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EDI DOCUMENTS

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The documentation in this publication is provided pursuant to a Sales and Licensing Contract for theProphet 21® System entered into by and between Prophet 21 and the Purchaser to whom this documentation isprovided (“License Agreement”). In addition, the licensed software to which this documentation refers may besupported in accordance with a customer support agreement by and between the same parties (“SupportAgreement”). All warranties, conditions of use, transfer restrictions, and other provisions in the LicenseAgreement or Support Agreement which are applicable to Licensed Software, are applicable to thispublication. In addition, this publication may include inadvertent technical inaccuracies or typographicalerrors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; thesechanges will be incorporated in new editions of the publication. Any questions about the material contained inthe publication should be addressed to the Prophet 21 Customer Support Department at 1-800-ITS-PR21.

Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including anywarranties that may be included in our products. Warranties for such agreements are set forth in youragreement with Prophet 21.

Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet21 at any time without notice.

DOCUMENTATION CONVENTIONS

♦ The eyeglass symbol ($) indicates a field on which you can browse.

♦ The star (�) indicates the default for a field.

♦ To allow for the widest possible parameters when printing a report or performing afunction, accept the defaults for all of the parameter fields. To accept the defaults,either escape through all the fields, or press [Enter] without specifying any values.Generally, samples in the documentation are shown using the default values.

♦ Start and End parameters define the limits to a range of information you will print ona report. If information does not appear on a report, it may be because theinformation was excluded from the Start, End range.

♦ For a detailed explanation on how maintenance screens function, refer to the TourGuide manual.

♦ Use the search tool in Adobe Acrobat Reader to find which manual describes aspecific module, job, or function.

9/20/99

Prophet 21 Acclaim® Version 10

The Prophet 21 system and Prophet 21 Acclaim are registered trademarks, and Prophet 21 and ScratchPad are trademarks of Prophet 21.All other trademarks and registered trademarks are the property of their respective companies.

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Table of Contents

1 INTRODUCTION____________________________________________________6Sending Documents to a Trading Partner ________________________________8Receiving Documents from a Trading Partner _____________________________8

Blanket Orders_______________________________________________________9

Main Menu__________________________________________________________9

2 BUILD EDI DOCUMENTS____________________________________________11

Building Documents__________________________________________________11Document Generation ______________________________________________14Build Error________________________________________________________16Invoice (810)______________________________________________________16Planning Schedule (830) ____________________________________________17Price Sales Catalog (832)____________________________________________18Response to Request for Quote Edit ___________________________________18

Edit Received Request for Quote (840) Data ___________________________19Build ASC Response to Request for Quote (843) ________________________22Delete Received Request for Quote (840) Data _________________________23

EDI Purchase Order (850) ___________________________________________24EDI Purchase Order Acknowledgement (855) ____________________________25

Build a PO Acknowledgement (855) __________________________________25Delete Send PO Acknowledgement Data ______________________________27

Ship Notice/Manifest (856) ___________________________________________27PO Change Acknowledgement (865) ___________________________________28Product Transfer and Resale Report (867)_______________________________29

3 PREPARE EDI DOCUMENTS ________________________________________30

Enveloping Documents _______________________________________________30

4 PROCESS RECEIVED EDI DOCUMENTS_______________________________34

5 EDIT EDI ORDER __________________________________________________37

Print EDI-Order Data _________________________________________________37

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Sample: Preview/Edit Raw EDI-Order Data Report ________________________39

Preview/Edit EDI-Order Data___________________________________________39

Edit Received Shipping Label/Ship Notice Data ____________________________40

6 PRINT RAW EDI DOCUMENTS _______________________________________45Sample: EDI Document Listing________________________________________48

7 PURGE RAW EDI DOCUMENTS ______________________________________49

8 EDI DOCUMENT JOURNALS ________________________________________52

Built EDI Documents Journal___________________________________________54Sample: EDI Event Journal for Built Documents __________________________54When Information Does Not Print on a Journal ___________________________54Clearing a Journal _________________________________________________55

Enveloped EDI Documents Journal______________________________________55

Process Received EDI Documents Journal________________________________56

Preview/Edit EDI Order Data Journal ____________________________________57

Purge Raw EDI Documents Journal _____________________________________57

Change Document Type Journal________________________________________59

POs Made Available to Build Journal ____________________________________59

Invoices Made Available to Build Journal _________________________________60

Shipping Papers Made Available to Build Journal ___________________________61

Edited Request for Quote Journal _______________________________________61

Exported/Imported Documents Journal ___________________________________62

All EDI Event Journals________________________________________________63

Transaction History Journal____________________________________________63

Received 997s Journal _______________________________________________64Important Trading Partner Setup Information for 997s ______________________66

Overlay Modifications Journal __________________________________________67

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The Document Editor Journal __________________________________________68

Clear All Event Journals ______________________________________________68

9 CHANGE A DOCUMENT’S TYPE _____________________________________70

10 DOCUMENT EDITOR ______________________________________________73

11 EDI DOC DEFAULTS_______________________________________________76

12 APPENDICES ____________________________________________________78

Appendix 1: Transaction Set Processing__________________________________78810 - Invoice (Send) ______________________________________________78830 - Planning Schedule (Send) _____________________________________78832 - Price Sales Catalog (Send) ____________________________________79843 - Response to Request for Quote (Send) ___________________________80844 - Product Transfer Account Adjustment (Send) ______________________80850 - Purchase Order (Send) _______________________________________80855 - Purchase Order Acknowledgement (Send) ________________________80856 - Shipping Notice (Send)________________________________________80865 - Purchase Order Change Acknowledgement (Send)__________________81867 - Product Transfer and Resale Report (Send) _______________________81997 - Functional Acknowledgement (Send)_____________________________81820 - Payment Order/Remittance Advice (Receive) ______________________81830 - Planning Schedule (Receive) ___________________________________81840 - Request for Quotation (Receive) ________________________________81850 - Purchase Order (Receive) _____________________________________81862 - Shipping Schedule (Receive) ___________________________________82997 - Functional Acknowledgement (Receive) __________________________82

