understanding edi transactions with trading partner … · send and receive documents via tpcx ......

Activant Prophet 21

Understanding EDI Transactions with Trading Partner Connect

This class is designed for…

Anyone responsible for TPCx Transactions

Objectives

Send and receive documents via TPCxPurge old documentsReview Import ReportsUnderstand Invoice ImportsManual ExportsDocument Tracking and Status ReportsApply troubleshooting techniques to solve problems

This course will NOT cover…

Prophet 21 training (i.e. how to invoice, how to create a purchase order)Flat file imports

EDI TPCx System Setup

Customize EDI settings to better fit your business’ needs

Electronic Data InterchangeApprovalsImports/Exports

System Setup Module

Select “System Setup”

System Settings

Select “System Settings”

System Settings Window

Click the “+” to open the folder

Accessing EDI Window

Click “Electronic Data Interchange”

Electronic Data Interchange

EDI settings will display in this panel

Accessing Approvals Window

Click “Approvals”

Approvals Window

Change Setting Here

Customer Setup

Determines the EDI documents being exchanged for a specific customerAllows setup of the customer’s EDI ID

Customer Setup

Select “Accounts Receivable”

Customer Setup

Select “Customer Maintenance”

Customer Setup

Select “Customer ID”

Customer Setup

Select EDI tab

Customer EDI Window

Enter Trading Partner EDI ID.

Customer EDI Window

Set to “TPCx” NOT EDI

Vendor Setup

Determines the EDI documents being exchanged for a specific vendorAllows setup of vendor’s EDI ID

Vendor Setup

Select “Accounts Payable”

Vendor Setup

Select “Vendor Maintenance”

Vendor Setup

Enter “Vendor ID”

Vendor EDI Window

Select EDI Tab

Vendor EDI Window

Enter Trading Partner EDI ID

Vendor EDI Window

Set to “TPCx” NOT EDI

Vendor EDI Window – 810 Receive

Check here to import without a PO number

Scheduled Import Service Manager

Import documents into your systemRun all imports in the system

Not just EDI!


Continuous - once started, the system will continuously look for files to import.Manual - start the import service manager when ready to import documents

Will only import files when initiated


Select “Imports/Exports”


Select “Scheduled Import Service Manager”


Click “Start” to begin imports


Click “Stop” to end import polling

Edit Suspended Records

Edit any failed imports for corrections and resubmission


Select “Edit Suspended Records”

Edit Suspended Records Window

Check for “EDI import” value. If found, right-click and select

“Apply Query”

Apply Query Results Window

Correct any errors

Review Failed Import Section for error details

Apply Query Results Window

Right-click and select “Import Immediately”

Purge Suspense Records : Imports/Exports Module


Purge Import Suspense

Select “Purge Import Suspense”

Purge Suspense Records Window

Select EDI Import

Purge Suspense Records Window

Right-click and select Apply Query

Purge Suspense Results Window

Click any document(s) to purge

Reviewing Import Reports

Reviewing Approved Orders ReportReviewing Order Acknowledgments ReportReviewing Invoice Report

Open Orders Report

Review orders that have been imported into the system

Can be run in different ways

Open Orders Report

Select “Open Orders”

Open Orders Report Window

1. Enter Customer ID

2. Enter Date range

3. Select a status

4. File > Print Preview

855 Import Report

Used to view the 855 sent to you by your trading partnerMultiple fields received on the 855 will display within the 855 report

Only the line item “Expected Date” field and the price of the Purchase Order are updated within Prophet 21

855 Import Report

Select “Purchasing”

855 EDI Transaction Report

Select “855 & 870 EDI Transaction Report”

855 Report Window

1. Enter a Vendor ID

2. Select the line item status

3. Select the import date range

4. File > Print Preview

810 Import Report

Used to review all invoices that have been imported into the systemIncludes invoices for received items Includes items that have not been received

810 Import Report


Vendor Invoice Report (810)

Select Report > “Vendor Invoice”

The Vendor Invoice report will only show invoices that have been imported into

Prophet 21 utilizing TPCx/EDI.

Vendor Invoice Report Window

1. Enter a Vendor ID

2. Enter date range

3. Check “Open”4. Check “Ready To

Vouch”5. File > Print Preview

Convert Vendor Invoice to Voucher

Display only imported invoices that the inventory for the corresponding POs have been receivedInventory that has been received but is not linked to a vendor invoice will display in the “Convert PO to voucher” window.


Select “Convert Vendor Invoice To Voucher”


Enter “Vendor ID”


Invoice Summary

PO Numbers


Select the invoice to vouch Click OK


If required, make changes

Convert PO to Voucher

Use this feature to review any POs that have been received but have no vendor invoice.

