EDI (Electronic Data Interchange)

What is EDI?

Vendor EDI is used for transmitting and retrieving data electronically from a vendor. EDI stands for "electronic data interchange" and refers to any method of transmitting data by electronic means. The data being exchanged is related to Purchasing and Receiving transactions, price updates, Payables, and file maintenance updates.

How is data transferred?

For automated transfer of data, and in most cases, we integrate special scripts with a third-party application to perform a secure transfer of data using FTP (file transfer protocol). The application either creates the files in the proper format or processes the files received from an EDI vendor. As far as the actual transmission and movement of data, the 3rd party application performs all FTP processing. Users can disable automatic data transfer (scripting) and do the process manually if they prefer. No assistance or support is provided for manual methods of moving data. This is solely the user's choice and responsibility.

Is there a charge for EDI?

The ECI Implementation or Support team must configure the system before you use it and a set up fee applies for each installation. After your system is configured, EDI runs in the background to update your system, and that part is free.

Setting the EDI General Parameters

The EDI parameter settings are specific to the vendors you use and how you want to run your EDI processes to retrieve inventory and loyalty program data from those vendors.

To view and select the EDI parameters:

1. From the Main Menu go to Maintenance > Database > Parameters to display the Parameter Settings form.

2. From the Setup Tab, choose the EDI > General Tab to display the EDI settings.

3. In the Installed Wholesaler Tie-Ins box, select the check box beside each vendor you want to retrieve warehouse inventory data and customer loyalty data from. Scroll through the list to ensure that you have selected all that apply to your business.

4. From the Loyalty Programs list, select the check box beside each program you participate in.

5. In the Auto Update box, choose the following options as works best for your business:

Run Nightly EDI
Check this option to run the EDI process each night. Then indicate which type of data you want to send and retrieve:
- POS Data Send
  Select this check box to send your sales data pertaining to loyalty programs to the vendor.
- Warehouse Qtys
  Select this check box to retrieve the vendor's current supply of each item in their inventory . This can include material you do not stock.

Only Match Vendor Item
Check this box to perform file maintenance operations for inventory items where the item is linked to the vendor record. This parameter is only considered for File Maintenance updates (including Price Updates). Other EDI operations will use additional look-up methods if a matching item is not found such as the SKU and barcode.
Rewards Item Prefix
Enter the Do It Best Rewards prefix for the Do it Best Corp. rewards credit SKUs. The application appends the prefix (if any) to the reward item's SKU to help distinguish the credit SKU (used for coupons, etc.) from other items in your inventory. Using a prefix is especially important if there is a chance that any of your company's item numbers might match the credit SKU used by the vendor. If this happens, matching items that are not actually credit SKUs will be updated to match the vendor's credit SKU information. Having a prefix prevents this from happening.
Note: When the Implementation team is assisting you in converting data, if you use this option, let them know that your company has existing credit vendor SKUs with this prefix.
Disable Best Rewards loyalty accounts after [0] days of inactivity.
Select this check box if you want to specify the number of days after which you disable a customer's loyalty rewards program participation. After you select this check box, you can enter the number of days up to 9999.

6. Choose your purge archive options to prevent the storage of old EDI data that you no longer need using the following settings:
Note: For more information about purging archive files see Purging EDI Archive Files below.

Enable Purge
Select this check box to allow the purge of EDI archive files.
Days to Keep
Select this check box to specify the number of days the application should keep EDI files. The default amount is 90.
Max # of Files to Delete
Select this option to limit the number of files that the application deletes at the same time.

7. When you have completed these entries, choose Process (F12) to save the settings.

8. Close the application and re-open it to ensure the update is enabled.

Purging EDI Archive Files

There are tools for managing your excess files in the EDI archive. These purge tools to help you schedule and manage the number of files that you purge or retain as part of your use of the EDI tools. The purge process runs nightly, based on the purge options you select. Resetting this option requires administrative privileges.

Important: This feature is enabled by default, so if you do not want to purge archive EDI archived files, you need to disable or reset this feature.

To set the EDI purge archive options:

1. From the Main Menu, choose Maintenance > Database > Parameters to display the Parameter Settings form.

2. From the Setup tab, choose EDI > General to display the Purge Archive options.

Parameter Settings > Setup > EDI > General Tab with Purge Archive Options Highlighted

2. Make sure the Enable Purge check box is enabled.

3. In the Days to Keep field, enter the number of days after which you want the application to purge the archive of files. By default, this setting is 90 days.

4. In the Max # of Files to Delete field, enter the number of files you want to delete during each nightly purge. By default, this setting is 1000 files.
Note: We recommend this file limit. Setting a maximum will prevent potential system performance issues resulting from the purge command.

