Understanding EDI Transactions with Trading Partner … · Send and receive documents via TPCx ......
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Transcript of Understanding EDI Transactions with Trading Partner … · Send and receive documents via TPCx ......
Objectives
Send and receive documents via TPCxPurge old documentsReview Import ReportsUnderstand Invoice ImportsManual ExportsDocument Tracking and Status ReportsApply troubleshooting techniques to solve problems
This course will NOT cover…
Prophet 21 training (i.e. how to invoice, how to create a purchase order)Flat file imports
EDI TPCx System Setup
Customize EDI settings to better fit your business’ needs
Electronic Data InterchangeApprovalsImports/Exports
Customer Setup
Determines the EDI documents being exchanged for a specific customerAllows setup of the customer’s EDI ID
Vendor Setup
Determines the EDI documents being exchanged for a specific vendorAllows setup of vendor’s EDI ID
Scheduled Import Service Manager
Import documents into your systemRun all imports in the system
Not just EDI!
Scheduled Import Service Manager
Continuous - once started, the system will continuously look for files to import.Manual - start the import service manager when ready to import documents
Will only import files when initiated
Edit Suspended Records Window
Check for “EDI import” value. If found, right-click and select
“Apply Query”
Reviewing Import Reports
Reviewing Approved Orders ReportReviewing Order Acknowledgments ReportReviewing Invoice Report
Open Orders Report
Review orders that have been imported into the system
Can be run in different ways
Open Orders Report Window
1. Enter Customer ID
2. Enter Date range
3. Select a status
4. File > Print Preview
855 Import Report
Used to view the 855 sent to you by your trading partnerMultiple fields received on the 855 will display within the 855 report
Only the line item “Expected Date” field and the price of the Purchase Order are updated within Prophet 21
855 Report Window
1. Enter a Vendor ID
2. Select the line item status
3. Select the import date range
4. File > Print Preview
810 Import Report
Used to review all invoices that have been imported into the systemIncludes invoices for received items Includes items that have not been received
Vendor Invoice Report (810)
Select Report > “Vendor Invoice”
The Vendor Invoice report will only show invoices that have been imported into
Prophet 21 utilizing TPCx/EDI.
Vendor Invoice Report Window
1. Enter a Vendor ID
2. Enter date range
3. Check “Open”4. Check “Ready To
Vouch”5. File > Print Preview
Convert Vendor Invoice to Voucher
Display only imported invoices that the inventory for the corresponding POs have been receivedInventory that has been received but is not linked to a vendor invoice will display in the “Convert PO to voucher” window.
Convert PO to Voucher
Use this feature to review any POs that have been received but have no vendor invoice.
NOTE: EDI imported invoices will not show within the Convert PO to Voucher feature.
Frequently Asked Questions
What happens if an invoice is received that has a different quantity than my PO?
PO has a qty of 10PO was received with a qty of 10Invoice was received with a qty of 5RESULT: Qty of 5 will appear in Convert Vendor
Invoice to Voucher and 5 will appear in Convert PO to Voucher.
Frequently Asked Questions
Do I need to do anything differently with GL or does everything process the same as if I manually entered the invoice?
ANSWER: Everything posts the same.
Frequently Asked Questions
I have entered a PO number in Convert Vendor Invoice to Voucher but my invoice is not showing, why?
ANSWER: The most common reason is because the items sent on the invoice have not been received thus are not available to convert to a voucher.
Manual Exports
Available for multiple documents within Prophet 21
InvoicesPurchase ordersDetailed acknowledgmentsAdvanced ship notices
Manual PO Export Window
1. Enter PO # to export.2. Select EDI Export.3. Select TPCx Document Definition.4. Click Save to Export PO.
Manual Invoice Export Window
1. Enter Invoice # to export.2. Select EDI Export.3. Select TPCx Document Definition.4. Click Save to Export Invoice.
Manually Exporting an 855
Often utilized if orders were imported as unapprovedLike the PO export, only one 855 can be exported at a time
Manually Exporting an 855
1. Enter Order # to export.2. Select EDI Export.3. Select TPCx Document Definition.4. Click Save to Export 855.
Using Document Tracking and Status Reports
Utilities within TPCx.comAllow you to track and resubmit documents exchanged with your trading partners
Logging In …
Access the TPCx website: www.tpcx.comUse your login and password
Supplied to you by your Implementation Consultant
Document Tracking Search
All Documents - performs search of all documents exchanged with a specific trading partnerInbox – reviews any files you have received from your trading partnerOutbox - reviews any information that you have sent to a specified trading partnerDocument - reviews the specified incoming documents in a plain form formatErrorbox - reviews documents that have errors within your mailbox
Document Reporting Window
Highlight Trading Partners and Transactions on the left.
Use arrow buttons to move them to the ‘Selected’ area, on the right.
Document Reporting Window
Highlight transaction type and use arrow buttons to move them to the
‘Selected’ area, on the right.
Document Reporting Window
1. Enter a date range for the report.
2. Select a Status from drop-down.
3. Click Search.
Status
Accepted – document was received and accepted by the trading partnerAccepted with Errors – document was received and accepted by trading partner but included errorsDelivered - processed through the network but have not received 997sError - files that have been moved into the error boxRejected - received 997s, the trading partner rejected the document
Troubleshooting: Common Reasons for Import Failures
Invalid Item ID (810, 850)Common Causes:
An item was not rationalized when the PO (850S) was sent so the invoice (810R) does not pass the item ID validationThe item sent does not match any item in Prophet 21
Invalid Line Number (810)
Common Reasons for Import Failures
Invalid Line Number (810)Line number was not sent on the import documentThe line number and part number combination does not match in Prophet 21 (e.g. unrecognized item and out of sequence line numbers)
Common Reasons for Import Failures
Invalid PO # (810)The PO # sent on the invoices does not match any PO # within Prophet 21.
Invalid Unit of Measure (810, 850)If you do not utilize the same UOM as your trading partner (i.e. you use EA for each and they utilize PC for piece).
Customer/Ship-to ID Mismatch
Summary
Send and receive documents via TPCxPurge old documentsReview Import ReportsUnderstand Invoice ImportsManual ExportsDocument Tracking and Status ReportsApply troubleshooting techniques to solve problems
For More Information…
Prophet 21 Help FilesVisit Activant on the web: www.activant.com
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