FlexEDI Setup. Training Guide. Customer Support

Transcription

1 Training Guide Customer Support Host Based Internet Based Innovative Enterprise Software (IES) IES Access and Access Plus

2 Acknowledgements Copyright Trademarks Disclaimer Copyright 2005 by Innovative Computing Corporation. All rights are reserved. This document contains proprietary and licensed information. Only the licensee of the Innovative Enterprise Software who is a party to a license agreement with Innovative Computing Corporation (ICC) is authorized to have a copy of this documentation. Such licensee may make copies of this documentation in accordance with the license agreement to which it is a party and solely for the internal convenience of the licensee. No copies may be made for any other reason. In particular, no one may make copies of this document (except as mentioned above), create derivative works or compilations with this documentation and no one may republish, redistribute, sell, rent, lease or use this document in connection with any commercial activity, including without limitation the use of this work in support of or in conjunction with any service or service offerings. The licensee should consult the license agreement to which it is a party for a description of its rights and obligations with respect to the software and this documentation. In the event any provision herein conflicts with a provision of the license agreement between the licensee and ICC, the terms of the license agreement shall control. Innovative Enterprise Software is a registered mark of Innovative Computing Corporation. IES, IES Access, IES Access Plus are registered marks of BetaZone, Inc. All other marks are property of their respective owners. This document may contain technical and/or typographical errors. Revisions are continually incorporated for future releases, and all information is subject to change without notice. Innovative Enterprise Software 5924 N.W. 2nd Street, Suite Old Hickory Blvd., Suite 290 Oklahoma City, OK Brentwood, TN Phone: (405) Phone: (615) Fax: (405) Fax: (615) Customer Support Host Based Internet Based Innovative Enterprise Software (IES) IES Access and Access Plus

3 Table of Contents Acknowledgements... i Understanding Training Guides Setting Expectations...1 Applicability...1 Getting Additional Information...1 Conventions... 3 Lab Work...4 Appendices...4 Getting Started... 5 Logging onto the System... 5 Overview Introduction to FlexEDI Overview... 8 Benefits and Features... 8 Reporting...8 Transmission...8 Access...8 EDI Transactions... 8 Load Tendering...8 Order Entry / Dispatch...8 Stop-off Inquiry/Update...9 Rating/Freight Billing...9 EDI Mapping... 9 Available Transaction Sets...9 Frequently Used Acronyms...10 Setup Overview FlexEDI Profile Setup Instructions Set up FlexEDI with Kleinschmidt...12 Set up FlexEDI with Other Translation Vendors...12 Add New EDI Partner To Update a Customer Profile...13 Freight Bills (FB) Profile (210 Transactions)...15 Load Tendering (LT) Profile (204 Transactions)...18 Shipment Status Profile (SS) (214 Transactions)...21 EDI Editor Overview...24 Shipper Details...32 Enter/Update Status Reason Codes (SRC) Delete an SRC...36 Edit an SRC...36 Enter Status Reason Codes Enter Status Codes Update Carrier Status Codes Payment Remittance Profile (820) Shipper/Carrier X-Reference Table of Contents ii

4 Delete Shipper/Carrier X-Ref...47 Enter/Update Contact Cross Reference Enter/Update Reference Number Qualifier EDI - FTP Setup Pre-Live Testing Carrier Testing Instructions The Initial Setup /990 Load Tendering Testing Freight Bill Testing Shipment Status Testing Payment Remittance Testing...67 Conclusion Appendices Appendices Keyboard Controls Additional Function Keys...70 Remapping Keyboards...71 Creating Screen Shots Printing Screens...72 Capturing Screen Images...72 Coding Schemes City / State Codes...73 U.S. Postal State Abbreviations...73 Employee / Driver Codes...74 Customer and Vendor Codes...74 Table of Contents iii

5 Understanding Training Guides A. Setting Expectations Innovative Computing Corporation designs their training guides as a complement to their classroom training program. Due to the complexity of the system, this training program is not designed to cover every element of the software, but rather to give Users a strong foundation in the software as well as an introduction to many new concepts. This will in turn allow the User to develop deeper skills over time. B. Applicability Due to the commonality of the systems, this guide and related training program can be used for Host based Innovative Enterprise Software (IES) systems, as well as ASP/Internet based IES Access and IES Access Plus systems. In the case of these systems, technical set-up is the primary variance. This would depend on the system s set-up either as a Host system, which has an IBM AS/400 computer located at and maintained by the carrier or as an ASP system, which would run over the Internet. This variation is managed during the initial implementation of the system. Available modules between Access and Access Plus customers may also vary, but within the modules and the related training, basic steps and functionality would remain the same. If a User is working within a module in a host based IES system or within Access or Access Plus, the steps to use the system would remain the same for each system. C. Getting Additional Information Part of training is teaching Users where to turn for help. Innovative Computing Corporation offers several options to all customers currently on customer support. These include the following: > On-line Help: Online help is available by placing the cursor in the on-screen field, screen name, code or option in question and pressing the F1 key. > Lookup Feature: A? appears in certain IES fields. When present, keying a? and Pressing Enter will bring up a selection window, which lists all of the appropriate codes and corresponding descriptions possible for these fields. > Documentation: Innovative s User s guides are available on CD or via the Customer Resources section of the Innovative web site ( > Phone Support: Innovative s customer support numbers are for Host Customers and for Access and Access Plus Customers. Customer Support is available via these numbers from 7am to 6pm Central Time. After-hours support is also available at these same numbers on an on-call basis. > Customer Resources Web Site: The Innovative web site ( has links to the customer resources web site. This site offers a variety of documentation options and bulletin boards. > Additional Classroom Training: Regularly scheduled classroom training, in either Innovative s Brentwood, TN or Oklahoma City, OK offices, is available free of charge to all Innovative support subscribers. Call or tandd@innovativecomputingcorp.com for more information. > On Site Training: Customized on site training can be scheduled for an additional fee. Understanding Training Guides 1

6 > Annual User s Group Meeting: Innovative holds their ICE Annual User s Group Meetings each year at locations nationwide. ICE includes three days of educational sessions and panel discussions as well as a vendor exhibit hall and 3 days of support labs. Visit for information. > Innovative University: The Innovative University is available for Innovative Support Subscribers. This is an online training program, which can be used to take additional courses, review classroom and online courses and to take tests to benchmark user ability. Both technical and introductory theory courses are included. Understanding Training Guides 2

7 I. Conventions This Guide was created as an Adobe PDF file in order to provide you with multiple options for printing or viewing the document on your PC. Conventions Used in this Guide Notes are identified as shown and include important information specific to the sections in which they are contained, often tying together several fields and reflecting the options available. Tips are identified as shown. They include helpful shortcuts, suggestions, and messages related to troubleshooting. Warnings are identified as shown. They include critical information which should be reviewed prior to any data entry. Glossary Terms Module Names Screen Names & Report Names Menu Options Field Names Keyboard Entry Glossary Terms will be shown underlined and in bold directly in the text. These will indicate words, which will be defined later in this guide. Module names are shown in Proper Case with the first letters of each word capitalized. For example, Safety module or Cargo Claims module. The guide shows references to report and screen names with the name in quotes. For example: the Sorted Accident / Incident Report By Driver Code report or Safety Control Defaults screen. Selections to be made from menus will be shown in first letter capitalization exactly as shown on screen. Field Names will be shown in proper case and italics with a line following the field name. These are used to indicate areas within computer screens where information entry is required. For example, the field name Post Check Calls would be shown in italics with a line following in the following sentence: Enter a Y in the Post Check Calls field. Information that requires keyboard entry for which the User determines the entry will be bold. Single keys or buttons, which perform an action will be bold.for example, the following sentence requires the User to enter a ZIP Code and press a key on the keyboard. Enter in the ZIP Code field. Once completed, Press the F5 key to update the database. Understanding Training Guides 3

8 Conventions Used in this Guide Press Enter Press Field Exit The term Press Enter refers to pressing one of several keys on the User s keyboard. The selection of this key will depend on the setup of the keyboard and will vary. These documents have been standardized to state Press Enter, when this action is required. Typically, the Enter key may be the right Ctrl key, the Enter key on a number pad or the Enter key, but further varieties may exist. Please verify your computer s Enter key with your trainer. The term Press Field Exit may refer to pressing one of several different keys depending on keyboard setup. Typically, the field exit key may be the Enter key, the <+> key or the <-> key, but further varieties may exist. A. Lab Work Throughout the guide, examples will be used to walk through computer processes. When ever possible, follow the instructor to perform the same actions. Following each major section or chapter, a lab assignment should be completed using the skills taught to date. These will require specific tasks such as to enter a claim or dispatch a truck, but may vary by the User s choice for company and driver names. Users may use the companies and drivers available in the training systems or ones set up during the training examples. B. Appendices Appendices are available at the end of this document for additional information on skills such as coding, printing screens and keyboarding skills. When available, example reports will also be shown in this section of the guides. Appendices include skills and examples used in many IES modules and are generalized when ever possible in this guide. Reference will be made to the appropriate Appendix as needed. Understanding Training Guides 4

