Electronic Data Interchange (EDI)

In this article
Product Information
Release Notes

Customer purchase order

Prerequisites

The following setup is prerequisites for the customer purchase order

  1. If required to put sales orders on hold till the purchase order confirmation has been received, assign the applicable hold code to POC pending hold code in EDI parameters.
  2. Create Purchase order types to map the customer’s values to EDI purchase order types.
  3. Create Order purpose groups to map the customer’s values to EDI order purpose groups.
  4. Create Template for the document.
  5. Create Setting profile for the document.
  6. Create Validation profile for the document.
  7. If the customer trading partner doesn’t exist, create the new trading partner.
  8. Assign the Purchase order type and Order purpose group to the customer trading partner.
  9. Add and enable the customer purchase order document to the Customer trading partner and select the applicable:
    • Template
    • Setting profile
    • Validation profile
    • Search mask

Target D365 transactions

The following Customer EDI order types and Order purposes are supported by each Customer inbound document:

Document type Order type Order purpose
Customer purchase order Order Original
Confirmation
Cancellation
Customer purchase order Agreement Original
Customer purchase order Release order Original
Customer purchase order change Order Change
Cancellation

Inbound files have the following three steps:

  1. Import - Imported file can be viewed in EDI > Files > Inbound files
  2. Import to staging - Imported file is processed to staging record/s. The staging record/s can be viewed at EDI > Documents > Customer documents > Customer purchase order
  3. Staging to target - The staging record/s is processed to target. Based on the Order type, the target will be either a:
    • Sales order (Accounts receivable > Orders > All sales orders)
    • Sales agreement (Accounts receivable > Orders > Sales agreements

Create document

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Header checks for Customer purchase order

Header checks are performed when:

  1. Importing Customer purchase order file
  2. Processing from import to staging
  3. Processing from staging to target.

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Step 1 - Import

When a purchase order file is imported, the file name is key to identifying the customer and therefore the document template. See Trading partners for further details. It is based on this document template that the data within the file is identified and a record created in the EDI staging table in the next step.

Note: The file mask is used to identify the trading partner and therefore template

Step 2 - Import to staging - Inbound file validation

When the purchase order file is retrieved and imported, there are various validations that are completed before the staging record is created in the EDI staging table. If the processing of Import to staging errors, the Inbound file’s Status will be set to Error and no staging record created.

Rule Id Details
Check Template Identify a template for the Customer/Document type. This will be used to identify the whereabouts of data within the file

Possible issues and fixes

Import to staging errors for Customer purchase orders can be viewed in:

  • EDI > Files > Inbound files filtered to Status set to Error
  • EDI > Document maintenance, tab Customer documents, tile File import errors

At this step the issues are usually around the file not matching the template.

  • Does the file have the correct template assigned (General tab, field Template):
    • No: Use Reset template to assign a different template. If this should apply to future documents for the Trading partner, also update in Trading partners.
    • Yes: Review Log and fix the applicable template in EDI > Setup > Document types. Examples issues are date format, new field.

Example error for file not matching template: ‘Segment ‘<xml’ not found in EDI template mapping’

Step 3 - Staging to target

If the processing of Staging to target errors, the staging record’s Staging to target status will be set to Error and no D365 target created i.e. sales order, sales agreement or release order is created.
If setting profile Skip error lines are set to Yes, the lines that can’t be created as sales lines (example item is stopped for sales, or item can’t be found) will be skipped and only sales lines created for the non error lines.

Staging header validation - Sales order

There are various Order types that can be processed via the purchase order document. These order types can be specified in Trading partners Options and will change the way the record is processed.

Note: Expectation is the customer sends price inclusive of discounts.

Rule Id Details
Check Order type Check the EDI order type field on the staging record, which indicates whether the record should create a sales order, sales agreement (blanket order) or release order.
Duplicate PO number Check the customer purchase order rules to validate the purchase order is valid. If document setting Duplicate tolerance doesn’t allow duplicates. If duplicates are allowed, a new D365 Sales order will be created with the same Customer requisition.

Staging line validation - Sales order

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Rule Id Details
No Valid Item No valid item based on the different options available

Sales order header checks

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Rule Id Details
Deadline date A check of this date against the standard rules is required. (i.e. Dates are not historical)

Staging line validation - Release order

An EDI sales order and release order will usually be separated per Distribution Centre (DC) with a breakdown per store. If it is received per DC, one sales order will be created with each sales order line having a ‘store code’ which is used to identify the final delivery destination.

