Accounting Finance:Supplier Accounts-Setting up Supplier for EDI

Overview

By the end of this course, you will be able to:

• Set up suppliers to handle EDI transmissions

EDI Ownership

EDI Business Process Owner = John ASW Names File Administrator = Nancy EDI Technical Owner = Pat

Typical EDI/EFT Transaction Cycle

1. UWD sends a purchase order (EDI 850)

2. Supplier sends an acknowledgement notice (EDI 855)

3. Supplier sends an advance shipping notice (EDI 856)

4. Supplier sends an electronic invoice (EDI 810)

5. UWD sends an Electronic Funds Transfer (EFT)

6. UWD sends a remittance advice (EDI 820)

• We may not receive all of the EDI transaction documents from every vendor
• EDI communication with vendors is handled by SPS Commerce

Process

• EDI vendors set up by Finance in the Names file
• Standard ASW functionality is used
• Use Production Notice from SPS Commerce to determine EDI documents that may be exchanged

Setting up Supplier for EDI

1. Select Customer

2. Select Work with names

3. Highlight the applicable supplier

4. Press Change

Enabling 850 (Purchase Order)

1. Press Enter until the DI documents, all screen is displayed

2. Double-click the line with:

• Document = ORDERS
• Document subtype = 1
• Method = EDI/400
• Method subtype=ANSI/X12

3. Enter Y into the Send document field

4. Press Enter

This screen applies only to Sales Orders

5. Press Enter

Enabling 855 (PO Acknowledgement)

1. Double-click the line with:

• Document = ORDRSP
• Document subtype = 1
• Method = EDI/400
• Method subtype = ANSI/X12

2. Type Y into the Receive document field

3. Press Enter when finished

Enabling 856 (Advance Shipping Notice)

1. Double-click the line with:

• Document = DESADV
• Document subtype = 1
• Method = EDI/400
• Method subtype = ANSI/X12

2. Type Y into the Receive document field

3. Press Enter

4. Enter values as shown (should be the defaults)

5. Press Enter when finished

6. Press F12 to move back to previous panel

Enabling 810 (Vendor Invoice)

1. Double-click the FINEDI method

2. Type the vendor number into the Party identification field

3. Press Enter

4. Press Enter to move to next panel

5. Double-click the line with:

• Document = INVOIC
• Document subtype = 1
• Method = EDI/400
• Method subtype = ANSI/X1

6. Type Y into the Receive document field

7. Type Y into the Paper copy field

8. Press Enter

9. Double-click the line with:

• Document = INVOIC
• Document subtype = 1
• Method = FINEDI
• Method subtype = blank

10. Type Y into the Receive document field

11. Press Enter

Enabling 820 (Remittance Advice)

1. Double-click the line with:

• Document = REMAD
• Document subtype = 1
• Method = EDI/400
• Method subtype = ANSI/X12

2. Type Y into the Send document field

3. Press Enter when finished

Enter Remittance Advice Email Address

1. Select 3 CNS -- Contacts

2. Select 3 Show list of names

3. Enter supplier number

4. Enter AD next to contact name or main info (preference is a contact name rather than main info)

5. Press Enter

6. Press F6 to add new email address OR

7. Enter MA beside an existing RMADEM (remittance advice email) address to change it

8. Enter Effective Dates

9. Enter RMADEM into the Type field

10. Enter Email address

11. Enter AC into the Status field

12. Press Enter

13. Press F12 twice to move back List of Contact Names

14. Enter CV next to RMADEM contact

15. Press Enter

16. Enter RO next to supplier (there may be a number of suppliers, pick the one you wish to send remittance advice to)

17. Press Enter

18. Press F6 to add a new record

19. Press Enter

20. Enter Customer/Vendor

21. Enter RMADEM into the Role Code field

22. Enter Effective Date Range

23. Press Enter