SI EDI

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Contents

Info

Mantis

mantis parent: 0004242

mantis project: D2L

Contacts

Jessie:

  • Jessie.Falls@ElizabethArden.com - Transportation Manager

Dawn:

  • Dawn.Byrum@data2logistics.com - Global Solutions Analyst
  • 12631 Westlinks Dr. Fort Myers, FL 33913-8627
  • Phone: 1-706-335-4502

Brandon:

  • brandon.heaton@data2logistics.com - EDI Specialist
  • 6056 Fashion Square Drive, Suite 300 Salt Lake City, UT 84107
  • Phone: 1-801-287-8489

Schedule

Phases

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

Aug 22 update

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

Schedule Sept 2 update

Sept:

  • M: 2 - Dev/QA
    • (US holiday)
  • Tu: 3 - Dev/QA;
    • demo to Marc
    • feedback from Arden on Required Fields List;
    • expected approval from d2L reviewers
  • W: 4 - QA
  • Th: 5 - staging
  • F: 6 - staging; Release at 7pm EST

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)
  • 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
Security for Admin

Implement any of these two options (whichever is faster):

option 1) Add access option for D2L Admin under Admin > Security > User Roles

option 2) give access only to superusers defined in super.user list on the server

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

Fields

Credit Notes vs Invoices

Credit Notes will be transmitted with the same set of fields as invoices. To distinguish between Invoice and Credit Note:

  • there is indicator in B3 segment
  • nothing for Sales Invoice
  • CA (Cancelled Bill) for Credit Note
  • and also "-" sign before amount
Group Logic

If same vale is used for CT group and Individual CT cases then value is taken from CT from which invoice is issued.

Field mappings and detailed info

See these wikis:

Discovering and sending invoices

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


Failed invoices can only be re-send manually

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

Ver 1.0

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:

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"

SOW 13 Add validations to Invoice Form

mantis: 0004276

spec:

  • MOT Air:
    • fields list: Arden_110 (all required CT fields are defined now!)
    • add CC valid: 1101 must be present (hold OFF on this one - to be confirmed!!! )
  • MOT Ocean
    • fields list: Arden 310 (all required CT fields are defined now!)
    • add CC valid: 1301 or 1401 must be present (hold OFF on this one - to be confirmed!!! )
  • MOT Truck
    • fields list: Arden 210 (all required CT fields are defined now except possibly ONE!)
    • add CC validation: at least one of these 3 codes must be present: 1501, 1503, 1505 (hold OFF on this one - to be confirmed!!! )
  • UI (option 1):
    • System would display say red star next to missing fields and NOTE would have additional bullet saying: Fields marked * are required. Please go back to CT Tabs to fill in required fields. Or any alternative design.
  • UI (option 2) SIMPLER! WE DO NOT HAVE TIME!:
    • just display list of missing required fields in pop-up with [OK] button

SOW 14 Add charge rate

mantis: 4286

spec:

Transmit additional field:

SOW 15

Logic for one vs multiple currency and main currency

mantis:

spec: 0004299

In Admin we need:

  • main currency defined

To have a choice:

  • a) allow multiple currencies
  • b) do not allow multiple currencies

When creating invoice with Bill To linked to Data2Logistics system will:

  • default currency in TOC line items and total to "main currency" defined in Admin
  • validate that total is always in main currency
  • validate that no other currencies are used for CC lines in case option "b" is selected above

SOW 16 Change mapping for Ship and Delivery dates

mantis: 004298

spec:

1) CT mappings for these 2 dates has changed. Instead of Doors we will send Ports. This is because we do not always handle Doors. But from port to port always.

See spec below:

Note that I updated wiki named "CT" so all mappings are correct and detailed (per MOT). Read it!

2) Change Invoice Form validations accordingly!

SOW 17 Fix Weight Qualifier and Weight value

mantis: 4308

spec:

  • Set proper Weight Qualifier
  • set non zero value for Weight for all 3 modes

see how in specs updated below:

SOW 18 Fix Container info

mantis: 4314

spec below

Requirement:

D2L needs container size/type info be sent using D2L codes - see File:Container Codes.xls (two tabs!)

Solution:

1) Send D2L container code for each container on invoice:

2) Add ability to manage D2L container codes in the system:

  • ability to set code for existing and new size/type combinations

Redesign this UI:

  • see Admin > Transportation > Container Sizes
  • see Admin > Transportation > Container Types

New UI:

  • on Add or Edit Cont Size or Type add ability to set codes for corresponding size/type combinations.
  • default for code field is empty 
Tech Note
---------
New DB table will be added with attributes:
- Cont size id
- Cont type id
- D2L container code

3) Add validation:

  • for D2L invoices, if invoice is generated for CT that contains container with size/type combination that does not have D2L container code defined then show error to the user: 
Error: CT contains container (<cont number>) 
with size/type combination (<size/type>) that does not have 
D2L container code defined in the system. 
Please define it in CT2 Admin or change size or type of container.

SOW 19 Post all L1 elements in one LX segment

mantis: 4330

spec below

Post all L1 elements in one LX segment. Example 1a below is how we do it now. Example 1b is how it should be. 

Example 1a.
----------
LX*1
N7*TRLU*6503571********************40GP
L5*1*TCIX1305LA25
L0*1***8373.82*N********0
L1*1*0.0**95000****701************USD
LX*2
L1*2*0.0**66300****704************USD
LX*3
L1*3*0.0**12300****315************USD
LX*4
L1*4*0.0**3500****604************USD
LX*5
L1*5*0.0**860000****503************USD
L3*8373.82*B***1037100*******L

Example 1b.
----------
LX*1
N7*TRLU*6503571********************40GP
L5*1*TCIX1305LA25
L0*1***8373.82*N********0
L1*1*0.0**95000****701************USD
L1*2*0.0**66300****704************USD
L1*3*0.0**12300****315************USD
L1*4*0.0**3500****604************USD
L1*5*0.0**860000****503************USD
L3*8373.82*B***1037100*******L

SOW 20 Security for Admin

mantis: 4341

spec: #Security for Admin

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