Appendix 2: "Mark For" Information______________________________________82Sending "Mark For" Information _______________________________________82

Item Notes for Stock and Catalog Items _______________________________82Entering "Mark For" Information for Nonstock Items ______________________84Extended Record #1 ______________________________________________84Extended Record #2 ______________________________________________85ASC to P21 Map _________________________________________________85

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Documentation for the EDI package consists of three manuals:

EDI Setup

EDI Communications

EDI Documents

This manual focuses on the EDI Doc module, which is used to originate and process the electronic businessdocuments that are either created on the Prophet 21® system or received from your trading partner.

Using this module, you can edit, print, or purge entire documents. EDI Doc is the integration point for thesebusiness documents and Prophet 21 databases. Generally, these documents exist in EDI Doc in their raw X12format, but other proprietary formats may exist in EDI Doc. Documents will exist in EDI Doc even after theyhave been sent to your trading partner, or integrated with the Prophet 21 system. They are removed from EDI Doconly when you choose to purge them.

Integration with the Prophet 21 system occurs when you either build outbound (send) documents or processinbound (receive) documents. The following is a list of X12 transaction sets integrated with the Prophet 21system:

Transaction Set Name TS# Send Receive “C”ustom “O”ptional “S”tandard

Invoice 810 X S

810 X C DMI

820 X S

Payment Order/Remittance 820 X EDI98

Planning Schedule with ReleaseCapability

830 X X S

Price Sales CatalogNote: There are several ways tosend the 832. Sending it to displaydead stock is standard; sending it asan Item List report is custom.

832 X S

Price Sales Catalog 832 X O, DMI

1 INTRODUCTION

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Request for Quotation 840 X S

Response to Request for Quote 843 X S

Response to Product TransferAccount Adjustment

844 X C

Inventory Inquiry/Stock Status 846 X C

Response to Product TransferAccount Adjustment

849 X S

Purchase Order 850 X X S

VMI Product Activity 852 X VMI

PO Acknowledgement 855 X X S

PO Acknowledgement(specific for VMI only)

855 X VMI

Manifest Notice 856 X S

Manifest Notice 856 X C DMI

Combination ShipNotice/Invoice

857 X C

Receiving Advice 861 861 X DMI

Shipping Schedule as Order 862 X S

PO Change 865 X S

Product Transfer and Resale 867 X S

Rebate Advice 867 867 X C

UCS Grocery Order 875 X C

UCS Grocery Invoice 880 X C

DMI File Transfer 996 X DMI

Functional Acknowledgement 997 X X S

For documents that you are sending, EDI Doc searches the appropriate file for documents for the specified tradingpartner, and allows you to select the documents to be built. When these documents are built, they becometransmissions that can be easily read by your trading partner. The transmissions take on the transaction set thatconforms to the ASC X12 standard, and use the information you entered for the trading partner in the EDI Setupmodule.

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Transaction sets serve as the guides by which P21 documents are transformed into EDI documents that conform tothe ASC X12 standards. Transaction set information specifies where all of the information from the P21document is included in the EDI version of that document. All of the mapping information, and any modificationsthat were made are used to build an ASC X12 document based on the information in the P21 document youindicate.

The documents that you build (i.e., the EDI documents that are ready to be sent) are then enveloped when youprepare the documents to be sent. Enveloping means that each of the individual EDI documents that you havebuilt for a specific trading partner is put together into one interchange, which can have several different types ofdocuments included in various functional groups. Remember that a single interchange can hold several differenttransaction sets, and several different types of transaction sets, but all of the documents in an interchange must begoing to the same trading partner. Functional Acknowledgments, which are generated automatically if yourtrading partner requests an acknowledgement, can also be included in an interchange for the specified tradingpartner, if any exist. A single interchange can only include transaction sets for one trading partner, and thetransaction sets included must conform to the same version of the ASC X12 standard. ASC X12 versioninformation is included in the interchange header, so only transaction sets which conform to the same version canbe included in an interchange.

At any point in the process of building and enveloping documents, you may print out a copy of the documentto verify that all of the information is included and correct. An option to change the type of a document, sothat you can rebuild or resend it, is also included in EDI Doc.

All of the information you use in the EDI Doc module comes from other modules in the system: documents to besent come from different modules in the system, and the information which is used to process all of your EDIdocuments comes from the setup information you specify in the EDI Setup module. EDI Doc uses thisinformation to process all of your EDI documents. Documents to be sent are enveloped first using the EDI Docmodule and are then sent using the EDI Com module. Documents are received using the EDI Com module and arethen processed in the EDI Doc module.

The following lists outline the basic steps for sending and receiving documents:

SENDING DOCUMENTS TO A TRADING PARTNER

1. Using the EDI Setup module, make sure that all of the transaction sets which you are using for this partnerhave been entered and are correct. Also, make sure that you have "Send" versions of the ICS and FGtransaction sets for the interchange version you are using. For more information on trading partnertransaction sets, refer to the EDI Setup manual.

2. Generate any system documents which you are sending to this trading partner (e.g., print out shippingpapers and invoices for customer trading partners, or generate purchase orders for vendor tradingpartners).

3. Use the appropriate build option to build all the documents for the trading partner.

4. Use the Prepare (EDI Documents for Sending) option to envelope all of the documents you wish to send tothis trading partner. This creates an interchange which includes all of these documents. This interchangeis what you will send to the trading partner using the EDI Com module.

RECEIVING DOCUMENTS FROM A TRADING PARTNER

1. Using the EDI Com module, dial in to the network or the trading partner’s computer system, and followtheir procedures for receiving documents. The documents which you receive this way are considered"raw" ASC documents (i.e., unprocessed documents).

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2. Use the Process (Received EDI Documents) option to process the received "raw" document. Duringprocessing, the system saves data from the received documents in temporary data files. This occurs forthose transaction sets that save data from received documents and which you have set up in the EDI Setupmodule for this trading partner. Also, any printed forms which you have set up are printed according tothe specifications you entered. Finally, any data that is not processed according to an ASC to P21 Mapentry (either a P21 Field Table Number, or printed on a form) prints on a Diagnostic Report. This reportprints only when an error in processing has occurred. It displays where in the document the error hasoccurred and a description of the problem.

3. After processing the document, the individual documents can then be manipulated, depending on the typeof document.

You can also set up a form for any received transaction set using the Printed Forms Layout options under theTrading Partner option in the EDI Setup module. The form you create will print out every time you receive thattransaction set. This allows you to print out a copy of the received data for every transaction set.

BLANKET ORDERS

The EDI Doc module affects EDI blanket orders by automatically linking received release schedule information toorder-items during the processing of the appropriate transaction sets.

The process of establishing a link is based on information contained in the Order-Item Lookup Table. When anEDI order is initially received and generated, an entry is made in the Lookup Table. When subsequent informationis received, the system checks the Lookup Table for existing information about a given item on an order. If it isthere, a link is established between the order-item in the Prophet 21 system and the received release information.Once a link exists, you can use the (Blanket Release)Update option in the EDI Order module to update the releaseschedule information for that order-item.

Because of this process, order-items entered manually for which you expect to receive release information in EDIdocuments must have a link established manually before you process the received information. For moreinformation on using blanket items with EDI, refer to the EDI Order chapter of the EDI Transaction Modulesmanual.

MAIN MENU

The EDI Doc module is used to process documents which have been received and which are to be built andsent.

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Build . . . builds EDI documents.

For more information on this option, refer to the next section.

Prepare . . . prepares EDI documents for sending.

For more information on this feature, refer to page 30.

Process . . . processes received EDI documents.

For more information on this option, refer to page 34.

Edit EDI-Order

. . . previews/edits EDI Order data.


Print Raw . . . prints a list of raw (unprocessed) EDI documents.

For more information on this selection, refer to page 45.

Purge Raw . . . deletes raw EDI documents.


PrintJournals

. . . prints EDI journals for each of the document processing options.


Change . . . changes the processing type of a document.


Editor . . . adds, edits, and deletes segment information in an EDI document.


Defaults . . . modifies EDI Doc default settings.


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The Build option is used to build EDI documents that are sent to your trading partners. The Build process isthe translation of Prophet 21 data into an ASCX12 transaction. An ASCX12 document is created in the EDIDoc module from Prophet 21 information.

Both the Build and Prepare options create multiple documents for a single trading partner. By entering a TradingPartner ID, a list is automatically displayed of all of the available documents for that trading partner, along withdocument numbers, such as purchase order numbers, invoice numbers, and shipment numbers. You can specifywhether or not a particular document is to be included in the next building process. Both the Build and Prepareoptions use the same procedures for scrolling through the list, selecting documents, and starting the processing.

BUILDING DOCUMENTS

When the Build option is selected, the following screen appears:

EnterTransactionSet Number$

. . . number code of the transaction set to be built.

When a browse is performed on the Enter Transaction Set Number field, the following screen displays:

2 BUILD EDIDOCUMENTS

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To select a transaction set, enter the corresponding sequence number at the Seq# prompt. When a transaction setis selected, the appropriate screen/submenu displays:

Note: To demonstrate the build and envelope options, the Build an EDI Purchase Order screen is previouslyshown. This screen appears since the 850 Purchase Order transaction set was selected. No matterwhat transaction set is selected, all of the transaction set build options function in exactly the sameway.

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Upon entry of a Trading Partner ID in the previous screen, the first screen of purchase orders for the specifiedtrading partner displays.

TradingPartner ID$

. . . identifies the trading partner whose document is to be built.

If no documents exist for the selected trading partner, you are prompted to enter a new tradingpartner.

Format . . . identifies the version of the ASC X12 standards that this trading partner uses.

This field is informational only.

Seq# . . . sequence number of the line-item.

Incl . . . determines whether or not the current document is to be included in the next buildprocess.

Each document has an Include field that determines whether or not that particular document isto be included in the current build process. By entering the sequence number of the document,this field is toggled back and forth between "YES" and "NO." After setting all of thedocuments you wish to build to "YES" (and all of the other documents to "NO"), press [S] tobegin processing.

Any documents whose Include field is set to NO are not built or enveloped, but still appear onthe build or envelope scan.

PO # . . . identifies the document number of the document.

This is the number of the appropriate document type. For example, if you are viewing purchaseorders, this number would be the document’s Prophet 21 system-generated purchase ordernumber.

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Type . . . identifies the kind of transaction.

