INTEGRATING EDI INTO SAGE 100 ERP

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1 INTEGRATING EDI INTO SAGE 100 ERP USING Business Computer Associates, Inc. (305)

2 Introduction At SWK Technologies our roots date back to 1987 as one of the first companies to offer EDI integration with Sage accounting and ERP software. We are a Sage Software reseller, Sage Top Performer and Sage President s Circle member for successive years. Also, as a Sage Gold Development Partner we have successfully integrated EDI with Sage 100 ERP, Sage 500 ERP and Sage ERP X3 for hundreds of companies through our MAPADOC product. SWK has gained thorough knowledge of the Sage product line and we know what it takes to integrate EDI. SWK goes to great lengths to examine the business needs of our clients before recommending a solution. We understand how Sage ERP products work and understand what it takes technically to integrate EDI. Being a Sage reseller and offering EDI integration software and services provides a unique combination that customers appreciate. Quick Facts Year founded: 1987 Number of employees: 70 Management Team: Jeff Roth, CEO Gary Berman, EVP Hellene Thurston, Channel Sales Target markets: Distribution Manufacturing Wholesale Distribution method: Value Added Resellers Number of customers: 350 Active 1

3 EDI Components SWK offers a one stop shop for companies looking for one or more EDI components. We are experts in EDI integration and work closely with many third party EDI products and services. SWK has partnered with the SPS Commerce to offer an end-to-end cloud EDI service integrated with Sage 100 ERP. Likewise, we work with many of the popular in-house PC based EDI products. Customers do not have to depend on a programmer to use MAPADOC. Customers can be selfsufficient and do the mapping or enlist the services of SWK. When customers need help, they call upon SWK as the first line of support for all EDI components, not just MAPADOC. In addition to integrating EDI with Sage 100 ERP, MAPADOC integrates with the Accellos warehouse management systems, shipping solutions (Scanforce & StarShip Link) and labeling software (Codesoft & Loftware). This offers manufacturers and distributors a single integrated solution managed and supported by SWK. 2

4 MAPADOC Sage 100 Edition MAPADOC is built for integration with Sage 100 ERP. MAPADOC is written in ProvideX which is the same programming language and development environment used by Sage Software to create Sage 100 ERP. By following Sage Software s architecture, MAPADOC is technically interwoven and has the same look and feel of other functions in the Sage 100 ERP menu structure. Cloud EDI SWK has partnered with SPS Commerce to form an end-toend EDI solution that combines the SPS Commerce cloud EDI service with SWK s MAPADOC integration software and services. SPS Commerce handles all the EDI requirements for the customer, and SWK integrates the documents into the customer s Sage 100 ERP system. Together, we work closely to ensure the solution is installed and fully tested to the customer s satisfaction. In-House EDI Alternatively, SWK is a reseller of many popular third party EDI products that specialize in inhouse EDI connectivity and translation. If a customer has already purchased a different EDI product, SWK will work with that product to leverage the customer s investment and ensure the integration with Sage 100 ERP runs smoothly. These are the third party EDI connectivity and translation products available from SWK: 3

5 MAPADOC Features MAPADOC is user-friendly software that reduces data entry time and costs by eliminating the need to re-key data into Sage 100 ERP. This improves communications with customers and vendors by automating routine tasks quickly and efficiently. By using MAPADOC, customers gain the ability to maintain trading partner maps without the need for a programmer. MAPADOC includes wizards and other functions that reduce mapping time considerably. These features improve the flow of EDI data from trading partners and the integration with Sage 100 ERP: 4

6 Sales Order Creation. MAPADOC turns EDI 850 purchase orders received from customers into sales orders in Sage 100 ERP. Each trading partner produces an EDI purchase order that looks different and MAPADOC maps it correctly into Sage 100 ERP. Customers have the flexibility through MAPADOC to apply business rules when creating the sales orders. For example, one EDI 850 purchase order can produce multiple sales orders and a unique range of sales order numbers can be assigned to each customer. All incoming data is validated and any exceptions to the business rules are reported. 5

