2 Understanding Data Interface for the Electronic Data Interchange System

This chapter contains the following topics:

2.1 Understanding the Electronic Data Interchange System

Electronic Data Interchange is the paperless, computer to computer exchange of business transactions, such as purchase orders and invoices, in a standard format with standard content. As such, it is an important part of an electronic commerce strategy.

Electronic commerce is a means to extend business processes to include suppliers, customers, and employees in a fully integrated supply chain. It can yield shorter cycle times, more efficient inventory management, and better knowledge sharing throughout the extended enterprise. To see these benefits, you need an integrated enterprise application system that you can extend and customize for the supply chain, while still maintaining enterprise information integrity.

The JD Edwards EnterpriseOne system includes features for enterprise resource planning that enable you to use electronic commerce for these business interactions:

Business Interaction Description
Business to business Planning, processing, and tracking information across the supply chain
Business to consumer Connecting the company with the customers
Business to employee Exchanging information and automating key business processes

EDI is a crucial part of business to business commerce. When computers exchange data using EDI, the data is transmitted in EDI Standard format so that it is recognizable by other systems using the same EDI Standard format. Companies who use EDI have their own translator software package to convert the data from the EDI Standard format to their computer system's format. Companies that exchange EDI data are called trading partners.

As an interface between the JD Edwards EnterpriseOne system data and the translator software, the JD Edwards EnterpriseOne Data Interface for Electronic Data Interchange system (code 47) acts as a staging area for moving data in and out of the application systems. In addition to exchanging EDI data, you can use this data interface for general interoperability and electronic commerce needs where a file based interface meets the business requirements.

Some benefits of using the JD Edwards EnterpriseOne Data Interface for Electronic Data Interchange system are:

  • Shorter fulfillment cycle.

  • Reduced errors.

  • Increased information integrity through reduced manual data entry.

  • Reduced clerical work for the manual manipulation of documentation.

  • Increased competitiveness in the marketplace.

  • Improved delivery of goods and services.

  • Decreased time in generating payments and invoices.

  • Decreased time in recording receipts of payment.

The JD Edwards EnterpriseOne Data Interface for Electronic Data Interchange system integrates with these JD Edwards EnterpriseOne systems to enable data exchange with the trading partner:

  • Sales Order Management

  • Procurement

  • Inventory Management

  • Accounts Payable

  • Accounts Receivable

  • Demand Scheduling Execution

2.2 Understanding EDI Standards

To exchange documents with trading partners, you must convert the data to and from EDI Standard formats.

EDI Standards are the requirements for the format and content of EDI business documents. EDI Standards determine the correct order and location of the units of data in an EDI document. All EDI transactions are defined by EDI Standards.

EDI Standards developers design and publish EDI Standard formats for various kinds of documents, such as purchase orders or invoices, that you might exchange with the trading partners.

All EDI Standards include:

  • Elements, which are the smallest component in an EDI Standard

  • Segments, which are groups of elements

  • Transaction sets (also called messages), which are groups of segments

EDI Standard format is comparable to the language that you speak. For instance, an element of the EDI Standard can be compared to a word. A segment in the EDI Standard is comparable to a sentence. A transaction set in the EDI Standard is comparable to a paragraph or a document. In the EDI Standard, just as in the language that you speak, elements (or words) are combined to form a segment (or a sentence). Segments (or sentences) are combined to create a Transaction set (or paragraph or document).

Two commonly used EDI Standards are:

  • EDI for Administration, Commerce, and Transport (EDIFACT), generic international

  • American National Standards Institute/Accredited Standards Committee X12 (ANSI ASC X12), generic

Subsets of ANSI ASC X12 include:

  • Transportation Data Coordinating Committee (TDCC), transportation industry, including air, rail, motor, and ocean

  • Uniform Communication Standard (UCS), grocery industry

Both ANSI ASC X12 and EDIFACT also contain subgroups, including:

  • Automotive Industry Action Group (AIAG)

  • Chemical Industry Data Exchange (CIDX)

  • Electronics Industry Data Exchange (EIDX)

  • Voluntary Interindustry Communications Standards (VICS)

  • Textile/Apparel Manufacturing Communications (TAMCS)

  • Sundries and Apparel Findings Linkage Council (SAFLINC)

  • U.S. government

2.2.1 Preparing the System for EDI Implementation

To prepare the system for data interface for electronic data interchange implementation, you should:

  • Perform a detailed system analysis.

  • Set up the translator software.

  • Set up the Electronic Commerce system (system code 47).

  • Test communications with a trading partner to verify that you have set up the system correctly.

2.2.2 EDI Considerations

Use these questions to determine the scope of the implementation:

  • What types of software and hardware are required to run EDI?

  • How many people are necessary to support EDI operations?

  • Can the existing staff support EDI operations?

  • What are staff education and training requirements?

