Setting up a new EDI customer; EDI Setup Screen; B2B Customer Codes

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When setting up a new EDI customer, how do we effectively use these codes, what do they mean, etc.?  The screen shot is my default.
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Pam Schulz

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Setup Customer B2B Ship Codes

This is a tough window to really put a clear name on.  The name could be EDI Import/Export Date and Address Code Definition.  That is really what this window is for and how it is used.  I will use a generic GP/Process Logic user and a generic trading partner.  Call the GP user “My GP Company” and the trading partner will be “GOLDPARTNER”. 

In GP you have your Customer ID, say your internal GP customer name for this trading partner is ‘Customer1’.  They contact you and let you know that they want to start using EDI documents to send in Purchase Orders to you. 

The other EDI information will not be covered here to keep the entry size manageable.  So assuming you have the other EDI information setup such as the Trading Partner ID and the other EDI settings and now you wonder what to do with these Ship Codes.

These ‘Codes’ are identifiers that will be inside of the Purchase Order (850) when the Trading Partner sends it to you.  This window deals with the various date and address information that a Trading Partner can/will send to you.  An example of this information might be the Ship To Address, Bill To Address, and Requested Ship Date for the order. 

In the Purchase Order (850, which is just a text file) the trading partner will identify a set of this information that needs to be used when creating the Sales Transaction Entry document.  During the implementation phase, SPS will provide you with ‘test documents’ for the trading partner.  These ‘codes’ will be in those test documents and can be used to setup the values. 

Here is a pretty easy way to find out what those ‘values’ are.  In most cases, the ‘address’ codes are the same for all trading partners and consistent on the 850 documents, ST/BT/SF.

Open up one of the test Purchase Orders, you can use NotePad or any other text editor or if you are on the FTP site (CuteFTP) you can right click on the document and select ‘View’ to see the contents.  This will show you a list of lines that all contain the same values at the start of them and then have specific information after that common part.  Below is an example of what the files will looks like with the ‘common’ part highlighted in yellow. 

After this ‘common’ part is a set of two (2) letters that tell EDI what type of information is on this line.  Some examples from this sample are: HO – Header information; DH – Date information; HA – Header address; LI – Line item information (item they are ordering).  The important ones for this discussion are the DH (highlighted in teal) and HA records (highlighted in pink). 

The DH lines call out different dates that the trading partner will send to you.  In this case there is just one date specified but there could be many dates.  What makes each line unique is the ‘code’ that comes right after the DH identifier.  In this case it is 006.  So 006 is a ‘Ship Code’ for a date.  During implementation, SPS will tell you that 006 is supposed to be the Requested Ship Date.  So on your B2B Ship codes window you would put the 006 value next to the field that says ‘Requested Ship Date’.  So on your example/screen shot, you have 010 as the Requested Ship Date code.  So if a Purchase Order comes in for that customer and it has a DH record with code 010 on it, that date will be used as the requested ship date when the Sales Transaction Entry document is created.  Also on your example there are the other ‘codes’ listed like 002/003/037.  If the trading partner sends in a purchase order and indicates those codes, Process Logic will map the date on the line to the date type on the setup window.  I.E. if a DH record comes in with a 037 code, that will be mapped to the Do Not Ship Before date on the Sales Transaction.  The trading partner does not have to send these in, dates will default for the Sales Transaction if they don’t send them in, but they can be specified.

The HA lines are the various address values that the trading partner wants you to use when creating the Sales Transaction document.  In most cases, the Ship To address has the code ST, the Bill To address code is BT, and the Ship From code is SF.  The store code is normally the one that can vary. 

So with your example, you have Ship To set to ‘ST’, which means that if the documents listed above were processed into a Sales Transaction document, the ‘Ship To’ address on that document would be the address with the ID ‘PRIMARY’.  If no address code is specified then the physical address listed after PRIMARY would be used. 

The key to getting these set right if there are issues is to contact SPS, let them know a specific purchase order that had a problem, such as the Ship To address is coming in wrong or the Requested Ship Date is not correct, and the document can be pulled up and the ‘codes’ in that document can be compared against what you have setup on this window.

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