5. When you have completed your entries and selections, click Process (F12) to save your changes.

Vendors that Support EDI Transmissions

We are always in the process of mapping new vendors for EDI use. Currently, EDI is available with the following vendor listing. Looking for a list of what functions are supported? Click on the links below to display the current function of each vendor's EDI program as integrated with the application:

ABS (Allied Building Stores)

ACE Hardware Corporation

Blish-Mize

Chalifour Canada

Do-it Best Corporation

Emery Jensen Distribution (EJD) Services

Freeway Commerce Ltd. (United Kingdom)

House-Hasson

LBM Advantage (formerly ENAP, Inc.)

LMC (Lumbermens Merchandising Corporation)

Orgill, Inc.

True Value Corporation

TrueServ Canada

United Hardware

X12 *

*X12 is a standardized format, not a vendor, but is supported by many vendors for data exchange.

EDI Feature Reference Table (Vendors)

This chart lists the wholesaler (EDI provider) and mapping options for each. Default mapping is indicated by an asterisk (*). There are often multiple mapping overrides provided for the same feature (price changes, for example). The application uses the default option unless this option is modified in the Maintenance > Database > Branches > EDI > Mapping Overrides box. This can be modified either by your company or by Support personnel at your direction.

Wholesaler ID	Feature	Override Name	Description
ABS	PO Send	*POSend	Sends one or more Purchase Orders to ABS
ACE	Bar Code Load	*BarCodeLoad	Barcode Load
ACE	Catalog Load	*CatalogLoad	Loads Catalog from Hot Sheet records
ACE	PO Receive	*ElectronicInvoice	Receives Electronic Invoice(s)
ACE	PO Receive	EDIINVOICESIMPLE	Electronic Invoices that come into PO Update with fewer lines.
ACE	PO Receive	InvoicePOMatch	EDI Invoice that matches the PO number
ACE	PO Send	*POSend	Sends Purchase Order Documen(s)t
ACE	PO Send	POSendWeb	PO Send via the Internet
ACE	POS Data Send	*VISTAUpload	Sends Nightly POS Data upload to Vista
ACE	Price Change	*Hotsheets	Retrieves current Hot Sheets
ACE	Price Change	HS_FileMaint	Price Change with Catalog Maintenance
ACE	Price Change	HotSheets_VP	Variable Price hot sheets will use flag to determine which ACE Price to use.
ACE	Price Change	HS_FileMaintNODESC	Document
ACE	Price Change	HSFileMaintCostOnly	Price updates with file maintenance. Cost Only comes in for use with Margin Master.
ACE	Price Change	HSFileMntCostOnlyND	Price update with File Maintenance. Cost only for Margin Master, no inventory description changes.
BLISHMIZE	Catalog Load	*CatalogLoad	Catalog Load
BLISHMIZE	File Maintenance	*FileMaint	File Maintenance/New Items
BLISHMIZE	File Maintenance	FileMaint_NoDesc	No Inventory Description change
BLISHMIZE	PO Receive	*POUpdate	Purchase Order Update via Invoice
BLISHMIZE	PO Send	*POSend	Document
BLISHMIZE	Price Change	*PriceChange	Price Change Document
Chalifour	Catalog Load	*CatalogEN	Catalog load of Initial File English
Chalifour	Catalog Load	CatalogFr	Catalog load of initial file - French
Chalifour	Images Download	*ImageUpdate	Image Update
Chalifour	PO Receive	*PoUpdateEn	Purchase Order Update Documents - English
Chalifour	PO Receive	PoUpdateFr	Purchase Order Update Documents - French
Chalifour	PO Send	*PO Send	PO Send
Chalifour	Price Change	*PriceChgEn	Price Change and File Maintenance - English
Chalifour	Price Change	PriceChgFr	Price Change and File Maintenance - French
Chalifour	Price Change	PrcChgEnNoDesc	Price Change and File Maintenance English No Inventory Description change.
Chalifour	Price Change	PrcChgFrNoDesc	Price Change French version No Inventory Description
Chalifour	Promotional Item Update	*PromotionEn	Promotion update - English
Chalifour	Promotional Item Update	PromotionFr	Promotion update (Buy) - French
ChalifourSur	PO Receive	*PORecv	Purchase Order Update
ChalifourSur	PO Send	*POSend	Purchase Order Send Process
DoItBest	AP Receive	*Direct Invoices	EDI Direct Invoices
