Electronic Data Interchange (EDI)

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Product Information
Release Notes

Sales invoice

EDI customers may require a Sales invoice for a sales order.

Note: Sales invoices can also be sent for a sales order not created via EDI.

The following subsections will describe how to view, process and send Sales invoices to applicable Customer Trading partners.
Viewing the Staging table records will also be discussed.
The created sales invoice record(s) can be viewed for a sales order, by selecting the History button on the EDI tab on the Action Pane of the Sales order page.

Prerequisites

The following setup is prerequisites for the sales invoice

  1. Create Template for the document.
  2. Create Setting profile for the document.
  3. Create Outbound filenames for the document.
  4. If the customer trading partner doesn’t exist, create the new trading partner.
    If the invoice account differs to the customer account, setup the Invoice account as EDI trading partner for the Sales invoice document.
  5. Add and enable the sales invoice to the Customer trading partner and select the applicable:
    • Template
    • Setting profile
    • File name setup

Processing

Post sales invoice

When the document Sales invoice is enabled for the EDI customer, the post sales invoice page field Send to EDI will be set to Yes. The Sales invoice Document setting profile provides the option to exclude credits notes from creating a sales invoice staging record by setting Don’t send credit note to Yes.

View staging table records

To view the Sales invoice staging records, go to EDI > Documents > Customer documents > Sales invoice. Use this page to review staging and process EDI Sales invoice documents to an Outbound file.

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 Legal entity of the document.
Company GLN The company’s global location number is shown here.
Template Id Template id allocated to the record. This will be used when creating the outbound file.
Staging to target status The current status of the staging record. Options include:
• Not Started – The staging record has been created but no outbound file has yet been generated.
• Error – The staging record has been processed, but no outbound file has been created. There are errors with the staging record that needs to be reviewed.
• Completed – The staging record has been succesfully processed and added to the outbound file queue. • 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.
Tax invoice Tax invoice number
Customer requisition Sales order’s Customer requisition
Customer reference Sales order’s Customer reference
Created Date and Time The date and time the selected record was created in the staging table.
Received Indicates if the Functional acknowledgement inbound has been received from the trading partner for the outbound document record.

Buttons

The following buttons are available on the Sales invoice Action Pane, tab Sales invoice export.

Button Description
Create selected files Creates the outbound file for selected records where Staging to target status is set to Not started.
Create files Creates the outbound file for all records where Staging to target status is set to Not started.
Outbound files View the outbound file record created by the selected staging record.
Trading partner View the trading partner details in the Trading partners page.
Invoice journal View the tax invoice for the staging record.
Show log If there are logs created within the Process to outbound step it is possible to review them at any time using this button. Shows only the current version.
Reset Status You can reset the 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
Reset template Reset the template used to create the outbound file.
Only enabled where the Staging to target status is set to Not started.
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 Sales invoice’s Action Pane, tab Acknowledgement. The Acknowledgement tab is available on all outgoing documents staging pages and enables the user to view the Functional acknowledgement inbound that has been received and processed for the outbound document.

Button Description
Acknowledgement Use this button to view the Functional acknowledgement inbound record received and processed for the outbound document.