9 II. Getting Started This section will outline the basics of getting started with the IES System. This will include details on logging into the system and a first look at the Main Menu. For specific information on how to work within the system, such as keyboarding tips, basic coding schemes, accessing online help and screen shots, please refer to this guide s Appendices. If you are new to IES, we recommend that you review these appendices for basic information. III. Logging onto the System To begin working with the system, Users must first log on. This process is typically started via an icon on the desktop. This portion of the training document shows steps and screen shots used when logging onto the IES system from training center computers in either Innovative Computing Corporation office. Logging onto computers at customer sites may vary slightly depending on the set up at your facilities. Click the Icon similar to the following: 1. Type the User I.D. in the Sign-On to iseries window and click the Ok button. 2. Enter the same information into the initial IES Sign-On screen and Press Enter. 3. This will open the Main Menu similar to the following: Understanding Training Guides 5

10 4. You are now ready to use the IES system. This document will instruct Users to Press Enter. The actual keyboard button used to Press Enter will vary depending on how each computer keyboard is mapped and may vary between computers. Appendix B will describe the mapping and custom-tailoring of keyboards. Please be aware that due to proprietary information being contained on some screens, any screen shot contained herein that may have sensitive data will be blurred for security reasons. The field(s) in the screen shot being referred to in the documentation will still be readable. Understanding Training Guides 6

11 Overview Overview 7

12 Introduction to FlexEDI I. Overview Electronic Data Interchange (EDI) is a method of transferring information from one business to another using computer equipment. To establish certain guidelines for this exchange of information, the Transportation Data Coordinating Committee (TDCC) developed EDI standards in the 1970's that have since been incorporated in ASC X12 (i.e. ANSI). By using these standards, different types of computers can communicate with one another. II. Benefits and Features Both shippers and carriers receive many benefits from using EDI. The data transfers information directly between computers quickly and accurately. Otherwise, data must be sent via the telephone or mail leaving room for errors, inaccuracies, misunderstandings or even missing data. A. Reporting Many shippers require carriers to provide timely status reports on a routine basis. Some shippers also accept freight invoices from the carrier through the computer and provide loading information to the carrier. In addition, many shippers use EDI to transfer funds electronically for payment of their freight bills. B. Transmission The process for preparing and sending EDI transmissions is similar to preparing and mailing a report. The system gathers and organizes data according to specific standards and codes before transmitting this information to the customer. When information is received from their customer, the system reverses the process. C. Access Each transmission is a one-way transfer of information. EDI does not allow you or your shipper unauthorized access to information in each other's system. III. EDI Transactions The following is a brief overview of how EDI transactions are processed. A. Load Tendering Load Tendering is the process by which the shipper electronically offers (tenders) a load to the carrier. A break message is sent to specific Users informing them of tendered loads. You can view the loads being tendered to you by your EDI trading partners from the Available Shipments option, which allows you to accept, reject or decline the load. When a load is accepted it appears as an available order for dispatch or planning in the usual manner. B. Order Entry / Dispatch Orders are entered and dispatched in the usual manner, including orders using the F5 to go to rating, provided the flag is set in the Company Master. Check Calls operate the same except the F5 = Update displays the EDI Stop off Inquiry/Update screen, which allows you to record information required by your EDI customer(s). Introduction to FlexEDI 8

13 C. Stop-off Inquiry/Update These are required fields that appear on the screen in reverse image. Use them to record status information required by your EDI trading partner. These items should be updated as each event takes place. Users may use F3 to exit the screen if needed. All required information must be completed before you can update an Empty (E)-Call with F5. You can update EDI information on a driver/unit that is under dispatch by pressing F23 to access the Stop off/inquiry Update in Check Call. D. Rating/Freight Billing EDI orders are rated and billed like any other standard order and should be flagged to print during the rating and billing process. The message EDI BILLING USED - DO NOT MAIL appears on the statement when the freight bill is printed. Users can view EDI orders on the Audit EDI Freight Bills screen. From here, you can access the rating screen to make any necessary revisions. Once the Freight Bills are correct, you can transmit them to your EDI trading partner. IV. EDI Mapping Mapping is the process of translating data between ICC files and the EDI format required by the EDI trading partner. ICC uses flat files and transfers this flat file to the translation vendor for translation. Mapping must be performed the first time EDI is installed, anytime a new trading partner is added or additional transaction sets are required for an existing trading partner. In addition to the mapping process, the communication network and trading partner relationship profiles must established and tested. Once these are successfully established, the following EDI transaction sets are available: A. Available Transaction Sets Options Code Received Transactions Code Sent Transactions 204 Load Tender 990 Accept/Reject 820 Payment Remittance 214 Shipment Status 997 Functional Acknowledgement (In response to 210, 214, or 990) 210 Freight Bill 997 Functional Acknowledgement (In Response to 204 or 820) ICC can build other transaction sets upon request. Introduction to FlexEDI 9

14 B. Frequently Used Acronyms The following acronyms are commonly used throughout this training. ) IES = Innovative Enterprise Software ) VAN = Value Added Network ) KS = Kleinschmidt ) TPID = Trading Partner I.D. ) LT (204) = Load Tendering ) SS (214) = Shipment Status ) FB (210) = Freight Bill ) 820 = Payment Remittance ) 990 = Accept / Rejected Please note that the menu options dealing with Premenos are not covered in this guide. This does include the menu options Process Received Payment Data and Process Received Tendered Loads. This guide is for FlexEDI only. Introduction to FlexEDI 10

15 Setup Setup 11

16 I. Overview This document provides detailed instructions for setting up your system to process EDI transactions, as well as helpful information about maintaining these files. The tasks listed below must be completed before you may begin processing transactions. 1. Update Customer Profile 2. Update Carrier Status Codes 3. Enter/Update Status Reason Codes 4. Payment Remittance Profile 5. Shipper / Carrier X-Reference 6. Enter/Update Contact Cross Reference 7. Enter/Update Reference Number Qualifier II. FlexEDI Profile Setup Instructions Users must have a valid encryption key (provided by Innovative) to use FlexEDI. If you are not currently authorized to use FlexEDI, contact ICC to obtain a license. In addition, a new menu option has been added for use with FlexEDI when Kleinschmidt is the vendor. A. Set up FlexEDI with Kleinschmidt If Kleinschmidt is your translation vendor, add ISA information in the Enter/Update Sender/ Receiver IDs option from the EDI menu. Enter the EDICODE and the document type and direction of the document. Once in the profile, enter A for active on profile and enter the sender/ receiver IDs. Leave the CTRL field blank, and Press F5 to update. You must also add the FTP setup information on the EDI - FTP Setup option from the Utility Menu. Please refer to Section XII for details. B. Set up FlexEDI with Other Translation Vendors You will need to add ISA information in the Enter/Update Sender/Receiver IDs option from the EDI menu. Enter the EDICODE and the document type and direction of the document. Once in the profile, enter A for active on profile and enter the sender/receiver IDs. Leave the CTRL field blank, and Press F5 to update. 12

17 III. Add New EDI Partner Gather information for each of your trading partners (shippers) before beginning this process. 1. Access the FlexEDI menu from the Main menu and select Update Customer Profiles. The Update Customer Profiles screen is displayed as shown above. 2. Press F6 to Add a new Trading Partner. The EDI Customer Profiles screen is displayed. 3. Enter a code you want to use for the new Trading Partner; then, Press Field Exit. 4. Enter in the trading partner s name and Press Enter. The EDI Customer Profiles screen is re-displayed with the information you entered and the EDI transaction types available. Continue with Steps B, C and D for each transaction type (FB, LT, SS) you selected for this trading partner. A. To Update a Customer Profile If you have existing customer profiles, this option allows Users to change or update the customer profiles (whether they are shippers or consignees). Each profile contains information that will tell the system what data to collect and when to collect it. This feature allows companies with different requirements to personalize the profiles within the industry standards. If ICC has done your setup, do not change the information on these screens without consulting ICC Software Support. If ICC has setup your profile skip down to Section V. Gather information for each of your trading partners (shippers) before beginning this process. 1. Access the FlexEDI menu from the Main menu and select Update Customer Profiles. 2. The Update Customer Profiles screen is displayed. 13