7 Invoice Creation. MAPADOC creates EDI 810 invoices based on posted invoices in Sage 100 ERP. MAPADOC reformats the invoice to correctly match the EDI invoice requirements of each trading partner. Customers have the flexibility through MAPADOC to apply business rules when creating the invoices. For example, multiple invoices can be consolidated into one EDI 810 invoice and when applicable, MAPADOC will generate EDI credit and debit memos. All outgoing data is validated and any exceptions to the business rules are reported. 6

8 Generate ASNs. An Advanced Ship Notice is a very complicated EDI document. MAPADOC automates the creation of ASNs and includes many options to make the process flexible to your shipping needs. Sage 100 ERP invoices can be generated based on the contents of the ASN. Turnaround data. Sage 100 ERP does not always have a home in its database for all fields that arrive on an inbound EDI document. The trading partner expects the data in those fields to be sent back in other EDI documents later. MAPADOC gives the user the option to store this data in User Defined Fields (UDFs) so the data can be retrieved and sent later in outbound documents. Cross-reference tables. Often one trading partner will transmit data such as a shipping code and expect their trading partner to know the description for that code. MAPADOC includes a variety of cross-reference tables where it will look-up one value such as a shipping code, and return another value prior to integrating the transaction with Sage 100 ERP. 7

9 Data Validation. MAPADOC provides data validation during both inbound and outbound document integration to ensure that the data flowing in and out of the system is accurate. Users have the ability to validate transactions before they are processed so that any incorrect data can be corrected and/or setup before transactions are processed. 8

10 Automotive. This enhancement handles the specific needs of companies in the automotive industry. When a trading partner sends a Planning Schedules (EDI 830) or Shipping Schedules (EDI 862), an intermediate schedule is created in Sage 100 ERP. Sales Orders can be created from the intermediate schedule as needed. If the trading partner sends a new 830 or 862, the intermediate schedule is updated accordingly. Detailed exception reports indicate when schedules have been updated and which sales orders have been affected. The automotive enhancement also handles tracking cumulative shipped quantities along with specific automotive requirements for shipping labels and ASN/DESADV documents Label Printing. MAPADOC prints UCC-128 labels according to each trading partner s specifications by passing the data to third party label printing software (see Add-ons ). Unattended Processing. Many functions in MAPADOC will operate in unattended mode. This means repetitive tasks or events can be scheduled to run without intervention. For example, after a sales journal is updated, MAPADOC can automatically create an EDI invoice to be sent to the customer. Additional Enhancements SWK has enhanced Sage 100 ERP with features that improve functionality and makes it easier to perform supply chain management tasks. These additional enhancements are available to Sage 100 ERP version 4.x users: Apparel / Inventory Item Product Matrix. For manufacturers and distributors with hundreds or thousands of products with similar characteristics, it can be time consuming and tedious to enter products one at a time through Item Maintenance (IM). The item product matrix enhancement allows the entry of common product characteristics into a single screen and replicate hundreds of entries in the item product database quickly. This is ideal for apparel, hardware, lighting, paints & finishes, jewelry and other industries that manufacture or distribute products in a range of sizes, colors or other common characteristics. Sales Order Bill of Lading. This enhancement produces VICS compliant bill of lading documents directly from the SO Shipping Menu. After selecting one or more SO invoices they are consolidated into a single bill of lading. Additional information not found in the SO can be entered to complete the bill of lading including trailer number, pro number, SCAC code, Shipfrom SID number and more. Multi-Bin Advanced Distribution. Sage 100 ERP has a limit of one bin location per item per warehouse. This enhancement tracks an unlimited number of bin locations showing details 9

11 about the exact location, quantity in the bin and quantity available for distribution. This enhancement is present in several Sage 100 ERP modules. Sales Order Item Deletion. If an item is no longer available or has reduced inventory on hand, each active sales order containing that item must be updated one at a time when using Sales Order Data Entry. With this enhancement, the item(s) can be deleted from a range of sales orders all on one screen. Optionally, the quantity ordered can be set to a maximum on each sales order based on the inventory on hand. Sales Order Bulk Change. With this enhancement, one or more fields can be changed on a range of sales orders all on one screen. The field to be changed is selected and the new Users new value to be assigned is entered. Changing the following fields is available: Order Status, Order Date, Ship/Expire Date, Ship Via, FOB, Terms Code, and any Sales Order Header User-Defined field (UDF). Add-ons: Warehouse Management Systems, Shipping Solutions and Labeling Software SWK offers manufacturers and distributors a single integrated solution through add-on software for the warehouse. MAPADOC is integrated with a variety of warehouse management systems and shipping solutions. Orders, ASNs and shipment data flow back and forth between MAPADOC and the application, thus eliminating re-keying of data and reducing errors. MAPADOC also passes product data to labeling software for printing labels, bar codes and RFID tags directly at the warehouse. 10

