SI EDI

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Contents

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

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.

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.

Technical Requirements from data2solutions

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

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.

Protocols

  • 110 Air Freight Invoice
  • 210 Motor Carrier Freight Details and Invoice
  • 310 Ocean Freight Invoice

See #See Also sec.

Items Required 

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

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
  • Status
  • transmit date
  • status date

Table is named as Shipment Invoice Transmission.

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)
  • Email notifications list
  • Transmission:
    • how often
    • switch (enable/disable transmission options)
Transmit From Date

Transmit From Date is a date from which to search/transmit invoices. It is based on Created On Invoice date. After release we would have to transmit some invoices created in the past.

User should set this date separately with each Bill To Party.

Regenerate and Resend Rejected Invoices checkbox

Add "Regenerate&Resend Rejected Invoices" checkbox.

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)

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

Fields to be sent

Bill To Address:. Editable textarea with Address of Bill To Party:

Date:. Text label. Set to current date (date of Invoice generating).

CT ref#:. CT Number.

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:

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 Guide

Will be completed after dev is completed.

Intro

... module

Business Need

See #Business Need.

User Roles

  • Admin -
  • Operator -
  • System process -
  • Accountant -
  • 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 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

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:

SOW 11 Changes to Issue New Invoice Form

mantis: 4274

spec: see #Creating Invoice

Retrieved from "https://wiki.jaguarfreight.com/SI_EDI"
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