18 3. Enter the code for an existing Trading Partner. 4. Enter 1 to the left of a Trading Partner you want to update; then, Press Enter. The EDI Customer Profiles screen is displayed. 5. Press Enter to continue. The EDI Customer Profiles screen is re-displayed with the EDI transaction types available. Continue with Steps B, C and D for each transaction type (FB, LT, SS) you selected for this trading partner. 14

19 B. Freight Bills (FB) Profile (210 Transactions) Complete the following steps to setup the selected trading partner for Freight Billing. 1. Enter FB at the left of the Selection field on the EDI Customer Profile screen to display the Freight Bills screen. 2. Enter the code for the direction on which to build the profile. Valid options include: O = Outbound. The Bill-to and Load-at are EDI locations. I = Inbound. The Bill-to and Consignee are EDI locations. T = Third Party. The Bill-to is an EDI location. C = Intra-Company. The Bill-to, Load-at and Consignee are all EDI locations. 15

20 3. Enter the version this trading partner is using for Freight Bill transactions to the right of the Version field. Example version codes: 2030, 3010, 4010 or Press Enter to display the full Freight Bills screen. 5. Enter the status of the Trading Partner profile to the right of the Status field. Valid options include: L = Live. EDI freight bills are generated. T = Test. Paper freight bills are generated. Use this when you are testing communication with the trading partner. EDI freight bills can be generated using the Retransmit Freight Bills option. D = Delete. Profile for this trading partner is marked for deletion. 6. Enter the Network code ZZ for your Trading Partner. Kleinshmidt. (If you are using Keinschmidt as your translation vendor, see the section Other Considerations, Setup FlexEDI with Kleinschmidt, at the end of this document for more information to add ISA.) Diamond Mine 7. Leave the Send/Receive field Blank for your Trading Partner send/receive profile. 8. Leave the Comm Profile field Blank for your Trading Partner communication profile. 9. Leave the Twelve Digit BOL Only field Blank. 10. Enter the Trading Partner I.D. number to the right of the 210 Trading Partner I.D. field. This field ties the 210 (freight bill) data to the trading partner relationship and translation format. This should be ZZ Leave the 210-translation format sequence number to the right of the User File field Blank. 12. Enter the program version code ZZ to the right of the Pgm Version field. 13. Enter the type of commodity codes used by the Trading Partner to the right of the Send Charge Codes As field. Valid options are: T = STCC. The shipper uses the Standard Transportation Commodity Codes. Z = CARRIER. This shipper does not use STCC or NMFC codes. N = NMFC. The shipper uses National Motor Freight Carrier (NMFC) codes. 16

21 This information comes from the freight bill specifications for the shipper. You will need to set up the codes appropriately in your Commodity Master file. The program sends this code in the L504 element and the appropriate code comes from the commodity in the L503 element. 14. Flag the Batch Totals field based on the Trading Partner s specifications. The valid options are: Y = Shipper requests batch totals - One 980 for inbound 210s and one 980 for Outbound 210s. Blank = Shipper does not request 980 batch total transactions. 15. Flag the Send All 210s with One 980 field based on the Trading Partner s specifications. The valid options are: Y = Send 210s with a single 980 regardless of direction. Blank = Generate a batch of inbound 210s with 980, followed by a batch of outbound 210s with another Enter the Trading Partner I.D. number to the right of the 980 Trading Partner I.D. field. This field ties the 980 transaction data to the trading partner relationship and translation format. This must match the trading partner s Internal I.D. 17. Leave the 980-translation format sequence number to the right of the User File field as zero. 18. Flag the Auto Release field to meet shipper s freight bill specifications. Valid options are: Y = Automatically release freight bills on the Audit Freight Bills screen. BLANK = do not automatically release freight bills on the Audit Freight Bills screen. 19. Flag the Send EDI Cr/Db Memos field to meet shipper s freight bill specifications. Valid options are: Y = Yes. Send EDI freight bills for Credit/Debit Memos. Blank = Do Not send EDI freight bills for Credit/Debit Memos. 20. Flag the Send EDI Supplementals field to meet shipper s freight bill specifications. Valid options are: Y = Yes. Send freight bills for Supplemental bills. Blank = Do Not send freight bills for Supplemental bills. 21. Press F5 to update the record. 17

22 C. Load Tendering (LT) Profile (204 Transactions) Complete the following steps to setup the selected trading partner for Load Tendering. This section is the continuation of Section III, Step 4 and will begin from the Trading Partner Selection Screen. 1. Enter LT at the left of the Selection field on the EDI Customer Profile screen. The Load Tendering screen is displayed. 2. Enter the version this trading partner is using for Load Tender transactions to the right of the Version field. The Version code looks something like: 2030, 3010, 4010 or

23 3. Enter the status of the Trading Partner profile to the right of the Status field. Valid options include: L = Live. Accepted loads will create available orders. T = Test. Accepted loads will create cancelled orders. Use this when you are testing communications with the trading partner. D = Delete. Profile for this trading partner is marked for deletion and Load Tenders will not display. 4. Enter the two-character code ZZ that will identify the Value Added Network (VAN) used for this Trading Partner to the right of the Network field. Kleinshmidt. (If you are using Keinschmidt as your translation vendor, see the section Other Considerations, Setup FlexEDI with Kleinschmidt, at the end of this document for more information to add ISA.) Diamond Mine 5. Leave the Trading Partner send/receive profile to the right of the Send/Receive field Blank. 6. Enter the Trading Partner I.D. number to the right of the 204 Trading Partner I.D. field. A 204 Trading Partner I.D. is received from the shipper and used to match an incoming 204 with the profile. This I.D. should be ZZ Leave the profile-driven communications to the right of the Comm Profile field Blank. 8. Enter the Trading Partner I.D. number to the right of the 990 Trading Partner I.D. field. Entry in this field is required. A 990 transaction is sent to the shipper. The value of the 990 Trading Partner I.D. is used to tell the translation package which map to use. This I.D.should be ZZ Leave the 990-translation format sequence number to the right of the User File field Blank. 10. Enter the program version code ZZ to the right of the Pgm Version field. 11. Set the Send 990 flag by entering in one of the following options: Blank = 990 response is not sent to shipper. Y = Yes. A 990 response is sent to the shipper, and you MUST flag one or more of the following options: ) Accept. Enter Y to the right of this field if the shipper wants a 990 returned when you accept a load tender. ) Reject. Enter Y to the right of this field if the shipper wants a 990 returned when you reject a load tender. ) Cancel. Enter Y to the right of this field if the shipper wants a 990 returned when you decide to cancel a load tender you previously accepted. ) Update. Enter Y to the right of this field if the shipper wants a 990 returned when you accept the shipper s update of a previously accepted load tender. ) Counter Offer. Enter Y to the right of this field if the shipper wants a 990 returned when you send a counter offer on a transaction that you have not accepted. This could be anything from picking up at a different time to hauling the load on a different type of trailer. N = No. A 990 response is not sent to the shipper. 12. Set the Send Accept 990 when Load Tendered flag (formerly Auto Accept). Valid options are: N = No. Do not send Accept 990 when load is tendered. Y = Yes. Do send an Accept 990 transaction when the load is received before you accept it. 13. Enter the code for the shipper s time zone to the right of the Shipper Time Zone field. Valid options include: 19

24 Options 03 - Alaska 06 - Central 04 - Pacific 07 - Eastern 05 - Mountain 08 - Atlantic 14. Set the Load-at is in S5 Segment flag. Valid options are: N = No. Load-at address is sent only in the header. Y = Yes. Load-at address is sent in the detail. 15. Enter the number of minutes the Trading Partner allows for you to respond to the right of the Minutes to Respond to Shipments field. Allow for possible delays at the Value Added Network (VAN) and scheduling on the AS400. Use 999 to denote no time limit. Use this field to enter the number of minutes this customer allows you to respond to their shipment. If the customer does not indicate a response time on their load tender, the system will generate a response time based on the number of minutes entered in this field. If left Blank, the system will treat it as 000, as if you ve gone over the time limit. 16. Set the Calculate Response Time flag. Valid options are: N = No. Do not calculate response time. Minutes displayed in the Minutes to Respond to Shipments field is changed to 999 regardless of the shippers requirements. Y = Yes. Do calculate response time based on the minutes shown in the Minutes to Respond field on the Load Tender. Calculation of the time for you to respond is based upon your time zone and that of the shipper. The Load Tenders are displayed in the Review Available Shipments in different colors to indicate when the time for you to respond is running out. 17. Enter the two-character code specified by the Trading Partner in the ID for Shipper or Code field to the left of this field or, 18. Enter the Customer code from the Customer Master file to the right of this field. Options I.D. for Shipper or Code I.D. for Bill-To or Code I.D. for Load-At or Code I.D. for Consignee or Code 19. Enter the two-character code specified by the Trading Partner in the ID for Load-at or Code field to the left of this field or, 20. Enter the Customer code from the Customer Master file to the right of the ID for Loadat or Code field. 21. Enter the two-character code specified by the Trading Partner in the ID for Bill-to or Code field to the left of this field or, 22. Enter the Customer code from the Customer Master file to the right of the ID for Bill-to or Code field. 23. Enter the two-character code specified by the Trading Partner in the ID for Consignee or Code field to the left of this field or, 24. Enter the Customer code from the Customer Master file to the right of the ID for Consignee or Code field. 25. Flag how fields within the load tendered order are populated in the Select Controlling Customer By field. Valid options are: 20

25 S = Shipper L = Load-at B = Bill To C = Consignee This field indicates how to base the controlling customer from the Customer Master. This will determine how the fields within the load tendered orders are populated. The information in this field overrides any entry you have made in the shipper field. 26. Press F5 to update the record. D. Shipment Status Profile (SS) (214 Transactions) A 214 Shipment Status transaction sends information to the shipper with the arrival and departure dates and times for their orders. This option sets the specifications for what is sent with 214 Shipment Status transactions. This section is the continuation of Section III, Step 4 and will begin from the Trading Partner Selection Screen. 1. Enter SS at the left of the Selection field on the EDI Customer Profile screen. The Shipment Status screen is displayed. 21

26 2. Enter the version this trading partner is using for shipment status transactions to the right of the Version field. The version code looks something like 4010 or Enter the status of the Trading Partner profile to the right of the Status field. Valid Options include: L = Live. Status updates are collected for the shipper. T = Test. Status updates are not collected. You must manually create a test shipment status and send it to the shipper. D = Delete. Profile for this trading partner is marked for deletion. 4. The Network field is a required entry. Enter the two-character code ZZ that will identify the Value Added Network (VAN) used for this Trading Partner. Kleinshmidt. (If you are using Keinschmidt as your translation vendor, see the section Other Considerations, Setup FlexEDI with Kleinschmidt, at the end of this document for more information to add ISA.) Diamond Mine 5. Leave the Send/Receive field Blank. 6. Leave the Comm Profile field Blank. 7. Enter the Trading Partner I.D. number to the right of the 214 Trading Partner I.D. field. This field should be ZZ Leave the 214 User File field Blank. 9. Enter the program version code ZZ to the right of the Pgm Version field. 10. Flag the Inbound Loads field. Valid options are: Y = Yes. Status updates are needed when only the consignee is an EDI customer. Blank 11. Flag the Outbound Loads field. Valid options are: Y = Yes. Status updates are needed when only the shipper is an EDI customer. Blank 12. Flag the Shipper or Load-at field to indicate which customer is used on the outbound loads. Valid options are: 22

27 S = Shipper. If the customer for the order is to be used as the shipper to determine outbound or Inter-company loads. L = Load At. If the Load-at customer is to be used as the shipper instead. 13. Flag the Inter-company Loads field. Valid options are: Y = Yes. Status updates are needed when both the shipper and consignee are EDI customers for the same shipper, on the same order. Blank = Status updates are not needed when both the shipper and consignee are EDI customers for the same shipper, on the same order. Inbound loads are loads coming into the shipper from somewhere else (the Consignee is the shipper). Outbound loads are loads going from the shipper to someone else (the shipper is in the load-at address). 14. The system will automatically create an E status based on your selection for the Create E Status field. Valid options are: D = Dispatch. Create the E status when the order is dispatched. O = Order Entry. Create the E status when the order is created. Entry in this field is necessary for the ICC software to determine subsequent EDI statuses. 15. Specify if a separate shipment status (214) should be produced for each order, each stop or each status in the Format field. Valid options include: 1 = New 214 per order. Different LX loops per stop. 2 = New 214 per stop off. 3 = New 214 per status. 16. Specify which locations need status reports by entering Y to the right of the appropriate field(s) listed below. Origin. Y indicates the Load Origin of the order needs statuses reported. Stop-Off. Y indicates the Stop-off of the order needs statuses reported. Destination. Y indicates the Load Destination of the order needs statuses reported. 17. Flag the Auto Release field. Valid options are: Y = Yes. Automatically release statuses from the Audit Shipment Status screen. Blank = Do not automatically release status from the Audit Shipment Status screen. 18. Specify at what point the system should begin auto-releasing statuses in the Release When field. Valid options are: E = Statuses will be auto-released when the order is entered. D = Statuses will be auto-released when the order is dispatched. L = Statuses will be auto-released when the order is loaded. If the Auto Release field is marked as Y, the system will automatically audit the shipment statuses for you based on the entry in the Release When field. In other words, you do not need to go into the Audit EDI Shipment Status' screen and release the statuses because the system will automatically do that for you. 19. Flag the Send on Empty Loads Only field according to one of the valid options below. Y = Shipper wants EDI statuses sent only when the load is empty. 23

28 Blank = Shipper wants EDI statuses sent before, during, and/or after the load is empty. If this Send on Empty Loads Only field is marked as Y the system will not send the audited auto release statuses until after the order has been emptied. 20. The Send E Status field is no longer used and should be left with the system default Y. 21. Flag the Send Additional POs field according to the shipper s specifications. Valid options are: Y = Yes. Generate duplicate statuses in the file for each additional Purchase Order # in the STOPOFFR file. Blank = Do not generate duplicate statuses in the file for each additional PO# in the STOPOFFR file. 22. Flag the Send N9 with Q7 field according to the shipper s specifications. Valid options are: Y = Yes. Make N9 segment with product code numbers and remarks precede each Q7 segment. 23. Blank = Do not make N9 segment with product code numbers and remarks precede each Q7 segment. Q7 segments contain overage, shortage, and damage information. 24. The Special Condition Flag field is left Blank. The following section will cover the Auto Release function keys. Once the Auto-Release field (Step 17) is mark as Y and Release When field (Step 18) is completed you will have access to F13 = Auto Release Conditions. E. EDI Editor Overview This option allows you to setup various profiles for your customers (whether they are shippers or consignees). Each profile contains information that will tell the system when to collect the data and what data to collect. This feature allows companies with different requirements to personalize the profiles within the industry standards. For example: Numeric or Alpha, Alphanumeric, special characters (%,*,#,@, etc.), special location for characters. Additionally with the EDI Editor module there is a type of Checks and Balances. With User defined criteria you will setup how the EDI system will send the transmissions. Any reason or combination of reasons for the status not to be released causes the system Editor to write the flagged release to a log file. This forces the User to validate and manually send the EDI Transmission after correcting the necessary errors that were flagged. 1. Press F13 to open the Auto Release screen. 2. The screen appears below: 24

29 3. The EDI Code displays the shipper code and name. 4. The Customer Code Selection (F7) field allows access to setup Customer Codes for the Bill to, Load at, and Consignee for each shipper. If flagged Y the transaction will only Auto Release to the named customer(s). Must be flagged Y to use the F7 function key. 5. The Piece Counts and Weights, hold if field will not Auto Release if flagged Y because the transaction does not meet the User defined weight and/or pieces. 6. If this is flagged Y the formula works as follows: Column and or Pcs? Wgt? (Y/N) Field Definitions Column 1 Column 2 Column 3 & 4 Place the Evaluator in this field. You can use the? lookup feature to select an evaluator or enter one directly. Valid entries are: < - Less than > - Greater than <> - Not equal <= - Less than or equal to >= - Greater than or equal to = - Equal This field is for the actual units. For example, the number of pieces. These fields specify if both the number of pieces and weight Y have to be met or if only one of the conditions need to be met N. 25

