Electronic Data Interchange (EDI)

In this article
Product Information
Release Notes

Purchase invoice

EDI vendors can send a purchase invoice for one or multiple purchase orders.
An EDI purchase invoice can be received and processed for D365 purchase orders not sent to the vendor via EDI. The following subsections will describe how to view and process the invoice for purchase orders.

Based on document settings, the EDI purchase invoice can either:

  • Create a pending purchase order invoice where the match status fails
  • Post the purchase order invoice if match status passes, or
  • Submit pending purchase order invoice to workflow

Viewing the Staging table records will also be discussed.
The processed EDI purchase invoice record(s) can be viewed for a purchase order, by selecting the History button on the EDI tab on the Action Pane of the Purchase order page.

Prerequisites

The following setup is prerequisites for the purchase invoice:

  1. Create Charges code to map the vendor’s values to D365 Charges codes.
  2. Create Payment terms type group to map the vendor’s values to D365 Payment terms.
  3. Create Misc charge/allowance indicator to map the vendor’s values to EDI Indicator.
  4. Create Misc method of handling to map the vendor’s values to EDI Method of handling.
  5. Create Template for the document.
  6. Create Setting profile for the document.
  7. Create Validation profile for the document.
  8. If the vendor trading partner doesn’t exist, create the new trading partner.
  9. Assign the applicable Charges code, Payment terms type group, Misc charge/allowance indicator and Misc method of handling to the vendor trading partner.
  10. Add and enable the purchase invoice document to the Vendor trading partner and select the applicable:
    • Template
    • Setting profile
    • Validation profile
    • Search mask

Processing

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 > Vendor documents > Purchase invoice
  3. Staging to target - The staging record/s is processed to target. If the invoice is succefully processed a target D365 Purchase order invoice (pending, posted or submitted to workflow) will be created for the purchase order(s).

Create document

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Header checks for Purchase invoice

Header checks are performed when:

  1. Importing Purchase invoice file
  2. Processing from import to staging
  3. Processing from staging to target

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Step 1 - Import

When a purchase invoice file is imported, the file name is key to identifying the vendor 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 invoice 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 Vendor/Document type. This will be used to identify the whereabouts of data within the file

Possible issues and fixes

Import to staging errors for Purchase invoice can be viewed in:

  • EDI > Files > Inbound files filtered to Status set to Error
  • EDI > Document maintenance, tab Vendor 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 the D365 purchase order invoice won’t be created.

Possible issues and fixes

Staging to target errors for Purchase invoice can be viewed in:

  • EDI > Documents > Vendor documents > Purchase invoice filtered to Staging to target tatus set to Error
  • EDI > Document maintenance, tab Vendor documents, tile Purchase invoice errors
  • EDI > Document maintenance, tab Vendor documents, Documents page, tab Invoice

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 method to fix are discussed in below table.
Example errors and possible fixes are discussed in FAQ

Staging line validation - Purchase invoice

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Rule Id Details Error
PO number Find the D365 PO number to which the invoice belongs Error at Staging table.
No pending D365 invoice created
PO line number Find the D365 purchase order line number to which the invoice line belongs Error at Staging table.
No D365 invoice created
No Valid Item No valid item based on the different options available Error at Staging table.
No D365 invoice created

Validation

Validation profiles can be specified and linked to the template along with a rule error tolerance which is used to determine how D365 will react. Options are:

  • Info - An infolog is displayed with information only, it is not identified as a warning
  • Warning - An infolog is displayed with a warning. It is possible to carry on processing
  • Error - An infolog is displayed with an error. It is not possible to carry on processing until the error has been corrected. EDI Status = Error

The following table describes each validation option for the Purchase invoice document. It also describes if the validation rule is not met, but only has an info or warning error tolerance, how D365 will react.

Rule Id Details Info/Warning tolerance updates
Invoice account Where the invoice account received is different to the invoice account on the purchase order Create invoice against Trading partner’s vendor account and not the PO’s invoice account

View staging table records

To view the Purchase invoice staging records, go to EDI > Documents > Vendor documents > Purchase invoice. Use this page to review staging and manually process EDI Purchase invoice documents.

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 purchase order invoice
• Canceled – The record has been manually canceled and will be excluded from processing.
Trading partner account Vendor account assigned to the staging record.
Trading partner GLN The Vendor’s global location number is shown here.
Invoice Vendor’s invoice id for the Purchase invoice record.
EDI document purpose Document purpose of the document, for example Original
Document date Vendor’s document date for the Purchase invoice record
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 Purchase invoice’s Action Pane, tab Purchase invoice.

Button Description
Process purchase invoice Create Purchase invoice Target for the selected record in the staging table.
Process all purchase invoices Create Purchase invoice Target 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.
All purchase order If the EDI Purchase invoice has been completed it is possible to inquire on all the linked Purchase order/s the Purchase invoice was created for.
Vendor Inquire on the Vendor for the selected record.
Invoice If the staging record has been successfully processed and Purchase invoice posted it is possible to inquire on the purchase invoice.
Pending invoice If the staging record has been successfully processed and Pending Purchase invoice created; it is possible to inquire on the pending purchase invoice.
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 Purchase invoice’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.

xCBL standard has the option of sending miscellaneous charges/ allowance as either one of the following:

  • Misc. amount
  • Misc. quantity
  • Misc. percentage
Field Description D365 Target
Identification FastTab    
Identification    
EDI number EDI Staging table record id History page on D365 PO
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 purchase order invoice.
• 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    
Invoice Vendor’s invoice id for the Purchase invoice record. Invoice> Invoice number
Document date Purchase invoice’s document date Invoice > Document date
Invoice type Determines if the EDI document is an invoice or credit adjustment note. EDI amounts for credit adjustment note will be positive in EDI and will be converted to negative amounts in target credit adjustment note  
EDI document purpose The EDI document purpose is shown here. Currently only original invoice supported. This field is just for information.  
Status    
Group control number Group control number for outbound document. To be used to match inbound functional acknowledgement, where applicable.  
Sent Indicates if outbound functional acknowledgement has been sent to the trading partner for the inbound document.  
General FastTab    
Purchase invoice    
Invoice Vendor’s purchase invoice id Invoice > Invoice number
Invoice reference Contains external references to the Invoice that are important to the processing and use of the Invoice. Invoice > Document number
Header note Contains any free form text pertinent to the entire invoice or to the Invoice document itself  
Tax point date In xCBL standard. In most cases, if a business is invoice accounting for VAT, the tax point is the same date as the VAT invoice, and if a business is cash accounting for VAT, the tax point is the date when the money is received. There are exceptions though, for example if a business supplies goods more than 14 days before it issues a VAT invoice for those goods, the tax point is the day the goods were supplied.  
Details    
Vendor account Vendor account for the staging record  
Vendor name Vendor name  
Trading partner GLN The vendor’s global location number is shown here.  
Company GLN The company’s global location number is shown here.  
Buyer group The Purchase Order’s Buyer group is shown here.  
Buyer name Buyer name  
Buyer email Buyer email  
Buyer phone Buyer phone  
Company phone Company phone  
Company name Company name  
Tax registration number Company tax registration number  
Vendor invoicing    
Vendor name Vendor name  
Vendor primary street number Vendor primary address - street number  
Vendor primary street Vendor primary address - street  
Vendor primary city Vendor primary address - city  
Vendor primary county Vendor primary address - county  
Vendor primary state Vendor primary address - state  
Vendor primary ZIP/postal code Vendor primary address - ZIP/postal code  
Vendor primary country/region Vendor primary address – country/region  
Customer invoicing    
Bill to Our account number as loaded on Vendor’s Invoice account  
Name Bill to - Name  
Name or description Bill to - Invoice address name  
Street number Bill to - Street number  
Street Bill to - Street  
City Bill to - City  
County Bill to - County  
State Bill to - State  
ZIP/postal code Bill to - ZIP/postal code  
Country/region Bill to - Country/region  
Version    
Created date and time The date and time the selected record was created in the staging table.  
Delivery    
Delivery name Ship to - Name  
Our account number (Ship to) Our account number as loaded on Vendor’s Order account  
Store code Ship to - Store code  
Street number Ship to - Street number  
Street Ship to - Street  
City Ship to - City  
County Ship to - County  
State Ship to - State  
ZIP/postal code Ship to - ZIP/postal code  
Country/region Ship to - Country/region  
Attention information Attention information  
Miscellaneous    
Misc indicator Code which indicates an allowance or charge for the service specified. Mapped value setup in Misc charge/allowance indicator.
Mandatory if Misc amount, Misc quantity or Misc percent populated.
If the indicator indicates it is an Allowance the EDI values provided will be made negative since all EDI values would be positive.		 Invoice > Affects sign of Invoice charges value
EDI charges code Code identifying the service, promotion, allowance, or charge. Mapped value setup in Charges code. Charges code, if Charges document setting As per EDI document is set to Yes
Misc quantity Specifies the allowance or charge where the calculation is based on quantity Charges Value = sum (Invoice quantity for all invoice lines) * Misc quantity
Misc percent Specifies the allowance or charge based on a percentage. Charges value = Invoice subtotal amount * Misc percent / 100
Misc method of handling Specifies how the allowance or charge will be settled. If Add to invoice is set to Yes: the charge will be added to the invoice
Misc treatment Additional information on misc. pricing. In xCBL specifies if the basis of the line item-level Allowance or Charge amounts are net or gross  
Misc description Describes the allowance or charge using references or free text.  
Totals Amounts dependent on document setting ‘Prices include sales tax’  
Subtotal amount Subtotal of all purchase order lines  
Misc amount Purchase order header Misc charge/allowance amount Invoice > Charges Value
Misc tax amount Tax amount for the Misc charge or allowance  
Tax amount Total Tax amount Invoice > Sales tax
Round-off Round-off  
Total amount Total amount Invoice > Invoice amount
Payment    
Currency Purchase invoice currency Converted to PO currency
Target currency Target currency of the rate of exchange. This is the currency from which the monetary value is to be converted to.  
Reference currency Holds the reference currency of the rate of exchange. This is the currency from which the monetary value is to be converted from.  
Exchange rate Holds the value that the reference currency is to be multiplied by to convert it to the target currency.
If Invoice currency doesn’t equal to PO currency this will be used to convert to PO currency if document setting ‘Use vendor exchange rate’ = Yes		 Invoice’s exchange rate if document setting Use vendor exchange rate is set to Yes
Exchange rate date Date of above exchange rate  
Terms code Payment terms. Mapped value setup in Payment terms type group.  
Terms net days Payment terms net due days  
Invoice due date Date invoice is due for payment. Only applicable to xCBL. Terms net days used for X12 and EDIFACT If document setting Due date is set to Vendor due date, used for Invoice’s due date
Cash discount Settlement discount percentage  
Days Settlement days  
Discount amount Settlement discount amount if paid within settlement days  
Payment status Code specifying the actual status of a payment, xCBL examples: PaidInFull, PartPaid, NotPaid. For information only  
Payment reference Reference number assigned to a payment If Invoice reference is blank, use Payment reference as Document number
Prepaid amount Total prepaid amount for the invoice  
Total amount payable Total amount to be paid for the invoice  

