1.0 Purpose of Procedure
The EDI Mapping Procedure converts information from one file structure to another.
2.0 Scope
To be supplied.
3.0 Process Owner
Director of Electronic Commerce / Technology
4.0 Input
N/A
5.0 Procedure
Client Company EDI Transaction Processes consist of the Customer Order (850 Inbound), Invoice (810 Outbound), Advance Shipping Notice (856 Outbound), Purchase Order Change (860 Inbound), Text Message (864 Inbound), Shipping Status (214 Inbound), Planning Schedule (830 Inbound), Product Activity (852 Inbound), Acknowledgment (Outbound 855), and Organizational Relationships (816 Inbound).
Each of the individual processes is described in the following pages, and flow process charts (and de-compositions) of each of the processes are located at the end of this document.
6.0 Customer Order (850 Inbound)
6.1 Process Summary
Customer Sales Orders are created from Purchase Orders issued by the Customer. The Purchase Order contains specific information such as the firm placing the order, the items and quantities ordered, ship-to instructions, and requested delivery date(s).
Using the cross-reference information set-up in J.D. Edwards, the System 47 files will be used to convert the EDI Purchase Order into a J.D. Edwards Sales Order. The Order Activity rules will be used to perform the full cycle of ORDER FULFILLMENT
6.2 Process
6.2.1 The sending party (trading partner) transmits Purchase Order transactions to the Client Company Network Mailbox. Depending on Client Company trading partner, documents can be traded either directly (point-to-point) or over a third-party Network (Value Added Network).
6.2.2 A communication session is initiated by dialing in to the Network to receive Customer Order transactions from trading partners.
6.2.3 The Peregrine EDI/400 translator software processes incoming data and maps it to the J.D. Edwards inbound EDI files. (System 47).
6.2.3.1 The J.D. Edwards inbound EDI files (System 47) include:
F47011 - Sales Order Header
F47012 - Sales Order Detail
F47013 - SDQ
F4706 - Order Address Information
F554104 - Customer Item Tag File for POs
F4714 - Order Text Lines (Header)
F4715 - Order Text lines (Detail)
6.2.1 Program P4104 performs the following actions:
6.2.1.1 Retrieves the Customer Item Number
6.2.1.2 Retrieves the Client Company business Unit, EDI Document type from F01092 (Supplemental Database)
6.2.1.3 Determine payment terms from preference profile (If not available, use default from customer master file)
6.2.1.4 Manipulates dates (Requested Ship Date)
6.2.1.5 Creates multiple Sales Orders from SDQ transmissions
6.2.1.6 Retrieves freight code, SZFRTH, from preference profiles
6.2.1.7 Determine exception Shipment lead times from F01092 (Supplemental Database) Calculate Ship Date
6.2.1.8 Determine exception transit times from F01092 (Supplemental Database)
6.2.1.9 Determine Ship-to/Bill-to/Store # Address Book Numbers
6.2.2 The batch edit/update program (P47011) performs the internal edits, then creates or updates transactions in the J.D. Edwards Sales Order System. In addition the program determines whether or not an item is in the correct order multiple (standard pack). If an item is not in the correct standard pack, the order will go on “Standard Pack” hold.
6.2.3 For orders with errors, the following steps are performed:
6.2.3.1 If the edits are not satisfied, an exception report is produced (R47011A).
6.2.3.2 Inquires are made into transactions that are in error and manual corrections are made (Status Inquiry/ Revisions G47212). The edit is re- executed. If there are no errors, the system creates transactions, which update J.D. Edwards production files.
6.2.4 For orders without errors, Pricing Edit generates a price exception report. The ‘Processed Y/N’ field (SYEDSP) will be populated with the value = ‘E’ if exception occurs.