  • How does implementing EDI affect the company's overall operations?

  • Which departments in the company may experience an increase or decrease in workload?

  • What are the costs and benefits of implementing EDI?

  • How much is management involved in and committed to this project?

2.2.3 Agreements With Trading Partners

You and the trading partner must agree on these terms before trading EDI documents:

  • What are the legal ramifications of EDI transactions?

  • How many Standard EDI documents do you trade?

  • How many trading partners do you have?

2.3 Understanding EDI Document Processing

This table describes inbound and outbound document processing:

Type of Document Description
Inbound Documents An inbound document is a document that you receive from the trading partner. When you receive inbound documents, the translator software retrieves the data using network communications and translates the data from EDI Standard format to a flat file format. The Universal Batch Engine Version Copy program (R9830512) translates the data from a flat file format to the application table format. The translator software moves the translated data into the inbound EDI interface tables (also known as System 47). Finally, the edit/update programs move the data into the appropriate application tables.
Outbound Documents An outbound document is an EDI document that you send to the trading partner using the JD Edwards EnterpriseOne Data Interface for Electronic Data Interchange system. When you send outbound documents, an EDI extraction program extracts records from the application tables to send to the trading partner. After the records are extracted, they are placed in the EDI interface tables (also known as System 47). Next, the Flat File Creation program converts the records from the JD Edwards EnterpriseOne EDI interface table format to a flat file format. Finally, the translator software translates these records from the flat file format into an EDI Standard format. After the records are translated, the translator software sends the data to the trading partner through network communications.

The flat file creation program is an optional step that you can use to provide a flat file to a translator software package that does not have the ability to read data directly from a relational database.

2.4 Understanding Electronic Documents Supported by the JD Edwards EnterpriseOne System

This list identifies EDI documents currently supported in JD Edwards EnterpriseOne:

X12 Transaction (JD Edwards EnterpriseOne Transaction ID) ANSI X12 EDIFACT Inbound To Outbound From
Invoice (04) 810 INVOIC Accounts Payable (AP), Procurement Sales
Payment Order (05) 820 PAYEXT   AP
Lockbox 823 CREMUL Accounts Receivable (AR) -
Application Advice 824 APERAK System 47 -
Planning Schedule Forecast (06) 830 DELFOR DSE to MRP
Request for Quote (09) 840 REQOTE Sales Procurement
Product Transfer Account Adjustment 844 ORDCHG - Sales, Advanced Pricing
Price Authorization Acknowledgment/Status 845 PRICAT Sales, Advanced Pricing -
Response to Product Transfer Account Adjustment 849 ORDRSP Sales, Advanced Pricing -
Purchase Order (01) 850 ORDERS DSE, Sales Procurement
Product Activity Data (12) 852 INVRPT Inventory Inventory
Purchase Order Acknowledgment (02) 855 ORDRSP Procurement Sales
Shipping Notice (03) 856 DESADV DSE, Procurement Transportation Management
Purchase Order Change (13) 860 ORDCHG Sales Procurement
Receiving Advice (07) 861 RECADV DSE, Procurement, Sales Procurement
Delivery Just in Time 862 DELJIT DSE to Sales- Repetitive manufacturing
Purchase Order Response Message (14) 865 ORDRSP Procurement Sales
Delivery Just in Time Sequencing 866 DELJIT-JS DSE -
Functional Acknowledgments 997 CONTRL System 47 -

2.5 Understanding Program and Table Naming Conventions

This list identifies the naming conventions used for EDI programs. The _ _ in the program number represents the JD Edwards EnterpriseOne transaction ID number that is unique for the various EDI standard documents.

Programs Naming Convention
Status Inquiry R47_ _0 or R47_ _ 6
Edit/Update R47_ _1
Extraction R47_ _2

R43500 for Outbound Purchase Orders and Outbound Request for Quotes

R42565 for Outbound Invoices, Outbound Purchase Order Acknowledgments, and Outbound Response to Request for Quotes

Flat File Creation Program R47_ _ 2C
Update as Sent R47_ _7
Purge Inbound Tables R47_ _8
Purge Outbound Tables R47_ _

This list identifies the naming conventions used for EDI inbound tables. The _ _ in the program number represents the JD Edwards EnterpriseOne transaction ID number that is unique for the various EDI standard documents.

Table Naming Convention
Header/Primary F47_ _1
Detail F47_ _2
Shipment, Destination, Quantity (SDQ) F47_ _3
Address Information F4706
Header Text F4714
Detail Text F4715
Other (as required) F47_ _4

This list identifies the naming conventions that used for EDI outbound tables. The _ _ in the program number represents the JD Edwards EnterpriseOne transaction ID number that is unique for the various EDI standard documents.

Table Naming Convention
Header/Primary F47_ _ 6
Detail F47_ _ 7
SDQ F47_ _ 8
Other (as required) F47 _ _ 9