EDI Setup and Processing

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1. INTRODUCTION This document describes the screens that are required to set up the control data for the EDI Processes in the warehouse. Other guides describe the set up of company, user, warehouse, owners etc.

This is a generic guide based on the version of the Calidus (3pl) system at the time of writing.

It can also be used by clients to specify their specific data values to aid initial system set up as well as for future reference.

Note that fields marked ‘**’ are mandatory and are needed to ensure correct set up of the system.



2. OVERVIEW Set up requirements for the use of EDI processes are done in two main stages:

1. Set up of the required general EDI codes for the company level common values (Existing codes are pre-entered when the WMS installed)

2. Addition of the Common records at Owner or Client level and the Configuration of the XF Monitor which is the main EDI engine 


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3. GENERAL EDI CODES – HEADER LEVEL For each message, you need to set up an EDI code under the heading of ‘EDDI’ in general codes maintenance. These dictate the type of message and what the EDI control number starts with.

NB – These codes should be have been created when the base system is installed.


Field Name Description Options Generic Value Type ** The code type you are entering details against Entry at this level will not be required as these will already have been set up on a company level EDDI Length ** The number of characters the sub code has to be 1 – 9999 10 Description ** A brief description of the type of code 100 character free text field EDI Applications Code Flag ** Is this code to be used by the system Y or N – default is Y Y Info The ability to enter extra information against the code (not migrated) Blank Blank Buttons Extra Info The ability to enter additional information, e.g. which screens use this, the purpose of the code etc Entry at this level will not be required as these will already have been set up on a company level N/A Details Takes you into the detail screens for individual entry of each required code See following Defined by system setup 3.1 General Codes – Detail Level For each EDI message required, the code value, description and short description need to be populated. The details to be populated will be described below dependant on the message type.


Field Name Description Options Generic Value Code Type The code type the values entered refer to No entry required as the code type will come through from the header screen EDDI Code Value ** The unique identifier for the EDI message required Defined by the hard coding of each EDI message. The size is determined by the length of the code type entered in the header screen. List of required values below See below Description ** Description of the EDI message being created 100 character free text field Defined by the client Short Desc ** Will determine the first 3 characters of the control number Defined by the hard coding of each EDI message See below




3.2 General Codes – Code Types

Code Value Description Short Description Message Details OCI Outbound Commercial Invoice Upload OCI An inbound message that updates orders with customs data (cost, country of origin etc)(Client Specific) CII Inbound Commercial Invoice Upload CII An inbound message that updates receipts with customs data (cost, country of origin etc)(Client Specific) PACK Kewill Carrier Upload PKI An inbound message that updates orders with carrier, weight and tracking number information (Client Specific) SRI Stock Reconciliation Upload SRI An inbound message that compares a client’s stockholding figures with the actual values held on the WMS (Client Specific) PAI Pre Advice Upload PAI An inbound message that uploads a receipt pre advice into the WMS GRN Pre Advice Upload PAI An inbound message that uploads a receipt pre advice into the WMS PMI Product Master Upload PMI An inbound message that creates stock codes on the WMS STID Product Master Upload PMI An inbound message that creates stock codes on the WMS SOI Sales Order Upload SOI An inbound message that uploads sales orders onto the WMS SOP Sales Order Upload SOI An inbound message that uploads sales orders onto the WMS HOLD Hold Upload Hold An inbound message that will either hold or release stock quantities WLE Ware Location Upload WLE An inbound message that will create pallet records with associated stock details


4. EDI COMMON MAINTENANCE EDI common is used to dictate for what company/warehouse/owner the EDI flows are for.


Field Name Description Options Generic Value Company Code ** Company code the user is setting up the EDI for Must have been created in company maintenance Defined by the client Warehouse ID ** The warehouse code the user is setting up the EDI for Must have been created in warehouse maintenance Defined by the client Message Type ** The message type of the EDI flow you are setting up Defined by the hard coding of each EDI message – available message types listed below See below Key 1 ** If the database is to have multiple owners under one warehouse/company combination the owner code for each message will need to be set up here Owner code of the owner otherwise ‘+’ if only one owner per warehouse using EDI.

Advisable to always define the owner code. Defined by the client Key 2 ** If the database is to have multiple owners under one warehouse/company combination the owner sub code for each message will need to be set up here Owner sub code otherwise ‘+’ if only one owner per warehouse using EDI.

Advisable to always define the owner sub code. Defined by the client Company Code ** Company code the user is setting up the EDI for Must have been created in company maintenance Defined by the client Warehouse Id ** The warehouse code the user is setting up the EDI for Must have been created in warehouse maintenance Defined by the client Department ** The department code set up against the company Must have been created in departments maintenance Defined by the client Ledger Code ** Determines which area of the system the message relates to PL1 or SL1 See below Branch Code ** The branch code set up against the company (not required) Must have been set up in branch code maintenance or set to ‘+’ + Owner Code ** The owner code and sub code the message is being set up for Must have been created in owner maintenance Defined by the client Stockist Code ** (same as owner code) The owner code and sub code the message is being set up for Must have been created in owner maintenance Defined by the client Base Currency ** The default currency code being used by the owner Must have been created in currency maintenance Defined by the client

4.1 EDI Common Values Message Type Ledger Code EDI Message Flow PACK SL1 Inbound carrier details upload (Client Specific) PRODUCT SL1 Product master upload GEN_GRN PL1 Generic Inbound pre advice upload GEN_RCPT PL1 Generic Outbound receipt confirmation message GEN_SOP SL1 Generic inbound sales order upload SALES_BAL SL1 Outbound sales balances message HOLD_LOAD PL1 Generic Hold & Release inbound message

Note: - Outbound messages that are not run in ‘real-time’ require an EDI Common record. In instances where the outbound EDI procedures are run directly from the WMS process, an EDI common record is not required.

For example these include: - Pick Confirmation Messages and Despatch Confirmation Messages 5. EDI LAST NUMBERS EDI last numbers are used to increment each EDI control number by one. These are dictated by the entry in the EDI codes. These numbers are set automatically by the system, so there is no requirement for user configuration.


Field Name Description Options Generic Value Owner ** The owner code and sub code the message will be created for Must have been created in owner maintenance or set to ‘+’ – will automatically create, so all will be set to the owner code of the message ‘+’ Message Type ** Based on the values created in EDI common maintenance – a record needs to exist here for each message required Must have been set up in EDI common maintenance Defined by the client Last Number ** The starting number for each EDI message 0 – 99999 – will start at 0 for each new message 0


6. EDI XF COMMAND This screen is used to dictate which package is called for each flow. The package id field is user definable, but the ‘Package SQL Code’ is predetermined by the package format.

Once you have entered the package id and the package SQL code, you must then specify whether it is an inbound or outbound flow.


Field Name Description Options Generic Value Package Id ** The unique identifier for this message type – note, you will need to remember this for further setup 10 character free text field Defined by the client Inbound/Outbound/Local ** Specifies whether the message is an inbound or an outbound flow (note, ‘local’ is not used for current WMS implementations) Check box Defined by the message type Package SQL Code ** The programming instruction to determine which package the EDI will call Defined by the hard coding of the program Defined by the message type




6.1 Command Values Below is a table of the current commands (NB these will increase as new messages are added to the system as required)


Package Id (User Definable) Inbound/ Outbound Package SQL Statement Standard Client Message Types Despatch Message Outbound dp_edigen_out_pdp_conf.write_flat_file Stock Master Upload Inbound dp_edigen_product_master_load.read_file_format Sales Order Upload Inbound dp_edigen_sales_order_load.read_sales_order_file GRMK – Receipt Message Outbound dp_edigen_out_receipt_confirm.process_out_recp_confirm Pre Advice or ASN Message Inbound dp_edigen_pre_advice_load.read_file_format Hold or Release Message Inbound dp_edigen_hold_load.read_file_format Acknowledgement of Hold Release Message Outbound dp_edigen_out_ack.write_flat_file Purchase Ordering Outbound dp_edigen_out_pop.write_flat_file Courier Returns and Collection Outbound dp_edigen_retcoll.write_file Standard Stock Inventory Balance (Requires two packages to be run) Outbound dp_edigen_out_st_bal.generate_data – populates temporary tables

dp_edigen_out_st_bal.write_flat_file - writes file Stock inventory balance by Rotation Only requires one package (F/S 232410) Outbound dp_edigen_out_strot_bal.write_file

This writes a ‘SROL’ record, which is a single level rotation based snapshot Stock Snapshot (Include both customer and system rotations and SAP storage locations) (F/S 230465) Outbound Additional rotation level

dp_edigen_out_st_bal.generate_detail_data dp_edigen_out_st_bal.write_flat_file_dtl