This is a three-character field that holds specific values:

REG – Regular purchase orders

DS – Direct ship purchase orders

LPU – Local Pick-up purchase orders

Date . . . identifies the date that the data for this document was generated.

Change InclFunc

. . . toggles the Include column’s value between YES and NO.

Enter the sequence number of the document whose Include value should be changed.

“AY” All-Yes . . . toggles the Include value to YES for all documents for this trading partner.

If the build process is started, all documents will be built.

“AN” All-No . . . toggles the Include value to NO for all documents.

If the build process is started, nothing is built.

“SY”Screen-Yes

. . . toggles the Include value to YES for only those documents shown on the screen.

“SN” ScreenNo

. . . toggles the Include value to NO for only those documents appearing on the screen.

“S”tart . . . starts the process of building EDI documents.

Press [S] at the Change Incl Func prompt to start the build procedure. All documents to be builtshould have a YES setting in the Include column.

“Q”uit . . . exits the build without processing any documents.

If changes have been made to the Include field for any document, these changes are saved whenthe “Q”uit option is used.

Press [S] to start the building process, or [Q] to quit from it. The system returns to the EDI Doc main menu.

DOCUMENT GENERATION

For documents to appear on each transaction set’s Build scan, two conditions must be met:

1. Transaction sets corresponding to the appropriate documents must exist for the specified trading partner.Also note that for the Build and Prepare (enveloping) options to work correctly, all of the other transactionset setup information (i.e., ASC to P21 Map, Interchange ID Table, etc.) must be set up as well. For moreinformation on creating transaction set setup information, refer to the EDI Setup manual.

2. Document information must be generated on the system, using whatever procedure is required for thattype of transaction set. The procedure for each is shown as follows:

850 Generate purchase orders, either selectively or automatically.

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855 Enter a received EDI order using the EDI Order module. Purchase Order Acknowledgementinformation is generated when you enter an EDI order using the EDI Order module. Allchanges to the items on the received order are recorded as they occur.

856 Print shipping papers.

810 Print invoices or service charge invoices.

865 These documents are completely independent of any information stored in the Prophet 21system.

832 Print the Inactive Items Report in the Item List module.

830 This transaction set produces the ASC Planning Schedule, and has no integration with theProphet 21 system. The schedule is built with prompting entries, that build the 830 frominformation provided by the user.

843 The Response to a Request for Quote listing is generated by this transaction set. To create thisdocument, process the received 840 for the appropriate trading partner.

867 This transaction set generates the Product Transfer and Resale document. Invoice orders forthe specified customer or vendor trading partner to create this document.

The appendix entitled “Transaction Set Processing,” on page 78, provides a detailed explanation of the specificprocedures used to generate data for each transaction set.

When a transaction set exists for a trading partner, and a document corresponding to the transaction set isgenerated or printed for that trading partner, the document information is stored in a temporary file in the Prophet21 system for the appropriate build option. When the Build option is selected, and the Trading Partner is entered,all of the documents in the temporary file corresponding to the specific transaction set and trading partner aredisplayed.

As documents are generated or printed in different modules in the Prophet 21 system, the system checks theCustomer Code or Vendor ID against the first six characters of the Trading Partner ID. If a match is found, thesystem checks for a “Send” version of the transaction set for that trading partner. If the transaction set exists, theinformation is saved. If a transaction set does not exist, nothing is built.

As a document is built, the system uses the “Send” version of the corresponding transaction set that you have setup for this trading partner in the EDI Setup module. All of the data segments which you have included in thattransaction set, along with all of the mapping and other information you specified, are used to build the document.

As documents are being built, the system assigns a unique number to the document that is used to identify thedocument in the EDI Doc module. This document number identifies this document in several options of theEDI Doc module, and displays above the list of available documents. For build options, the following messagedisplays:

All of the documents which are built and enveloped in the EDI Doc module are assigned a Type value whichshows at what stage they are in the building. Documents which have been generated or printed, but not built, donot have a Type value. After they are built, they are assigned the Type of T.S. for Transaction Set. Documents

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that have this type (i.e., that have been built) no longer show up on the appropriate build option scan, with theexception of the 855 transaction set for Purchase Order Acknowledgements.

BUILD ERROR

If an error is encountered during the build process, the build for that document is aborted. A build error lookssimilar to the following screen:

Problem: Processing is aborted due to a non-numeric value being mapped to a numericelement.

Solution: This trading partner’s overlay must be edited so that a different mappingentry is used.

INVOICE (810)

The Build ASC Invoices option uses invoice information for any customer who has been set up as a trading partnerin the EDI Setup module, with “Send” versions of the 810 transaction set. After you enter the 810 transaction set,the following screen displays:

When you specify the Trading Partner ID, all of the stored invoices for that trading partner are displayed.

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Seq# . . . sequence number of the displayed transaction.

In the prior screen, these are Prophet 21 system-generated invoices that are ready to be built forthis trading partner.


For more information on this column, refer to page 13.

Invoice # . . . Prophet 21 invoice number, consisting of the branch, order number and shipmentnumber, of the trading partner’s invoice.

Invoice Date . . . date the invoice was generated in the Prophet 21 system for the trading partner.

Invoice information is stored whenever invoices or service charge invoices are printed from the Invoice or FrontCounter module for trading partners with “Send” 810 transaction sets.

Note: A sales ticket (shipping paper) printed from Front Counter will not generate an entry to build an 810invoice.