NOTE: EDI imported invoices will not show within the Convert PO to Voucher feature.

Frequently Asked Questions

What happens if an invoice is received that has a different quantity than my PO?

PO has a qty of 10PO was received with a qty of 10Invoice was received with a qty of 5RESULT: Qty of 5 will appear in Convert Vendor

Invoice to Voucher and 5 will appear in Convert PO to Voucher.


Do I need to do anything differently with GL or does everything process the same as if I manually entered the invoice?

ANSWER: Everything posts the same.


I have entered a PO number in Convert Vendor Invoice to Voucher but my invoice is not showing, why?

ANSWER: The most common reason is because the items sent on the invoice have not been received thus are not available to convert to a voucher.

Excluding a PO from Exports

Select “Purchase Order”

Purchase Order Window

Uncheck to exclude PO from EDI export

Manual Exports

Available for multiple documents within Prophet 21

InvoicesPurchase ordersDetailed acknowledgmentsAdvanced ship notices

Manually Exporting a PO

Select “Imports/Exports”.

Purchase Order Export

Purchasing Purchase Order”Select “Export

Manual PO Export Window

1. Enter PO # to export.2. Select EDI Export.3. Select TPCx Document Definition.4. Click Save to Export PO.

Manually Exporting an Invoice


Manually Exporting an Invoice

Select “Accounts Receivable Invoice”.

Manual Invoice Export Window

1. Enter Invoice # to export.2. Select EDI Export.3. Select TPCx Document Definition.4. Click Save to Export Invoice.

Manually Exporting an 855

Often utilized if orders were imported as unapprovedLike the PO export, only one 855 can be exported at a time


Select “Export Order Processing Sales Order Acknowledgement”.


1. Enter Order # to export.2. Select EDI Export.3. Select TPCx Document Definition.4. Click Save to Export 855.

Using Document Tracking and Status Reports

Utilities within TPCx.comAllow you to track and resubmit documents exchanged with your trading partners

Logging In …

Access the TPCx website: www.tpcx.comUse your login and password

Supplied to you by your Implementation Consultant

Accessing Document Tracking

Click “Document Tracking”

Document Tracking Search

Select Mailbox for Search


All Documents - performs search of all documents exchanged with a specific trading partnerInbox – reviews any files you have received from your trading partnerOutbox - reviews any information that you have sent to a specified trading partnerDocument - reviews the specified incoming documents in a plain form formatErrorbox - reviews documents that have errors within your mailbox


Select a Trading Partner.

Select a Transaction Type.


Enter a Document # (i.e. PO #, invoice #). -optional


Click the Search button.

Document Tracking Search Results

Click link to view webform layout.

Viewing Documents

Resubmitting a Document

Click Resubmit checkbox.

Click Resubmit.

Accessing Reporting

Click “Reporting”.

Accessing Reporting

Click “Document Status Report”.

Document Reporting Window

Highlight Trading Partners and Transactions on the left.

Use arrow buttons to move them to the ‘Selected’ area, on the right.


Highlight transaction type and use arrow buttons to move them to the

‘Selected’ area, on the right.


1. Enter a date range for the report.

2. Select a Status from drop-down.

3. Click Search.

Status

Accepted – document was received and accepted by the trading partnerAccepted with Errors – document was received and accepted by trading partner but included errorsDelivered - processed through the network but have not received 997sError - files that have been moved into the error boxRejected - received 997s, the trading partner rejected the document

Document Reporting Results

Status results

Troubleshooting: Common Reasons for Import Failures

Invalid Item ID (810, 850)Common Causes:

An item was not rationalized when the PO (850S) was sent so the invoice (810R) does not pass the item ID validationThe item sent does not match any item in Prophet 21

Invalid Line Number (810)

Common Reasons for Import Failures

Invalid Line Number (810)Line number was not sent on the import documentThe line number and part number combination does not match in Prophet 21 (e.g. unrecognized item and out of sequence line numbers)

Common Reasons for Import Failures

Invalid PO # (810)The PO # sent on the invoices does not match any PO # within Prophet 21.

Invalid Unit of Measure (810, 850)If you do not utilize the same UOM as your trading partner (i.e. you use EA for each and they utilize PC for piece).

Customer/Ship-to ID Mismatch

Summary

Send and receive documents via TPCxPurge old documentsReview Import ReportsUnderstand Invoice ImportsManual ExportsDocument Tracking and Status ReportsApply troubleshooting techniques to solve problems

For More Information…

Prophet 21 Help FilesVisit Activant on the web: www.activant.com

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