DoItBest	Bar Code Load	*BarCodeLoad	Barcode Load
DoItBest	Catalog Load	*Catalog Load	Initial Catalog Load
DoItBest	Classification Maint	*ClassificationLoad	Classification Load
DoItBest	File Maintenance	*FILEMAINT v1.0	File Maintenance version 1.0
DoItBest	File Maintenance	FileMaint_NODesc	File Maintenance that does not change description in inventory
DoItBest	File Maintenance	FileMaint_Classic	File Maintenance that always brings in Classic cost
DoItBest	File Maintenance	FileMaint_Classic_ND	File Maintenance that always brings in Classic Cost and does not change description in inventory
DoItBest	File Maintenance	FileMaintNEW	File Maintenance with NEW units of measures in vendor items
DoItBest	File Maintenance	FileMaint_NODescNEW	File Maintenance update with no description changes
DoItBest	File Maintenance	FileMntClassicNEW	Document
DoItBest	File Maintenance	FileMntClassicNDNEW	Document
DoItBest	File Maintenance	FileMaint_ND_NEWKW	File maintenance with new vendor item UMs with no description change in Inventory Common. Vendor number instead of name and Keyword0 Maintained in Inventory Common.
DoItBest	File Maintenance	FileMaint_NEWKW	File maintenance with new vendor item UMs. Vendor number instead of name and Keyword0 Maintained in Inventory Common.
DoItBest	File Maintenance	FileMntClassNDNEWKW	File maintenance with classic cost, new vendor item UMs with no description change in Inventory Common. Vendor number instead of name and Keyword0 Maintained in Inventory Common.
DoItBest	Full Inventory Send	*SendFileMaintFULL	Full inventory send
DoItBest	Inventory Send	*SendFileMaint	Incremental Inventory Send
DoItBest	PO Receive	*PO Receive	Document
DoItBest	PO Send	PO Send NORETL	Purchase Order Send No Retail is sent.
DoItBest	PO Send	*PO send v.1.1	Purchase Order Send
DoItBest	PO Send CF1D	*ClaimsCF1D	Document
DoItBest	PO Send CF1W	*ClaimsCF1W	Send CF1S Warehouse Claims
DoItBest	POS Data Send	POS Send Retail Sales	Retail Sales Data Capture
DoItBest	POS Data Send	POS Data Last Recpt	POS Data Send sending Last Receipt cost
DoItBest	POS Data Send	*POS Data AVG Cost	POS Data Send sending weighted average cost
DoItBest	Price Change	*PRCCHGS v1.1	Price date update
DoItBest	Price Change	CostUpdate	Cost-Only Unapplied Price Update
DoItBest	Price Change Send	*PriceChangeSend	Send Price Changes to IMCS
DoItBest	Price Change Send IMCS	*SendIMCS	Price change send IMCS
DoItBest	Promotional Item Update	*Promotions	Promotional Items Download
DoItBest	Warehouse Qty	*Warehouse Qty Load	Warehouse Qty load for Do It Best
EJD	Catalog Load	*CatalogLoad	Catalog load update
EJD	PO Receive	POResponse	Document
EJD	PO Receive	*Invoice Receive	Purchase Order/Invoice Receive process
EJD	PO Send	*Orders File	Purchase Order Send
EJD	Price Updates	*PriceUpdateFM	Price updates with file maintenance and description changes
EJD	Price Updates	PriceUpdateFM_ND	Price Update with file maintenance, no description change in inventory
ENAP	AP Receive	*AP Receive	AP Receive
ENAP	AP Receive	APReceiveOrig	AP Receive Original Bill Date=Transmittal Date
ENAP	AP Send	*APSend	AP Send remittance Advice CSV
Freeway	AP Receive	*APInvoice	AP Invoice update
Freeway	Freeway Order Confirmation	*OrderConfirmation	Order Confirmation
Freeway	FreewayASN	*AdvanceShipNote	Advance Ship Note
Freeway	PO Receive	*Invoice	Purchase Order Receive (Invoice) process
Freeway	PO Send	*Purchase Order	Document
Freeway	Price Change	*PriceFile	Price File
HANDY (HDW Houston)	PO Receive	*POInvRec	Purchase Order Receive process
HANDY (HDW Houston)	PO Send	*POSend	Purchase Order Send process
HANDY (HDW Houston)	Price Change	*Price Update	Price changes
HANDY (HDW Houston)	Price Change	CostUpdate	Cost only update for Inventory/Unapplied Price Updates
HANDY (HDW Houston)	Price Change	PriceChgSuggList	Original Price Update that pulls from Suggested List field.
HANDY (HDW Houston)	Promotional Item Update	*Promotions	Promotions
HomeHardware	Bar Code Load	*UPCMaintenance	UPC Maintenance/UPC Build