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Settings

Settings profiles can be specified and linked to the template which is used to determine how D365 will react. Options are:

Setting Details
Create release order without blanket order The action taken when a release order is received without a D365 blanket order

Sales order line checks

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Rule Id Details
Unit of measurement It should first check that this unit of measurement actually exists, a second check should be the measurement on the inventory table module for sales. If the Customer has a UOM mapping assigned, this will also be used to map their value to D365 value.
Unit price The unit price should be checked using the standard D365 pricing rules. If the prices are slightly different it should check both the Maximum positive and negative tolerance and Use customer price flag on document’s setting before giving an error/warning. Example:
Item X trade agreement price 10.25
Item Y trade agreement price 8.88
Customer has a min and max tolerance setting of 0.05
Customer does not have their trade agreements entered including tax
Customer sends their EDI orders including tax
The setting use customer pricing is given
Item X EDI file price (before converting) 11.26 (after conversion) 10.24
Item Y EDI file price (before converting) 9.70 (after conversion) 8.82
Template setting against this field is warning.
A warning is only given for Item Y because it is outside of the tolerance.
Check multiple The quantity should be devisable by the multiple specified on the customer multiple table, if there isn’t one then it check the sales multiple on the item table.

Possible issues and fixes

Staging to target errors for Customer purchase order can be viewed in:

  • EDI > Documents > Customer documents > Customer purchase order filtered to Staging to target tatus set to Error
  • EDI > Document maintenance, tab Customer documents, tile Purchase order errors
  • EDI > Document maintenance, tab Customer documents, Documents page, tab PO

At this step the issues are usually around mapping/business logic issues.
Review the Log or Version log for the applicable record to find the issue.
Example errors and possible fixes are discussed in FAQ.

View staging table records

To view the Customer purchase order’s staging records, go to EDI > Documents > Customer documents > Customer purchase order. Use this page to review staging and process EDI Customer purchase order documents and convert into D365 Sales order, Sales agreement or Release order.

List page

The following EDI fields are available on the list page.

Field Description
EDI number EDI Staging table record id. Select EDI number or the Details button on the Action Pane, to view the details for the selected record. The number sequence is determined by EDI number on the EDI parameters.
Company account Legal entity of the document.
Company GLN The company’s global location number is shown here.
Staging to target status The current status of the staging record. Options include:
• Not Started – The staging record has been successfully processed from the inbound file to the staging table but not processed to target.
• Error – The staging record has been processed from the staging table but no target has yet been created/updated. There are errors with the staging record that needs to be reviewed.
• Completed – The staging record has been succesfully processed and created a D365 Sales order, Sales agreement or Release order. • Canceled – The record has been manually canceled and will be excluded from processing.
Trading partner account Customer account assigned to the staging record.
Trading partner GLN The Customer’s global location number is shown here.
Customer Requisition Customer’s purchase order number to be populated in the Customer requisition field of the D365 Sales order header.
Purchase order date The purchase order date from the EDI record is shown here.
EDI order type The EDI order type is shown here.
EDI order purpose The EDI order purpose is shown here. Receiving an Order purpose Change will error the staging record, since these should be sent as Customer purchase order change document. Only Original, Confirmation and Cancellation order purposes are allowed for Customer purchase order document.
Store code The store code from the EDI record is shown here.
Store zone The store zone from the EDI record is shown here.
Created Date and Time The date and time the selected record was created in the staging table.
Sent Indicates if the Functional acknowledgement outbound has been sent to the trading partner for the inbound document record.

Buttons

The following buttons are available on the Customer purchase order Action Pane, tab Purchase order import.

Button Description
Process selected purchase orders Create D365 Sales order, Sales agreement or Release order for the selected record in the staging table.
Process all purchase order Create all D365 Sales order, Sales agreement or Release order for the staging records that have a Staging to target status set to Not started.
Inbound files View the inbound file record the selected staging record.
Trading partner View the trading partner details in the Trading partners page.
Sales Order If the staging record has been completed it is possible to inquire on the Sales order or Release order it created from this button.
Sales agreement If the EDI blanket order staging record has been completed it is possible to inquire on the Sales agreement it created from this button.
Customers Inquire on the Customer for the selected record.
Show log If there are Errors within the document, it is possible to review them at any time using this button. Shows only the current version.
Version log View all log versions. When a document’s status is reset and reprocessed, a new log version is created. Can view all log versions.
Reset Status You can reset the Staging to target status to Not started. This can be used to reprocess the selected record/s. Documents can only be processed if Staging to target status is set to Not started.
Edit reset status recurrence If the underlying issue was resolved after all the reset attempts have been completed the user can use this button to edit the recurrence field/s. This will:
• Update Reset status profile to blank
• Update the Reset status date/time to next time reset will run
• Reset status attempts set to Zero and
• Recurrence text updated with changed recurrence details
Cancel Select Cancel to update the Staging to target status to Canceled. Button is enabled when the Staging to target status is not set to Completed.

