Key Fields

There are multiple fields important to processing EDI transactions. They are listed below, categorized by function.

General Processing

· Customer EDI Flag This flag identifies whether EDI transactions can be received from and transmitted to a customer. This done for each customer on the Customer Address file (ARADDRP). Valid values are Y (yes) and N (no).

· Vendor EDI Flag This flag identifies whether EDI transactions can be received from and transmitted to a vendor. This done for each vendor on the Vendor Master file (APMASTP). Valid values are Y (yes) and N (no).

· Document Format Code This field establishes the print options for the following documents: purchase orders, sales order acknowledgments, bills of lading, and invoices. Format options are defined on Reference File category G61. Default values for order processing transactions are established on the Customer Master files (ARCUSTP and ARADDRP). Default values for purchasing transactions are set up on the Vendor Master file (APMASTP).

Purchase Order Processing

· Purchase Order Release Code The release code is displayed on the Vendor information screen (PO180S02). It identifies when purchase orders will be printed: I (immediately), E (end-of-day), or H (hold indefinitely). Valid purchase order release codes are defined on Reference File category 484.

· Purchase Order Print Flag Purchase orders can be printed asynchronously or in batch mode. The print flag identifies if part, all, or none of the purchase order should be printed. When adding an order, if the purchase order release flag is set to immediate and the print flag is anything other than N (do not print), a message is sent to the Purchasing Monitor to print the order asynchronously. For batch processing, the PO Pending Operations check displays the purchase order print job as pending when records are found in the logical file over PO180M1 that selects orders with print flag not equal to "N" and release flag not equal to hold.

Sales Order Processing

· Automatic EDI Hold Flag An EDI hold flag exists on Reference File category 402 as well as the Customer Master Address file (ARADDRP). This flag identifies whether all incoming EDI sales orders for a specific customer should be placed on EDI Order hold when created. The Automatic Order Release program (OP630E) determines whether to reserve inventory for EDI Order held orders based on the reserve inventory flag for the EDI Order hold code defined on Reference file category 402. Orders placed on EDI Order hold must be reviewed and released online using the Sales Order Maintenance program (OP100E).

· EDI Price Hold Code This hold code exists on Reference File category 402. If you set the EDI Customer Price Flag to H (hold) on the Customer Master Address file (ARADDRP), the system compares each customer-supplied price for each sales order line to the MAC-PAC price. If the prices differ, the system updates the sales order line with the MAC-PAC price and places the order on EDI Price hold. The Automatic Order Release program (OP630E) determines whether to reserve inventory for EDI Price held orders based on the reserve inventory flag for the EDI Price hold code defined on Reference file category 402. Orders placed on EDI Price hold must be reviewed and released online using the Sales Order Maintenance program (OP100E).

· Sales Order Print Flag This flag determines if sales orders will be printed. When set to Y (yes), the appropriate field on Reference file category 424 is updated to Y (yes) to initiate the batch report program. The result is that the batch function will appear as pending on the Order Processing Pending options menu. When pending operations are requested, the Order Processing Report Extract program is called to search the Sales Order Header file (OP100M1) and determine which order acknowledgments should be printed.

· Sales Order Reprint Flag This field is an option on the Daily Reports screen (OP310S06). It is maintained in Sales Order Maintenance on the Sales Order Recap screen and is used to update the sales order print flag on the Sales Order Header file (OP100M1). The reprint flag, which can be set to Y (yes, print the order), N (do not print the order), or E (generate an EDI transaction) is not displayed when the order is created. Instead, the print flag, which can be R (sales register), S (sales order and EDI), B (both), E (sales order and EDI), A (all), or N (nothing) is set to B. Once the sales order is printed, the print flag will be set to N or R. The reprint flag can be maintained to update the print flag on the Recap screen in Sales Order Maintenance.

For batch jobs, the Report Extract program (OP500E) is called to determine which orders should be processed for acknowledgment print. It selects orders that have a print flag of "S", "E", "B", or "A" and an acknowledgment release flag value of end-of-day or immediate (if the monitor was not turned on to process the orders asynchronously). The extract program updates the Sales Order Print files (OP500AP1 - 3) with each order selected and resets the print flag on OP100M1 to N (do not print) or R (register only). The Sales Order Acknowledgment Print program (OP520E) is then called to process the information from the print files.

Order Acknowledgment Processing

· Sales Order Acknowledgment Document Format Flag This flag determines the format in which sales order acknowledgments should be processed. Its value defaults from the Ship-to Customer record. There are different defaults for "parent" orders and "child" releases. The flag is maintained through Sales Order Maintenance (OP100E), and is stored on the Sales Order Header file (OP100M1). Valid values are defined on Reference File category G61.

· Sales Order Acknowledgment Release Code The acknowledgment release hold option on the Sales Order Header screen (which defaults from the Ship-to Customer record) prevents the order from being processed by the acknowledgment print program. The end-of-day option indicates that the acknowledgment will be printed in batch only; asynchronous processing will disregard the request. Valid sales order acknowledgment release codes are defined on Reference File category G62.

If the immediate option (asynchronous processing) is chosen and the reprint flag is "Y", the Picker Print Request File (OP505AP) is updated with a record for the order. The sales order information must then be retrieved directly from the Sales Order files (OP100M1-3). The print option on OP100M1 must be reset as necessary so the order is not processed again.

Shipping/Billing

· Bill of Lading Document Format Flag This flag determines the format in which bills of lading should be processed. Its value defaults from the Ship-to Customer record, is maintained through Sales Order Maintenance (OP100E), and is stored on the Sales Order Header file (OP100M1). Valid values are defined on Reference File category G61.

· Bill of Lading Release Code This field controls when BOLs will be generated. Its value defaults from the Ship-to Customer record. Valid bill of lading release codes are defined on Reference File category G63.

· Invoice Print Flag This flag is used by the Invoice Print program (OP540E) to determine which invoices to print. Its value defaults from the Bill-to Customer record, is stored on the Open Item Header file (AROPENP), and identifies that an invoice has been printed (Y), needs to be printed (N), or the EDI transaction needs to be formatted as well as printed (E). This field defaults to "N" upon creation of the invoice. Once an invoice is initially printed, the print program sets the print flag to "Y" or "E" (if the EDI transaction should have been formatted, but for some reason was not).

The asynchronous process prints the invoices as requests for immediate invoice print are found on the Open Item Print Request file (OP535AP). The print flag for each invoice printed asynchronously must be N (document not yet printed), E (EDI transaction not yet formatted), or B (EDI invoice not yet formatted and document not yet printed). In batch mode, invoices are printed for each print request found on the Open Item Header file (AROPENP) that has not yet been processed.

· Invoice Release Flag This flag is used by the Invoice Print program (OP540E) to determine when to print invoices. Its value defaults from the Bill-to Customer record and is maintained on the Header screen of the Shipping/Billing and the Postbilling conversations. The flag can have three values: I (print immediately), N (print during end-of-day processing), or H (hold indefinitely).