30 7. The Missing Required SRC field if marked Y will require the transaction to have Status Reason Code to auto release. 8. The Sequential Date/Time field if marked Y will not auto release if the dates and times are not in sequential order. 9. The Status Time = Zero field if marked Y will not auto release if the status time is all zeros. 10. The No Future Dates, except appointments field if marked Y will not auto release if there are future dates for the transaction unless it is an scheduled appointment 11. The Field Audit Rules (F8) field allows the User to add specific criteria on certain fields within a transaction. For example: the Bill of Lading and/or Purchase Order such as a specific number sequence, special characters, place of a number, etc. This field must be marked Y to utilize the function key F The Hold Remaining Statuses if one fails field if marked Y will stop all auto releases after the first transaction failure. 13. The Time Period At Stop field if marked Y will only auto release transactions containing a period of time at a stop. For example: (Driver Detention) within a specified range of times entered that a driver spends at a stop. 14. The Time Period Between Stops field if marked Y will only auto release transactions containing a period of time between stops. This field is useful in tracking items such as traffic slowdowns and driver speeding. 15. The Hold Selected SRC (F11) field if marked Y will not auto release transactions containing certain Status Reason Codes. To hold transactions containing certain SRC s, type a Y and Press F11 to open the selection screen. This must be flagged as Y to use the F11 function key. 16. The Hold Remaining After First field if marked Y will stop all auto releases after the first transaction failure occurs based upon the presence of one or more of the User specified Status Reason Codes. 17. The Convert Time 2400 to 2359 field if marked Y will automatically correct the entered time of 2400 to If this field is left blank or an N is entered and a keying error occurs entering a time of 2400 the auto release will not happen. The error will be logged like all other auto release failures 18. The Purge Non-Release Reason Log field if marked Y will clear the status log containing the non-released transactions after a specified number of days. If left blank the log will be purged manually. If you want the log to purge daily, place a 1 in this field. Typing a 0 will not purge the file. 26

31 1) Customer Codes After entering a Y in the Customer Code Selection (F7) field, Press F7 to open the Customer Code Selection screen. b. Type a 1 next to the customer code line you wish to select and Press Enter; OR Press F9 to add a new Customer Code. c. The following screen will appear. (The screen will be populated if you selected an existing customer.) d. Enter the customer code responsible for payment in the Bill-to field or? lookup to select one. e. Enter the customer code responsible for where the freight is actually loaded at in the Load-at field or use the? lookup to find a code. 27

32 f. Enter the customer code responsible for where the freight is to be delivered in the Consignee field or use the? lookup to search for a code. g. Use the Include/Exclude field to decide whether this customer is to be included (IN) in the EDI Auto Release feature or excluded (EX). h. Press F5 to save any changes and return to the Customer Code Selection screen. To return to the Customer Code Selection screen without saving Press F12. To delete an existing Customer Code Press F23. i. Once you return back to the Customer Code Selection screen repeat the process as necessary. To return to the Shipment Status screen Press F12. 2) Field Audit Rules This option (F8) allows the User to add specific criteria on certain fields within a transaction. For example: the Bill of Lading and/or Purchase Order such as a specific number sequence, special characters, place of a number, etc. a. From the Auto Release Conditions screen be sure the Field Audit Rules (F8) field has been flagged as Y. b. Press F8 to open the Field Audit Rules screen. c. Type a 1 next to the field audit rule you wish to select and Press Enter; OR Press F9 to add a field audit rule. d. The following screen opens. (The screen will be populated if you selected an existing rule. 28

33 e. Type in the specific field you wish to add additional criteria to. You can also use the? lookup feature to view three of the most common fields: f. Press Enter to expand the screen as shown below. g. Use the Check Data Length field to check the data length of the selected field before auto releasing. Enter a Y and then specify the Minimum and/or Maximum field lengths. The Maximum Character length for any field is (20) twenty characters. h. Use the Allow Special Characters field to specify auto release conditions based on the presence of certain special characters. For example: -, #, %, *, etc. Type an N if you want auto release to allow any transaction containing any type of special character and the Auto Release Check will not take place. Type a Y if you want to allow for transactions containing only certain special characters. Allowed characters are then typed in the Character(s) field, no spaces. 29

34 i. Use the Ends With field to only auto release transactions that end with a specific value. Type a Y in the Ends With field and then type the specific character(s) in the Value field (maximum of (3) three characters). j. Use the Position Validation fields to allow for transactions containing a specific value in precise locations within a field. Type a Y in the Position Validation field. Then type the specific character(s) in the Value field for the appropriate position number. You must then indicate what type of character this is by placing one of the following values in the corresponding Date Type field. An example of this: If you wanted this to be in the form of a social security number (XXX-XX-XXXX), you would mark the Position Validation as Y. Then type dashes (- ) in the Value field and an S in the Data Type field under fields four and seven. k. Press F5 to save any changes and return to the Auto Release Conditions screen. 3) Hold Selected SRC This option if marked Y will not auto release transactions containing certain Status Reason Codes. To hold transactions containing certain SRC s, type a Y and Press F11 to open the selection screen. This popup window displays any SRC codes that have been selected to be held for the auto release conditions. a. Select the desired Field Audit Rule by typing a 1 next to the appropriate description; OR Press F9 to add. b. The following screen will open. (The screen will be populated if you selected an existing rule.) 30

35 c. Select a code by typing a 1 next to the SRC code you want to add. To view more SRC codes use the Page Up/Page Down keys to scroll. d. Press Enter to select the codes marked with a 1. e. You return to the Hold Selected SRC screen. Press F5 to update the change(s). f. After Pressing F5 as stated above then Press F12. g. You will then return to the Auto Release Conditions screen. Press F5 to save all changes and return to the Shipment Status screen. 31

36 F. Shipper Details This function will display every field that will be sent in the flat file which will be translated by your translation vendor. 1. From the Shipment Status screen Press F7 for Shipper Details. 2. The following EDI 214 Flag Settings screen opens. 3. Type a 1 next to each section you want to include on the Press Enter to then select what specific line of that section you want sent. The example below is showing the Stop-off section of a

37 5. For each section you flagged as 1 to include will be Details for that section. Flag each field you want included on your 214 with a Y and any field not to be included with an N. For example: the above screenshot is for the Stop-off section of a 214. You can now decide what specific information of a stop-off you want sent. Maybe all you want is the Stop-off number so you would mark that field as Y and N in the others. 6. Once you have flagged the necessary fields for a section Press F5 to move onto the next section that was flagged with a 1 to include. 7. After all the fields have been flagged per section you will return to the EDI 214 Flag Settings screen. Press F12 to return to the Shipment Status screen. 8. After all changes have been made on the Shipment Status screen, Press F5 to update the record and display the Shipment Status Profile screen, which allows you to enter, record, view or update status codes for EDI customer profiles used by your shippers. The codes that you need to define are the ones that your shipper uses. Each shipper may define a different set of codes they want transmitted. These codes should correspond to the standard EDI Status Codes. They define the last reported status for a shipment. The system allows for up to 200 entries of codes and descriptions. The Page Up/Page Down are active. This is the X-Ref file that the system uses for comparison to the statuses setup through the Update Carrier Status Codes option. If you have not setup Status Codes yet you will need to do so. Please refer to Section VII of this guide for instructions. 9. Tab to the first available Shipper Status Code field (Column 3) and enter the Shipper s Status code. 10. Tab to the Description field and type a description for the code. 11. Tab to the Type field and key a valid option code. R = Required / For all stops O = Optional / For all stops P = Required only on pickups D = Required only on deliveries S = Required for origin pickup only 33

38 F = Final delivery only 12. Then enter the Inhouse Status Code that will be cross referenced to the Shipper Status Code and Press Enter. 13. Once all codes have been entered/updated Press F5 to update the system. 14. Press F3 to return to the EDI Customer Profile screen. 15. Press F12 to select a new customer OR Press F3 three times to return to the FlexEDI menu. 34

39 IV. Enter/Update Status Reason Codes (SRC) Use this option to create or change the EDI Status Reason Codes (SRCs) for all shippers in order to inform the shipper of the nature of any problems associated with the load. 1. Access the FlexEDI Menu from the Main Menu and select the Enter/Update Status Reason Codes option. The Default Status Reason Codes screen is displayed with any existing codes. 2. Press F6 to Add a new code. 3. The Default Status Reasons Codes screen is re-displayed. 4. Enter a code you want to use in the SRC field. 5. Enter a description for the code in the Description field. 6. Press Enter to add the code as a default for all shippers. 35

40 A. Delete an SRC Enter 4 to the left of the code you want to delete, and Press Enter. B. Edit an SRC Enter 2 to the left of the code you want to update, and Press Enter. Follow the steps in 4 & 5 above as a guide. V. Enter Status Reason Codes This option allows you to add select EDI Status Reason Codes (SRC) for a specific Trading Partner (shipper). These codes inform the shipper concerning the nature of any problems (e.g., shipment will be late due to bad weather, engine failure, etc.) associated with a load. 1. Access the FlexEDI menu from the Main menu and select Update Customer Profiles. 2. The Update Customer Profiles screen is displayed. 3. Enter 1 to the left of a Trading Partner you want to update; then, Press Enter. The EDI Customer Profiles screen is displayed. 4. Press Enter to continue. The EDI Customer Profiles screen is re-displayed with the EDI transaction types available. 36