6.2.5 J.D. Edwards Sales Orders are created and the Sales Order Header and Detail production files are updated. An EDI Sales Order Audit report is also printed. On the orders:
6.2.5.1 Document type, “SZ”, is assigned
6.2.5.2 Customer Item Number is converted to a J.D. Edwards Item Number.
6.2.5.3 Default Branch/Plant is allocated for the detail line.
6.3 The following EDI business requirements are assumed to have been met:
6.3.1 Sales Order type code “SZ” must be set up with its corresponding Order Activity Rule.
6.3.2 Customer Item Cross Reference table
6.3.3 Ship-from Branch/Plant
6.3.4 Standard Pack is defined in the Item Master and Item Branch/Plant with Unit of Measure conversion.
6.3.5 Customer ship-to store address
6.3.6 Customer Billing Instructions including the EDI Transaction Set.
6.4 The following EDI TECHNICAL REQUIREMENTS are assumed to have been met:
6.4.1 Customer Profile has been set up within the EDI Translator.
6.4.2 Customer Communication Script has been set up.
6.4.3 Customer Technical Requirements have been met in the EDI Mapper.
7.0 Invoice (810 Outbound)
7.1 PURPOSE
This document is sent via EDI for the purposes of billing a Customer for goods sold or services provided.
7.2 Process
7.2.1 The process begins when the Sales Order has been processed through the Shipment Confirmation and ASN stage with a “580” status and is eligible for invoicing.
7.2.2 The detail lines at Status 580 are then assigned an invoice number and advanced to a status of 581 using Dream Writer Program P47042.
7.2.3 The Invoice is edited and checked for errors using Program P47042.
7.2.3.1 If errors occur, they are printed on an exception report that is sent to the EDI Business Analyst to review and resolve. The status remains 581.
7.2.3.2 If no errors occur, the status is advanced to 583.
7.2.4 The Sales Order is extracted to the Outbound Invoice System 47 files using the Dream Writer Program P47042.
7.2.5 The System 47 Files F47046, F470461, F47047 and F470471 are mapped to the EDI 810 Invoice document.
7.2.6 The system checks to see if any errors occur in mapping.
7.2.6.1 If errors occur, an exception report and a data extracted listing are generated and forwarded to an EDI Technical Analyst to review and resolve. Once the error is resolved, the data transmitted back to the Mapper.
7.2.6.2 If no errors occur, the mapped data proceeds to the EDI Translator for validation against an industry standard.
7.2.7 The system checks to see if errors occurred in translation.
7.2.7.1 If errors occur, an exception report is printed and sent to the EDI Technical Analyst to review and resolve. Once the error is resolved, the data is transmitted back to the translator.
7.2.7.2 If no errors occur, translated data is transmitted to the Electronic Mailbox to await Customer pick up and a Mailbox report is retrieved by the EDI Translator and sent to the EDI Business Analyst.
7.2.8 An Invoice Reconciliation Report is generated and sent to the EDI Business Analyst.
7.3 the following people and/or groups are Participants in this procedure:
7.3.1 EDI Technical Analyst
7.3.2 EDI Business Analyst
7.3.3 Invoice Manager
7.3.4 Customer Service
7.4 prerequisites for this procedure are:
7.4.1 Customer is eligible to receive and invoice via EDI.
7.4.2 Whole or part of the Sales Order has been shipped confirmed.
7.4.3 Billing instructions are set up for the Customer.
7.4.4 Customer technical requirements have been set up within the EDI Translator/Mapper.
7.4.5 Order Activity Rules are defined for the Customer.
8.0 Advance Shipping Notice (856 Outbound)
8.1 PURPOSE
The Advanced Ship Notice document will be used to confirm a shipment to the customer. It is also used to relay information about the shipment such as order information, product description and physical characteristics.
8.2 Process
8.2.1 The process begins when Sales Orders that are eligible for ASN processing are validated. The Last Status should be ‘Ship Confirm’ and the customer should be an ASN customer.
8.2.1.1 If the customer is not ASN – eligible, skip order to Invoicing Status
8.2.2 The system checks to see if errors occurred.
8.2.2.1 If errors occur, the system produces an error listing and skips the entire BOL (Bill of Lading). The error listing is transmitted to Customer Service, who determines the cause of the errors and corrects them if necessary.
8.2.2.2 If no errors are found, the system updates the J.D. Edwards Sales Order and extracts the ASN data to the J.D. Edwards System 47 Files F47036 and F47037 using the P47032 Program.
8.2.3 The extracted data is mapped into an ASN Document.
8.2.4 The system checks for errors in the Mapper.
8.2.4.1 If errors occur, the system generates a report and forwards it to the EDI Technical Analyst to review and resolve. Once the errors are resolved, the data is transmitted back to the Mapper.
8.2.4.2 If no errors occur, the document is validated against an Industry Standard.
8.2.5 The ASN document is translated.
8.2.6 The system checks to see if errors occurred during translation.
8.2.6.1 If errors occur, the system generates a report and forwards it to the EDI Technical Analyst to review and resolve.