HomeHardware	Catalog Load	*CatalogLoad	Catalog Load
HomeHardware	File Maintenance	*FileMaint	Document
HomeHardware	PO Receive	*POReceive	PO receive Invoice
HomeHardware	PO Send	*POSend	Home Hardware Purchase Order Send
HomeHardware	Price Change	*PriceChange	Price Changes
HomeHardware	Price Change	PromotionPrices	Promotional Prices file into sale update
HouseHasson	Catalog Load	*Catalog Load	Document
HouseHasson	PO Receive	*ElectronicInvoice	HH PO Receive
HouseHasson	PO Send	*OrderFile	HH Order File - PO Send
HouseHasson	PO Send Alt Format	*PO with Contract	HH Order File - PO Send with Retail Price and Contract Number
HouseHasson	Price Change	*LoadFile	HH Load File, used to update catalog and price changes
HouseHasson	Price Change	PriceChange	Document
HouseHasson	Price Change	CostChange	Document
HouseHasson	Price Change	PriceChange_NoDesc	Document
HouseHasson	Price Change	CostChange_NoDesc	Document
HouseHasson	Sale Price Update	*PromoPrice	Document
LMC	AP Receive	*Invoice 810	X12 Invoice 810
LMC	AP Send	*AP Send	AP Remittance Advice
LMC	AP Send	AP Send Test	AP EDI 820 in test mode
LMC	AP Send	AP Send EFT	Sends Check ID instead of Check Number for EFT
MHD	File Maintenance	*File Maint	Electronic File Maintenance
MHD	PO Receive	*PO Recv	Electronic Invoice
MHD	PO Send	*PO Send	Document
Orgill	Bar Code Load	*BarCodeLoad	Bar Code Load
Orgill	Catalog Load	*CatLoad_DO_NOT_Use	Do not use, use the correct File maintenance format instead.
Orgill	File Maintenance	*File Maint VP1	File Maintenance
Orgill	File Maintenance	File Maint VP2	File maintenance for VP2 cost
Orgill	File Maintenance	File Maint ADV	Document
Orgill	File Maintenance	VP1 NO DESC	File Maintenance with no description change for VP1 pricing
Orgill	File Maintenance	VP2 NO DESC	File Maintenance with no description change for VP2 pricing
Orgill	File Maintenance	ADV NO DESC	File Maintenance with no description change for ADV pricing
Orgill	File Maintenance	VP1 NO INC	File maintenance without any inventory common changes for VP1 pricing
Orgill	File Maintenance	VP2 NO INC	File Maintenance with no changes to Inventory Common for VP2 pricing
Orgill	File Maintenance	ADV NO INC	File Maintenance with no changes to Inventory Common for ADV pricing
Orgill	Inventory Load	*Special Inventory Load	Document
Orgill	PO Receive	*PO Update Invoice	Purchase Order Update via an Orgill Invoice
Orgill	PO Send	*PO Send	Document
Orgill	Price Change	*Price Change	Price changes
TrueValue	Bar Code Load	*BarCodeLoad	Bar Code Load
TrueValue	Catalog Load	*CatalogLoad	All Tiered Maintenance
TrueValue	Catalog Load	Catalog Export	Document
TrueValue	CatalogPass2	*CatalogLoad2	Catalog Load Tiered Pricing Spec 41 and 46
TrueValue	Coupon Load	*CouponLoad	Coupon Maintenance
TrueValue	Coupon Load 2nd Pass	*CouponLoadPass2	Coupon Tiered Price
TrueValue	Coupon Maintenance	*CouponMaint	Coupon Maintenance
TrueValue	Coupon Maintenance 2nd Pass	*CouponMaintPass2	Coupon Tiered Price
TrueValue	Customer Enrollment Load	*CustomerEnrollLoad	TVR Customer File from Loyalty Vendor - Spec 95
TrueValue	Customer Enrollment Send	*CustomerEnrollSend	TVR Customer Enrollment File - SPEC 96
TrueValue	Department Class Fineline Load	*FineLine Descriptions	Department Class FineLine Descriptions
TrueValue	File Maintenance	*FileMaintTP	Tiered pricing file maintenance
TrueValue	File Maintenance	ItemMaintTP_NODESC	Document
TrueValue	FileMaint2ndPass	*FileMaintTP2	Tiered Pricing File Maint, 2nd pass
TrueValue	Full Inventory Send	*Inventory Capture	Retail System Data Capture Inventory File
TrueValue	Images Download	*ImagesUpdate	Images Update
TrueValue	Inventory Load	*MemberPurchHist	Member Purchase History
TrueValue	PO Receive	PO Receive Export	Document
TrueValue	PO Receive	*PO Receive Invoice	Purchase Order Receive Invoice
TrueValue	PO Receive Direct Ship	*Direct Ship PO	Po Receive Direct Ship
TrueValue	PO Receive Open Order	*PO Update Open Order	Document