41 5. Type SS to access the Shipment Status screen. 6. Press F8 from the Shipment Status screen to display the Status Reason Codes for EDI Customer Code. 7. The Opt field is used to select the type of action. Enter the appropriate action to the left of the record(s) you want to update. Valid entries include: 2 = Change information on an existing record. 4 = Delete an existing record not used by the Trading Partner and Press Enter. Press F5 to verify the delete request. 8. Press F6 to add a new SRC code, which displays the add screen for SRC codes. 37

42 If your Trading Partner uses an EDI version below 4010, the codes are 3 characters. If the EDI version is 4010 and above, the codes are 2 characters. If the version is 4010 or higher and a 3 character SRC is entered the Translation Vendor or the Shipper will reject your transactions (210 s, 214 s, etc.). 9. The SRC field displays the status reason code, which informs the shipper concerning the nature of any problems associated with a load. Enter the status reason code used by your trading partner to the right of the SRC field. 10. The Description field displays the description of the corresponding SRC in the previous field, when in display mode. If in ADD or Update mode, enter a description for the SRC. 11. Press F5 to update the screen and save all information. 38

43 VI. Enter Status Codes Use this option to set up the status codes for the EDI profiles used by the Trading Partner. Users may enter up to 200 codes and descriptions that will serve as a cross reference file for comparison throughout the Update Carrier Status Codes option. 1. Access the FlexEDI menu from the Main menu and select Update Customer Profiles. 2. The Update Customer Profiles screen is displayed. 3. Enter 1 to the left of a Trading Partner you want to update; then, Press Enter. The EDI Customer Profiles screen is displayed. 4. Press Enter to continue. The EDI Customer Profiles screen is re-displayed with the EDI transaction types available. 5. Type SS to access the Shipment Status screen. 39

44 6. Press F5 to access the Enter/Update Status Codes screen. 7. Enter a status code specified by your Trading Partner in the Shipper Status Code field. This status code will define the last reported status for a shipment. Each of your customers may define a different set of status codes, which should correspond to the standard EDI status codes. 8. Enter the shipper s description in the Description field. 9. Specify the type of the transmission for the status code you entered. Valid options are: Options R - Required /For All Stops O - Optional/For All Stops P - Required only on pickups D - Required only on deliveries. S - Required for origin pickup only F - Final delivery only Status is required for all stops Status is optional for all stops Status is only required on pickups Status is only required on deliveries Status is only required for origin pickup. Status is only required for final delivery. 10. Enter an In-House Status code. This field allows you to enter a User-defined status code for your company. When this in-house (internal) code is entered, the system automatically cross references the shipper s code to the in-house code. You may use an in-house (internal) code identical to the shipper s code; therefore, you only need to remember one code rather than a different set of codes for each shipper. Dispatchers will see this in-house (internal) code when they enter a status record through Check Call. 40

45 11. Repeat Steps 8-11 until all codes specified by this Trading Partner have been entered. 12. Press F5 to update the screen and save your information. 13. Press F3 to exit the screen. 41

46 VII. Update Carrier Status Codes This option allows users to establish In-House Status codes that dispatchers will see during Check Call. The system uses these codes to validate and cross-reference the shipper-specific statuses set up through the Shipment Status profile. 1. Access the FlexEDI Menu from the Main Menu and select the Update Carrier Status Codes option to display the EDI Carrier Status Codes screen. 2. Enter the User-defined code you want to use in the Carrier Status Code field. Example: A for Actual Arrival or D for Delivered Load. 3. Enter a description for this code in Description field. 4. Enter the specific Date Type to be used with this code. Valid options are Options A = ARRDAT AF = PIKDAT D = DELDAT E = ESTDAT P = DEPDAT DI = DSPDAT Arrived. This is the date the truck arrived at the location (origin, Stopoff, final, or destination) Departed from Pickup. This is the date the truck departed from the pickup location (origin or stopoff) Departure from Delivery. This is the date the truck departed from the delivery location (origin or stopoff) Estimated Date of Arrival. This is the estimated date the truck will arrive at the location (origin, stopoff, destination). Departure. This is the date the truck departed from the location origin, stopoff, destination). Dispatch. This is the date the truck was dispatched on the load. 42

47 The Date Type is critical for the EDI Statuses to update properly. In addition, these types identify from where the system will retrieve the dates. There are many date types fields throughout the system; however, those listed above are the only ones critical to EDI processing. 5. Press F5 to Update Status Records and save all information. 43

48 VIII. Payment Remittance Profile (820) This option allows you to set up and maintain Payment Remittance Profiles for your Trading Partners who use 820 transactions. 1. Access the FlexEDI Menu from the Main Menu and select the Payment Remittance Profile option. 2. The 820 Payment Remittance screen is displayed with a list of existing customer profiles. 3. Enter 1 to the left of a customer s profile you want to update, Or Press F7 to add a profile for a new trading partner. 4. The 820 Payment Remittance screen is displayed. 44

49 5. Update the information in the EDI Code, Name, Trading Partner I.D. and EDI Version fields. The Trading Partner I.D. field is a required entry. This field ties the 820 (payment remittance) data to the trading partner relationship and translation format. 6. Indicate in the Transmit Func. Ack field whether or not you want to transmit a function acknowledgement to the shipper notifying them that you received their transmission. Valid Options are: Y = Yes. Transmit a functional acknowledgement to the shipper. N = No. Do not transmit a functional acknowledgement. 7. Enter the code identifying the customer to whom you should assign the payment in the Payment Customer Code field. The Payment Customer Code is typically the Bill-to code for a customer, but it does not have to be. 8. Indicate in the Print Activity Report field whether or not you want an Activity Report to print. Valid options are: Y = Yes. Print an Activity Report. N = No. Do not print an Activity Report. Once the 820 s for a trading partner are sent in, the Activity Report if flagged as Y will create a report and place in the outq of the User I.D. setup in the Payment Remittance Profile option. This report lists the information from the records sent in (effective date, number of invoices, payment method, check/eft number, total amount, invoice #, order #, seq #, BOL #, amount billed, amount paid, bill-to code and cash batch #. 9. Use the I.D. for Payer (N101) field to enter the code that will be supplied during remittance and used to identify the payer. 10. Enter the User I.D. s, in the User I.D. for Messages fields, for the person you want to receive messages when remittance is received. At least one User I.D. must be entered here. 11. Indicate the shipper s method of remittance in the Payment by Number Type field. Valid options are: I = Invoice #/ Pro # This option will use the invoice number for the remittance. O = Order # This option will use the order number for the remittance. P = Purchase Order # This option will use the purchase order number for the remittance. S = Shipment I.D. # This option will use the bill of lading number for the remittance. 12. Use the Network I.D. field to enter the network I.D. ZZ. 13. Use the Pay by EFT/Check field to indicate how payment will be made. Valid options include: E = Electronic Funds Transfer (EFT) C = Check 14. Press F5 to update the screen and save the information you entered. 45

50 IX. Shipper/Carrier X-Reference This option allows users to set up and maintain a shipper/carrier cross-reference file. 1. Access the FlexEDI Menu from the Main Menu and select the Shipper/Carrier X- Reference option. The Shpr/Carr X-Ref Maintenance screen is displayed with the EDI codes for shippers/carriers as set up in the Customer Master. Use F7 to sort by Shipper or Carrier codes. 2. Use the Position To field enter the beginning letter(s) of an EDI code to display codes without having to scroll through all codes. Select the record you want to change and Press Enter. To add a new record, Press F6. 46

51 3. Enter the EDI code for the shipper or carrier as set up in the Customer Master. An EDI code is not needed in this field unless one of your customers in the same area is shipping for two different shippers 4. Enter the shipper code you want to cross- reference. This list must be provided by the shipper. 5. Use this field to specify if a different code is used for the same location, depending on whether it is used for pickup (P) and drop (D). Valid entries include: Blank = Codes are the same. P = If you want a different shipper used for the same location on a pickup. D = If a different shipper is used for the same location on a drop. 6. The Carrier Code field is used to enter the carrier code (customer code) you want to cross reference. 7. The Area field is a three-character code that identifies the area used for load tendering message and display. Normally, this will be the pickup area for each customer. 8. Press F7 to display the list by carrier code. This function also allows users to toggle between displaying by carrier or shipper code. For example: When the function key shows Dsp by Carrier Code, the screen will currently display by shipper code. After pressing F7, the information displayed changes to Dsp by Shipper Code. 9. Press F5 to update the screen and save all information. A. Delete Shipper/Carrier X-Ref Enter 4 to the left of an existing record to delete. 47