8.2.6.2 If no errors occur, the ASN document is transmitted to the EDI Mailbox. The system updates the Sales Order and extracts the ASN data to the System 47 Files F47036 and F47037 using the P47032 Program. In addition, the pack level logic of P47032 should:
8.2.6.2.1 Retrieve the label information from the F315L1
8.2.6.2.2 Write additional pack level records
8.3 These people and/or groups are participants in the procedure:
8.3.1 J.D. Edwards
8.3.2 Business Analyst
8.3.3 Customer Service Representative
8.3.4 EDI Technical Analyst
8.3.5 EDI
8.4 The following conditions are prerequisites to this procedure:
8.4.1 EDI Business Requirements:
8.4.1.1 Sales Order type code “SZ” must be set up with its corresponding Order Activity Rules.
8.4.1.2 Customer Item Cross-Reference has been set up.
8.4.1.3 Ship from Branch/Plant has been set up.
8.4.1.4 Standard Pack is defined in the Item Master and the Item Branch/Plant with “UOM” (Unit of Measure).
8.4.1.5 Customer ship to store address has been set up in Address Book.
8.4.1.6 Customer Billing Instructions have been set up, including EDI Transaction Set.
8.4.2 EDI Technical Requirements:
8.4.2.1 Customer Profile has been set up within the EDI Translator.
8.4.2.2 Customer Communication Script has been set up.
8.4.2.3 Customer Technical Requirements have been met in the EDI Mapper.
9.0 Purchase Order Change (860 Inbound)
9.1 PURPOSE
This document is sent via EDI by a customer:
to request a change to a previously submitted purchase order, or
to confirm acceptance of a purchase order change requested by a seller.
9.2 process
9.2.1 The sending party (trading partner) transmits Purchase Order Change information to the Client Company Mailbox.
9.2.2 A communication session is initiated by dialing in to the network to receive Customer Order Change transactions from trading partners.
9.2.3 The Peregrine EDI/400 translator software processes incoming data and checks for errors in translation.
9.2.3.1 If errors occur, an exception report is printed and sent to the EDI Technical Analyst to review and resolve. Once the error is resolved, the data is transmitted back to the translator.
9.2.4 The report is directed to a Customer Service Representative for review and changes are made to the original Purchase Order.
10.0 Text Message (864 Inbound)
10.1 PURPOSE
This document provides EDI users the capability to electronically send messages, contracts, explanations, and other non-routine communications. The intent of the document is to provide electronic communication (messages) for people, not for computer processing.
10.2 Process
10.2.1 The sending party (trading partner) transmits Customer text information to the Client Company Network Mailbox.
10.2.2 A communication session is initiated by dialing in to the Network to receive Customer Order Change transactions from trading partners.
10.2.3 The Peregrine EDI/400 translator software processes incoming data and the system checks for errors in translation.
10.2.3.1 If errors occur, an exception report is printed and sent to the EDI Technical Analyst to review and resolve. Once the error is resolved, the data is transmitted back to the translator.
11.0 Shipping Status (214 Inbound)
11.1 PURPOSE
This document is sent by a transportation carrier via EDI to provide shippers, consignees, and their agents with the status of shipments in terms of dates, times, and identifying numbers.
11.2 Process
11.2.1 The sending party (trading partner) transmits Shipping Status information to the Client Company Network Mailbox.
11.2.2 A communication session is initiated by dialing in to the Network to receive Customer Order transactions from trading partners.
11.2.3 The Peregrine EDI/400 translator software processes incoming data and maps it to the J.D. Edwards inbound EDI files. (System 47).
11.2.4 The system checks for errors in translation.
11.2.4.1 If errors occur, an exception report is printed and sent to the EDI Technical Analyst to review and resolve. Once the error is resolved, the data is transmitted back to the translator.
12.0 Planning Schedule (830 Inbound)
12.1 PURPOSE
This document is sent via EDI to relay the Customer’s Sales forecast by item for a given period of time and is used by the receiving company for production planning.
12.2 Process
12.2.1 The customer (trading partner) transmits Planning Schedule data to the Client Company Network Mailbox.
12.2.2 A communication session is initiated by dialing in to the Network to receive Customer Order transactions from trading partners.