Line fields

The following EDI Line fields are available on the lines page.
* Price dependent on document setting **Prices include sales tax.

Field Description D365 target
Line number The line within the EDI table/file. Refers to original purchase order EDI line number and used in matching. Used to find matching PO line
Purchase order Purchase order number for the staging record Used to find matching PO line
PO version number The version of the purchase order number  
Purchase order date The purchase order date from the PO that is being invoiced is shown here  
Vendor reference Vendor’s order reference  
Item number The item identifier as sent by the trading partner Used to find matching PO line in conjunction with document setting ‘Item id source’
Description Purchase order line text  
Purchase quantity Ordered quantity  
Shipped quantity Shipped quantity. If the Shipped quantity is higher or equal to the Invoice quantity, the ‘Product receipt quantity to match’ will be set to Invoice quantity  
Invoice quantity Invoice quantity for this invoice Invoice line > Invoice quantity
Converted to PO’s unit
Unit Unit of measure for purchase, shipped and invoice quantity Converted to PO’s unit
Price unit The quantity of the product that is covered by the purchase price. Usually 1 Converted to PO’s price unit for matching
Price multiplier Value to be used to obtain a new value. NetUnitPrice/UnitPrice. Example price before discount $100 and after discount $90 has a price multiplier of 0.9  
Includes GST Unit prices and unit discounts includes GST  
Unit Price *** Unit price for the item Invoice line > Unit price
Converted based on PO unit and price unit
Unit discount *** The amount of the line discount per price unit Invoice line > Discount
Unit discount percentage Discount percentage Invoice line > Discount percentage
Net unit price *** Unit price net of all discounts  
Misc charges Miscellaneous charge/allowance allocated to purchase order line  
Line discount Total discount amount for the purchase order line  
Line amount excluding tax Net line amount excluding tax Invoice line > Amount
Line amount tax Line amount tax  
Line amount including tax Net line amount including tax  
Tax type Identification of the type tax. Example GST, VAT  
Tax rate Rate of tax  
Currency Currency  
Inners quantity Unit conversion quantity of inners to outers.
Example qty 12 ea (inner) per box (outer)		  
Inners unit Inners unit of measure as setup on item’s pack size  
Pack quantity Package quantity  
Pack unit Package unit of measure  
Configuration Product dimension - Configuration  
Color Product dimension - Colour  
Size Product dimension - Size  
Style Product dimension - Style  
Version Product dimension - Version  
Site Storage dimension - Site  
Requested receipt date The requested receipt date  
Ship date Date the goods were shipped  
Consignment note number Consignment note identification for the delivery  
Packing slip / Delivery note Packing slip/Delivery note number Used for Total product receipt matching. If three-way matching is on Pending invoice will be created if packing slip doesn’t match
Bill of lading ID Bill of lading number  
Shipping carrier Shipping carrier  
EDI carrier mode Code specifying the method or type of transportation for the shipment  
Carrier qualifier Code designating the system/method of code structure used for shipping carrier  
Requester Requester  
Attention information Attention information  
Delivery name Address for Delivery – Delivery name  
Street number Ship to - Street number  
Street Ship to - Street  
City Ship to - City  
County Ship to - County  
State Ship to - State  
ZIP/postal code Ship to - ZIP/postal code  
Country/region Ship to - Country/region  
Store code Ship to - Store code  
Delivery terms Delivery terms  
Delivery mode Delivery mode  
Item note Contains any free form text pertinent to the invoice line