PLANNING SCHEDULE (830)

The Build an ASC Planning Schedule option generates planning schedules for any customer who has been setup as a trading partner in the EDI Setup module and has a “Send” version of the 830 transaction set. After youenter the 830 transaction set, the following screen displays:

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The information contained in 830 transaction sets is controlled entirely by prompting ASC to P21 Map entries.For more information on prompting map entries, and the 830 map entries, refer to the Print Mapping option in theUtilities section of the EDI Setup manual.

PRICE SALES CATALOG (832)

The Build an ASC Price Sales Catalog option uses item information for any item that appears on the InactiveItems Report for the default location, and whose vendor has been set up as a trading partner in the EDI Setupmodule. This trading partner also has to have a “Send” version of the 832 transaction set. After you enter the832 transaction set, the following screen displays:

When you specify the Trading Partner ID, all of the items for that vendor that appeared on the Inactive ItemsReport are displayed. This data is saved when the Inactive Items Report is printed for a location.

RESPONSE TO REQUEST FOR QUOTE EDIT

The Response to Request for Quote Edit option uses the request for quote data to send back a response to yourtrading partner. You edit the data to send back the correct information, such as changing the prices, or dates, etc.When the Response to Request for Quote Edit (843) transaction set is selected, the following menu displays:

Edit . . . edits line-item information from the received 840 (Request for Quote) documents.


Build . . . builds the 843 EDI transmission that is the Response to the Request for Quote Edit.

For more information on this choice, refer to page 22.

Delete . . . deletes obsolete 840 (Request for Quote) documents.


The 840 RECV and the 843 SEND documents work together. Some of the information received on the 840 RECVis mirrored back on the 843 SEND. If the information is sent to the user on the 840 document, it appears on the

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prior screen. If not, the information will need to be entered. For more information on 840 and 843 map entries,refer to the Print Mapping option in the Utilities section of the EDI Setup manual.

EDIT RECEIVED REQUEST FOR QUOTE (840) DATA

The Edit option edits line-item information on 840 transmissions. When this option is chosen, the followingscreen appears:

After the Trading Partner ID is selected, the 840 transmissions for this trading partner are displayed:



For more information on this value, refer to page 13.

RFQ # . . . system-generated number assigned to the 840 document during its processing.

Reference # . . . number used by you and your trading partner to track the quote.

RFQ Date . . . date the 840 document was processed.

Once a line is selected and [S] to Start is pressed, another screen appears with line-item detail:

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The Request-For-Quote and Reference numbers, and the first field description always display. These aredescriptions of mapped 840 receive elements as defined by the ASCX12 standards. You are allowed to edit thedata before building them into 843 Response to Request for Quote documents.

The remaining fields (and those on subsequent screens) contain miscellaneous data and may or may not appear,depending on the overlay you have set up for the trading partner.

The information comes from the received 840 and any maps in the 843 “Send” overlay in the 900000-999998range with a default value. The default value is used as the prompt for the field. For more information on 840 and843 map entries, refer to the Print Mapping option in the Utilities section of the EDI Setup manual.

When [Enter] is pressed at the Field prompt, the following detail screen appears:

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Item Code . . . unique code identifying the item on the Request for Quote transmission.

Desc 1throughDesc 4

. . . description of the item code.

Unit ofMeasure

. . . base unit of the item.

Basis UnitPrice Code

. . . price unit of measure.

For example, the regular unit of measure is EA, but the item is priced by the unit (UN). Thebasis unit is therefore UN. The ASCX12 standards make this distinction on the request forquote (840) so it is displayed on this screen.

RequestedDate

. . . date the trading partner needs the item.

The default Requested Date is NONE.

Unit Price . . . price of a base unit.

Quantity . . . quantity ordered of this item.

“H” forHeader

. . . returns the system to the prior screen.

“Q”uit . . . exits the Request-For-Quote and returns to the 843 Response main menu.

The arrow displaying to the left of the line-item in the top window indicates which item’s information is beingdisplayed for editing. The Request-For-Quote and Reference numbers cannot be edited.

Fields 9 through 12 (and those on subsequent screens) may appear to the right of fields 1 through 8. They containmiscellaneous data and may or may not appear, depending on the overlay you have set up for the trading partner.The length of these fields equals the shorter of the following:

The length of the ASC X12 element the data is mapped toThe length of the P21 Field Table Number the data is mapped from

These fields are truncated in order to fit on screen and may include prompts. If information has not been saved inthese fields, you may enter information in these fields while editing.

If any maps in the 9000000-999998 range with a default value are used in the 843 “Send” overlay, pressing [Enter]at the Field prompt displays an additional screen that is similar to the following:

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Unit Pricefor PriceBreak

. . . reduced price of item when specified quantity is ordered.

Qty for PriceBreak

. . . minimum order quantity to receive price break.

UOM forPrice Break

. . . order quantity must be in this unit of measure to receive price break.

Seller’sSalesNumber

. . . number of sales made for this item.

Lead TimeQty in Days

. . . used to specify lead time for availability of products and services.

ScheduledShip Qty

. . . quantity currently scheduled for shipping.

“H” forHeader

. . . displays the first header screen.

“P” forPrevious

. . . displays the previous header screen.

“S” for Seq# . . . displays only after all fields for an item have been entered.

You may see more or fewer fields, depending on the information required for each trading partner. Information inthe Field Value column may be displayed or may need to be entered.

BUILD ASC RESPONSE TO REQUEST FOR QUOTE (843)

The Build option generates the Response to Request for Quote documents. When this option is chosen, thefollowing screen appears:

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After the Trading Partner ID is selected, all Received Requests for Quotes for that trading partner display,along with their reference number and date of generation:

Definitions of these columns are found on page 19. Enter [S] at the Seq# prompt to begin the build process.