12 Transaction Sets & Maps MAPADOC is built around maps for EDI transaction sets such as an 850 and 810. A map is a trading partner s adaptation of an EDI transaction set. SWK has the most integrated EDI documents available in the marketplace for Sage 100 ERP through a library of nearly one thousand maps that are available to customers at no extra cost. New maps are frequently added to the library to meet the expanding business needs of customers. Some tweaking and customization of maps may be necessary for an additional cost depending on a customer s Sage 100 ERP installation. These EDI transactions sets have been integrated into MAPADOC for Sage 100 ERP: Inbound Outbound (850) - Purchase Order (860) - Purchase Order Change (810) - Invoice (754) - Routing Instructions (812) - Credit/Debit Adjustment - for report (820) - Remittance Advice (830) - Planning Schedule Report (810) - Invoice (850) - Purchase Order (856) - Advance Ship Notice (753) - Request for Routing Instructions (832) - Catalogs (846) - Inventory Inquiry/Advice (855) - Purchase Order Acknowledgement (852) - Product Activity - for report (945) - Warehouse Shipping Advice (816) - Store Listing (870) - Order Status Report (940) - Warehouse Ship Order (211) - Carrier Bill of Lading (867) - Product Resale Report 11

13 About SWK Technologies, Inc. SWK Technologies, Inc. is a unique IT consulting company providing strategies and solutions to meet its clients information and business management needs. As a Sage Software Partner, SWK Technologies offers best of breed solutions for accounting and business management, human resources and payroll, customer relationship management (CRM), job management, and warehouse management. Specializing in collaborative commerce, the communication and cooperation between suppliers and customers, SWK Technologies is the publisher of MAPADOC, an embedded EDI solution for Sage 100 ERP and Sage 500 ERP. MAPADOC EDI is used successfully by companies in dozens of industries trading with hundreds of different trading partners. SWK Technologies, Inc. 5 Regent Street Suite 520 Livingston, New Jersey Now we accomplish all of this within Sage 100 ERP. It is an accurate, integrated process rather than separate tasks, says Arevalo. Before implementing MAPADOC, one full-time employee was required to handle the tasks involved in processing EDI. As a result, the company attributes significant time savings to MAPADOC. We literally cut the time spent on EDI processing in half, says Arevalo. We are saving money and time. We can use the time saved in other vital areas of our operation. Smooth Implementation dreamgear analyzed several EDI products, including MAPADOC. When we spoke to SWK Technologies, we got a good feeling about the company and their product, says Arevalo. They impressed us with their level of expertise with EDI and with their experience implementing it. The switch to MAPADOC went smoothly, with quick approval obtained from each trading partner. SWK was very efficient and organized, gathering all the data we needed to make the transition and ensuring all the maps were in complete compliance, she says. They planned well and executed perfectly. Now we are running all 20 of our trading partners business through the product. We literally cut the time spent on EDI processing in half. We are saving money and time. We can use the time saved in other vital areas of the operation. Arevalo also praises the ongoing support she receives from SWK Technologies consultants. They are quick, responsive and very easy to reach. We have learned to make many of the changes to the maps on our own, but when we have a question, SWK Technologies is still our best resource for answers. Trusted Solution I wish I would have discovered MAPADOC sooner it has made my life so much easier, says Arevalo. This is the best decision we have made regarding our distribution operation. Arevalo says that dreamgear has been contacted by other EDI providers. I tell them: You re too late, we are very happy with MAPADOC SWK Technologies, Inc. All rights reserved. MAPADOC and the MAPADOC product and service names mentioned herein are registered trademarks or trademarks of SWK Technologies, Inc. The Sage logo and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners.