SI EDI
From UG
(→Fields) |
(→Fields) |
||
| Line 356: | Line 356: | ||
* EDI below relates to: 110/210/310 protocols | * EDI below relates to: 110/210/310 protocols | ||
* Client in this case is Arden | * Client in this case is Arden | ||
| + | |||
| + | We describe fields in the following format: | ||
| + | |||
| + | * ''' FieldName ''' | ||
| + | ** ''CT2 map'': | ||
| + | ** ''Required by EDI:'' | ||
| + | ** ''Required by Client'': | ||
| + | ** ''Client's map/comment'': | ||
| + | ** ''EDI segment/element'': | ||
| + | ** ''CT2 group logic'': | ||
| + | ** ''Note'': | ||
===== Invoice Fields General ===== | ===== Invoice Fields General ===== | ||
| Line 414: | Line 425: | ||
** ''EDI segment/element'': ? | ** ''EDI segment/element'': ? | ||
** ''CT2 group logic'': na | ** ''CT2 group logic'': na | ||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
===== Invoice TOC fields ===== | ===== Invoice TOC fields ===== | ||
Revision as of 02:56, 30 August 2013
Info
Mantis
mantis parent: 0004242
mantis category: Sales Invoices EDI
Contacts
- Jessie.Falls@ElizabethArden.com - Transportation Manager
- Dawn.Byrum@data2logistics.com - Global Solutions Analyst
- brandon.heaton@data2logistics.com - EDI Specialist
Schedule
August:
- M: 19 - Dev phase; tests with vendor
- Tu: 20 - Dev phase; tests with vendor
- W: 21 - Dev phase; tests with vendor
- Th: 22 - Dev phase; tests with vendor
- Fri: 23 - All dev completed; QA/bugfix started; UAT demo;
- M: 26 (Ukr holiday); SIT; UAT(Marc)
- Tu: 27 - QA/changes/bugfix/tests with vendor; SIT;UAT(Marc)
- W: 28 - QA/changes/bugfix/tests with vendor; SIT/User Guide/training
- Th: 29 - QA/changes/bugfix/tests with vendor; SIT/User Guide/training
- F: 30 - staging; User Guide/training
Sept:
- M: 2 (US holiday) - staging
- Tu: 3 - staging; Release at 7pm EST
- W: 4 - in production; ihelp monitoring
- Th: 5 - in production; ihelp monitoring
- F: 6 - in production; ihelp monitoring
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.
See Also
- Protocol 210 - pdf attached to parent mantis
- This Draft Standard for Trial Use contains the format and establishes the data contents of the Motor Carrier Freight Details and Invoice Transaction Set (210) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to provide detail information for charges for services rendered by a motor carrier. It is used both as a motor carrier invoice to request payment or as details pertaining to motor freight shipment(s) charges.
- EDI with Trendset and
- UG:Trendset USER GUIDE
- spec and user guide for similar project (EDI with Arden for Sales Invoices through Trendset)
Definitions
- EDI - Electronic Data Interface
- EDI partner - vendor that receives invoices electronically , validates them and then posts them into company's information system
Business Need
1) Immediate business need is to respond to Elizabeth Arden's request to start sending most invoices electronically (through EDI).
This would cover:
- all MOTs and
- all Jaguar offices
Exceptions:
- invoices for Maintenance, Web Portal and Administration fees would still be send through regular mail
Arden has a new EDI partner company to support this: data2logistics.
Arden discontinued similar EDI with previous EDI partner Trendset permanently about 1 month ago.
2) Additional long term business need is to support sending invoices electronically for any Bill To party/Client that requests that. This means ability to integrate with any EDI vendor. Challenge is to support various protocols and data requirements.
Systems Analysis
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
Solution
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
DB
Some related parameters are kept in Invoice table
Add another table. Attributes:
- inv id
- EDI Vendor id
- EDI Status
- transmit date
- status date
Table is named as Shipment Invoice Transmission.
EDI Status
This is attribute of the table above.