This process writes a SD01 and SD02 lines – the SD02 record is a rotation level record. Carrier Interface Messages CANC – Cancelled Orders Outbound cim_outbound.write_canc_file CICA – Post Allocation Outbound cim_outbound.write_cioc_cica_file CICD – Pre – Allocation Inbound dp_cim_inbound.read_cicd_file_format CIOC – Order Entry Information Outbound cim_outbound.write_cioc_cica_file CIPD – Packing Information Outbound cim_outbound.write_cipd_file CITD – Despatch Confirmation Inbound dp_cim_inbound.read_file_format PODC – IE Specific POD confirmation Outbound cim_outbound.write_podc_file

CARR – Carrier Collection Message Outbound dp_edigen_out_carr_conf.write_flat_file Configurable EDI Dynamic Stock Upload (WLE) Inbound dp_conf_edi_in.read_edi_wle Stock UOM upload Inbound dp_conf_edi_in.stk_uom_xfm Customer Upload Inbound dp_conf_edi_in.read_edi_cust_file_format Stock Upload Inbound dp_conf_edi_in.read_edi_prod_mast_format Stock Update Inbound dp_conf_edi_in.stock_update_xfm Stock Base Selling Price Inbound dp_conf_edi_in.stk_base_sell_xfm Stock Location Inbound dp_conf_edi_in.stock_locations_xfm Stock Warehouse Inbound dp_conf_edi_in.stock_warehouse_xfm Adjustments Outbound dp_conf_edi_out.produce_dyn_edi_files Outbound Order Information Outbound  ? # Stock Inventory Balances Outbound  ? # FTP Packages FTP Inbound Inbound dp_process_control_xfm.ftp_inbound FTP Outbound Outbound dp_process_control_xfm.ftp_outbound









7. XF RESEQUENCE

The XF Re-sequence screen is used if you wish to call multiple packages under one package id. You then specify which package, and in what priority. For example to automatically ftp despatch messages on to a remote server you would set sequence one to run the DESP package and then sequence two would run the outbound ftp package.



Field Name Description Options Generic Value Process Command ** Based on the package id set up in the previous screen – this will ensure the process calls the correct package Must have been set up in xf process command Defined by the client Process Description ** A brief description of what EDI message the process code relates to 50 character free text field Defined by the client Inbound/ Outbound/ Local ** Specifies whether the message is an inbound or an outbound flow (note, ‘local’ is not used for current WMS implementations ) Defined by the message type Buttons Add Package Adds the selected package to the sequencing pool Remove package Removes the selected package from the sequencing pool Select Up Moves the packages up so the one you require is selected Select Down Moves the packages down so the one you require is selected Re-sequence Up If more than one selected package in the pool, re-sequences the priorities of the flows (upwards) Re-sequence Down If more than one selected package in the pool, re-sequences the priorities of the flows (down) 8. XF MONITOR For each EDI flow, you need to set up the directory/reporting parameters. These are configured in the XF monitor screen. There are multiple tabs to set up dependent on requirements.


8.1 XF Monitor – Setup tab


Field Name Description Options Generic Value Process Code ** Uses the process code as specified in xf command/resequence and adds the company, owner and warehouse Must have been set up in xf command and xf resequence Defined by the client Process Description ** A description of the process code 60 character free text field Defined by the client Process Id If using EDI running processes, gives the message a unique system generated process id No entry required – generated by the system N/A Transfer Method ** How the EDI will be transmitted EDI Non-EDI EDI Transfer Type ** Specifies in what format the files will be generated EDI Transfer FTP Transfer Unix Transfer N/A EDI or FTP dependent on whether the file will be picked up from a remote server or sent to a remote server. Send/Receive ** Specifies whether the file is to be received or sent (inbound or outbound) Send or Receive Determined by the message Process Type ** This is where you specify how you want the flow to run and when. If you set the process type to interval – you will need to put in an interval time in the Interval (mins) field – in the example above, this will run every 15 minutes. If you set this to Time (24hr) – you will then be asked for which days and what time. This will cause the flow to run, say every day at 21:00 Interval Time (24hr) Defined by the client Interval (mins)/ Frequency If set to Interval, the number of minutes before the process should start again. If set to Time, you will see a box for a time and every day of the week which can be checked to enable the run at a specific time for specific days 0 – 999999 Defined by the client Process Command ** The package id as entered in the process code at header level Must have been set up in xf command and xf resequence Defined by the client File Retention Days If archiving, the number of days files that will be kept N/A N/A UOM Flag #(F/S 231470) Used to allow the WMS system to work in a different UOM than the clients system. N - No conversion required C - Convert units to cases U - Convert cases to units R - Convert units to cases round up N - No conversion required Defined by Client EDI File Separator Specifies what delimiters the EDI files will be using, used for configurable messages. ‘/’ ‘;’ ‘|’ etc Defined by the client Reports Flag Specifies whether you wish upload and exception reports to be produced Yes / No Defined by the client Process State Shows whether the EDI message is running on a process or not Display only – Stopped, Running or Broken N/A Start Date If you click the ‘Start Process’ button – this will display the date the process was started Display only N/A Started By The user id of the person who has started the process running Display only N/A Next Run Calculates the date/time the next process will run based on the last run plus the interval Display only N/A Buttons Force Run Enables a ‘one off’ EDI poll Start Process Begins the polling process that will trigger the message to be uploaded/sent at the relevant time Stop Process Stops the frequency/interval from running Inbound File Formats File Format The format of the incoming file CSV Fixed Length Syspro Attribute based XML Element based XML Defined by the client

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8.2 XF Monitor Parameters Tab The parameter tab controls the storage and the naming convention of the produced files. If the transfer type is set to FTP within the setup tab then the ftp control fields will be displayed.


Field Name Description Options Generic Value File Directory ** This is the directory the WMS will search for the message file This must be a valid directory set up on the Unix box Defined by the client File Pattern or Template id File pattern is used for standard EDI messages. For an increased configurable file name then select Template id. Allows for the inclusion of user definable Date/Time stamps etc within the file name format. File Pattern or Template id Reference XFM0030 File name construction if template id selected File Pattern ** The EDI package will upload any file starting with these characters, i.e. as above, anything starting with XXADESP_ The file pattern will be determined by the system architects who are creating the EDI files Defined by the client Archive Directory ** The directory that all processed files will move to This must be a valid directory set up on the Unix box Defined by the client FTP Parameters FTP Address ** The I.P. address of the target server Must be a valid I.P. address that is accessible by the WMS server. Defined by the client FTP Username ** User or account name set up on the target server Must be a valid user id set up on the target server. Defined by the client FTP Password ** Password for user or account on target server Valid password for the username account. Defined by the client FTP Final Directory ** Directory where files are to be sent Valid and accessible account (i.e. permissions must be set to allow files to be copied) Defined by the client FTP Put Directory Temporary work directory on the target server If required it must be valid and accessible. Defined by the client FTP Parameters Log File Settings Directory ** Which directory all processed log files will be sent to This must be a valid directory set up on the server Defined by the client Log File Settings Filename ** The name of the log file to be produced Can be any file name the user sets up Defined by the client Report Directory Directory name and path where system produced reports will be stored This must be a valid directory set up on the server Defined by the client


8.3 XF Monitor - Tracking Tab An enquiry screen that shows the status of all files that have been processed via the XF Monitor. It also has the function to enquire on files which have failed to upload with the option to resolve errors via the relevant validation screen.


Field Name Description Options Generic Value Date Run Date and Time stamp of when the process ran Display Only N/A Process ID Unique Process identifier assigned when the EDI Process is started or ran using Force Run option. Display Only N/A Login Id User id of the person who ran the process Display Only N/A I/O Inbound or Outbound Indicator Display Only N/A Process Detail Indicates whether the FTP process was called Display Only N/A Run Time m/s The process run time in milliseconds Display Only N/A Files Processing The number of files processed in that particular process run. Display Only NA Transient Table

Successful / Failed (Inbound Only) Indicates whether the file was successfully loaded onto the working tables ready for upload into the WMS. (Process checks the physical characteristics of the file. I.E. record length. Display Only N/A 

WMS               Successful / Failed 	Indicates whether the file was successfully loaded into the WMS. (Process checks mandatory data that is validated within the WMS, such as Owner code or Product code).	Display Only 	N/A

Buttons Control Numbers Unique number for each file that is uploaded on to the Transient Table Display Only – Only if the file has failed to upload onto the WMS will a control number be displayed N/A Filter Data – Show Errors Only / Show all Records / Exclude empty records All records are displayed in the Tracking Form, the Show Errors button allows for files to be filtered down Drop down box to make required selection N/A Date From Gives the option to enter a past date for the search and retrieval of data up to the present date (system default is 7 days) N/A Refresh To initiate the search N/A Errors Button that will only be displayed if a process is highlighted which is at error. The button will call the relevant validation screen and record for resolution. N/A


8.4 XF Monitor - Emails Tab Email maintenance screen, where you set up the email addresses of any users requiring reports and audit files to be emailed to them.



Field Name Description Options Generic Value User Id User id of the person who ran the process as held on the WMS Must have been set up in user maintenance Defined by the client Full Names Full Name of the recipient of the reports Full name for information purposes Defined by the client Email Address Email address where the reports are to be sent Valid email address Defined by the client EDI Reports Required report to be sent via Email Report Options Include - 

 No EDI Rpts
 Audit Statistics Rpt Only
 Critical Errors Rpt Only
 Data Errors Rpt Only
 Audit and Critical Errors Rpt
 Audit and Data Errors Rpt
 Critical and Data Errors Rpt
 All Three Rpts	Defined by the client


8.5 XF Monitor - Reports Tab Report parameter maintenance screen to specify what kind of reports are to be produced by the system if required and where they are to be sent to.



Field Name Description Options Generic Value Process Audit Report Settings Transfer Type Option to specify how and where the reports are to be sent. Depending on the option selected additional information will be prompted for. FTP N/A To Printer Unix File Defined by the client Process Error Report Settings Transfer Type Option to specify how and where the reports are to be sent. Depending on the option selected additional information will be prompted for. FTP N/A To Printer Unix File Defined by the client

9. VALIDATION SCREENS For each inbound EDI flow, there is a validation screen. Errors are sequenced by a control number and are displayed in the validation screens where it is possible to rectify the data. Each of the validation screens will differ slightly dependent on the key fields for the message type being accessed.

Currently validation screens exist for the following processes: - GRN Pre- Advice Sales Order Product Master Inbound Holds Stock Reconciliation


The error records are held in the EDI transient tables until they are validated successfully and the relevant WMS record created at which point they are then cleared down.

9.1 Validation Header screen


Once you click on details, you will be taken into the detail section for each flow. Note - the number of tabs within the detail screen will depend on the type of the EDI flow.


9.2 Validation Detail screen



The number of errors detected and their description will be displayed, these will then require updating before the record can be validated and the record written to the WMS tables. This can be achieved by either adding or amending the data within the actual WMS system, or directly within the validation form.


10. RE-SEND SCREENS If messages have not been generated, have gone missing or require re-transmitting then it is possible to re-generate the message where it will wait for the next out bound ftp process.

Current resend screens: - Outbound GRN Confirmation Message Outbound Pack Confirmation Message


10.1 GRMK Re-send



Select the GRN number that requires resending, an LOV is available which will display all closed GRN’s.

Press the Resend button to generate the required message

10.2 Packing Details Re-send

  1. outbound retransmission is this ITG specific?



Field Name Description Options Generic Value Owner Owner Code and Sub account id Default from current user Defined by the client Select By Selection criteria for re-transmission Orders Despatch Date Defined by the client Start Order No / End Order No By Order Number Order Number From / Order Number To Defined by the client Despatch Date From / Despatch Date To By Despatch Date Despatch Date From / Despatch To Defined by the client


11. CONFIGURABLE EDI SETUP 11.1 Outbound EDI Message Definition Filename Construction is a template maintenance screen that allows outbound EDI files to be sent via ftp with a specific filename definition.

If the user defines a filename within the file template form (i.e. ‘IED40430.nnn’ in this case), the outbound ftp process will be altered to check for the existence of filenames of the type ‘IED40430*’. The filename string to search for will be constructed dynamically based on the user-defined elements entered for the template code in question. For this reason, the user will be expected to create template codes with at least one user-defined segment for filenames that are to be ftp’d.


Field Name Description Options Generic Value Template Id Unique name of template LOV provided Defined by the client File String Defined by the client Example Example of file name Seq Sequence number within file string Defined by the client Key Type Hard Code Date Extension Separator Sequence Time User Defined Defined by the client Value Defined by the client Buttons Add Key Before Add Key After Delete Key Move Up Move Down Refresh String




Field Name Description Options Generic Value EDI Message Defined by the client Description Defined by the client Owner Code EDI Structure Trigger Point Format Type File Consolidate Delim Character Defined by the client





12. FTP SETUP

FTP Inbound and outbound is executed via a database package the same way as the standard EDI processes. In addition to the calling of the data base packages there is the requirement to set the I.P. address and login details of the remote machine.

It is possible to run the FTP processes standalone or as part of another process.


In the above example the process command DESP1 will run consecutively the DESP1 package which will generate the Despatch Messages, followed upon completion by the FTP_OUT_WM package which will the ftp process to which will attempt to place the Despatch files onto the remote machine.


Set the transfer type to – FTP Transfer








13. EDI MENU SETUP A list of the screen names for all the EDI programs – note, these will change if and when more EDI messages are created (and therefore more validation screens created)

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