Process of exchanging EDI documents for sales order

To exchange EDI documents, follow these steps:

1. Create and configure a service card through which the EDI document exchange will take place.
2. Configure the counterparty, specifying the types of documents for the exchange.
3. Configure the dictionaries in the system.
4. Configure automatic loading and updating of documents.

Configuring dictionaries for EDI document exchange

To ensure proper exchange, configure the following dictionaries:

• Company Information - specify the company's GLN code (in the General tab) and the EDRPOU code (in the Localization tab).
• Customers - provide the company's GLN code and EDRPOU code (in the Invoice tab).
• Ship-to Address - specify the GLN of the delivery location if the counterparty uses it in their documents (in the General tab).
• Customer Agreements - the value in the External Agreement No field should match the number specified by the counterparty in their orders.
• Units of Measure - fill in the International Standard Code and Symbol fields for the units of measure involved in the exchange.
• Items - fill in the GTIN or Code field in the Item Identifiers table with the corresponding product code used by the customer.

Sales Order (ORDER)

The buyer sends a sales order (ORDER) to the supplier, specifying the product barcode, description, ordered quantity, price, and other necessary information. Loading such orders into the system is done automatically with the configured task.

The document card contains the EDI tab with the following fields:

Field	Description
EDI Order	Indicates that the order was received via EDI.
EDI Order No.	The customer's order number, which will also be duplicated in the External Document Number field.
EDI Status	Order status.
EDI Remarks	Description of any errors that occurred.
Customer Item No.	Field on order lines to record the item number provided by the customer's system.
EDI Ordered Qty.	Field on order lines to record the requested quantity of the item provided by the customer's system.
EDI Ordered Price	Field on order lines to record the requested price of the item provided by the customer's system.
EDI Ordered Price with VAT	Field on order lines to record the requested price of the item with VAT provided by the customer's system.

The document will also include the contract number, address, required delivery date and time, if the customer specified them in their order.

Order Response Message (ORDRSP)

The Order Response Message (ORDRSP) is sent in response to the received Sales Order (ORDER) document. The key feature of the Order Response is to provide details about the delivery for each item: whether the item will be delivered, if there are changes in quantity/price, or if there will be a refusal to deliver the item.

It is created each time an order release action occurs with the value EDI Order = Yes.

The following information is transmitted:

• Quantity of the item for each line;
• Unit Price Excl. VAT for each line;
• Unit Price Incl. VAT for each line;
• Value of the Required Delivery Date field;
• Value of the Requested Delivery Time field;
• Value of the Shipment Date field.

Despatch Advice Message (DESADV)

The Despatch Advice Message (DESADV) is sent by the supplier in response to the Order Response Message (ORDRSP) to confirm the shipment of goods. It contains information about the items shipped, their quantities, and any changes made.

The DESADV document is created for each order with the value EDI Order = Yes. The following information is transmitted:

• Quantity of the product per each line of the issued invoice;
• Unit Price Excl. VAT for each line;
• Unit Price Incl. VAT for each line;
• Value of the Required Delivery Date field;
• Value of the Requested Delivery Time field;
• No and Document Date of the issued invoice.

Appendix to Despatch Advice Message (QUOTES)

The QUOTES document is sent based on the Despatch Advice Message. The key feature of this document is the list of all serial numbers for the shipped goods.

It is created for each shipment action with the value EDI Order = Yes and the items have specified serial numbers in the Traceability Lines.

The following information is transmitted:

• Quantity of the product per each line of the issued invoice;
• Unit Price Excl. VAT for each line;
• Unit Price Incl. VAT for each line;
• Serial numbers of the goods;
• Customs Category Code of the product per each line;
• Value of the Required Delivery Date field;
• Value of the Requested Delivery Time field;
• No and Document Date of the issued invoice.

Invoice (INVOICE)

The Invoice (INVOICE) is a message that contains payment details for the provided services and goods. The Invoice specifies the price of the product without VAT, the VAT rate for each item, and calculates the total cost of the Order.

It is created for each invoicing action with the value EDI Order = Yes.

The following information is transmitted:

• Quantity per each line of the issued invoice;
• Unit Price Excl. VAT for each line;
• Unit Price Incl. VAT for each line;
• Value of the Required Delivery Date field;
• Value of the Requested Delivery Time field;
• No and Document Date of the issued invoice.
• Agreement No.;
• Invoice Currency Code.

EDI Transaction Log

In case the system cannot create an order from the received file, it will create an error record in the EDI Transaction Log.

To open the log, click the button to open the Search function and enter EDI Transaction Log, then follow the corresponding link. In the log, you can see the error message in the Message column and download the file by selecting the appropriate action in the menu.

See also

System settings required for working with the service:

1. Service Settings
2. Counterparty Settings
3. Automatic Document Loading and Updating Settings

Viewing and managing documents in the system:

1. List of Outgoing Documents
2. List of Incoming Documents
3. Process of Exchanging EDI Documents for Sales Order