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Resend An Invoice Through EDI

Distributor steps for resending failed EDI invoices in Encompass (810, 856, 894, PayLink, Fintech, iControl) by changing EDI Status and rerunning the outbound task. Needs EDI permission and v21.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 21.01

Pre-Conditions

  • Required permission - EDI

Steps

The following steps outline how to identify and resend invoices:
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1. Locate the Failed Invoices:

  • Access the Failed Exchange Task:
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    • Navigate to the exchange tasks table.
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    • Locate the failed exchange task.
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  • Access the Invoice Audit:
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    • Within the failed exchange task, find and select the "Invoice Audit" sub-table.
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    • Click "View" for the Invoice Audit.
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    • Ensure all records are displayed by selecting "Show All" at the bottom of the page.
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  • Copy Invoice IDs:
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    • Utilize the dashboard calculator feature.
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    • Select the "Invoice ID" column.
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    • Use the calculator's "Copy Values" function to copy the list of failed invoice IDs.
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  • Find Invoices in Invoice Dashboard:
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    • Navigate to the invoice dashboard.
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    • Locate the "Invoice ID" column.
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    • Paste the copied invoice IDs into the Invoice ID column filter.
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    • Ensure all records are displayed by selecting "Show All" at the bottom of the page.
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2. Edit EDI Status:

  • Edit EDI Status Column:
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    • Click on the "EDI Status" column header.
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    • Select the "Edit Column" option.
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  • Change First Invoice Status:
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    • For the first invoice in the displayed list, change the "EDI Status" to whatever status is needed to resend the exchange task. for more details on all the statuses, please see the fields and definitions below.
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  • Fill Down EDI Status:
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    • Click on the "EDI Status" column header again.
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    • Select the "Fill Down" option. This will apply the "Resend Payment Request" status to all the identified invoices.
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  • Save Changes:
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    • Click the "Save" button to apply the changes.
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3. Initiate New Exchange Task:

  • Option 1: Wait for Scheduled Task:
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    • Allow the scheduled task "Generate_Outbound_EDI_PaymentRequest" to run at its next scheduled time. This task will automatically pick up the invoices with the "Resend Payment Request" status.
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  • Option 2: Manually Execute Task:
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    • Manually execute the "Generate_Outbound_EDI_PaymentRequest" task to immediately create a new exchange task for Fintech. This will expedite the resending process.

Fields And Definitions

Resend EDI Statuses

  • Resend Pre-Delivery Notice: 894
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  • Resend ASN: 856
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  • Resend Post-Delivery: 810 Post-Delivery Invoice
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  • Resend Payment Request: PayLink 810, Fintech, iControl
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  • ACH Push Pay: NACHA (legacy PayLink), EFT
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Scheduled Tasks That Transmit The Files

  • Generate_Outbound_EDI_PaymentRequest: PayLink 810, Fintech, iControl, other 810 Payment Requests
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  • Generate_Outbound_EDI_Invoices: 810 Post-Delivery Invoice, 856 (ASN), 894
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  • Generate_Outbound_NACHA: NACHA (legacy PayLink), EFT

Best Practices

  • Ensure you have the necessary permissions to edit invoice EDI statuses and initiate exchange tasks.
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  • If you encounter any difficulties during these steps, contact support for further assistance.
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  • Verify the amount of invoices listed in the exchange task audit, to the amount of invoices pasted into the invoice dashboard to ensure all invoices are being edited.
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  • If you choose to manually run the task, ensure that no other processes will be negatively impacted by running this task out of its scheduled time.

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