IBM - IIB,WTX,EDI and BPM Solutions By Mallibabu

Friday, 30 June 2017

EDI Transmissions

The above diagram demonstrates the transmission flow of an 850 Purchase Order from a trading partner's server to your own. In order for the file to be properly routed, the sender and receiver qualifier ID's (located in the ISA segment) are identified throughout each of the steps. Furthermore, each transmission is assigned an Interchange Control Number by the sending party to uniquely identify a transmission for a given sender and receiver qualifier ID pair. Control numbers within the Interchange Control Number, Functional Group Trailer, and Transaction Set Trailer segments also provide the means for each step to verify that the complete transmission was received.

This flow chart shows the route taken by an 810 Invoice transmission from your server to a trading partner's server. In order for the file to be properly routed, the sender and receiver qualifier ID's (located in the ISA segment) are identified throughout each of the steps. Furthermore, each transmission is assigned an Interchange Control Number by the sending party to uniquely identify a transmission for a given sender and receiver qualifier ID pair. Control numbers within the Interchange Control Number, Functional Group Trailer, and Transaction Set Trailer segments also provide the means for each step to verify that the complete transmission was received.

The above diagram illustrates the general path of EDI transactions and allows us to visualize how we can evaluate and "track" the flow of EDI transmissions. The Mailbag Report, as seen in the chart, is sent information from a Value Added Network (VAN) to identify which envelopes were received. In another measure taken for transaction tracking, the Envelope Report identifies the sender and receiver qualifier ID's as well as the Interchange Control Number for each document that is transmitted. Both the Mailbag and Envelope Reports are given information by your own VAN, and the involved trading partner likely has access to their own Mailbag and Envelope Reports from their own VAN as well. These measures give us the ability to track EDI transmissions from one server to another.

810 Invoice Elements

Segment / Example Elements	Name	Description	Example Values / Comments
BIG	Beginning	Marks the start of the invoice and has identifying informations
BIG01	Invoice Date	The date of this invoice	CCYYMMDD format
BIG02	Invoice Number	The number of this invoice
BIG04	Purchase Order Number	The purchase order number corresponding to this invoice	Matches the purchase order number in the BEG03 element
N1	Name	To identify a party or organization using a code
N101	Entity ID Code	Identifies the type or party or organization	BY = Buying party
N103	ID code qualifier	Identifies the type of ID code in N104	92 = assigned by buyer
N104	ID code	The code for the party or organization	4 digit code to identify a store or distribution center
ITD	Terms of Sale	Specifies the terms of the sale
ITD01	Terms Type Code	Code for the type of terms	05 = discount not applicable 08 = basic discount offered
ITD03	Terms Discount Percent	The amount of the discount as a percentage
ITD07	Terms Net Days	The number of days until the total invoice amount is due
DTM	Date/Time Reference	Specifies relevant dates and times
DTM01	Date/Time Qualifier	Identifies the kind of date used in DTM02	011 for the actual date the merchandise was shipped
DTM02	Date	The date being referrenced	CCYYMMDD format
FOB	FOB Related Instructions	Specifies transportation and payment instructions for a shipment
FOB01	Shipment method of Payment	Describes how the shipping is paid	CC = Collect CF = Collect with freight credited to customer DF = Defined by buyer and seller MX = Mixed PC = Prepaid and charged to customer PO = Prepaid only PP = Prepaid by seller
SAC	Service, Promotion, Allowance, or Charge Information	To request or identify a service, promotion, allowance, or charge and the associated amount or percentage
SAC01	Allowance or Charge Indicator	A code to indicate the type of allowance or charge	A = Allowance C = Charge
SAC05	Amount	The amount of the allowance or charge	OHNS, Order Handling for a New Store
CAD	Carrier Detail	Specifies transportation details for the items being invoiced
CAD01	Transportation Method	The transportation method used, vehicle	A = Air AE = Air Express C = Consolidation CE = Customer Pickup L = Contract Carrier M = Motor (common carrier) P = Private Carrier U = Private Parcel Service
CAD04	Standard Carrier Alpha Code	The carrier's identification code
CAD07	Reference Number Qualifier	Indicates the type of value in CAD08	BM = Bill of Lading CN = PRO/Invoice # 08 = Carrier Assigned Package Number
CAD08	Reference Number	Bill of Lading, PRO Number, or Tracking Number
IT01*	Baseline Item Detail	Specifies most frequently used Invoice line item data	Multiple IT1 segments (lines) are very common
IT101*	Assigned Identification	The line number
IT102*	Quantity Ordered	The number of an item being invoiced
IT104*	Unit Price	The price of one unit (i.e. one item)
IT107*	Product/ Service ID	The buyer's identification number on the item being ordered
IT109*	Product/ Service ID	The vendor's identification number on the item being ordered
IT111*	Product/ Service ID	The UPC consumer package code	The number scanned as a bar code at the store's checkout counter
PID*	Product/Item Description	Describes a product
PID01*	Item Description Type	The type of description used in PID05	F = Free Form
PID05*	Description	The description of the product