TrueValue	PO Send	*PO Send	spec DS020 Order Upload
TrueValue	Policy A Claim	*PolicyAAutoSend	Document
TrueValue	POS Data Send	*RetailerWorkbench	Placeholder Document only. Real code uses the TrueValue RetailerWorkbench routine Mike M wrote. The existence of this document as a default causes frmPOEDI to show the POSData Send option.
TrueValue	Price Change	Price Changes not VP	Retail Pricing System Price Change Reg Retail
TrueValue	Price Change	*PriceChangeVAR	Price Change (Tiered Pricing Specs) Variable Pricing Only
TrueValue	Promotional Item Update	*EventDownload	Event Download into EDI Promotions DS071
TrueValue	RPE Extract	*RPE Extract	SPEC 03 - Member Retail Price Enhancement (RPE) and AIM Upload File. This file is used to setup member's Retails based on Level 1 or level 2 pricing. It contains all items from the member's retails system inventory file. This file will also be used for the AIM extracts.
TrueValue	Sale Price Update	*SaleReceive	Sale Prices via Event Update file DS071
TrueValue	Ship Later	*Ship Later	Member Ship Later Download File
TrueValue	Warehouse Qty	*Warehouse Quantity Load	SPEC 12 - RDC Balances MCS Download File.
TruServ	Bar Code Load	*BarCodeLoad	Bar Code Load
TruServ	Catalog Load	*Catalog Export	Document
TruServ	File Maintenance	*FileMaintTP	Tiered pricing file maintenance
TruServ	File Maintenance	ItemMaintTP_NODESC	Document
TruServ	FileMaint2ndPass	*FileMaintTP2	Tiered Pricing File Maint, 2nd pass
TruServ	Full Inventory Send	*Inventory Capture	Retail System Data Capture Inventory File
TruServ	Images Download	*ImagesUpdate	Images Update
TruServ	PO Receive	PO Receive Export	Document
TruServ	PO Receive	*PO Receive Invoice	Purchase Order Receive Invoice
TruServ	PO Receive Open Order	*PO Update Open Order	Document
TruServ	PO Send	*PO Send	spec DS020 Order Upload
TruServ	POS Data Send	*RetailerWorkbench	Placeholder Document only. Real code uses the TrueValue Retailer Workbench routine. The existence of this document as a default causes the Vendor EDI form to show the POS Data Send option.
TruServ	Price Change	Price Changes not VP	Retail Pricing System Price Change Reg Retail
TruServ	Price Change	*PriceChangeVAR	Price Change (Tiered Pricing Specs) Variable Pricing Only
TruServ	RPE Extract	*RPE Extract	SPEC 03 - Member Retail Price Enhancement (RPE) and AIM Upload File. This file is used to setup member's Retails based on Level 1 or level 2 pricing. It contains all items from the member's retails system inventory file. This file will also be used for the AIM extracts.
TruServ	Sale Price Update	*SaleReceive	Sale Prices via Event Update file DS071
TruServ	Warehouse Qty	*Warehouse Quantity Load	SPEC 12 - RDC Balances MCS Download File.
TruServCA	Catalog Load	*Catalog Load	Initial Catalog Load
TruServCA	PO Receive	*PO Receive	PO Receive (Invoice)
TruServCA	PO Send	*Regular Order	PO Send modified X12 850
UnitedHardware	PO Send	*PO Send	Send a purchase order to United Hardware
UnitedHardware	PO Update Invoice	*Electronic Invoices	Purchase Order Receive
UnitedHardware	Price Change	*Price Change	Loads Pricing updates from United Hardware
UnitedHardware	File Maintenance with update item descriptions option	*File Maint	Loads File Maintenance updates from United Hardware including descriptions
UnitedHardware	File Maintenance with option to skip updating item descriptions	File Maint_NODesc	Loads File Maintenance updates from United Hardware excluding descriptions
UnitedHardware	Promotions Loading	*Promotions	Loads Promotional data from United Hardware
United Hardware	Catalog Load	*Catalog Load	Loads Catalog data from United Hardware
X12	AP Receive	*Invoice 810	Document
X12	AP Receive	Invoice 810 LMC	Invoice 810 with different TDS
X12	AP Receive	InvoiceTimbrMart	Document
X12	PO Receive	*Advance Ship 856	Advance Ship Notice 856
X12	PO Receive	PO Update 810	Document
X12	PO Send	*PO 850	Purchase Order 850
X12	Price Change	*PriceChange	Price Change 832
X12	Price Change	PriceChangeCostOnly	Document