52 X. Enter/Update Contact Cross Reference This option allows you to enter/update contact cross reference information that will be entered in the comments on the order. This option allows you to setup a standard abbreviation for the fields of the Contact Information. For example: you might setup a code for the Billing Contact as BI. For received documents, such as the 204 and 820, information must be added into the Enter/Update Contact Cross Reference and Enter/Update Ref. Nmber Qualifier menu options. These options allow the User to enter values and add text that can be written into the comments for the load tender. The Contact Codes are extremely useful when a translation vendor charges on a per character basis. 1. Access the FlexEDI Menu from the Main Menu and select the Enter/Update Contact Cross Reference option. The EDI Contact Master screen is displayed with any existing Contact codes. 2. Press F6 to Add a new cross reference. OR Enter 1 to the left of an existing code to update it and Press Enter. The EDI Contact Master screen is re-displayed. 48

53 3. Enter a code in the Contact Code field. 4. Enter the contact type to be used for this contact. Valid options are: C = Contact code is for a Contact Name. N = Contact code is for a Contact Phone Number 5. Enter the contact description, in the Description field, for the code you just entered This information will print in the order comments for this contact. 6. Press F5 to update the screen and save the information you entered. 7. Repeat Steps 2-6 for each code you want to cross reference. 49

54 XI. Enter/Update Reference Number Qualifier This option allows you to indicate that the comments for these reference numbers will be entered on the order. This option allows you to setup a standard abbreviation for the general fields. For example: you might setup a code for the Bill of Lading as BL. For received documents, such as the 204 and 820, information must be added into the Enter/Update Contact Cross Reference and Enter/Update Ref. Nmber Qualifier menu options. These options allow the User to enter values and add text that can be written into the comments for the load tender. The Reference Number Qualifiers are extremely useful when a translation vendor charges on a per character basis. 1. Access the FlexEDI Menu from the Main Menu and select the Enter/Update Ref. Number Qualifier option. The EDI Reference Master screen is displayed with any existing Reference codes. 2. Press F6 to add a new reference code or enter 1 to the left of an existing code to update it and Press Enter.The EDI Reference Master screen is re-displayed. 50

55 3. Enter a Reference Code to the right of the Reference Code field. 4. Enter an EDI code for a specific trading partner to the right of the EDI Code field. (Leave the field blank to select all Trading Partners) 5. Specify whether or not to print this comment on the order. Valid options are: Y = Yes. Print comment on order. N = No. Do not print comment on the order. 6. Enter a description of this code to the right of the Description field. The information you put into this field will print on the order, if you answered Y(es) in Step Press F5 to update the screen and save the information you entered. 8. Repeat Steps 2-6 for each code you want to reference. 51

56 XII. EDI - FTP Setup This option is only used when Kleinschmidt is your translation vendor. 1. From the Main Menu select the Utility Menu. 2. Select the menu option EDI - FTP Setup from the Utility Menu. 3. The Additional FTP Requirements screen opens. 4. If you do not want to use or do not have an IP Address enter the DNS address. 5. Enter the TCP/IP Address if you will not be using the DNS field. 6. Enter the User Login I.D. that will access the server. 7. Enter the password for the Login I.D. 8. Enter the file name that the library will save to in the Local Directory field. 9. Enter the file name that the library will save to on the server in the Remote Directory field. 10. Enter the Local File Name as *file. 11. Enter the Remote File Name should be *file. 12. Use the Retain Log File for field to enter the number of days you want to retain the log. 13. Use the Batch Job Delay field to enter the number of minutes you want the system to wait between jobs. 14. Press F5 to save any changes. 52

57 Pre-Live Testing Pre-Live Testing 53

58 Carrier Testing Instructions I. The Initial Setup FlexEDI menu options are used to setup transactions and to collect data for each transaction. ICC will setup your IES profile. Once the flat file is built, it is exchanged between the carrier and the translation vendor. The carrier has the ability to choose one of the preferred translation vendors. When building a translation, the translation vendor will do the maps and setup all communication information in their translation package between the carrier and the Value Added Network. Before you begin testing make sure all of the following have been completed: [ ] An EDI Profile has been setup [ ] Your Translation vendor is ready to receive & send data [ ] The EDI Active flag in the Company Master is Y [ ] Your company SCAC is setup in the Company Master A. 204/990 Load Tendering Testing The Load Tendering (204) is generated by the shipper and sent to the Value Added Network. The VAN then sends the 204 to the translation vendor. The translation vendor translates the 204 for the EDI format to the IES flat file format. The vendor then calls IES program to process the 204. The 204 is populated on the Available Shipments screen as shown below. The carrier can then accept or reject the 204. When a carrier accepts or rejects a 204 a 990 is sent to the translation vendor. The translation vendor then converts the 990 into the EDI format and sends it to the VAN. The VAN will then send the 990 to the shipper. The 990 can be configured to send automatically or manually. This can also be set on a per carrier basis. Carrier Testing Instructions 54

59 Users may test 204s in either the live file library or the proof file library. If you choose to test in your live file library, ensure that your 204 profile is set to status T for testing so that any load tender you accept will create a corresponding cancelled order to avoid accidentally dispatching the order. If you choose to test in your proof file library and your 204 profile is status L for live, you may have to enter more master file data (i.e. Customer Master records, etc.) in order to be able to complete your test. 1. From the FlexEDI menu select the Update Customer Profile option. 2. Tab down to the Customer you want to view and type a 1 next to them and Press Enter. 3. The EDI Customer Profiles screen appears, Press Enter. 4. The EDI Customer Profiles screen is now the Selection Type screen. 5. Type LT and Press Enter to open the Load Tendering screen as shown below. Carrier Testing Instructions 55

60 6. Ensure your 204/990 profile exists in the selected file library with the appropriate status T or L. 7. Ensure your translation vendor has placed data in the flat file. Your translation vendor is responsible for placing data in this file and calling the program that will process the data into your load tendering files. 8. On the FlexEDI Menu, select the menu option Cust Serv/Dispatch Backup. Ensure there is a record entered for your User I.D. 9. If so, select the record with the option 1. If your record does not exist, Press F6 to create it. 10. In your record, make sure the flag Should this User have Capability to See All Shipments is Y as shown on the next page. This will allow you to see your test shipment on the Review Available Shipments screen. Carrier Testing Instructions 56

61 11. On the FlexEDI Menu, select the menu option Review Available Shipments. On the selection screen, enter your EDI Code and Press Enter. Your test load should appear on the next screen. If it does not appear on the screen, contact your translation vendor to ensure that they processed the load. There may be an error in the setup, such as an unmatched trading partner I.D. between the profile and the vendor s data, or the vendor may have placed the data in the wrong file library. 12. When you find your load, select it with an option 1. Follow one of the instructions listed below. Carrier Testing Instructions 57

62 13. To accept the test load, enter option A in the accept/reject field and Press F5. This will take you through a form of order entry. Enter data at the prompts until your order is created and you are returned to the Review Available Shipments screen. Most likely, you will have to match some of the names and addresses on the load tender to your customer master records. You may even need to enter additional customer master records to use for this load tender. If your 204/990 profile is set to send acceptance 990s, data for your acceptance 990 will be automatically placed in the flat file for your translation vendor to process into the EDI 990, once your load tender is accepted and the order is created. To reject the test load, enter option R in the accept/reject field, enter a rejection comment, and Press F5. If your 204/990 profile is set to send rejection 990s, data for your rejection 990 will be placed in the file for your translation vendor to process into an EDI 990. Enter a C to Counter an offer during testing will do nothing. For testing purposes you need to test the Accept/Reject only. B. 210 Freight Bill Testing The carrier creates and transmits the Shipment Status (214) and Freight Bill (210) on the IES system. Once the transaction is generated a 214/210 flat file is sent to the vendor. The vendor then converts the 214/210 into the EDI format and sends it to the VAN. The VAN in turn sends the 214/210 to the shipper. It is usually easiest to test 210s in your live file library. 1. From the FlexEDI menu select the Update Customer Profile option. 2. Tab down to the Customer you want to view and type a 1 next to them and Press Enter. 3. The EDI Customer Profiles screen appears, Press Enter. 4. The EDI Customer Profiles screen is now the Selection Type screen. Carrier Testing Instructions 58

63 5. Type FB and Press Enter to open the Freight Bills screen as shown below. 6. Make sure your 210 profile(s) are set to status T for testing. Carrier Testing Instructions 59

64 7. On the FlexEDI Menu, select the option Retransmit EDI Freight Bills. Select an existing order that has already been billed with which to test 210s. The order you select MUST have an invoice number. It is helpful if the order you select is for the shipper with whom you are testing. 8. Enter the order number and sequence number, and Press Enter. 9. Enter the EDI Code and direction from your EDI profile, and Press F5. Carrier Testing Instructions 60

65 10. Select the menu option Transmit Single EDI Application and Press F2 to go to a Freight Bill selection screen. 11. Select your freight bill profile with an option 1, and Press Enter. This option will place data in the flat file for your translation vendor to process into an EDI 210. Carrier Testing Instructions 61

66 C. 214 Shipment Status Testing The carrier creates and transmits the Shipment Status (214) and Freight Bill (210) on the IES system. Once the transaction is generated a 214/210 flat file is sent to the vendor. The vendor then converts the 214/210 into the EDI format and sends it to the VAN. The VAN in turn sends the 214/210 to the shipper. It is usually easiest to test 214s in your live file library. 1. From the FlexEDI menu select the Update Customer Profile option. 2. Tab down to the Customer you want to view and type a 1 next to them and Press Enter. 3. The EDI Customer Profiles screen appears, Press Enter. 4. The EDI Customer Profiles screen is now the Selection Type screen. Carrier Testing Instructions 62

67 5. Type SS and Press Enter to open the Shipment Status screen as shown below. 6. Make sure your 214 profile is set to status T for testing. 7. Select an existing order that has already been loaded and dispatched with which to test 214s. It is helpful if the order you select is for the shipper with whom you are testing. 8. On the FlexEDI Menu, select the option Update Status Records. Enter the order number, and Press Field Exit. Carrier Testing Instructions 63

68 9. Enter the mandatory statuses displayed for your order on the Status Inquiry/Update screen. These statuses were setup in the Update Customer Profile under Shipment Status. Please refer to the Chapter on Setting up FlexEDI under Section VI Enter Status Codes. Depending on how you flagged specific statuses (under the Type field) when you enter this Status Inquiry/Update you will be prompted by the SRC field changing to red. According to how you flagged a status is now asking for a Status Reason Code. 10. On the FlexEDI Menu, select the option Audit EDI Shipment Status. 11. Enter your EDI Code on the selection screen, and Press Enter. Carrier Testing Instructions 64

69 12. Find the statuses for the order that you want to release and place option R beside the statuses to release them and Press F Those statuses that you changed will now display in green as shown below. Carrier Testing Instructions 65

70 14. Choose the menu option Transmit Single EDI Application from the FlexEDI menu. 15. Select your shipment status code with an option 1 and Press Enter. This option will place data in the flat file for your translation vendor to process into an EDI 214. Carrier Testing Instructions 66

71 D. 820 Payment Remittance Testing An 820 is generated by the shipper and sent to the VAN. The VAN then sends the 820 to the translation vendor. The translation vendor translates the 820 from the EDI format to the IES flat file format. The vendor then calls the IES program to process the 820. The 820 is populated in the Review Payment Remittance screen as shown below. The carrier can then correct any errors and post it to cash in the General Ledger. It is usually easiest to test 820s in your live file library. 1. Ensure you have an 820 profile in the Payment Remittance Profile option on the FlexEDI menu. 2. Ensure you translation vendor has placed data in the flat file. Your translation vendor is responsible for placing data in the flat file and calling the program that will process that data into your payment remittance files. 3. On the FlexEDI Menu, select the menu option Review Payment Remittance as shown above. Ensure your test payment remittance appears on the screen. If it does not appear on the screen, contact your translation vendor to make sure that they processed the remittance. There may be an error in the setup, such as an unmatched trading partner I.D. between the profile and the vendor s data, or the vendor may have placed the data in the wrong file library. 4. When you find your payment remittance, select it with an option 5 to display the invoice detail for the remittance. Carrier Testing Instructions 67

72 5. Review the invoice detail to make sure that it is correctly entered. Each detail record must have an invoice number and a bill-to customer code. 6. Once this data is reviewed, your payment remittance test is finished. It is not necessary to post the payment remittance to cash. In fact, doing so could be harmful. II. Conclusion Once you have successfully completed test transactions with your trading partners, you are ready to go live with the EDI system. For more information about using the EDI module, refer to the documentation on Using FlexEDI. Carrier Testing Instructions 68

73 Appendices Appendices 69

74 Appendices I. Keyboard Controls Keyboard mapping refers to settings, which control the action specific keys on the keyboard will perform for the User. Keyboards may be mapped by individual Users and organizations based on personal preferences. Innovative Computing Corporation s Training Guides refer to the traditional IBM keyboard mapping techniques, which are what are used in Innovative classroom training and which are standard with a new installation of Innovative Enterprise Software (IES). The information below is specific to the IBM standard keyboard mapping only. Using the traditional IBM keyboard map, the following key relationships apply: > When instructed to Press Enter Press the right Ctrl key on the keyboard > For a Field Exit in alpha (letter) fields Press the Enter key on the keyboard > For a Field Exit in number fields Press the + key on the keyboard Field Exit in a numeric field will right justify and complete the entry of any numeric field The cursor must be in the field for Field Exit to affect it > Both field exits will also move to the next field of data > Users of the A/R module should use the - key to Field Exit from fields with negative numbers in them. A field exit with the + will make the number positive. > Add additional lines in a text field with many lines, such as a letter, by simultaneously Pressing the Shift and Enter keys on the keyboard > System Attention for additional commands such as viewing or printing files is obtained by Pressing the Esc button > To Exit the Screen Press the F3 key in most screens > Update the Data Press the F5 key in most screens > To Scroll Up in a list Press the Page Up or up arrow keys on the keyboard > To Scroll Down in a list Press the Page Down key on the keyboard Holding the Alt key while using these will speed rate of the scrolling A. Additional Function Keys IBM keyboards were designed with 24 function keys. Today s Personal Computer (PC) typically holds only 12 function keys (the F1-F12 keys along the top of the keyboard). Innovative s IES software continues to make use of all 24 functions by holding the Shift key when Pressing the function key. For example, if a User was instructed to Press F16, he or she would simultaneously Press both the Shift and the F4 keys. Appendices 70

75 B. Remapping Keyboards For Access and Access Plus customers, the keyboard mapping scheme can be changed via a button on the top menu bar. This appendix discusses keyboard mapping, which is used to change the functions of keys on the keyboard. Innovative recommends not changing the mapping of your keyboards unless suggested by Innovative s staff or problems due to an existing setup on your keyboard. If you need to change this mapping, do so using the information below. If in the future a problem exists with your keyboard or function keys, when calling for customer support, please let the ICC staff know that this has been remapped. To do so: 1. Press the <Re-map Keyboard Functions> button along the top of the Client Access screen (seen to the right) or select Edit > Preferences > Keyboard from the top menu of this screen. 2. In the resulting Customize Keyboard window, Users may Press on the button representing a key on the keyboard. Doing so will highlight the key with a red box and display the functions of the key in the lower right corner of the window. 3. Change the action of the key, by typing the new action in the in the appropriate field. Appendices 71

76 II. Creating Screen Shots When contacting technical support with questions or when making notes on using the system, Users may find it useful to create screen shots. These are copies of the screen that can be pasted into another document as text or printed automatically from the IES system. Two options for screen shots in exist. These may vary based on the setup of host based computers. A. Printing Screens Print Screen will automatically create a printout showing the text of the current screen. To print the current screen: 1. Press the <Print Entire Screen> button on the far left of the button bar in Client Access. 2. This will automatically print single sheet showing the text of the current screen. This will print to the PC s default printer. B. Capturing Screen Images This document can then be printed or saved as a unique file showing portions of the screen. Print screen commands can also be used to save digital pictures of a screen or to send the image directly to the printer. To capture the text on a screen: 1. Select the area of the screen to copy by dragging a rectangle around the text to copy with the cursor. A white line box will show where this box was created. 2. Press the <Copy Selected Text to Clipboard> button on the top toolbar. 3. Move to the new document (i.e. a Microsoft Word Document) and select Edit>Paste from the top menu bar to paste the text. 4. For the best view of this data, select the pasted text and change the font of the entire set of text to Courier New, Size The selected text will appear as follows: 6. This text can then be printed or saved for record keeping. 1. Accounts Payable Menu 2. Accounts Receivable Menu 3. Agent Settlements Menu 4. AVAS Menu 5. Bank Reconciliation Menu 6. Budget Menu 7. Cash Receipts Menu 8. Customer Services Menu 9. Detention Menu 10. Direct Deposit Menu Appendices 72