12.2.3 The Peregrine EDI/400 translator software processes incoming data and checks for errors.
12.2.3.1 If errors occur, an exception report is printed and sent to the EDI Technical Analyst to review and resolve. Once the errors are resolved, the data is transmitted back to the translator.
12.2.4 If no errors occur, the 816 Organization Relationship data is mapped to the System 47 User Files
12.2.5 The J.D. Edwards (System 47) User files include:
F47061, F47062, and F47063.
12.2.6 If errors occur, they are written to an exception report listing which is then reviewed and resolved by a Customer Service Representative and/or an EDI Business Analyst. Once the errors are resolved, the data is transmitted back to the Mapper.
12.2.7 If no errors occur, a Production Planning Report is generated and given to the Trade Marketing Manager.
13.0 Product Activity (852 Inbound)
13.1 PURPOSE
A retailer, warehouse, or distributor uses this document to advise a trading partner via EDI of inventory, sales and other product activity information. The document is particularly important in conjunction with a Vendor Managed Inventory (VMI) program.
13.2 Process
13.2.1 The customer (trading partner) transmits Product Activity data to the Client Company Network Mailbox.
13.2.2 A communication session is initiated by dialing in to the Network to receive Customer Order transactions from trading partners.
13.2.3 The Peregrine EDI/400 translator software processes incoming data and checks for errors.
13.2.3.1 If errors occur, an exception report is printed and sent to the EDI Technical Analyst to review and resolve. Once the errors are resolved, the data is transmitted back to the translator.
13.2.4 If no errors occur, the Product Activity Data goes to the System 47 Processor. System 47 Processor edits, validates, and updates the Inbound Product Activity data using the J.D. Edwards Inventory processing requirements
13.2.5 The J.D. Edwards (System 47) User files include:
F47121, F47122.
13.2.6 If errors occur, they are written to an exception report listing which is then reviewed and resolved by a Customer Service Representative and/or an EDI Business Analyst. Once the errors are resolved, the data is transmitted back to the Mapper.
13.2.7 If no errors occur, a Production Planning Report is generated and given to the Trade Marketing Manager.
13.2.8 The system also writes the inbound data to a Custom file to retain Historical Information.
13.2.9 The Procurement group creates a World Writer to extract information from the Custom File.
13.2.10 The Sales Order is transferred to J.D. Edwards via EDI.
14.0 Acknowledgment (Outbound 855)
14.1 Process Summary
This document is sent via EDI to the Customer acknowledging the receipt of their Electronic Purchase Order into the J.D. Edwards system.
14.2 Process
14.2.1 A Sales Order is created and the Customer requires an 855 Purchase Order Acknowledgment.
14.2.1.1 J.D. Edwards Sales Order Files:
F4201 - Sales Order Header
F4211 - Sales Order Detail
14.2.2 The Outbound 855 Order Acknowledgment data is extracted from the Sales Order files using the P47022 Program. The System 47 interface files are written to.
14.2.3 An audit report is produced after data extraction.
14.2.4 The EDI/400 translator software processes outgoing data and maps it according to EDI standards for transmission. The system checks for errors in the translator.
14.2.4.1 If errors occur, an exception report is printed and sent to the EDI Technical Analyst to review and resolve. Once the error is resolved, the data is sent back to the translator.
14.2.5 If no errors occur, the Order Acknowledgment is sent to the Customer’s EDI Mailbox.
15.0 Organizational Relationships (816 Inbound)
15.1 PURPOSE
This document is sent via EDI to relay changes in a Customer’s organization, such as store openings and closings.
15.2 Process
15.2.1 The sending party (trading partner) transmits Organizational Relationship data to the Client Company Network Mailbox.
15.2.2 A communication session is initiated by dialing in to the Network to receive Customer Order transactions from trading partners.
15.2.3 The Peregrine EDI/400 translator software processes incoming data and checks for errors.
15.2.3.1 If errors occur, an exception report is printed and sent to the EDI Technical Analyst to review and resolve. Once the errors are resolved, the data is transmitted back to the translator.
15.2.4 If no errors occur, the 816 Organization Relationship data is available to be mapped.
15.2.5 The report is directed to the Customer Service Representative for review.
16.0 Customer Order (850 Inbound) pROCESS fLOWS AND DE-COMPOSITIONS
16.1 Process Flow
16.2 De-composition of Customer Order Process Flow
CUSTOMER |