DELETE RECEIVED REQUEST FOR QUOTE (840) DATA

The Delete option removes obsolete Request for Quote documents. When this option is chosen, the followingscreen appears:

After the Trading Partner ID is chosen, all Requests for Quotes for that trading partner display, along with theirreference number and ASC X12 version:

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Definitions of these columns are found on page 19. Enter [S] at the Seq# prompt to begin the delete process. Onlythose documents with an Include value of Yes are removed.

EDI PURCHASE ORDER (850)

The Build an EDI Purchase Order option uses purchase order information for any vendors that have been setup as trading partners in the EDI Setup module with "Send" versions of the 850 transaction set or set up asProprietary Trading Partners. When this option is chosen, the following screen appears:

When you choose a Trading Partner ID, all of the stored purchase orders for that trading partner are displayed. Ifthe trading partner is set up as a Proprietary Trading Partner (non-X12) in the EDI Setup module, this will beindicated in the upper right of the screen. The phrase “Format: Proprietary” is shown.

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Definitions for the prior columns are found on page 13. Purchase order information is saved when you generatepurchase orders or requisitions. Entering [S] at the Change Incl Func prompt builds the purchase orders.

EDI PURCHASE ORDER ACKNOWLEDGEMENT (855)

When the Purchase Order Acknowledgement transaction set is selected, the following menu displays:

Build . . . builds PO acknowledgments for orders entered in the EDI Order module.


Delete . . . removes PO acknowledgement data.


BUILD A PO ACKNOWLEDGEMENT (855)

The Build option uses EDI order information for any customers who have been set up as trading partners in theEDI Setup module, with “Send” versions of the 855 transaction set. When this option is chosen, the followingscreen appears:

Once the trading partner is selected, all of the stored EDI purchase order acknowledgement information for thattrading partner is displayed:

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Seq# . . . sequence number of the 855 acknowledgement.

Use the sequence number to change the value of the Incl field.


For more information on this field, refer to page 13.

EDI Order # . . . unique number assigned to the document when the 850 receive document wasprocessed.

Once the order is generated from the 850, the EDI order number is no longer used.

Last Order # . . . unique number assigned to the last order created in the Prophet system from this EDIorder.

This is the P21 order number assigned when the order was generated from the 850 receivedocument. This number is used to track the order throughout the system.

When an asterisk follows an 855’s Last Order# value, it indicates that the originally receivedcustomer PO was entered on multiple orders in your Prophet system.

CustomerPO#

. . . customer-assigned purchase order number as received from the 850 document.

This number can be entered manually during generation.

Order Date . . . date the EDI order was generated.

When EDI orders are entered using the EDI Order module, the original order information (i.e. the information inthe received document) is saved. As changes are made to the order, they are saved with the actual order data, theorder information created using the EDI Order module. When you select this option, the system checks the actualdata against the original data, and notes any changes that have occurred. This information is then included in the855 transaction set that you build.

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Press [S] to start the building process; [Q] to exit the process.

DELETE SEND PO ACKNOWLEDGEMENT DATA

The Delete option removes PO acknowledgement information. PO acknowledgments are generated for anorder after the order has been created in the EDI Order module. As soon as PO acknowledgment data isgenerated, the Delete option can be used to delete the data before it is processed any further. When this optionis chosen, the following screen appears:

The Delete option uses PO acknowledgment data for any customer that has been set up as a trading partner in theEDI Setup module, with "Send" versions of the 855 transaction set. When a trading partner is selected, all storedPO acknowledgments for that trading partner are displayed. This screen of information is very similar to theprevious screen for building PO acknowledgements.


SHIP NOTICE/MANIFEST (856)

The Build ASC Ship Notice/Manifest option uses shipping paper information for any customer who has beenset up as a trading partner in the EDI Setup module, with "Send" versions of the 856 transaction set. After the856 transaction set is entered, the following screen appears:

When you enter the Trading Partner ID, all the stored shipping papers for that trading partner are displayed:

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For more information on this field, refer to page 13.

Shipment # . . . combination of the order number and shipment number.

Ship Date . . . date the shipping paper was generated.

Shipping paper information is stored whenever shipping papers are printed for trading partners with "Send" 856transaction sets.


PO CHANGE ACKNOWLEDGEMENT (865)

The Build ASC PO Change Acknowledgement option is used for any customer who has been set up as atrading partner in the EDI Setup module, with "Send" versions of the 865 transaction set. No data is requiredfrom the rest of the system. After the 865 transaction set is entered, the following screen appears:

When you enter the Trading Partner ID, the PO change acknowledgements are processed. After all theincluded header segments have been built, the following prompt displays:

The 865 transaction sets may be built without item detail. One of two values can be entered:

Y – Item details are entered during building.

N – The system bypasses the detail segments during building, which continues with the firstsummary segment of the document.

The information contained in 865 transaction sets is controlled entirely by prompting ASC to P21 Map entries.For more information on prompting map entries and the 865 map entries, refer to the Print Mapping option in theUtilities section of the EDI Setup manual.

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PRODUCT TRANSFER AND RESALE REPORT (867)

The information used by the Build an ASC Product Transfer Resale Report option is dependent on datagenerated using custom features in the Order module. After the 867 transaction set is selected, the followingscreen displays:

Once the Trading Partner ID is entered, complete the rest of the fields:

Trading Partner$

. . . unique code assigned to each trading partner.

Branch #Starting/Ending

. . . code assigned to the branch.

Invoice DateStarting/Ending

. . . date(s) for which the report is generated.

The current date is used for the default starting and ending invoice date.

This report uses information entered in the Invoice module. If there is no data available for building the reportwithin the specified limits, the following message appears:

When the build is successfully completed, the system returns to the Trading Partner ID field.

Note: There is custom software that builds the 867 document from the Rebate Journal.

30

The Prepare option is used to envelope built EDI documents before they are sent to your trading partners.

Both the Build and Prepare options create multiple documents for a single trading partner. By entering a TradingPartner ID, a list is automatically displayed of all of the available documents for that trading partner, along withdocument numbers, such as purchase order numbers, invoice numbers, and shipment numbers. You can specifywhether or not a particular document is to be included in the next enveloping process. Both the Build and Prepareoptions use the same procedures for scrolling through the list, selecting documents, and starting the processing.

ENVELOPING DOCUMENTS

When a built document is enveloped, a new document is created that includes all of the transaction set documentsthat were marked with YES to Include, along with the appropriate interchange information so that it can besuccessfully sent to your trading partner.

When the Prepare option is selected, the following screen appears:

TradingPartner ID$

. . . identifies the trading partner whose document is to be enveloped.

If no documents exist for the selected trading partner, you are prompted to enter a new tradingpartner.

3 PREPARE EDI DOCUMENTS

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Once a trading partner is selected, the following screen appears showing the built documents that can be envelopedfor this trading partner:

Seq . . . sequence number of the built document on the screen.

Incl . . . determines whether or not the current document is to be included in the nextenveloping process.

For more information on the Include value, refer to page 13.

Doc # . . . unique number assigned to this document from the build process.

TS # . . . the transaction set number of the document.

This is a three-digit number which identifies the transaction set in the ASC X12 standard.

Build Date . . . the date this document was built.

Comments . . . system-generated description indicating the type of transaction, such as an invoice orpurchase order.

Depending on the document, the comment includes the original P21 document number (e.g., thePO number), and the type of document. The following table shows the transaction set numberand the corresponding comment for that transaction set. The value “99999999” represents thedocument number.

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TS # Comment

850 P21 PO #9999999

855 EDI Order #9999999

856 P21 Ship #9999999

810 P21 Inv #9999999

832 Price sales catalog

830 Planning schedule

843 Response to request for quote. REF # 999999

844 Product transfer account adjustment

867 Product transfer resale report

865 PO change acknowledgement

Include/Exclude Seq#

. . . toggles the Include column’s value between YES and NO.

Enter the sequence number of the document whose Include value should be changed.

“S” to Start . . . starts the process of enveloping EDI documents.

Press [S] at the Include/Exclude Seq# prompt to start the enveloping procedure. Alldocuments to be enveloped should have a YES setting in the Include column.

“Q” to Quit . . . exits the enveloping procedure in the Prepare option without processing anydocuments.

If changes have been made to the Include field for any document, these changes are savedwhen the “Q”uit option is used.

Press [S] to start the enveloping process, or [Q] to exit. The system returns to the EDI Doc main menu.

During the enveloping process, the following message displays:

When documents are enveloped, a new document is generated that includes all of the transaction set documentsthat were marked with YES to Include, along with the appropriate interchange information. The interchangeinformation adds the interchange header and trailer, and the functional group headers and trailers to the newdocument. This new document is given the Type value of SEND, for an enveloped document that is ready to besent using the EDI Com module. After it is sent, its Type value is changed to SENT.

When a document is built but not enveloped, it has a Type value of T.S. for Transaction Set. Only documents withthis Type value are enveloped when the Prepare option is selected for a specific trading partner. They also appearon the Envelope Transaction Sets display screen. After a document has been enveloped, its Type value can be

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changed from T.S. to ENVE, or the document can be deleted since a new document is created to hold theenveloped transaction set. How the original transaction set is handled depends on the option you select using theDefaults (Modify EDI Doc Defaults) option. For more information on modifying the defaults, refer to the “EDIDoc Defaults” chapter.

When documents are enveloped, the system uses the interchange and network information you have entered in theEDI Setup module for the specified trading partner to create the interchange header and trailer, and the functionalgroup headers and trailers. Documents which are being enveloped together are inserted into the interchange in theappropriate places (i.e., sorted by functional group, between the functional group headers and trailers).

34

The Process option translates received ASCX12 documents into the Prophet 21 system format. This data is thenavailable for use throughout the Prophet 21 system. The receive documents were received from your tradingpartners through the EDI Com module.

Choosing this option displays the following screen:

TradingPartner ID

. . . identifies the specific trading partner for which to process documents.

You must specify a trading partner that exists on this screen of received documents.

FG . . . identifies functional groups, or enveloping information of the transaction sets withinthe interchange.

Functional groups separate different transaction sets within an envelope, or interchange. Forexample, one functional group surrounds all invoices and another surrounds all purchase orderswithin one interchange to a trading partner.

Note: This column always shows a “---“ value on this screen.

TS # . . . the transaction set number of the document.

This is a three-digit number which identifies the transaction set in the ASC X12 standard.

Note: This column always shows a “---“ value on this screen.

4 PROCESS RECEIVED EDIDOCUMENTS

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Type . . . identifies the kind of transaction.

Documents are assigned the type “RECV” when they are received through the EDI Commodule. Every received EDI document that currently has the Type “RECV” is displayed on thisscreen.

TP ID . . . identifies the trading partner linked to the received document.

Doc # . . . unique number assigned to this document when it was received via modem in the EDICom module.

Cre Date . . . date the document was received.

This is the Creation Date of the document.

Comments . . . general description assigned to the document.

