This article documents how to process incoming EDI orders.

Pre-requisites

Navigate to the Orders > EDI Processing.

You can simply click the Retrieve button, the system will display all EDI orders that are ready to process from the ERP EDI staging tables.

Or, you can start selecting any of following items to filter and narrow down the list of your EDI orders:

Select a Company.
Select a Division.
Select a Status - The defaulted order status is Ready.
Check/Un-Check Test File box - Check this box if this is a test order. Currently, ERP is not using this option.
Select a Customer.
Select a Date Type - Received date, PO date or Ship date.
Select a Date Range - If you enter a Date Range, the system will require a Date Type.
Select an Order number - only if the order has been processed through EDI.
Select a PO number.
Check/Un-Check From Bulk Order Entry - If this box is checked, the system will retrieve orders that were created by the Bulk Order Creation function. You can access this function by navigating to Order > Utilities > Bulk Order Creation.

Once the POs are displayed on the screen, if any of the PO has a status of "Error", it needs to be checked and resolved. Followings are examples of some of the errors:

Example 1: Error caused by missing customer partner ID code / cross reference.

Click on the PO number to review PO's details and/or details' errors.

In this case, the error message showed that the system could not map the blank customer number.

Steps to take to resolve this error:

a. Check and make sure the customer cross reference/Order Partner ID Code is setup properly.

b. Select the PO under status of "Error" and click Process > this will process the PO, set a valid customer number and the status back to "Ready".

c. Select the PO again under status of "Ready" and click Process > this will process the EDI PO and create ERP customer order.

Example 2: Error caused by an invalid product's UPC code.
If ERP can't find and match an item with same UPC code, it will generate the following error:

Steps to take to resolve this error:

a. Find the item master and set the item with a valid UPC code.

b. If the client is using customer item, navigate to Master > Sales > Customer > Profile > Customer Item > set a valid code to the EDI Cross Reference field.

c. Re-access the PO from EDI Incoming Process, the error will be cleared and the status will be reset to Ready.

11. When you are ready to process your EDI PO, highlight to select PO and click the Process button.

After the system is done processing, it will come back with an order number and the PO's status will be marked as Completed.

12. In case the PO was sent and you don't want to create a customer order, you can reject it by highlighting the PO and click the Reject button.

Once the PO has been rejected, it will stay as Rejected. If the PO needs to be resend again from EDI HQ to ERP, following are the steps you need to take:

a. Remove PO's records from the EDI staging tables from the database.

b. Resend PO from EDI HQ to ERP.

If the PO is being resent again from HQ, find the PO from the EDI Incoming Processing and process it again.

If it is the same PO number, same PO date, same ship date and same quantity, it will update the incoming status to "Imported, not priced".

If it is the same PO number, same PO date same ship date and different quantity, it will update the customer order without reprice. The order needs to be repriced.

If it doesn't find any order, or if any of the 3 fields are different (PO number, PO date, ship date), it will create a new order.

13. Click on View Report button, the system will generate an EDI Processing Log as shown in the sample report below:

You can now click on Close button to close this form. Navigate to Order > Customer Orders, bring up the order and review.