Header fields

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

Field Description Source D365 field
Identification FastTab    
Identification    
EDI number EDI Staging table record id EDI parameters > Number sequences > EDI number
Company Legal entity of the document  
Company GLN The company’s global location number is shown here Sales order > EDI > Company GLN
Template Id The EDI template that will be used to create the outbound file Trading partner > Template assigned to document type
Staging to target status The current status of the staging record. Options include:
• Not Started – The staging record has been created but no outbound file has yet been generated.
• Error – The staging record has been processed, but no outbound file has been created. There are errors with the staging record that needs to be reviewed.
• Completed – The staging record has been succesfully processed and added to the outbound file queue.
• 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
Customer reference Customers purchase order number to be populated in the Customer reference field of the sales order header Sales Order > General > Customer reference
Details    
Delivery terms Customer delivery terms Sales Order > Delivery > Delivery terms
Terms of payment Terms of payment Sales Order > Price and discount > Payment
Description Terms of payment (Description) Sales Order > Price and discount > Payment (Description)
Carrier Carrier assigned to the packing slip Consignments > Carrier
Bill of lading ID Sales invoice’s Bill of lading Sales invoice > Bill of lading
Customer GLN The Global location number for this customer Sales Order > EDI > Customer GLN
Buyer code Buyer code for the record Sales Order > EDI > Buyer code
Status    
Group control number Group control number for the outbound document. To be used to match inbound functional acknowledgement, where applicable.  
Received Indicates if the Functional acknowledgement inbound has been received from the trading partner for the outbound document record.  
General FastTab    
Delivery address    
Delivery name Address for delivery Sales Order > Delivery Address Information
City Delivery address - City  
Country/region Delivery address - Country/region  
ISO Delivery address - Country/region ISO  
County Delivery address - County  
District Delivery address - District  
Post box Delivery address - Post box  
State Delivery address - State  
Street Delivery address - Street  
Street number Delivery address - Street number  
ZIP/postal code Delivery address - Zip/postal code  
Building complement Delivery address - Building complement  
Store code Delivery address - Store code  
Warehouse Address for warehouse Sales Order > Warehouse Information
State Warehouse address - State  
Street Warehouse address - Street  
Street number Warehouse address - Street number  
ZIP/postal code Warehouse address - ZIP/postal code  
Building complement Warehouse address - Building complement  
City Warehouse address - City  
Country/region Warehouse address - Country/region  
ISO Warehouse address - Country/region ISO  
County Warehouse address - County  
District Warehouse address - District  
Post box Warehouse address - Post box  
Invoice Invoice details  
Invoice D365 Invoice number Invoice > Invoice Number
Invoice account D365 Invoice account Invoice > Invoice account
Buyer code Buyer code for the record Sales Order > EDI > Buyer code
Name Tax invoice account name Invoice > Invoice Account Name
Invoice contact name Invoice account’s primary contact name Customer > Contact information
Invoice phone number Invoice account’s primary contact phone Customer > Contact information
Tax exempt number Invoice account’s tax exempt number Invoice > Invoice Account’s VATNum
Our account number Our account number in the customers system  
Date Invoice date Invoice journal > Date
Due Invoice Due Date Invoice journal > Due Date
Total charges Total charges from the invoice Invoice journal > Total charges
Invoice amount excluding tax Invoice amount excluding tax Invoice journal amount > Price excl. tax
Invoice tax amount Invoice total tax amount Invoice journal amount > Sales tax
Invoice amount including tax Invoice amount including tax Invoice Journal Amount > Price incl. tax
Tax rate Calculated invoice tax rate Invoice tax amount / Invoice amount excluding tax *100
Discount percentage Invoice discount percentage  
Total discount Invoice total discount Invoice journal > Total discount
Line discount Invoice total line discount Invoice journal > Line discount
Invoice type Invoice type, for example invoice or credit note Mapped value on Document type Setting profiles for Invoice type
Invoice address Invoice address for customer Invoice journal > Invoice account > Address information
Building complement Invoice address - Building complement  
City Invoice address - City  
Country/region Invoice address - Country/region  
ISO Invoice address - ISO  
County Invoice address - County  
District Invoice address - District  
Post box Invoice address - Post box  
State Invoice address - State  
Street Invoice address - Street  
Street number Invoice address - Street number  
ZIP/postal code Invoice address - ZIP/postal code  
Company    
Company name Company name  
Company address Address for company Invoice journal > Company > Address information
Street number Company address - Street number  
Building complement Company address - Building complement  
City Company address - City  
Country/region Company address - Country/region  
County Company address - County  
District Company address - District  
Post box Company address - Post box  
State Company address - State  
Street Company address - Street  
ZIP/postal code Company address - ZIP/postal code  
Reserved Ten Reserved fields available. These fields are populated from the same Customer purchase order Reserved fields.  

Line fields

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

Field Description Source D365 field
Line number The line within the D365 Invoice. Where the invoice is for multiple sales orders, this field would contain the line number per sales order, for example 1, 2, 1, 2. Invoice journal line > Line number
Line number document The sequential D365 Invoice line number. Where the invoice is for multiple sales orders, this field would contain sequential line number, for example 1, 2, 3, 4
Ensure Assign sequential line number when posting customer invoice lines in Accounts receivable parameters (Tab ‘Updates’, FastTab ‘Optimize batch and posting processing’) is set to Yes.		 Invoice journal line > Line creation sequence number
Line number (LineNumText) The line number from the original Customer purchase order. 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 D365 item id Invoice journal line > Item Number
Product name Product’s name Sales line > Product name
Text Product’s text Sales line > Text
Lot ID Lot Id / InventTransId for the invoice line Inventory transaction > InventTransId
Bar code The GTIN or barcode Sales line > EDI > EDI item number
External item number The external item number Sales line > General > External
SKU SKU from the Customer purchase order staging line Sales line > EDI > SKU
Unit price Discouned unit price for the item Sales line > Unit price (discounted)
Sales unit price Unit price before discounts for the item Sales line > Unit Price
Unit discount Unit discount for the item Sales line > Unit discount
Unit discount percent Unit discount percentage for the item Sales line > Unit discount percent
Unit tax rate Tax unit rate included for the order line Tax unit rate for the Tax & Item tax groups
Sales tax amount Tax line amount included for the order line Tax amount for the Tax & Item tax groups
Unit Price incl. tax Discounted unit price including tax Sales line > Unit price incl. tax (discounted)
Sales unit price include tax Unit price before discounts including tax Sales Line > Unit Price incl. tax
Unit Unit of measure Sales line > Unit
Quantity Invoice quantity Invoice journal line > Quantity
Ordered quantity Sales order line’s quantity Sales line > Quantity
Backorder quantity Ordered quantity minus Invoiced quantity  
Line amount excluding tax Line amount excluding tax Sales line amount > Line amount excl. tax
Line amount including tax Line amount including tax Invoice journal line > Line amount incl. tax
Delivery name   Sales line > Delivery Address Information
Store code Store code for the sales line Sales line > Store code
Customer reference Customers purchase order number as per Customer reference field in the sales order line  
Customer requisition Customers purchase order number as per Customer requisition field of the sales order line  
Purchase order date The purchase order date from the EDI order is shown here Sales order > Original order date
Delivery note Delivery note for the Sales invoice is shown here. If invoice processed with Update set to Delivery note and only for one Delivery note.  
Document date Document date for the Delivery note  
Consignment note number Delivery note’s Consignment note number  
Sales order Sales order number for the invoice  
Configuration Product dimension - Configuration Sales line > Product dimension
Colour Product dimension - Colour Sales line > Product dimension
Size Product dimension - Size Sales line > Product dimension
Style Product dimension - Style Sales line > Product dimension
Version Product dimension - Version Sales line > Product dimension
Customer account Sales order’s customer account Sales header > Customer account
Customer contact name Sales order’s customer contact Sales header > Contact
Customer phone number Sales order’s telephone Sales header > Telephone
Building complement Delivery address from sales line Sales line > Delivery address
Street number Delivery address from sales line Sales line > Delivery address
Street Delivery address from sales line Sales line > Delivery address
County Delivery address from sales line Sales line > Delivery address
District Delivery address from sales line Sales line > Delivery address
City Delivery address from sales line Sales line > Delivery address
State Delivery address from sales line Sales line > Delivery address
Post box Delivery address from sales line Sales line > Delivery address
ZIP/postal code Delivery address from sales line Sales line > Delivery address
Store code Delivery address from sales line Sales line > Delivery address
Country/region Delivery address from sales line Sales line > Delivery address
ISO Delivery address from sales line Sales line > Delivery address
Sales responsible Sales responsible for the sales order Sales header > Sales responsible
Sales taker Sales taker for the sales order Sales header > Sales taker