*Indicates segment is located on detail level of transaction

Note: The above segments and elements are examples only and will vary from trading partner to trading partner. Refer to the trading partner's EDI Guidelines to determine the segment and element usage for a particular EDI transmission.

856 Advanced Ship Notice Elements

Segment / Example Elements	Name	Description	Example Values / Comments
BSN	Beginning	Marks the start of an ASN and has identifying information
BSN02	Shipment Identification	A unique number assigned by the shipper for this shipment	Not the same as purchase order or bill of lading number
BSN03	Date	Date the shipment is sent	CCYYMMDD format
BSN05	Hierarchical Structure Code	Code indicating the structure of this ASN	0001 = Pick & Pack 0002 = Standard Pack
TD5	Carrier Details	Specifies the carrier and routing sequence
TD503	Identification Code	Code identifying the carrier
TD504	Transportation Method	The transportation method used, vehicle	A = Air AE = Air Express C = Consolidation CE = Customer Pickup L = Contract Carrier M = Motor (common carrier) P = Private Carrier U = Private Parcel Service
REF	Reference Identification	May be used for matching the Carrier's EDI 214 Carrier Status message with this EDI 856 Ship Notice message
REF01	Reference Identification Qualifier	Indicates the type of carrier number used in REF03	A = Air AE = Air Express C = Consolidation CE = Customer Pickup L = Contract Carrier M = Motor (common carrier) P = Private Carrier U = Private Parcel Service
REF02	Reference Identification	The number being referenced	The carrier's BOL (Bill of Lading) number
N1	Name	To identify a party or organization using a code
N101	Entity ID Code	Identifies the type or party or organization	ST = Ship To party
N103	ID code qualifier	Identifies the type of ID code in N104	92 = assigned by buyer
N104	ID code	The code for the party or organization	4 digit code to identify a store or distribution center
PRF	Purchase Order Reference	Contains data about the purchase order being filled by this ASN
PRF01	Purchase Order Number	The purchase order number being filled by this Advance Ship Notice	Same purchase order number as on the 850 transaction
TD1	Carrier Details	Specifies transportation details including community, weight, and quantity
TD101	Packaging Code	Code indicating the type of packaging	25 = Carton 31 = Carton Fiber 76 = Carbon Paper
TD102	Lading Quantity	The number of shipping unites (pieces) of the lading commodity	Sometimes referred to as the number of cartons shipped
PO4*	Item Physical Details	Specifies the packaging, weights, and dimensions
PO401*	Pack	Code indicating the type of packaging
PO414*	Inner Pack	The number of eaches per inner container; if inner cartons are used, this is the number of selling units within the inner cartons only
MAN*	Marks and Number	Indicates identifying marks and numbers on the shipment
MAN02*	Marks and Numbers	The SSCC-18 Number	Sometimes referred to as the UCC-128 number
LIN*	Item Identification	Item identification data
LIN02*	Product/Service ID Qualifier	Code identifying type of identification number used in LIN03	CB = Buyers Catalog Number EO = EAN/UCC-8 UP = UPC Consumer Package Code
LIN03*	Product/Service ID	The identifying number for the product or service
SN1*	Item Detail (Shipment)	Specifies line-item detail for this shipment
SN102*	Number of Unites Shipped	The number of units in this shipment	Depends on the type of 856 structure (Pick & Pack or Standard Pack)
SN103*	Unit or Basis for Measurement	Code specifying the units in which the value is being expressed	CA = Case EA = Each

*Indicates segment is located on detail level of transaction

850 Purchase Order Elements

Segment / Example Elements	Name	Description	Example Values / Comments
BEG	Beginning	Marks the Start of PO and has identifying information
BEG03	Purchase Number	The number of this purchase order
BEG05	Purchase Order Date	The date assigned to this purchase order	CCYYMMDD format
REF	Reference Identification
REF01	Reference Qualifier	Indicates the type of value in REF02	IA to indicate Internal Vendor Number
REF02	Reference Identification	The number being referenced	The vendor number used by the purchaser
SAC	Service, Promotion, Allowance, or Charge Information	To request or identify a service, promotion, allowance, or charge and the associated amount or percentage
SAC01	Allowance or Charge Indicator	A code to indicate the type of allowance or charge	N = no allowance
SAC04	Agency Service, Promotion	A code to indicate the type of allowance	OHNS = order handling for a new store
ITD	Terms of Sale	Specifies the terms of the sale
ITD01	Terms Type code	Code for the type of terms	05 = discount not applicable 08 = basic discount offered
ITD03	Terms Discount Percent	The amount of the discount as a percentage
ITD07	Terms Net Days	The number of days until total invoice amount is due
DTM	Date/Time Reference	Specifies relevant dates and times
DTM01	Date/Time Qualifier	Identifies the kind of date used in DTM02	001 = cancel after date 002 = delivery requested date
DTM02	Date	The date being referenced, specified by DTM01	CCYYMMDD format
N1	Name	To identify a party or organization using a code
N101	Entity ID Code	Identifies the type of party or organization	BY = buying party
N102	Name	The name of party or organization	TSC = Tractor Supply
N103	ID Code Qualifier	Identifies the type of ID code in N104	92 = assigned by buyer
N104	ID Code	The code for the party or organization	Four digit code to identify a store or distribution center
N3, N4	Address Information	Street, City, State address information
PO1*	Baseline Item Detail	Specifies most frequently used Purchase Order line item data	Multiple PO segments (lines) are very common
PO101*	Assigned Identification	The line number
PO102*	Quantity Ordered	The quantity of an item being ordered
PO104*	Unit Price	The price of one unit (i.e. one item)
PO107*	Product/Service ID	The buyer's identification number of the item being ordered
PO109*	Product/Service ID	The vendor's identification number of the item being ordered
PO111*	Product/Service ID	The UPC consumer package code	The number scanned as a bar code at the store's checkout counter

