ACTIVANT TURNS. New Features Guide - EDI. Version 3000

Transcription

1 ACTIVANT TURNS New Features Guide - EDI Version 3000

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc Southfront Road Livermore, CA Version 3000 Publication Date:

3 New Features Guide EDI Table of Contents EDI Outbound Invoice Creation.. 1 EDI Invoice Status Report 1 EDI Order Confirmation Generation 1 Print EDI Order Confirmations 1 Convert EDI Data Into Orders. 2 Printer by Whse for EDI Order 2 Forms Set-Up for EDI Orders. 2 EDI Price Book Creation.. 3 EDI Inbound Unit Maintenance... 3 EDI Inbound Unit Listing... 3 EDI Trading Partner Maintenance. 4 EDI Rebate Contract Processing... 7 EDI Rebate Contract Maintenance. 7 EDI Rebate Contract Listing... 7 EDI Rebate Contract Update.. 7 Outbound EDI Purchase Orders (850). 8 Outbound EDI Sales Tracing (867).. 8 Create 867 from History.. 9 Outbound EDI Advance Ship Notice (856). 10 Outbound EDI Order Status Report (870).. 10 New System Setup (ZSU) flags.. 11

4 EDI Outbound Invoice Creation (EDIINV) 1) For Turns invoices which were generated from an inbound EDI Purchase Order (850), the program will convert the ship quantity and unit of measure to the unit(s) used by the EDI trading partner, where applicable. 2) If the map for the outbound EDI Invoice contains an "SPC" segment, then the program will strip the specified characters from the data in the outbound EDI Invoice file generated by Turns. The customer name is set up in Turns as "***ABC HOSPITAL^". The following line is added to the outbound EDI Invoice map for the customer: SPC *^ When the outbound EDI Invoice file is generated, the customer name would be sent as "ABC HOSPITAL". EDI Invoice Status Report (EDIISR) This is a new report to track the status of outbound EDI Invoices (810) which were generated by Turns. The report will show whether the trading partner accepted or rejected the EDI Invoice which was sent. The trading partner must send an EDI Functional Acknowledgment (997) to the Turns user for each EDI Invoice file that they received from the Turns user in order for the report to work properly. EDI Order Confirmation Generation (EDIOCG) This is a new program to allow regeneration of an outbound EDI P/O Confirmation (855) for a range or list of Turns orders. The Turns order(s) may be open or historical. Print EDI Order Confirmations (EDIOCP) An option has been added to page break by P/O number. New Features Guide EDI 1

5 Convert EDI Data Into Orders (EDIOE) 1) In order to specify which customers allow substitutions, a special segment will be added to the Turns EDI inbound map for the 850. If this segment, named "ITEMSUB", is included after the "BEG" segment in the inbound EDI Purchase Order (850), then the item substitution will be performed for that Trading Partner when the quantity available is less than the quantity ordered. Items set up using Item Substitute Maintenance (ISUB) will be used for the substitution, checking first for customer specific records, then bill-to specific records, and subsequently, for item records. 2) The program will convert from the trading partner's order quantity and unit of measure into the corresponding Turns unit(s), where applicable. 3) For the outbound EDI P/O Confirmations (855) generated by the program, the program will convert from the Turns order quantity and unit of measure into the corresponding trading partner's unit(s), where applicable. Printer by Whse for EDI Orders (EDIOW) An option has been added to specify separate printers to use when printing the EDI Order Release Report for In Touch orders versus non In Touch orders. Forms Set-Up for EDI Orders (EDIOZM) A (H)old code option has been added to allow a hierarchy for processing EDI Exceptions. #. EXCEPTION TYPE HOLD CD HIER PRINT 1. INVALID ITEM # MG 2 N 2. ITEM NOT IN WAREHOUSE IN 3 Y 3. INVALID UNIT OF MEASURE 0 4. DISCONTINUED ITEM IN 4 N 5. RESTRICTED ITEM MG 1 N 6. INCORRECT BILL OF MATERIAL INFORMATION 0 7. QUANTITY NOT WHOLE ORDER UNIT 0 8. LARGE ORDER QUANTITY 0 9. INSUFFICIENT QTY AVAILABLE P/O PRICE CHANGED CREDIT AUTHORIZATION MAY BE REQUIRED LOW ORDER MARGIN INVALID ORDER SIZE INCORRECT HASH TOTAL MISSING AN EDI SEGMENT 0 HOLD CD: hold code to use for this condition, or (BLANK) to not place on hold HIER : Lower values entered here cause this hold code to take precedence over hold codes for other exceptions with higher values PRINT : Y = print order even if exception occurs 2

6 N = suppress order printing if exception occurs 3

7 EDI Price Book Creation (EDIPBP) 1) An option has been added to select the unit of measure to be used in the EDI Price Book. 2) An option has been added to generate an EDI price book for all trading partners who have a status of "P"roduction for the outbound EDI Price Book in EDI Trading Partner Maintenance (EDITPM). The program will also give the user the option of selecting the dates for price calculation or letting the program calculate the dates. If the user allows the program to calculate the dates, the "DATE FOR PRICE CALCULATION" will be set to the current system date, and the "DATE FOR OLD PRICE CALCULATION" will be set to the date that a price book was last generated for the specified trading partner. This will allow trading partners to only receive updates for items that have had price changes since they received their last price book. If a new trading partner is set up for the EDI Price Book, then the first price book sent to the trading partner will be a full price book (e.g. all items that may possibly be purchased by the trading partner). All subsequent EDI Price Books would only contain items that have had price changes. 3) An option has been added to include an "SLN" segment (Subline Item Detail) in the outbound EDI Price Book. EDI Inbound Unit Maintenance (EDIUM) This is a new program to allow the user to enter the units of measure, at the item level, used by the EDI trading partner and the corresponding Turns units. The program may be used when there is not a 1-to-1 relationship between the trading partner's units and the Turns units and/or if the trading partner's unit is not set up for the item in Turns. The entries will be used by the EDI programs in Turns to perform the unit translations between the trading partner's units and the corresponding Turns units. EDI Inbound Unit Listing (EDIUL) This is a new program to print the EDI Inbound Unit conversion records. 4

8 EDI Trading Partner Maintenance (EDITPM) The following enhancements have been made. 1) Allow the user to set up an EDI trading partner for an inbound EDI Freight Vendor Invoice (210). 2) An option has been added to allow duplicate invoice numbers to be used when processing inbound EDI Invoices (810). 3) If the map for the outbound EDI Invoice (810) contains an "SPC" segment, then the program will strip the specified characters from the data in the outbound EDI Invoice file generated by Turns. The customer name is set up in Turns as "***ABC HOSPITAL^". The following line is added to the outbound EDI Invoice map for the customer: SPC *^ When the outbound EDI Invoice file is generated, the customer name would be sent as "ABC HOSPITAL". 4) Allow the user to designate how to treat the following exceptions (i.e. treat as "fatal" and reject the order, print a warning message and process the order, or ignore the exception) in an inbound EDI Purchase Order (850). SHIP-TO NOT FOUND Generate (F)atal Exception or (W)arning if Ship-to ID not found VERIFY HASH TOTALS? Verify Hash Totals and report any exceptions as a warning? (Y/N) CHECK FOR DUP P/O? Y = Check for Duplicate P/O Number and treat as Fatal Exception 5) The ability has been added to include an "SLN" segment (Subline Item Detail) in the outbound EDI Price Book (832) if the segment is included in the map. 6) An option has been added to generate an outbound EDI P/O Confirmation (855) for manually entered orders. The outbound EDI P/O Confirmation will NOT be generated if the manually entered order was for a credit memo (transaction type = "CM"). 7) An option has been added to only generate an outbound EDI P/O Confirmation (855) at Shipping Confirmation (OC). 5

