

                                                                                     Figure 1.1.2
  1. 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 1.1.3
  1. 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.
  2. Similarly, if you select another format, the fields will be activated only when those fields are used in that format.
  3. You can check and download the selected format.

Fields Understanding:

See Figure 1.1.4:


                                                                                       Figure 1.1.4

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.
   
-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 pricebook.
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).

  1. 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).

                                                                      Figure 1.1.5

1. Send Via: There are two ways listed in Send Via drop-down.

                                                         Figure 1.1.5.0
If you choose to send the order via FTP/SFTP, then follow the below-mentioned steps as it is. 
2. Order Connection: Click this button to validate the server connection where the invoice files will be placed. See Figure 1.1.6.
  1. 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 1.1.6
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.
3. 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.

                                     Figure 1.1.6.0
3.1. Subfolder: Enter the subfolder path where the invoice files will be placed for the specific vendor.
If you choose to send the order as an attachment via email, then follow the below-mentioned steps.

                                                             Figure 1.1.7
  1. Enter the email addresses of the concerned people on the vendor side, then enter one email per line to configure the order sending method as email.
InfoNote: "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.

1.3 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 1.3.0
  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 1.3.1
  1. 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 1.3.2

You can check the value of the schematic in the EDI file and download the format by clicking the "Download Format" button.
  1. Once you select any format, you need to configure the following settings:
  2. Account: Enter the account name for the order.
  1. The following field settings will be activated as per the format selection, which is disabled by default:
Naming Style | WH Number | ID | Prefix


                                                                      Figure 1.3.3

Once you have configured all the settings, you can save them by clicking any of the save button options.
  1. Save & Close: Click this button to save the changes and exit the EDI Setup form.
  2. Save & New: Click this button to save and open up a new EDI Setup form.
  3. Save: Click "Save" if you wish to stay on the same EDI Setup form.
  4. Cancel: Click on "Cancel" to discard changes, and you will be redirected to the main page of EDI Setup.

2. Editing/Deleting EDI Setup

You can edit and delete any EDI Setup as needed.
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 2.0

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 needed. 

3. Deleting EDI Setup

You can delete the EDI setup record from the Edit page (see the 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 3.0

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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