EDI Requirements

To use EDI, installation and use of specific software may be required. In addition, users must typically contact the vendor that EDI will be used with. If EDI hasn't been used in the past, they may have some setup to properly prepare inventory, catalog, or other data for use with EDI processing.

Additional Software

For some EDI features, additional software is required. For our cloud-hosted customers, additional software does not have to be installed locally, as they are already installed on the server. In the case of our cloud deployments, your application runs remotely from the server, not locally from your PC or other device.

A third-party application, MOVEit Freely® software, must be loaded on any client PC or server that will perform EDI functions. "Automation" features generally require this be installed on the server (as well as 7-zip). Computers from where EDI procedures are done must have high-speed Internet access. Below is a link to Standard Networks web site where users can download MOVEit Freely software (the software is available free of charge; however, there is a registration form):

https://www.ipswitch.com/resources/free-tools/moveit-freely

In some cases, EDI also requires software that can extract zipped (archived/compressed) files from a command line. This is sometimes necessary with larger files to keep download and upload times manageable. When required, this should also be installed on any local PC or server that will do either manual or automated EDI processing.

http://www.7-zip.org

Contacting the Vendor

Contact the vendor directly for any account and password information required for the EDI processes and provide it to Implementation or Support for set up. Any contact with the vendor is the end-user's responsibility. We maintain no business relationship with vendors from whom EDI is available.

We strongly suggested that users obtain a data file of their vendor's catalog so that Support can load it into the catalog database for use with ordering. This may be required in some cases. Having a catalog makes adding new items, as well as ordering items your company does not stock, must easier. Once loaded, the catalog is available to all users and is kept up-to-date by future EDI processing. See Inventory > Database > Catalog.

Data Maintenance and Preparation

The item database must contain some reference point for mapping vendor data to your items. It is the end-user's responsibility to make sure that the application data has vendor-item information (UPC codes) that can be used for linking items in the data to items in your company's database. In some cases, database changes may be necessary either by manual means or done by Support using a reference file provided by the vendor (this still requires some link between your company's items and the vendor's in the data provided). Database updates for vendor-item information are a billable service and are not included in the price of EDI or normal Support charges.

Vendors with whom EDI is used must be flagged with the EDI interface name in the Vendor database after configuration by Support.

EDI and Support

ECI Support is limited to the function of our application only. Transmission issues, PC problems, Internet connectivity, and issues within vendor data may occur and are not covered under ECI Support, which is limited to problems related to application processing, such as issues that occur before or after successful data transmission.

Some file maintenance by the user may be required for EDI to function ideally. This can include changes to unit of measure definitions and vendor purchasing preferences such as package quantities, etc. All such changes are the end-user's responsibility. Support for EDI does not include any database modifications that may be necessary to meet a vendor's requirements or preferences.

ECI Support assists users with the initial installation and configuration of EDI for use for one or more branch locations. Parameters and initial branch settings are configured by Support based on your instructions and account information. In most cases, each location will have their own account and password with the vendor. The Branch Setup database under Maintenance is used for these EDI settings.

Data Processing

The Vendor EDI transaction available from the Purchasing area can be used for most data exchange with your vendor(s). This offers the following capabilities:

Submit Purchase Orders

This offers the ability to electronically place an order with your vendor. This can also be done immediately when processing a purchase order from the Order Entry transaction available from the Purchasing area or Direct Ship order from the Point of Sale area.

Purchase Order Update

This option is used to retrieve data from the vendor for the purpose of updating a new or existing purchase order with EDI quantities and costs.

Price Updates

This feature retrieves price updates, which may include sale/promotional data, from your vendor(s). The sale pricing or price updates are automatically created, but not applied. Use the Price Updates transaction available from the Inventory area to review the changes. Updates are selected based on the date of the update. Sale pricing can be selected by the date range of the sale or the promotional ID. The Apply Price/Sale Changes utility (available from the Utilities, Updates sub-menu in the Inventory area) can also be used to apply sale and price updates, but does not provide the ability to review those changes.

For EDI with ACE Hardware Corporation, this option is named "hotsheets" and also performs file maintenance and retrieves promotional and ACE Rewards® data (when applicable). ACE Rewards participation is optional. The File Maintenance option (below) is not used in this case.

Bulk Receive

This feature retrieves all data (EDI documents) that the vendor provides and processes them. This can usually be automated and done on an hourly basis for example. In the case of LMC and LBM Advantage, this is used to generate payables invoices and credits from "AP Receive" type documents providing essentially the same capability as the "Retrieve Invoices" option except that it supports multi-branch capability and is suggested for companies who have more than one location using EDI. Bulk receive is also used for X12 and Chalifour for processing a variety of EDI document types.

File Maintenance

File Maintenance is used to update three (3) types of data: catalog data, vendor-items, and inventory data. Inventory data usually includes the UPC, description, supplier class, fineline, and department. Usually, mapping overrides are provided that allow you to limit or prevent inventory updates (many users prefer to not update their item descriptions via EDI data, for example). Vendor-item data includes vendor SKU, package quantities (order multiple) and purchase levels. Catalog data varies based on the vendor, but is capable of updating most if not all catalog data. This does not load the catalog, it just keeps the existing catalog up-to-date. When available, catalog loads can be done using the "Extras" option from the Vendor EDI transaction in Purchasing; however, you usually must contact the vendor to request they place the catalog data in your mailbox.

Retrieve Invoices

This option is used only for companies utilizing the Payables feature. It generates payables invoices and credits based on the data received from the vendor. It can also update open purchase orders (optional). We suggest using the "Bulk Recv" option instead of this option if your company has more than one branch location using EDI. "Bulk Recv" processes the same "AP Receive" data, but is also capable of handling additional EDI document types for certain vendors.

Send Remit Advice

"Send Remit Advice" provides a way of submitting a notification for pending payments disbursed via Payables to your vendor. The "remittance" can be transmitted either immediately when you disburse the payments using the Disbursements transaction found in the Payables area (choose "transmit" on the Process (F12) form) or later using the Vendor EDI transaction in the Purchasing area.

Extras

The "extras" option in Vendor EDI provides access to additional functions which aren't as frequently used or necessary. Some common "extras" are used for catalog and barcode loads. The choices provided, if any, vary by vendor.

Integrating EDI into the Application and the Database

The following areas contain settings and options that support EDI processes:

Maintenance > Database > Parameters > EDI > General

The Parameter Settings form contains some EDI-related settings. Most of these settings can only be changed by ECI Support personnel; however, some are available to users with sufficient security permission to access them. The EDI tab is typically locked from changes, but you can view your current settings. The "Auto Update" settings only apply to Do it Best® and ACE Hardware corporation and relate to sending Point of Sale (POS) data to Do it Best® for analysis and updating warehouse quantities in the catalog (not all file maintenance). Set up instructions for this section are provided here.

Parameters_Setup_EDI

Maintenance > Database > Parameters > Payables

In addition, the Payables tab contains EDI settings for the invoice threshold amount and/or percentage. The threshold amount determines whether an EDI-generated payables invoice (or credit) is created with a status of either "hold" or "open." Hold status would be used for any invoices where the difference between the EDI data and the open receipt isn't within the threshold amount or percentage. Setting of a threshold is optional.

Parameters_Payables

Maintenance > Database > Branches

The Branch Setup form contains an EDI tab for vendor interface settings. These are typically configured by Support and may involve the installation of additional files on your server prior to use. Usually, vendors provide separate ID and log in information for each branch location.

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Purchasing > Database > Vendor

The Vendor Maintenance form contains a few fields that are related to EDI processing. In all cases, vendors require an interface name if EDI is used with that vendor. It's also possible that the account ID may be used, however, it can depend on the interface.

Inventory > Database > Item

The Item Maintenance settings are not just used for EDI, but can and do affect EDI processing. Purchasing settings are important because they allow you to set vendor specific settings such as order multiples and unit of measures. Settings can be mapped for up to six vendors (one primary, and five alternates).

Main Menu > Point of Sale (Inventory or Purchasing) > Database > Item

The Item Maintenance form is also used for adding a template item for new items added to the database by EDI processing.

Inventory > Database > Catalog

You can load the vendor's catalog using EDI processes, which is optional and suggested. It is typically loaded during EDI set up by Support using a file your vendor supplies. After the initial load of the file, catalog information is typically kept up to date by EDI processing (File Maintenance); however, the functionality of the catalog can vary by vendor.

Why use a catalog? Rather than clutter up selection lists, reports, and the database with items your company doesn't and may never stock, a catalog separates the vendor's merchandise from your own while, at the same time, keeping it accessible for ordering and inquiry purposes.

Main Menu > Point of Sale (and other areas) > Database or Inquiry > Catalog

Support for UPCs Added to a Purchase Order EDI Process

When you purchase materials from Benjamin Moore Paints (using the current vendor tie-ins) you can now send the item’s universal pricing code (UPC) when you purchase materials. This is the number format that Benjamin Moore wants to use going forward to ensure that they send the right materials that you order. We have modified our processes to provide this information in the purchase orders we send.
Note: You can use the instructions we describe below for other vendors and with other tie in options other than those referenced here. We recommend that you include the ECI Support team if you want to do this.

