SI EDI

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Revision as of 20:14, 14 August 2013

Info

parent: 0004242

Business Need

Immediate business need is to respond to Arden's request to start sending most invoices through EDI.

This would cover:

all MOTs and
all Jaguar offices

Exceptions:

EDI for all invoices except the ones for Maintenance, Web Portal and Administration fees.

Arden has a new partner company to support this: data2logistics.

Arden discontinued similar EDI with previous EDI partner Trendset permanently about 1 month ago.

Phases

~~Arden agreed to staged approach. We can first convert invoices just for one MOT and or Jag office. And later turn on others.~~

Sorry, above is not true anymore. First release should cover all MOTs, all Jag offices.

Technical Requirements from data2solutions

data2solutions that will accept all EDI messages for Arden communicated these requirements:

post files on their ftp site (credentials TBD)
use Protocol 210 - see #See Also sec
Items Required list - see below

a. Ultimate Consignee must be captured for International Shipments
b. Invoice Number
c. Bill of Lading number
d. LOAD NUMBER (required for inbound only)
e. Shipper Acct # (only required for small package carriers)
f. Shipper info including address (city, state, zip and county code)
g. Consignee Info including address (city, state, zip and county code)
h. Port of Entry (only required air / ocean int. shipments)
i. Port of Departure (only required air / ocean int. shipments)
j. Delivery Date
k. Ship Date
l. Invoice Date
m. Total # of pieces
n. Total Weight
o. Billed Weight
p. Mileage
q. Movement Type (Mode and any expedited options)
r. Container Size (20, 40, 40HC, LCL) (only required air / ocean int. shipments)
s. Terms / Incoterms
t. Carrier Name
u. Pro#
v. Freight Cost
w. Accessorial costs

Misc:

ISA Qualifier: *ZZ*
ISA Receiver ID: ELARUS
GS Receiver ID: ELARUS

Systems Analysis and Solution

Test Messages

Create and send several test EDI files to data2logistics.

Write by hand some examples first and email to vendor. Later produce examples as they are generated by CT2 code.

Send through e-mail first and later again post to FTP defined by vendor.

Samples should be of recent 2013 invoices.

Provide one for each mode: air, ocean, trucking.

Architecture

Since many Jaguar client companies would start/stop sending invoices through various EDI providers it would be nice to create generic solution to accommodate that.

Per discussion with Kostya, Misha, Alex solution should satisfy principles below.

create set of java interfaces that will cover different future scenarios:
- different message protocols (XML, EDI, etc)
- different transport protocols (FTP, etc)
- different Bill To Company requirements

configuration/parameters:
- should not be kept in DB
- should be managed through both
  - UI based admin
  - XML format or plain text format (Java properties file as an option) stored on the server

In database:

some related parameters are kept in Invoice table
add another table to keep:
- inv#
- status ()
- EDI vendor (correct?)

Parameters

How to store them - see #Architecture.

Parameters in general

Number of parameters needs to be defined for each possible case of EDI integration for the purpose of sending sales invoices electronically.

Each case is defined by the following:

typical case is when one company that Jaguar is invoicing have contracted only one vendor for these types of transmissions
more complex case is when several companies are contracted
each case is also defined by:
- list of Bill To parties (Invoice parameter)
- possibly list of MOTs supported
- possibly other parameters

Other parameters:

Case id. Values = {1,2,3,....}
Vendor. Values = {data2logistics, ... }
Content Protocol. Values = {XML, EDI, ...}
Transport.
- protocol. Values = {FTP, ...}
- connection credentials for inbound / outbound

List of parameters for data2logistics

List of Bill To values (these define what invoices are to be sent to given EDI vendor)
Inbound folder credentials (address, login, pwd)
Outbound folder credentials (address, login, pwd)
Transmission schedule (for example: transmit M,T,W,Th,F at 8pm EST)
Transmission switch (on/off options)
Email notifications list

Discovering and sending invoices

Java process will wake up accordingly to defined in #Parameters schedule (for example once a day) and:
- a) discover what invoices are subject to transmission to given EDI vendor
- b) send to required destination using required protocol

a and b above using #Parameters

two types of invoices will be sent:
- all newly generated invoices since last transmission
- all failed invoices

Status Updates

Rejected invoices will be handled automatically via the 997 (or the ‘functional acknowledgment’) that will be placed in the outbound folder of the FTP for Jaguar to retrieve

System will update status attribute of invoice in DB accordingly

Invoice reporting

Add to "Search Invoices" report the below.

Filters:

EDI Vendor (name of the company that receives given invoice through EDI)
EDI status (accepted vs rejected)
date invoice was transmitted
date EDI status was received

Output fields:

EDI status (accepted vs rejected)
date invoice was transmitted
date EDI status was received

Logging

TBD

Email Notifications

When at least one invoice is rejected group of users defined in #Parameters should be notified through e-mail.

SOWs

SOW 1 Create test message

mantis: 4249

spec: #Test Messages

SOW 2 Create Architecture

mantis: 4251

spec: #Architecture

SOW 3 Defining and editing all parameters

mantis: 0004262

spec: see #Parameters

SOW 4 Translating invoice info into 210 EDI format

mantis: 4257

spec: see #Technical Requirements from data2solutions

SOW 5 Discovering and sending invoices

mantis: 4258

spec: #Discovering and sending invoices

SOW 6 Receiving Status updates

mantis: 4259

spec: #Status Updates

SOW 7 Invoice reporting through Search Inv Report

mantis: 4260

spec: #Invoice reporting

SOW 8 Logging and Email Notifications

mantis: 4261

spec: #Logging and #Email Notifications

SOW 9

mantis:

spec:

SOW 10