*Indicates segment is located on detail level of transaction

Envelope, Header, and Trailer Segments

Soft Share Tree Level	Segment/ Example Elements	Name	Description	Example Values / Comments
1	ISA	Interchange Information	Identifies the sender and receiver using QID's. There is only one ISA	The ISA and IEA segments are called the envelope
1	ISA05	Sender Qualifier ID	Two digits that specify what kind of sender identification is used in segment ISA06	01 = Duns # 08 =UCC EDI # 12 =phone # 14 = Duns + suffix # ZZ = mutually defined
1	ISA06	Interchange Sender ID	A number that uniquely identifies the sender	The Duns #, UCC EID #, phone #, Duns + suffix #, or mutually defined #
1	ISA 07	Receiver Qualifier ID	Two digits that specify what kind of receiver identification is used in segment ISA08	01 = Duns # 08 =UCC EDI # 12 =phone # 14 = Duns + suffix # ZZ = mutually defined
1	ISA08	Interchange Receiver ID	A number that uniquely identifies the receiver	The Duns #, UCC EID #, phone #, Duns + suffix #, or mutually defined #
1	ISA13	Interchange Control Number	Sequential assigned number by the sender for this transmission	Will match the ISA15 number in the envelope report on EC Grid
1	ISA15	Usage Indicator	Identifies this transmission's purpose for production or test	Will be P for Production or T for Test
2	GS	Functional Group Header	Identifies the kind of business document in this transmission	There can be more than one GS, but this is very rare
2	GS01	Functional Identifier Code	Two letter abbreviation for the type of transaction being sent	PO, Purchase Order SH, Ship Notice IN, Invoice FA, Functional Acknowledgement PC, Purchase Order Change RA, Remit Advice RS, Order Status
2	GS02	Application Sender's Code	The identification number of the sender	Same as ISA06
2	GS03	Application Receiver's Code	The identification number of the receiver	Same as ISA08
2	GS06	Group Control Number	Sequentially assigned by sender for each functional group	Will match the control number in the AK1 segment of the 997 for a summary level 997
NA	ST	Transaction Set Header	Marks beginning of a document, for example, one Purchase Order	A transaction set is one business document, and there can be multiple documents (common for Purchase Orders)
NA	ST01	Transaction Set ID Code	Three digit number for the type of transaction set (i.e. document being sent)	850 for Purchase Order 810 for Invoice Redundant with GS01 but uses 3 digits instead of 2 letters
NA	ST02	Transaction Set Control Number	Sequentially assigned number by the sender for each transaction set
NA	SE	Transaction Set Trailer	Marks the end of a document, for example, one Purchase Order
NA	SE01	Number of Included Segments	The number of segments included in the transaction set
NA	SE02	Transaction Set Control Number	The control number of the transaction set just ended	Must match the control number in ST02 of this transmission
NA	GE	Functional Group Trailer	Marks the end of the functional group
NA	GE01	Number of Transaction Sets	The number of transaction sets included in this functional group just ended
NA	GE02	Group Control Number	The control number of the functional group just ended	Must match the control number in GS06 of this transmission
NA	IEA	Interchange Control Trailer	Marks the end of one functional group(s) and the end of an EDI Transmission	The ISA and IEA segments are called the "envelope"
NA	IEA01	Number of Included Functional Groups	Number of GS segments	This is very rarely more than one
NA	IEA02	Interchange Control Number	The same number as ISA13	Must match the ISA13 number in this transmission

Note: all of the above envelope, header, and trailer segments and elements usage are very similar for most trading partners. The Transaction Set Segments vary by the type of transaction (PO, Invoice, ASN) as well as within the transaction type for each trading partner's requirements.

