Merchandising and Distribution > Purchasing > Electronic Data Interface > Vendor EDI (Electronic Data Interchange) An optional feature of the STORIS system used to electronically transmit purchase orders to vendors and receive acknowledgements and invoices from vendors. Settings
Use this screen to create and maintain the EDI (Electronic Data Interchange) An optional feature of the STORIS system used to electronically transmit purchase orders to vendors and receive acknowledgements and invoices from vendors. vendor records you use to transmit EDI data to a network service provider. To use this feature, EDI must be active on your system.
Certain fields on this screen must be maintained by STORIS, for example the codes supplied by the service provider. Once you properly set up a vendor EDI record, you can enter it into the Vendor EDI Code field on the Shipments tab in the Vendor Settings. In this way, you activate EDI processing for the selected vendor.
EDI Vendor CodeEnter the code of the EDI
vendor you want to create or edit. You can enter up to five alphanumeric Consisting of both letter and number characters and often other symbol characters such as punctuation marks. characters. If you click on the Search
button, a list of existing EDI vendors appears.
Name of VendorEnter
the name of the EDI vendor. The field accepts up to 20 alphanumeric characters.
Account NumbersEnter the account numbers
assigned to your company by the vendor. If you click on the Action button, the Account
Number Entry Screen appears, into which you can enter one or more
account numbers.
Model Number Patterns(LOCKED
- STORIS access ONLY!) If using pattern
masks, use this field to enter the structure of the vendor model number.
If you click on the Action button, the Model
Number Pattern Entry Screen appears into which you can enter a model
pattern.
You can define up to five vendor model number patterns. Once defined,
the vendor model numbers you use in Enter
a Purchase Order or the Product
file must match the patterns set in this field. Once in use, we
recommend you not change or delete any patterns for which model numbers
with that pattern exist.
Use this field to associate a payables company with an EDI vendor. Enter a company code in this field or click the Search button to select a code from the list. To indicate the payables company for specific receiving locations, click the Action button and access the Enter Payables Company by Location screen.
The company you indicate here is used to generate AP Bills from EDI 810 Invoices received from this EDI Vendor when no payables company has been specified on the Enter Payables Company by Location screen for the receiving location. The hierarchy for determining the payables company to be used for AP Bills created from 810 invoices is:
Vendor EDI/Receiving Location combination - Access the Payables Company by Location screen via the Action button at this field.
Vendor EDI - Vendor EDI Settings, Payables Company field
*The EDI Control Settings in the hierarchy above determines whether to use the Receipt Warehouse Location’s Payables Company or a Specific Company based on the existing setup.
Payable Bill Hold DaysUse this field to prevent
AP bill approvals for partially received purchase orders. Enter the number
of days from the creation/transmission of the PO for which you want to
prevent AP bill approvals for purchase orders not fully received.
If the number of hold days specified here has not been exceeded, the system
creates an AP approval only if the entire order has been received. If
the number of hold days has been exceeded and the order is not fully received,
the system creates a partial payment approval and an exception A condition or irregularity recorded by the system. Exceptions can appear in reports, for example, items on a delivery manifest that were not delivered..
When you receive the remainder of the order, you must create subsequent
partial payment approvals manually.
The invoice hold days is based on the invoice date that the vendor has
passed on the 810 invoice. We recommend you set this field to match
the average lead time in the vendor settings.
315 Additional In Transit Days
This field is used (along with the vendor In Transit Days) to update the scheduled delivery date for EDI 315 documents when the purchase order line references more than one container. The updates are performed only automatically via EDI updates when 856 and 315 documents are received. Enter the additional days to be added to the Status Date received from the EDI 315 Status Documents when received from this EDI vendor.
The scheduled delivery date of the purchase order line is only updated if the calculated delivery date (EDI Status Date + In Transit Days + Additional In Transit Days) is further in the future than the currently assigned scheduled delivery date.
850 Trading Partner ID(LOCKED - STORIS access ONLY!)
STORIS sets this field during installation and as part of the setup
of the EDI module. Use this field to identify the trading partner for
transmission of purchase orders.
Update Dates for Acknowledged PO
Use this field to specify your preference for applying date changes on acknowledgements for the selected EDI vendor. This field applies date changes to the EDI-855 (PO Acknowledgement), EDI-856 (Advance Ship Notice), and EDI-865 (PO Change Request Acknowledgement). You have the following options:
Use Default - use the default setting from the EDI Control Settings.
Never - never accept the vendor's changed dates.
Always - always accept the vendor's changed dates.
Update Costs for Acknowledged PO
Use this field to specify your preference for applying cost changes on acknowledgements for the selected EDI vendor. You have the following options:
Use Default - use the default setting from the EDI Control Settings.
Never - never accept the vendor's changed costs
Only When Lower - only accept the vendor's changed costs if they are lower than the purchase order costs.
Always - always accept the vendor's changed costs
Update Costs on Vendor Billing
Use this field to specify your preference for applying cost changes on vendor billings for the selected EDI vendor. You have the following options:
Never - never accept the vendor's changed costs.
Only When Lower - only accept the vendor's changed costs if they are lower than the purchase order costs.
Always - always accept the vendor's changed costs.
The following settings indicate how quantity changes transmitted by a specific vendor on an 855 or 865 transaction are handled on the purchase order. You have the option to set these settings globally via the EDI Control Settings.
Check the box at this field to indicate that purchase order quantities are updated for decreases in the acknowledged quantity. A decrease allows the purchase order quantity to be brought down to zero. If you do not want to allow decreases, leave this box blank.
Check the box at this field to indicate that purchase order quantities are updated for increases less than or equal to the maximum amount indicated in the Maximum Quantity Increase field. If you do not want to allow increases, leave this box blank.
If you have checked the box at the Increases Within the Maximum field, entry in this field is mandatory. Enter a number greater than zero. This is the maximum quantity that a purchase order quantity can be increased.
The default for this field is the box is checked.
To use the settings established in the EDI Control Settings for the vendor specified, leave this box checked. If you would like to establish settings on an individual basis, uncheck this box.
Combine Distributed POTo combine
distributed
purchase order data transmitted via EDI into one master PO record
when sending the purchase order information to this vendor, check the
box at this field. Otherwise, leave the field blank.
Special Order CFO Popup(LOCKED
- STORIS access ONLY!) If you check the box at this field, a pop-up window
prompting for entry of CFO
information appears when entering special-order sales purchase orders
for this vendor.
Prompt 850 SubmissionIf you
check the box at this field, a prompt appears in Purchase Order Entry
providing the option to transmit the purchase order for this vendor. If
you leave this field blank, the prompt does not appear.
Update 855 Replacement CostTo automatically
update the Replacement Cost field in the Product
file with product costs from purchase
order acknowledgements, check the box at this field. Otherwise, leave
the box blank.
Prompt 860 SubmissionIf you
check the box at this field, a prompt appears in Purchase Order Entry
providing the option to transmit purchase order changes for this vendor.
If you leave this field blank, the prompt does not appear.
This field affects the way you transmit purchase orders to EDI vendors. If you check this box, the system prompts you at the end of Purchase Order Entry to indicate if you want to fax a copy of the PO to the EDI vendor. If you leave this box blank, the prompt to fax the PO does not appear.
For purchase orders being transmitted to EDI vendors, the system
first prompts you to transmit the PO via the EDI. If you answer Yes
to that prompt, the system does not prompt you to transmit by PO,
regardless of your response to Allow Fax of POs prompt.
Transmit Barcode Label IDTo include
the bar code ID in the flat file you transmit via EDI, check the box at
this field. Otherwise, leave the field blank.
Transmit Service Parts
POIf you check the box
at this field, service parts purchase orders are included when you electronically
transmit purchase orders via EDI. If you leave the box blank, only
standard inventory product purchase orders are transmitted and service
parts purchase orders are excluded.