The following buttons are available on the Customer purchase order’s Action Pane, tab Acknowledgement. The Acknowledgement tab is available on all incoming documents staging pages and enables the user to process or view the Functional acknowledgement outbound that has been created for the inbound document.

Button Description
Send to EDI If the Sent field for the staging record is set to No, use this button to create the Functional acknowledgement outbound record and also update the Sent field to Yes.
Reset flag If the Sent field for the staging record has been set to Yes, use this button to reset Sent to No.
Functional acknowledgement Use this button to view the Functional acknowledgement outbound record created for the inbound document.

Header fields

The following EDI Header staging fields are available on the header page.

Field Description Target D365 field
Identification    
EDI number EDI Staging table record id Sales order > EDI > Original EDI number
Company account Legal entity of the document  
Company GLN The company’s global location number is shown here. Sales order > EDI > Company GLN
If the Company GLN staging field is blank, the Company GLN on the Trading partner will be used to populate the Company GLN on the Sales order header.
Staging to target status The current status of the staging record. Options include:
• Not Started – The staging record has been successfully processed from the inbound file to the staging table but not processed to target.
• Error – The staging record has been processed from the staging table but no target has yet been created/updated. There are errors with the staging record that needs to be reviewed.
• Completed – The staging record has been succesfully processed and created a D365 Sales order, Sales agreement or Release order.
• Canceled – The record has been manually canceled and will be excluded from processing.		  
Reset status    
Reset status profile Reset status profile assigned to the file/document. This will default from EDI shared parameters or can be overridden on Trading partner’s incoming and outgoing documents. The profile can also be changed to another profile which will also reset the Reset status attempts to 0 and reset the Reset status date/time  
Reset status date/time Next date/time automatic reset status will run  
Reset status attempts Number of reset attempts already processed. The reset attempts will stop once this number reaches the End after as per assigned Reset status profile’s Recurrence  
Recurrence Recurrence text. Contains standard details of Recurrence, for example:
• Interval (recurrence pattern)
• How many times the period will run (End after)
• From date/time the recurrence will start		  
Overview    
Customer Requisition Customers purchase order number to be populated in the Customer requisition field of the sales order header. Sales order > General > Customer requisition
Purchase order date The purchase order date from the EDI record is shown here. Sales order > EDI > Original order date
EDI order type The EDI order type is shown here. Sales order > EDI > EDI order type
EDI order purpose The EDI order purpose is shown here. Receiving an Order purpose Change will error the staging record, since these should be sent as Customer purchase order change document. Only Original, Confirmation and Cancellation order purposes are allowed for Customer purchase order document.  
Store code The store code from the EDI record is shown here. Sales order > EDI > Store code.
And used to populate Sales order delivery address
Store zone The store zone from the EDI PO is shown here. Sales order > EDI > Store zone
General    
Customer Requisition Customers purchase order number to be populated in the Customer requisition field of the sales order header. Sales order > General > Customer requisition
Customer Reference Customers purchase order reference to be populated in the Customer Reference field of the sales order header. Sales order > General > Customer reference
Purchase order date The purchase order date from the EDI record is shown here. Sales order > EDI > Original order date
Currency The currency of the order Sales order > Price and discount > Currency
Company GLN The company’s global location number is shown here. Sales order > EDI > Company GLN
If the Company GLN staging field is blank, the Company GLN on the Trading partner will be used to populate the Company GLN on the Sales order header.
Customer GLN The Customer’s global location number is shown here. Sales order > EDI > Customer GLN
If the Trading partner GLN staging field is blank, the Trading partner GLN on the Trading partner will be used to populate the Customer GLN on the Sales order header.
Buyer code The customer’s buyer code from the EDI record is shown here.
Where Buyer code is blank in Customer purchase order header staging record, it will use the Buyer code from the Trading partner on the Sales order header, EDI section. And subsequently on all outbound customer documents		 Sales order > EDI > Buyer code
Retail buyer location The customer’s retail buyer location from the EDI record is shown here. Sales order > EDI > Retail buyer location code
Purpose code The customer’s purpose code from the EDI record is shown here. Sales order > EDI > Purpose code
Department The customer’s department from the EDI PO is shown here. Sales order > EDI > Department
Package characteristic code The code used to for the package contents. Sales order > EDI > Package characteristic code
Package label code The code used for the label. Sales order > EDI > Package label code
Advertisement date The advertisement date applicable for the order. Sales order > EDI > Advertisement date
Comments Header comments for the order. Sales order > EDI > Comments
Sales origin The customer’s sales origin from the EDI PO is shown here. Sales order > Sales origin
Template Id The EDI templates used to create the staging table record  
PO version number The PO version number from the EDI record. Sales order > EDI > Original version number
Delivery    
Delivery Name Address for Delivery Sales order > Delivery Address. If the store code wasn’t used to populate sales order address.
Store zone The store zone from the EDI record is shown here. Sales order > EDI > Store zone
Store code The store code from the EDI record is shown here. Sales order > EDI > Store code
Name or description
Street number
Street
City
Suburb
State
Postcode
Country/region		 Address for delivery Sales order > Delivery Address
Store code populate in staging record:
• Y – Determines Delivery address
• N – EDI delivery address
Requested ship date The requested ship date (delivery window) from the EDI record is shown here. Sales order > EDI > Requested ship date and
Sales order > Requested ship date: If staging blank will be populated by Transport days
Requested receipt date The requested receipt date (delivery window) from the EDI record is shown here. Sales order > EDI > Requested receipt date
Sales order > Requested receipt date
Delivery time The delivery time from the EDI record is shown here. Sales order > EDI > Delivery time
Reserved Ten Reserved fields available. These fields will populate the same reserved fields on all the outbound customer documents  

