Processing EDI Documents

To send or receive EDI Standard business documents, you must move or copy data to and from the application tables, the EDI interface tables, the flat files, the translator software, and the network.

This chapter describes how to:

• Receive EDI Standard business documents.

• Send EDI Standard business documents.

• Purge data from the EDI interface tables.

Receiving EDI Standard Business Documents

Receive inbound documents to obtain EDI Standard business documents, such as a customer order or a request for quote from the trading partner.

This section provides overviews of two standard business documents: the Inbound Flat File Conversion (R47002C) and Inbound Edit Update (R47091) programs and describes how to:

• Access the translator software files.

• Run the Inbound Flat File Conversion program.

• Set processing options for the Inbound Flat File Conversion program.

• Run the Inbound Edit/Update program.

• Check for Inbound Edit/Update errors.

Understanding the Inbound Flat File Conversion Program (R47002C)

Each EDI inbound menu contains an Inbound Flat File Conversion option and each JD Edwards EnterpriseOne EDI document has its own unique set of EDI interface tables. The user can create a separate version of the Inbound Flat File Conversion program (R47002C) for each EDI document. The conversion program recognizes both the flat file that it is reading from and the record types (record type UDC 00/RD) within the flat file. Each flat file contains records of differing lengths, based on the EDI interface table record to which they correspond. The Flat File Conversion program uses the F47002 table to convert the flat file into the EDI interface tables. The Flat File Cross-Reference Table identifies which flat file the conversion program should read, based on the EDI document that you are receiving.

The conversion program reads each record in the flat file and maps the record data to each field of the EDI interface tables, based on the text qualifiers and field delimiters that are specified in the flat file.

The conversion program inserts the field data as one complete record in the EDI interface table. If the conversion program encounters an error while converting data, it withholds the data in error and continues conversion processing. If the data is successfully converted (and provided that the conversion program is set to call), the conversion program automatically runs the EDI Request for Quote Edit/Create program (R47091) for that EDI document if you set the processing options in the conversion program to do so.

If the conversion program successfully converts all data and transfers it to the EDI interface tables, it automatically deletes the flat file after the conversion.

Understanding the Inbound Edit/Update Program (R47091)

The EDI Request for Quote Edit/Create program (R47091) access report features that are specific to each EDI Standard document supported by the JD Edwards EnterpriseOne system. The edit/update programs use the data in the EDI inbound interface tables to update applicable application tables. For example, when you receive a purchase order from a trading partner, the Inbound Edit/Update program for customer orders updates the sales application and creates a sales order, based on the data that it received.

When you run Inbound Edit/Update, the program generates an audit report that lists the documents that were completed successfully. If any of the documents processed by Inbound Edit/Update are not successful, the program also sends error messages to the Employee Work Center.

Instead of running this program from the menu, you can set the processing options on the Inbound Flat File Conversion program to automatically launch this program when the conversion program completes successfully.

Accessing the Translator Software Files

To obtain inbound document data from the translator software files, you must:

• Initiate a communication session to retrieve data from the network.

• Review the entries that you have received in the translator software files.

• Move the documents to the EDI inbound flat files.

Refer to the reference guide for the third-party translator software for instructions for these processes.

Running the Inbound Flat File Conversion (R47002C)

From the applicable EDI transaction menu (G47xxx), select Inbound Flat File Conversion.

Run this program to convert data in a flat file and transfer it to the EDI interface tables.

Setting Processing Options for Inbound Flat File Conversion (R47002C)

Processing options enable you to specify the default processing for programs and reports.

Transaction

This processing option enables you to enter the transaction type.

Separators

These processing options enable you to enter the field delimiter and text qualifier.

Process

These processing options enable you to specify versions.

Running the Inbound Edit/Update Program (R47091)

From the applicable EDI transaction menu (G47xxx), select Inbound Edit/Update.

Run this program to populate the applicable application tables with the data from the EDI interface tables.

Checking for Inbound Edit/Update Errors

Understanding the typical errors that occur when receiving inbound documents enables you to take proper steps to resolve issues quickly.

Example: Errors from Inbound Flat File Processing

If the inbound flat file was not successfully processed, check the Message Center and Status Inquiry programs to determine whether any errors have occurred during the flat file conversion.

An insert unsuccessful error is generated when a record with duplicate keys already exists in the interface files.

An open of file unsuccessful error occurs when the Inbound Flat File Conversion program (R47002C) is unable to locate the flat file to be processed. If this type of error occurs, check the Flat File Cross-Reference program (P47002) to determine whether the flat file name and path were correctly specified and set up.

If the flat file was not successfully processed, correct the error condition, and rerun the Inbound Flat File Conversion program.

Example: Errors from Edit/Update Processing

To determine whether an error occurred when you ran the EDI Request for Quote Edit/Create program (R47091), review the Inbound Edit/Update program Audit Trail report.

If Y appears in the left hand column of the report, an error condition occurred during processing of the data. Access the Employee Work Center for detailed error messages.

An error can occur when you run the EDI Request for Quote Edit/Create program if the trading partner number being processed does not exist in the address book. Ensure that each sold-to and ship-to address is properly set up in the address book and in the customer or vendor master information.

Sending EDI Standard Business Documents

Send outbound documents to transmit EDI standard documents, such as a purchase order or an invoice, to the trading partner.

This section provides overviews of the Outbound Extraction, Outbound Flat File Conversion, and Update as Sent programs and discusses how to:

• Run the Outbound Extraction program

• Set processing options for EDI Purchase Order Extraction Conversion (R47012C)

• Run the Outbound Flat File Conversion program.