9 8) Allow the user to set up an EDI trading partner for an outbound EDI Advance Ship Notice (856). 9) An option has been added to the outbound EDI Sales Tracing (867) to allow the rebate request form to print for rebate sales that have already been reported via the EDI Sales Tracing (867). 10) An option has been added to generate an outbound EDI Sales Tracing (867) for the specified trading partner on a daily, weekly, or monthly basis. 11) If the map for the outbound EDI Sales Tracing (867) contains an "SPC" segment, then the program will strip the specified characters from the data in the outbound EDI Sales Tracing file generated by Turns. The vendor name is set up in Turns as "***ABC MEDICAL SUPPLY^". The following line is added to the outbound EDI Invoice map for the vendor: SPC *^ When the outbound EDI Sales Tracing file is generated, the vendor name would be sent as "ABC MEDICAL SUPPLY". 12) If a "+" is included as the 4th element of the "N1 ST" segment in the EDI map for the outbound EDI Sales Tracing (867), the Turns programs which generate the sales tracings will concatenate the Turns customer number and ship-to number from the sales order and send the resulting number in the EDI data as the ship-to's identification code. The outbound EDI Sales Tracing map for the trading partner contains the following segment: N1 1 1 ST 91 + ^ An order is processed for customer , ship-to# ABCDEFGH. When the EDI Sales Tracing file is created, the following ID# will be included in the "N1 ST" segment: N1 ST Customer Name ABCDEFGH 6

10 13) If the map for the outbound EDI Sales Tracing (867) contains a "RETURN.76" segment, then the program will send a quantity qualifier of "76" (Returns) in the "QTY" segment if the line item was for an item return (quantity shipped is less than zero). All other line items will have a quantity qualifier of "32" (Quantity Sold). The "RETURN.76" line should be added to the end of the map for the change to take effect for the specified vendor. 14) An option has been added to include a line item level "DTM" segment (Date/Time Reference) in the outbound EDI Sales Tracing (867) if the segment is included in the map. 15) An option has been added to include a header level "REF" segment (Reference Identification) in the outbound EDI Sales Tracing (867) if the segment is included in the map. 16) If an identification code of "21" is included as the 3rd element of the "N1 ST" segment in the EDI map for the outbound EDI Sales Tracing (867), the programs which generate the document Tracing will automatically send the HIN# (Health Industry Number) from the specified customer's Customer Maintenance (CM) record. The outbound EDI Sales Tracing map for the trading partner contains the following segment: N1 1 1 ST 21 ^^ The customer has HIN# set up in Customer Maintenance as their HIN#. When the EDI Sales Tracing file is created, the following ID# will be included in the "N1 ST" segment: N1 ST Customer Name ) An option has been added to allow the user to set up an EDI trading partner for an outbound EDI Order Status Report (870). 7

11 EDI Rebate Contract Processing (ERCP) This is a new program to process inbound EDI Rebate Contracts (845) from vendors. EDI Rebate Contract Maintenance (ERCM) This is a new program to allow the user to maintain the information that was obtained from the inbound EDI Rebate Contract (845) files which have been processed. EDI Rebate Contract Listing (ERCPL) This is a new program to print a listing of the information obtained from the EDI Rebate Contract (845) files which have been processed. EDI Rebate Contract Update (ERCU) This is a new program to update the information obtained from the inbound EDI Rebate Contracts (845) which have been processed to the Turns Rebate System. 8

12 Outbound EDI Purchase Orders (850) 1) A column will be printed on the P/O Status Report to indicate whether the purchase order was sent via EDI. 2) Add the ability to report the "DTM" segment (Date/Time Reference) at the line item level. 3) Add the ability to report the "REF" segment (Reference Identification) at the header level. 4) Add the option to P/O Entry (QE) to generate the outbound EDI Purchase Orders (850) for the specified vendor. Previously, outbound EDI P/O's were only generated by the P/O Register (QR). With the new option, if an EDI P/O has already generated from P/O Entry, then an EDI P/O will not be regenerated when the purchase order is processed by the P/O Register. Outbound EDI Sales Tracing (867) 1) If a "+" is included as the 4th element of the "N1 ST" segment in the EDI map, the program which generates the outbound EDI Sales Tracing will concatenate the Turns customer number and ship-to number from the sales order and send the resulting number in the EDI data as the identification code. The outbound EDI Sales Tracing map for the trading partner contains the following segment: N1 1 1 ST 91 + ^ An order is processed for customer , ship-to# ABCDEFGH. When the EDI Sales Tracing file is created, the following ID# will be included in the "N1 ST" segment: N1 ST Customer Name ABCDEFGH 9

13 2) If the map for the outbound EDI Sales Tracing contains an "SPC" segment, then the program will strip the specified characters from the data in the outbound EDI Sales Tracing file generated by Turns. The vendor name is set up in Turns as "***ABC MEDICAL SUPPLY^". The following line is added to the outbound EDI Invoice map for the vendor: SPC *^ When the outbound EDI Sales Tracing file is generated, the vendor name would be sent as "ABC MEDICAL SUPPLY". 3) If an identification code of "21" is included as the 3rd element of the "N1 ST" segment in the EDI map, the programs which generate the outbound EDI Sales Tracing will automatically send the HIN# (Health Industry Number) from the specified customer's Customer Maintenance (CM) record. The outbound EDI Sales Tracing map for the trading partner contains the following segment: N1 1 1 ST 21 ^^ The customer has HIN# set up in Customer Maintenance as their HIN#. When the EDI Sales Tracing file is created, the following ID# will be included in the "N1 ST" segment: N1 ST Customer Name Create 867 from History (RB867) 1) An option has been added to enter a (R)ange of items. NOTE: The option to enter a list of items was already included in the program. 2) An option has been added to move the outbound EDI Sales Tracing file generated by the program to the "OUTBOUND DIRECTORY" specified for the trading partner in EDI Trading Partner Maintenance (EDITPM). 10

14 Outbound EDI Advance Ship Notice (856) The outbound EDI Advance Ship Notice (856) is available to be licensed. The initial advance ship notice will be automatically generated when an inbound EDI Purchase Order (850) is processed. An updated advance ship notice will later be generated when the Turns sales order is confirmed in Shipping Confirmation (OC). Outbound EDI Order Status Report (870) The outbound EDI Order Status Report (870) is available to be licensed. The order status reports are generated by Turns as follows. * An order status report is automatically generated with an "IN" status (Order In Progress) when the inbound EDI Purchase Order (850) is processed by Turns. * An updated order status report is automatically generated with an "EX" status (Entire Order Rescheduled) if the "DATE WANTED" is changed on the order. * An updated order status report is automatically generated with a "DE" status (Deleted Order) if the order is cancelled. * If the order has not been cancelled or shipped, an updated order status report is automatically generated with an "AP" status (Allocated To Production), if it has been 48 hours since the "date ordered". * An updated order status report is automatically generated with a "CC" status (Shipment Complete) when the order is confirmed in Shipping Confirmation (OC). 11

15 New System Setup (ZSU) Flags In the EDI P/O Module: 1. ENTER PREFIX FOR P/O'S TO SKIP... XX Enter the prefix that you will use on purchase orders to designate that they should NOT be sent via EDI. This prefix may only be a maximum of 2 characters. NOTE: The 1 character prefix "R" is reserved by Turns and may not be entered. This option only applies to Turns purchase orders which are entered for vendors that are set up in EDI Trading Partner Maintenance (EDITPM) to receive outbound EDI Purchase Orders (850). If the option is left blank, the Turns default prefix, "SP", will be used by the programs that generate the outbound EDI Purchase Orders to designate that the P/O should not be sent to the vendor via EDI. In the Order Entry Module: 100. SPLIT ORDERS BASED ON WAREHOUSE ZONES... P SPLIT EDI 850'S? N NOTE: EDI transaction sets that are generated from the original order [Invoices, Confirmations, Acknowledgments, etc], will have multiple copies [one copy for each Turns sales order] sent to the Trading Partner, although they originated from a single EDI transaction from the Trading Partner. (Y) Split EDI Orders into multiple orders based on the first warehouse that an item is in [if it is not in the Customer/Ship-To s default warehouse] and its location zone within the warehouse (N) Do not split EDI Order in multiple sales orders 12