Minimum Version Required: 26.01
Pre-Conditions
The trading partner must already have an active EDI connection setup configured within the system.
The user must have the appropriate EDI access permissions to view and interact with the Exchange Tasks table.
An active Exchange Task must exist in a "Warning" or "Error" status related to an inbound or outbound X12 file.
Steps
Navigate to the Exchange Tasks table and filter for tasks that are currently under a status of "Warning" or "Error".
Search for the specific Exchange Task that failed and click the magnifying glass icon (View Details) to open the task.
Review the memo on the Exchange Task to confirm the specific segment generating the PER Segment Rule P0304 Violation.
Click the Interrogate File button to open the file interrogator tool.
Using your mouse, hover over the segments within the file to see element-level details and locate where the malformed segment delimiters or incorrect positioning arrays are occurring.
Open the designated Exchange Map to compare the element segment in the file to what is expected, identifying if a paired required element is missing from the transaction loop due to upstream sender mapping logic.
Make the necessary data corrections in your Encompass system to satisfy the conditional relationship required by the protocol.
Manually update the EDI Status on the associated document (e.g., Invoice) to the appropriate resend status (such as "Resend Post-Delivery") and save your changes to re-queue the file for transmission.
If the issue persists after attempting to resolve the data format violation, please contact Encompass Support for further assistance. You must gather and provide the following specific information to support for efficient troubleshooting:
Exact error messages or codes encountered.
Screenshots or video recordings of the issue.
Log files (specifically the Exchange Task ID and the associated X12 text file).
The exact steps taken by the customer that led to the issue.
The date and time the issue was first observed and any recurrence.
Any changes made to the system before the issue appeared.
Fields And Definitions
PER Segment Rule P0304 Violation: An EDI X12 protocol rule violation where a required element conditional relationship is not satisfied, meaning one of the paired required elements is missing from the transaction loop.
X12 File: A commonly used file type of traded files consisting of a segmented format accompanied with a corresponding map.
Exchange Task: A background process that passes through configurations to synchronize data between trading partners, assigned a unique Exchange Task ID.
Exchange Map: A developed blueprint mapping out each element of a file as it is to be sequenced.
EDI Status: A field which will show the last type of EDI sent on the invoice and can be manually changed to resend EDI files.
Best Practices
Regularly monitor the EDI Warnings and Errors widget located in the Exchange Tasks by Type tab, as it serves as your first line of defense in combating EDI-related transaction issues.
Always ensure that accurate and consistent data is entered into core system records (such as Customer profiles and AR Accounts) prior to transmitting files, as missing data points are a leading cause of segment composition errors.
When troubleshooting mapping or segment issues, actively utilize the Interrogate File tool in conjunction with the Exchange Map to visually confirm where required data points are dropping from the loop.