List of Commonly Used EDI Segments

Trans. Type	Segment / Example Elements	Name	Description
All	ISA	Interchange Information	Identifies the sender and receiver using QID's. There is only one ISA
All	GS	Functional Group Header	Identifies the kind of business documents in this transmission
All	ST	Transaction Set Header	Marks beginning of a document, for example a Purchase Order
All	SE	Transaction Set Trailer	Marks the end of a document, for example an Invoice
All	GE	Functional Group Trailer	Marks the end of a functional group
All	IEA	Interchange Color Trailer	Marks the end of functional group(s) and the end of an EDI Transmission
PO	BEG	Beginning	Marks the start of the purchase order and has identifying information
PO	REF	Reference Identification
PO	SAC	Service, Promotion, Allowance, or Charge	To request or identify a service, promotion, allowance, or charge and the associated amount or percentage
PO	ITD	Terms of Sale	Specifies the terms of the sale
PO	DTM	Date/Time Reference	Specifies relevant dates as well as times
PO	N1	Name	To identify a party or organization using a code
PO	N3, N4	Address Information	Street, City, State address information
PO	PO1*	Baseline Item Detail	Specifies most frequently used Purchase Order line item data
ASN	BSN	Beginning	Marks the start of an the advance ship notice and has identifying information
ASN	TD5	Carrier Details	Specifies the carrier and routing sequence
ASN	REF	Reference Identification	May be used for matching the Carrier's EDI 214 Carrier Status message
ASN	N1	Name	To identify a party or organization using a code
ASN	PRF	Purchase Order Reference	Contains data about the purchase order being filled by this ASN
ASN	TD1	Carrier Details	Specifies transportation details including commodity, weight, and quantity
ASN	PO4*	Item Physical Details	Specifies the packaging, weight, and dimensions
ASN	MAN*	Marks and Number	Indicates identifying marks and numbers on the shipment
ASN	LIN*	Item Identification	Item identification data
ASN	SN1*	Item Detail (Shipment)	Specifies line-item detail for this shipment
Invoice	BIG	Beginning	Marks the start of the invoice and has identifying information
Invoice	N1	Name	To identify a party or organization using a code
Invoice	ITD	Terms of Sale	Specifies the terms of the sale
Invoice	DTM	Date/Time Reference	Specifies relevant dates and times
Invoice	FOB	FOB Related Instructions	Specifies transportation and payment instructions for a shipment
Invoice	SAC	Service, Promotion, Allowance, or Charge	To request or identify a service, promotion, allowance, or charge and the associated amount or percentage
Invoice	CAD	Carrier Detail	Specifies transportation details for the items being invoiced
Invoice	IT01*	Baseline Item Detail	Specifies most frequently used invoice line item data
Invoice	PID*	Product/Item Description	Describes a product

*Indicates segment is located on detail level of transaction

Thursday, 29 June 2017

How Does EDI Work?

Step 1: Prepare the documents to be sent

The first step is to collect and organize the data. For example, instead of printing a purchase order, your system creates an electronic file with the necessary information to build an EDI document. The sources of data and the methods available to generate the electronic documents can include:

Human data entry via screens
Exporting PC-based data from spreadsheets or databases
Reformatted electronic reports into data files
Enhancing existing applications to automatically create output files that are ready for translation into an EDI standard
Purchasing application software that has built-in interfaces for EDI files

Step 2: Translate the documents into EDI format

The next step is to feed your electronic data through translator software to convert your internal data format into the EDI standard format using the appropriate segments and data elements. You can purchase EDI translation software that you manage and maintain on your premises. This requires specialized mapping expertise in order to define how your internal data is to be mapped (i.e. correlated) to the EDI data. Translation software is available to suit just about any computing environment and budget, from large systems that handle thousands of transactions daily to PC-based software that need only process a few hundred transactions per week.

Alternatively, you can use the translation services of an EDI service provider. In that case, you send your data to the provider, who handles translation to and from the EDI format on your behalf.

Step 3: Connect and Transmit your EDI documents to your business partner

Once your business documents are translated to the appropriate EDI format they are ready to be transmitted to your business partner. You must decide how you will connect to each of your partners to perform that transmission. There are several ways, the most common of which include 1) to connect directly using AS2 or another secure internet protocol, 2) connect to an EDI Network provider (also referred to as a VAN provider) using your preferred communications protocol and rely on the network provider to connect to your business partners using whatever communications protocol your partners prefer, or 3) a combination of both, depending on the particular partner and the volume of transactions you expect to exchange.

What Comprises an EDI Document?

An EDI document is comprised of data elements, segments and envelopes that are formatted according to the rules of a particular EDI standard.

When you create an EDI document, such as a purchase order, you must adhere to the strict formatting rules of the standard you are using. These rules define exactly where and how each piece of information in the document will be found. That way, when the EDI translator on the receiving computer reads an incoming EDI purchase order, it will immediately understand where to find the buyer’s company name, the purchase order number, the items being ordered, the price for each item, etc. Then, that data will be fed into the receiver’s order entry system in the proper internal format without requiring any manual order entry.

The graphic below shows a sample purchase order in printed form and how it would look once it’s translated into the ANSI X12.

In the EDI language, a single business document, such as a purchase order, invoice or advance ship notice, is called a “transaction set” or “message.” And, a transaction set is comprised of data elements, segments and envelopes.