Line fields

The following EDI Line fields are available on the lines page.

Field Description Target D365 field
Line number The line within the EDI table/file. Supports integer values 1, 10 Sales line > EDI > General > Line number
Line number (LineNumText) The line within the EDI table/file. Use this field if the line number format requires field type String. Supports 001, 1, 10 Sales line > EDI > General > Line number (LineNumText)
Item number The item identifier as sent by the trading partner. Sales line > EDI > General > EDI Item number
When document type setting Item Id source is:
• Our item number or
• External item number
used to determine: Sales line > Item number
Bar code The item identifier as sent by the trading partner. When document type setting Item Id source is:
• GTIN or
• Barcode
used to determine: Sales line > Item number
SKU SKU for item  
Unit Price Customer unit price inclusive of discounts (net price) Sales line > Unit price
If document setting Use customer price is set to Yes
Customer sales quantity The customer order quantity for this line. Sales line > EDI > POA response > Customer > Quantity
Unit The customer unit of measure for this line.  
Line amount excluding tax The total line amount excluding tax. Sales line > Unit price
If document setting’s Use customer price is set to Yes AND
Staging Unit price is blank AND
document setting’s Prices include GST is set to No:
Sales line Unit price is calculated by Line amount excluding tax / Customer sales quantity
Line amount including tax The total line amount including tax (if provided else 0) Sales line > Unit price
If document setting’s Use customer price is set to Yes AND
Staging Unit price is blank AND
Document setting’s Prices include GST is set to Yes:
Sales line unit price is calculated by Line amount including tax / Customer sales quantity
Customer inners The customer’s inners per outer quantity Sales line > EDI > POA response > Customer > Inner
Customer pack The customer’s pack quantity Sales line > EDI > POA response > Customer > Pack
Configuration
Colour
Size
Style
Version		 Product dimension - Configuration
Product dimension - Colour
Product dimension - Size
Product dimension - Style
Product dimension - Version		 Sales line > Product dimension
If Item id Source <> Our item number and the External item number/ GTIN/Barcode is unique per variant, the customer doesn’t have to provide Variant details and EDI will find and populate the inventory dimensions on the sales line.
Where the product variant isn’t provided by Staging, GTIN, Barcode or External item number, the default product variant will default to the sales order line.
Site Storage dimension - Site Sales line > Site
If staging blank will be populated by Sales order Header. If the customer has no default to populate the Sales order Header, the default site/warehouse on the item’s sales order default order settings will be used.
Warehouse Storage dimension - Warehouse Sales line > Warehouse
If staging blank will be populated by Sales order Header. If the customer has no default to populate the Sales order Header, the default site/warehouse on the item’s sales order default order settings will be used.
Store code The store code from the EDI saging line is shown here. Sales line > EDI > Store code
EDI supports different store codes on line level
Delivery name Address for Delivery – Delivery name  
Requested ship date The requested ship date (delivery window) from the EDI line record is shown here. Sales line > Delivery > Requested ship date
If staging blank will be populated by Sales order Header
Requested receipt date The requested receipt date (delivery window) from the EDI line record is shown here. Sales line > Delivery > Requested receipt date
If staging blank will be populated by Sales order Header
Comments Line comments for the order line. Sales line > EDI > Comments
Item description Item description for the order line. Sales line > EDI > Item description
Created Added to staging lines to view which lines were not created as sales order lines with Skip order lines functionality