Minimum Version Required: 24.01
Steps
Electronic Data Interchange (EDI) is a standardized and automated way to exchange business documents, such as purchase orders and invoices, electronically. This guide will help you understand how EDI works and why it’s important for improving the efficiency and accuracy of your business communications and operations.
What is EDI and why it matters
Definition: EDI is the electronic exchange of business documents between companies in a standardized format, such as purchase orders or invoices.
Why It’s Important: EDI replaces paper-based processes and manual data entry with automated, real-time communication, leading to faster and more accurate transactions.
How EDI benefits your business
Efficiency & Speed: Transactions are processed automatically, reducing turnaround times and freeing up resources.
Cost Savings: EDI reduces the need for paper, printing, and storage, and minimizes costly errors caused by manual entry.
Enhanced Accuracy & Compliance: Automated data exchange helps ensure accuracy, reduces rework, and can aid in meeting compliance standards.
Inventory Management & Forecasting: Real-time data on orders and stock levels allows businesses to manage inventory more effectively, reducing out-of-stocks and overstocks, and helping to optimize inventory.
Fundamentals for EDI success
Sending and receiving EDI documents relies on the core configuration of your Encompass site. Accurate and consistent data lays the foundation for EDI success.
EDI-Related Product Management
Confirm product controls are set up as expected by running Comparison Invoice Pricing Report. Fields such as Carrier/Case/Unit UPC, Product Pricing, Supplier Product Num, and Package Dimensions are critical values for EDI success.
Product Authorizations: When Product record controls are not sufficient to meet the EDI requirements for a specific trading partner (supplier/retailer), applicable Product Authorization record(s) are required. Values such as UPC and Package Dimensions can be modified per Chain, via Product Authorizations.
Customer Setup
Customer Identifiers: In order for retailers to identify their individual retail locations, a Customer ID value must be sent/received in an EDI file. The most commonly used customer identifier value, aside from the Customer ID itself (Customer.CustomerID), is what Encompass calls Chain Store Number (set on the Customers Table). Retailers will often use the terms Store #, Site ID, or Retailer ID to signify this value.
Other customer identifiers include DUNS # (9-digit value assigned by Dun & Bradstreet) and Global Location Number (GLN, most commonly used by Walmart).
AR Configuration
AR Accounts are the primary means by which outbound EDI data (810, 856, 894, etc.) is filtered. By assigning an AR Account to an Exchange Configuration, you are instructing your site to only send invoices under this AR Account through the assigned Exchange Configuration.
Split Invoices: When a trading partner requires invoice data to be split, usually between alcohol and non-alcohol products (using differing Vendor Numbers), the creation of Split Invoice records is required.
Other important values that are transmitted via Split Invoicing are: Distributors Vendor DUNS (when the trading partner requires the Encompass customer to send a different DUNS # value than what is found at Locations.DUNS), Retailer Dept Number (most commonly required for Walmart and Target EDI transactions), and EDI Price Group Code (used in EDI pricing files).
Encompass suggests, whenever possible, to create Split Invoice records at the Chain level.
EDI Troubleshooting
Monitoring Exchange Tasks for Warnings is the most effective way to identify and fix issues with EDI transmissions. The warning will provide specific information in the memo to guide you on what to fix and where this might be found.
Common issues include missing data points (Chain Store Numbers, Chain Product Numbers, UPCs, etc.), Unavailable/Discontinued/OOS Products, and locked Load Sheets.
If an exchange task is in pending status and it has been over 1 hour since the file was created, please contact Encompass Support.
If an exchange task is in an error status, you can attempt to resend the invoices if it is an outbound file. If this does not work or the file is inbound, please contact Encompass Support.
Resending EDI
Steps:
1. Go to the Invoices table
2. Filter to invoices that need to be resent. You can filter by date range, chain, AR Account, etc. (Note: Check the Time Updated column to see all results)
3. Edit Column for EDI Status column
4. Change the status to the resend status for the document you need to resend and fill down
5. Save Changes
The corresponding Scheduled task will transmit the files:
Generate_Outbound_EDI_PaymentRequest: PayLink 810, Fintech, iControl, other 810 Payment Requests
Generate_Outbound_EDI_Invoices: 810 Post-Delivery Invoice, 856 (ASN), 894
Generate_Outbound_NACHA: NACHA (legacy PayLink), EFT
Resend EDI Statuses
Invoices can be resent by changing the EDI Status field on the Invoice to one of the following based on the type of file you need to resend. To see what type of file you are sending, you can view the functional type on the exchange configuration.
Note: If you need to resend all EDI for the invoice or are unsure of what status to set the invoice to, you can set the status to ‘Not Yet Transmitted’ to resend all EDI.
Resend Pre-Delivery Notice: 894
Resend ASN: 856
Resend Post-Delivery: 810 Post-Delivery Invoice
Resend Payment Request: PayLink 810, Fintech, iControl
ACH Push Pay: NACHA (legacy PayLink), EFT
Indirect EDI (ie: GXS, OrderBud, etc.)
Depending on the products that your business distributes, manufacturers, and/or bottles/packages, a third party EDI processor will be required. Below is a breakdown of cohort and EDI processor:
Anheuser-Busch: AB OrderBud (formerly BudEC)
Brewery: Direct w/ Trading Partner
Coca-Cola: OpenText CIS4
Craft Beer: Direct w/ Trading Partner
Dairy: Direct w/ Trading Partner
Distillery: Direct w/ Trading Partner
DPSG: Direct w/ Trading Partner
Food: Direct w/ Trading Partner
MolsonCoors: OpenText GXS (MillerUFF)
Pepsi: PBEX
Red Bull: Direct w/ Trading Partner
Soda: Direct w/ Trading Partner
Wine and Spirits: Direct w/ Trading Partner
Initiating a new EDI Setup
When a trading partner (supplier or retailer) has contacted your business, requesting an EDI implementation integration, follow these steps:
1. Navigate to your ‘Encompass Customer Pourtal’
2. Find the ‘Get Professional Services Help’ section (bottom right)
3. Click the ‘Create a new EDI Implementation service request’ link
4. Fill out and submit the EDI Implementation Project Request form
a. Submit a Zendesk ticket if you require any assistance filling out the form
5. When the form is submitted, an Encompass Task is created, where all implementation project updates and progress will be documented