IMPORTANT: To use this feature, you must store each Benjamin Moore item’s UPC in the first Barcode field on the Item Maintenance form (Common > Select tab) to ensure this process works correctly.

Item Maintenance > Common > Select > UPC Barcode Field

We have added a new mapping override format, PO 850 Ben Moore, to facilitate the item order so the application can send the item’s UPC in the first position when processing your purchase orders. Make sure the EDI default directory is set.

Note: To use this feature, you must have a Benjamin Moore Paints vendor record entered as described in the Help System.

The branch’s Vendor EDI settings must be current to use this feature.

Vendor Maintenance > Settings Needed to Define the X12/X12B Vendor Box Information

To complete the setup for this feature:

1. Make sure the X12 and/or X12B Wholesaler Tie Ins are enabled in the application parameters or follow the steps below to enable the tie in.

a. From the Main Menu, choose Maintenance > Database > Parameters. The Parameter Settings form displays.

b. From the Setup tab, choose EDI to display the EDI subtab settings.

c. In the Installed Wholesaler Tie-Ins list, scroll to the bottom to make sure that the X12 or the X12B options are selected.

If selected, move on to the next step.
If not, select the check box beside the X12 or X12B tie-in entry you use to send purchase orders to the vendor. Then, continue to the next step.

d. Choose Process (F12) to save this change to your settings.

2. From the Main Menu, choose Maintenance > Database > Branches. The Branch Setup form displays.

3. For each branch that needs to use this tie in, follow these steps:

Note: You must process each branch setting separately.

a. In the Branch ID list, select the branch you want to add this tie-in setting to.

b. Click the EDI tab for this branch.

c. From the Settings for list, choose whichever tie-in the branch uses.

d. From the Vendor list, do one of the following:

• If the vendor record already exists in the list, choose this option from the list, and continue to Step e.

• If the vendor record is not in the list, continue as follows:

Right click the Vendor Menu Marker and choose the Add Vendor option. The Add Vendor Settings box displays.
Click the Vendor list down arrow, choose the Benjamin Moore vendor record and click Accept. The application searches for the appropriate vendor settings and displays the Settings for X12 Vendor box.

Settings for X12 Vendor (Benjamin Moore)

Complete the X12 Vendor settings based on the Acct with Vendor and Vendor ID entries in the Benjamin Moore Vendor record and click Accept.
(You can look up these settings in Purchasing > Database > Vendor and find the Benjamin Moore record).
Continue to Step e. You are ready to choose the new mapping override setting for the Benjamin Moore X12 transmissions.

e. On the EDI tab, with the Benjamin Moore vendor record selected, right-click the Vendor Menu Marker and choose the Mapping Overrides option.

Branch Setup > EDI Tab > Mapping Overrides Selection

The Mapping Overrides for the Benjamin Moore X12 record display

Benjamin Moore Mapping Overrides

f. From the Submit PO list, choose the PO 850 Ben Moore option and click Accept. The Branch Setup form redisplays.

4. Choose Process (F12) to save these settings.

Repeat Steps 3 and 4 for each branch that requires the Benjamin Moore X12/X12B settings.

After this process is complete, the application will use the new mapping override to send the item’s UPC when you use the X12 or X12B transmission method for Benjamin Moore purchase orders through the Vendor EDI process. This process has not changed, but the contents of the file you are sending do.

To review the purchase order record before sending it to the vendor:

1. Create the Benjamin Moore purchase order in Order Entry.

2. Choose Purchasing > Vendor EDI. The Vendor EDI Communications form displays.

3. Choose the Submit Purchase Orders button.

4. From the EDI Interface list, choose X12 or X12B, depending upon the setting you enabled for the Benjamin Moore vendor.

5. From the Vendor list, choose the Benjamin Moore vendor record. The application displays the Purchase Orders that match the vendor.

6. Double-click the row header to preview the record. The application displays the item detail that is scheduled to go in the PO send.

Vendor EDI Communications > PO Send Detail

7. Right-click the data grid’s Menu Marker and click the Preview Transmit Data option.

The application uses your default notepad app to display the transmission details as they will be sent to the vendor:

NotePad > PO Send Content > UPC Code Highlighted

The UP qualifier stands for the UPC code label and the next number is the UPC code for the ordered product. The BP qualifier precedes the branch’s SKU, and the VN qualifier precedes the vendor’s SKU for the ordered item.