Takes values:
- New - until successful transmission
- Transmitted - after successful transmission
- Accepted - accepted by EDI Vendor and forwarded to Bill To party
- Rejected - rejected by EDI vendor
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.
Parameters
How to store them - see #Architecture.
List of parameters for data2logistics
Admin
Some params are defined through Admin section of CT2.
Admin params
- List of Bill To for EDI (these define what invoices are to be sent to given EDI vendor)
- see also #Bill To values list
- Email notifications list
- Transmission:
- how often
- switch (enable/disable transmission options)
Transmit Older Invoices
Admin should have such panel.
Goal is to be able to transmit invoices issued before release of this module.
To do that in admin add 5-10 pairs of Transmit From Date + associated Bill To (or allow user select ho many pairs he wants). Plus "Schedule" button. On submit system would schedule this job to be run on general schedule OR run it right away.
- Transmit From Date is a date from which to search/transmit invoices. It is based on Created On Invoice date.
Regenerate and Resend Rejected Invoices checkbox
Add "Regenerate&Resend Rejected Invoices next time the process will run" checkbox.
Add note: Will be automatically be unchecked after process is finished.
When it is checked system will:
- re-generate all EDI files for Invoices flagged as Rejected
- will resend them
Config file params
- Inbound folder credentials (address, login, pwd)
- Outbound folder credentials (address, login, pwd)
Bill To values list
Per Marc initial list is this:
- EA Domestic Portal – Roanoke
- Elizabeth Arden – Roanoke
- Elizabeth Arden Int'l Sarl C/O 4 Pole SA – Cointrin-Geneva
- EA USA Domestic – Roanoke
Creating Invoice
User experience of creating invoice that is to be transmitted through EDI would be the same with few exceptions, See below.
- After user selects "Bill To Party" system will compare it with a list of Bill To parties registered in the CT2 as Bill To Parties for EDI (it is defined by user in #Admin). If there is a match system will do the following - see 1,2 below.
- 1) Will add a prominent note to the Invoice Form (say in red below Inv Date field). It should say:
Please Note: * This invoice is identified to be transmitted through EDI based on selected Bill To Party. * As a result of this some fields are not editable on this form. To edit them go to appropriate CT Editor Tab (Gen, Imp, Exp or Com)
- 2) Make all fields on Invoice Form read-only except:
- File ref#:
- Invoice Comments:
- Bill To
- fields on Table Of Charges (TOC) section
Above is required to:
- make sure that data on template/sales pdf is identical to data on CT Editor/DB
- to EDI-transmit proper info (can not be transmuted data for some fields such as Airline - it is to be code based not plain text as on template. Same problem with Shipper field, etc)
Translating invoice info into EDI format
Invoice info is to be translated into EDI formats.
data2solutions that will accept all EDI messages for Arden communicated these requirements - see below.
Protocols
- 110 Air Freight Invoice
- 210 Motor Carrier Freight Details and Invoice
- 310 Ocean Freight Invoice
See #See Also sec.
Ardens List
Below is required by Arden.
- 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
Additional info about some fields:
A - This is in the event of a stop off scenario. Otherwise this is just the consignee.
P- Mileage should be included in the L7:11 field for both Ocean and Air when available.
Q- This is referencing any special service levels – Examples – 1 day Air, 2 day air, air priority, etc.
U- As stated above the Pro# should be included in a N9:03 field with a ‘PO’ qualifier in the N9:02 field.
V- These can be the codes from your system but we require a list of these codes and their definitions to define them within our system.
Original Mishas list
What Misha believes he is sending.
Shipper:. Shipper (a.k.a. GenTab.2) from GenTab of CT.
Consignee:. Consignee (a.k.a. GenTab.3) from GenTab of CT.
AIRLINE:. Airline (a.k.a. ExpTab.4) from ExpTab of CT.
AIRPORT OF DEPARTURE:. Airport Of Departure (a.k.a. ExpTab.11a) from ExpTab of CT.
Date Of Departure:. Actual Time of Departure (ATD a.k.a. ExpTab.11c) from ExpTab of CT.
AIRPORT OF DESTINATION:. Airport Of Destination (a.k.a. ExpTab.14a) from ExpTab of CT.
Estimated Date of Arrival:. Estimated Time of Arrival (ETA a.k.a. ExpTab.14b) from ExpTab of CT.
Packages:. Group of totals from Grand Total Table (below Commodity Table) on ContTab of CT:
Pallets. Reflects Ttl # of plts.
Cartons on Pallets. Reflects Ttl pkgs on plts.
Cartons (loose). Reflects Loose pkgs.
Weight/Volume:. Group of weight totals:
Fields
Below is a list of fields with all related info. Note:
- Client's map/comment: below relates to #Ardens List
- EDI below relates to: 110/210/310 protocols
- Client in this case is Arden
We describe fields in the following format:
- FieldName
- CT2 map:
- Required by EDI:
- Required by Client:
- Client's map/comment:
- EDI segment/element:
- CT2 group logic:
- Note:
Invoice Fields General
- Invoice Number
- CT2 map: Invoice No
- Required by EDI: Y
- Required by Client: Y
- Client's map/comment: b. Invoice Number
- EDI segment/element: B302
- CT2 group logic: n/a
- Invoice Issuing Date
- CT2 map: Invoice Date
- Required by EDI: ?
- Required by Client: Y
- Client's map/comment: l. Invoice Date
- EDI segment/element: ?
- CT2 group logic: n/a
- Bill To Company Name
- CT2 map: same
- Required by EDI: ?
- Required by Client: N
- Client's map/comment:
- EDI segment/element:
- CT2 group logic:
- Bill To Address
- CT2 map: same
- Required by EDI: ?
- Required by Client: N
- Client's map/comment: na
- EDI segment/element: ?
- CT2 group logic: na
- Invoice Comments
- CT2 map: same
- Required by EDI: N
- Required by Client: N
- Client's map/comment: na
- EDI segment/element: ?
- CT2 group logic: na
- Invoice Total Amount
- CT2 map: same
- Required by EDI: Y
- Required by Client: Y
- Client's map/comment: na
- EDI segment/element: ?
- CT2 group logic: na
- Invoice Currency
- CT2 map: same
- Required by EDI: Y
- Required by Client: Y
- Client's map/comment: na
- EDI segment/element: ?
- CT2 group logic: na
Invoice TOC fields
- TBD
- CT2 map:
- Required by EDI:
- Required by Client:
- Client's map/comment:
- EDI segment/element:
- CT2 group logic:
- Note:
For every line in TOC we are sending this set of fields:
- CC#
- CT2 map:
- Required by EDI:
- Required by Client:
- Client's map/comment:
- EDI segment/element:
- CT2 group logic:
- Note:
- CC Description
- CT2 map:
- Required by EDI:
- Required by Client:
- Client's map/comment:
- EDI segment/element:
- CT2 group logic:
- Note:
- Qty
- CT2 map:
- Required by EDI:
- Required by Client:
- Client's map/comment:
- EDI segment/element:
- CT2 group logic:
- Note:
- Rate
- CT2 map:
- Required by EDI:
- Required by Client:
- Client's map/comment:
- EDI segment/element:
- CT2 group logic:
- Note:
- Currency
- CT2 map:
- Required by EDI:
- Required by Client:
- Client's map/comment:
- EDI segment/element:
- CT2 group logic:
- Note:
- Amount
- CT2 map:
- Required by EDI:
- Required by Client:
- Client's map/comment:
- EDI segment/element:
- CT2 group logic:
- Note:
NOTE FROM EA: Above fields corresponds to these on #Ardens List: - v. Freight Cost; - w. Accessorial costs
CT fields from pdf invoice
Misc:
- CT# // c. Bill of Lading number //
- Shipper Company and Address // f. Shipper info //
- Consignee Company and Address // g. Consignee Info //
- MOT // q. Movement Type //
- Airline or Shipping Line or Pick Up Trucker // t. Carrier Name
- Gen Tab. 14. Shipping Terms // s. Terms / Incoterms
- Cont Tab // r. Container Size
Commodity:
- ?? // m. Total # of pieces //
- TTl GW // n. Total Weight and o. Billed Weight //
Locations:
- Port of Loading // h. Port of Entry
- Port Of Discharge // i. Port of Departure
Dates:
- Actual for Destination Door // j. Delivery Date
- Actual for Origin Door // k. Ship Date
Additional CT fields
- GRP# // d. LOAD NUMBER
Additional Ardens List fields
- na? // e. Shipper Acct # (only required for small package carriers) //
- optional // u. Pro#
- optional // p. Mileage
- Consignee company name and address // a. Ultimate Consignee //
Data2Log fields
- ISA Qualifier: *ZZ*
- ISA Receiver ID: ELARUS
- GS Receiver ID: ELARUS
Sending Invoice for a CT group
This is covered in #Fields section.
Sending a Credit Note
- there is indicator in B3 segment
- and also "-" before amount
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
FTP
- post files on their ftp site
Address: freight.data2logistics.com Username: JAFR1 Submission Folder: Inbound 997 Folder: Outbound Password: ***
Same site for prod and pre-prod.
Archive for outbound files
We need to keep copy of all outbound files we send.
Ideally separate folders for different EDI Vendors.
To be cleaned up every X months.
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
Dashboard
- add option to Search Invoices Report to be a "dashboard report"
- managed through Scheduled Reports Menu
- 1st level - standard counter
- 2nd level - HTML table (use existing table we have for this rep)
- add "why rejected" column
- 3rd level - download to xls
- all existing fields plus "why rejected"
- "why rejected" is a field that keeps reason for rejection that comes from EDI provider (when available)
Logging
Post into Log component.
Add "Sales Inv EDI" category
Post events related to:
For a/ create one entry
- that summarizes under "Description" log field:
- when process run
- how many invoices/cr notes were discovered and sent
- list of inv numbers
- other log fields:
- "User / Office" = Inv EDI process
- "Operation" = sending
For b/ create one entry
- that summarizes under "Description" log field:
- when update was discovered
- how many invoices/cr notes were received with success and how many with failed status
- list of inv numbers with success and list with failed status
- other log fields:
- "User / Office" = Inv EDI process
- "Operation" = updates
Log for Admin
Add standard logging for #Admin params.
Email Notifications
If at least one invoice is rejected then group of users defined in #Parameters should be notified through e-mail.
User Roles and Use Cases
User Roles
- Admin -
- Operator -
- issue Inv or CN
- ! issue credit note only against "Accepted" invoices !
- System process -
- Accountant -
- track invoices that have been created several transmission periods ago but still in "New" or in "Rejected"
. Report these cases to ihelp.
- Ihelp engineer -
Use Cases
Initial Set Up
Changing parameters
Creating Invoice
Sending Invoice
Monitoring
Handling Failed Invoices
Figures
Initial 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 EDI format
mantis: 4257
spec: see #Translating invoice info into EDI format
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
SOWs After UAT and QA started
SOW 9 Admin
mantis: 4742
spec:
1) Add "Sales Invoices EDI" item to "CT2 Main Menu > Acc"
2) Move "CT2 Main Menu > Admin > Acc > Trendset Admin" to "CT2 Main Menu > Acc > Sales Invoices EDI"
3) Add "Data2logistics Admin" to "CT2 Main Menu > Acc > Sales Invoices EDI"
4) Create #Admin page to manage: #Admin params under "Data2logistics Admin" (see above)
5) see #Transmit Older Invoices
SOW 10 Dashboard
mantis: 4273
spec:
- as discussed with Kostya
- see #Dashboard
SOW 11 Changes to Issue New Invoice Form
mantis: 4274
spec: see #Creating Invoice
SOW 12 Add EDI status column to Invoice table on Inv Tab
mantis: 4275
spec:
Add new column:
- column is #EDI Status
- Add to Sales inv / Credit Notes table on Inv Tab
- add on both CT Editor and CT Viewer
- add to the right of column "Currency"