• Check for Outbound Flat File Conversion errors.

• Send EDI standard documents to the network.

Understanding the Outbound Extraction Program

Each EDI outbound menu contains an Outbound Extraction option; for example, Request for Quote (RFQ), Sales (G47211) or Shipping Notice (G47215). The EDI Advanced Ship Notice Extraction programs (R47032) access report features that are specific to each EDI standard document supported in the software. Outbound Extraction, among other programs, displays a version list of report features. You can run an existing version, change an existing version, or add a version. You can also change the processing options and data selection options for that version.

You must copy the records from the application tables to the EDI outbound interface tables in the EDI system 47 by running programs such as Invoice Print (R42565) and Advanced Shipping Notice (R47032). When you run Outbound Extraction, the program retrieves data from the application tables for the EDI document and copies the data into the EDI outbound interface tables.

For example, the EDI Advanced Ship Notice Extraction program is one program that retrieves data from the application tables for the EDI document and copies the data into the EDI outbound interface tables. The EDI Advanced Ship Notice Extraction program also generates an audit report that lists which documents were processed and which completed successfully.

After the system copies the EDI outbound document data to the EDI outbound interface tables, run the EDI Response To RFQ, Outbound Flat File Conversion program (R47107C) to create a flat file if one does not exist, or to append to an existing flat file. Every field is written from the EDI interface tables to the flat file. The flat file conversion program converts the data from the EDI interface tables to a flat file format. The program uses double quotes as text qualifiers and commas (,) as field delimiters to indicate field data.

Understanding the Outbound Flat File Conversion Program

Each JD Edwards EnterpriseOne EDI Standard document has its own version of the outbound flat file creation program. The available outbound flat file creation programs are:

• EDI Product Activity Data Extraction Conversion (R47122C).

• EDI Purchase Order Extraction Conversion (R47012C).

• EDI P.O. Acknowledgments Extraction Conversion (R47022C).

• EDI Advanced Ship Notice Extraction (R47032).

• EDI Invoice Extraction Conversion (R47042C).

• EDI Planning Schedule Extraction Conversion (R47062C).

• EDI Receiving Advice Extraction Conversion (R47072C).

• EDI Request for Quote Extraction Conversion (R47092C).

• EDI Purchase Order Change Extraction Conversion (R47132C).

• EDI P.O. Change Acknowledgment Extraction Conversion (R47142C).

Set up the data selection on the version to select only unprocessed records.

The outbound flat file creation programs create a temporary flat file on the C drive with this naming convention: C:\R47_ _ C. For example, the flat file creation program R47012C creates a temporary flat file on the C drive named R47012C. After the program creates the temporary flat file on the C drive, it copies the flat file information to the location that you have specified in the processing options and deletes the temporary flat file.

Understanding the Update as Sent Program

You can run Update as Sent after these tasks are complete:

• Translation software maps the EDI Standard documents.

• Translation software transmits the EDI Standard documents to trading partners.

• Trading partners acknowledge receipt of the EDI Standard documents that you sent.

You must run the Update as Sent program before you download a new batch of transactions to the EDI interface tables for the transaction. If you do not do this step, you could accidentally duplicate data. Run the Update as Sent program to flag all of the documents that you transmitted as processed so that the translation software does not send the same documents again. The Update as Sent program places Y in the EDI-Successfully Processed field in all tables for these documents to indicate that this information has been successfully processed to the translator software.

Running the Outbound Flat File Conversion Program

Access the applicable outbound flat file conversion program.

Run this program to create or update a flat file with the data from the EDI outbound interface tables. This program is used for Advance Ship Notice maintenance.

Checking Outbound Flat File Conversion Errors

If any errors have occurred in the EDI outbound interface tables when you sent a document, determine whether the Outbound Flat File Conversion program selected data. If the Outbound Flat File Conversion program did not select any data, check these:

• Data selection of the Outbound Flat File Creation program to ensure that application records are not excluded from the selection.

• Processing options for the Outbound Flat File Conversion program to ensure proper setup.

If the data was not converted to a flat file format during the Outbound Flat File Conversion process, check the processing options of the Outbound Flat File Conversion program. The processing options must contain a valid path and file name.

Sending EDI Standard Documents to the Network

After the system converts the EDI outbound document data to the flat file, the records are ready to be processed by translator software. The translator software maps the data into EDI Standard document format. See the translator software guide for specific details about processing EDI documents.

After the outbound flat files have been successfully created, you must send them to the network from the translator software files so that the trading partner can receive them. See the translator software guide for more details.

Important! If you do not want to send duplicate data to the trading partner, you must delete the flat file after the data has been processed through the translator software. If you do not delete the flat file, the next time that you convert data, the system appends the new records to the records that were already translated.

Purging Data from the EDI Interface Tables

From the applicable EDI transaction menu (G47xxx), select the applicable purge program.

To purge data in the EDI interface tables, you select a purge program. Run the purge program to remove obsolete and unnecessary data from the inbound or outbound EDI interface tables. The system is more efficient when you keep these tables as small as possible.

Use the EDI Standard document transaction menus for the tables that you want to purge. Each EDI Standard document transaction menu contains a Purge option for both inbound transactions and outbound transactions.

You can also purge EDI transmission values from the system. Use the F47800 Purge EDI Transmission program (R47810) to purge records from the EDI Transmission Values table (F47800). The record included transmission values, such as record type, document type and number, transmission set, translation format, transmission date, and send/receive indicator.

You must use third-party software to back up the appropriate system 47 tables prior to running the system 47 purge program.

This table lists purge programs that remove data from EDI interface tables: