EDI PROCESSING

GENERAL DESCRIPTION:

VSS has developed a series of programs for the processing of EDI documents.

This involves a "phantom program" that runs in the background on your computer sending/receiving data at specified times.

The data that you send out is:

Purchase orders

Acknowledgements of incoming vouchers that you receive from the vendors

The data that you receive is:

Vendor vouchers/invoices

Vendors' acknowledgements of the purchase orders that you have sent to them

SCHEDULING:

In order to reduce transaction costs you will typically send/receive data two or three times per day. Additionally, a purchase order may be marked as "urgent" which will cause an additional send/receive transaction to be processed immediately in addition to the regularly scheduled ones.

SETUP SCREENS:

In order to begin using EDI you must enter some initial data giving your own EDI trading partner information. Additionally, for each vendor or customer that you are going to exchange data with you must set up a screen providing their EDI trading partner information.

Branch setup screen:

BRANCH#: 1

INTERCHANGE QUALIFIER: ZZ

INTERCHANGE ID: 8009422496

INTERNAL EMAIL? Y/N: Y

SEND TIMES: 08:00 M,T,W,TH,F

16:00 M,T,W,TH,F

EMAIL ACKNOWLEDGEMENTS: Y/N/P=PROBLEMS ONLY

SEND EMAIL TO: BEVE

EMAIL WHEN VOUCHERS RECEIVED: GPADAM

UPDATE V=VOUCHER,T=TEMP VOUCHER: T

Vendor setup screen:

VENDOR#: 1000

INTERCHANGE QUALIFIER: 01

INTERCHANGE ID: 1234568999

DEFAULT FOB: PP

USERS WHO SHOULD RECEIVE EMAIL WHEN ACKNOWLEDGEMENT RECEIVED FROM THIS VENDOR: BEVE,GPADAM,NRBUG

SENDING PURCHASE ORDER TRANSACTIONS:

At the end of purchase order entry (assuming that the vendor has been setup as an "edi vendor") the EDI screen is displayed asking the user if he wants to convert this PO to an EDI transaction. This screen also offers the option of sending this as an "urgent" edi in which case it will be sent immediately.

Additionally a P.O. can be sent (or re-sent) from the IQ/2 screen.

TIME STAMP UPDATING:

The time stamp file is updated for the purchase order showing that this transaction as been sent for EDI processing. Once the data exchange actually takes place, the time stamp is further updated showing that the EDI transaction actually went out.

ACKNOWLEDGEMENT FROM THE TRADING PARTNER ACKNOWLEDGING THAT THEY RECEIVED YOUR P.O.

Once this acknowledgement is received:

The time-stamp file is updated

The in-house emails are sent informing people of these acknowledgements

If an acknowledgement is NOT received within 24 hours of sending it then an email is sent alerting of the problem. The time-stamp file is updated showing "no acknowledgement" as of this date.

RECEIVING VENDOR INVOICES/VOUCHERS:

Vendor invoices/vouchers are received and processed immediately. They may then be put either into the VOUCHER fie or the TEMP-VOUCHER file.

At this time an email is sent to specified people telling them that a batch of VOUCHERS has now been received and should be reviewed.

YOUR ACKNOWLEDGEMENT OF RECEIVING THE VENDORS VOUCHERS

The required EDI acknowledgement is automatically sent out confirming to the vendor that your computer has received their invoices.