Trading Partner Unknown – The document has been received but it cannot match the followingconditions:

ISA Sender Interchange ID cannot be found in the Trading Partner Interchange InformationTable.

ISA Sender Interchange ID qualifier cannot be found in the Trading Partner InterchangeInformation Table.

The network identified in the EDI Com module and the Trading Partner Information Tabledo not match.

The Trading Partner Information Table information is missing.

Unprocessed Data – The document has been received but has not yet been processed.

After processing, the documents can have any of several comments, due to errors in processing.These comments are self-explanatory of the error that occurred.

Press [Esc] to scroll through the scan.

When a specific trading partner is selected, the screen redisplays with only the documents of the selected tradingpartner:

For more information on these columns, refer to the definitions on the previous screen. Press [Enter] at the Fieldprompt to begin processing all received documents for that trading partner.

The data from received transaction sets will print automatically if those transaction sets have been set up withPrinted Forms in the EDI Setup module. For more information on this option, refer to the EDI Setup manual.

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An optional Diagnostic Report prints information on any unmapped data that was included in the receiveddocument, any errors in the data, and other important information. Whether or not the Diagnostic Report prints isdetermined by the settings entered in the Defaults option of the EDI Doc module.

Any received transaction sets which are currently integrated with the system are temporarily stored for theappropriate transaction. Received 850 (Purchase Order), 862 (Shipping Schedule), and 830 (Planning Schedule)transaction sets are added to a temporary EDI Order file for processing later using the EDI Order module.

When received documents have been processed, their Type value changes from "RECV" to "PROC." They nolonger appear on the Process Received EDI Documents screen.

Note: When the system processes a RECV document, it will output a printed form. The format of theprinted form is determined by the user-defined layout created in the EDI Setup module. Anyinformation on the RECV document can be shown on the printed form in human-readable format. Forinformation on setting up a printed form layout, refer to the EDI Setup manual. A sample of a printedform follows:

37

The Edit EDI Order option offers printing raw EDI documents, reviewing and editing these documents, andediting received shipping label and notice information.

When this option is chosen, the following screen appears:

Print EDI-Order Data

. . . print selected EDI Order information of a specific trading partner.


Preview/EditEDI-OrderData

. . . preview and edit EDI Order information that has been received from a tradingpartner before entering the orders using the EDI Order module.


EditReceivedShippingLabel/ShipNotice Data

. . . process received shipping schedules and build shipping notices.


PRINT EDI-ORDER DATA

The Print EDI-Order Data option reports selected EDI Order transactions for a specific trading partner. When thisoption is selected, the following screen displays:

5 EDIT EDI ORDER

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CustomerCode$

. . . unique code of the customer or trading partner assigned to the EDI Order transaction.

When a valid customer code or trading partner ID is entered, the following screen appears:

CustomerCode$

. . . identifies the trading partner.

Seq# . . .sequence number of the line-item.

Incl . . . determines whether or not the current document is to be included on the report.

For more information on this value, refer to page 13.

Cust PO # . . . customer purchase order number assigned to this transaction.

EDI Order # . . . number given to the raw document when it was processed.

This number is different than the regular system-generated order number given to the EDI orderonce it is generated.

Order Date . . . date given to the document when it was processed.

To select documents for printing, enter the transaction’s sequence number at the prompt to change the Incl value.Any transactions with Incl set to YES are printed when [S] is pressed to start processing. Press [Q] to Quit andexit to the Preview/Edit Raw EDI Data menu.

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SAMPLE: PREVIEW/EDIT RAW EDI-ORDER DATA REPORT

These fields are preceded by either "A," "D," or "*N," indicating the source of the information. "A" indicates thatthe information was taken from the received ASC document ("A" for ASC) or entered with the Preview/Editoption. No information appears for fields marked "D" since this indicates that default values are used in thesefields. "*N" indicates that information for that field was unavailable for the purposes of the Preview/Edit optionand is entered while processing the order in the EDI Order module.

After the report prints, the system returns to the Customer Code prompt.

PREVIEW/EDIT EDI-ORDER DATA

The Preview/Edit EDI-Order Data option is used to review and edit EDI Order information that has been receivedfrom a trading partner, before entering the order through the EDI Order module. When this option is selected, thefollowing screen displays:

EDI-Order # . . . unique number assigned to the EDI transaction.

It is an interim number used to identify this order until it is generated into an order on theProphet 21 system. After order generation, a system-assigned order number is used to track thisorder throughout the system.

Performing a browse on this field displays a list of all EDI orders that are ready to be processed, or generated:

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OrderHeader

. . . displays the header information of the order.

Editing order information can be done on this screen.

OrderInformation

. . . displays the order information of the order.

Editing discount percentages and price multipliers can be done on this screen.

Ship-ToInformation

. . . displays the shipping information.

Editing shipping information can be done on this screen.

Item Code . . . displays the code of the order item.

Editing codes, descriptions, prices, and costs can be done on this screen.

Description1

. . . displays the detailed description of the item.

The field names and their corresponding values are displayed automatically. The field names will be the same forevery order. You can edit the information in the field values by entering field numbers at the Field prompt. Thesefields of order information are identical to those contained in the standard Prophet 21 Order module. For moreinformation on these fields, refer to the Order manual.

These fields are preceded by either "A," "D," or "*N," indicating the source of the information. For moreinformation on these values, refer to page 39.

Once you are finished editing, press [Enter] at the Field prompt to return to the initial Preview/Edit screen.

EDIT RECEIVED SHIPPING LABEL/SHIP NOTICE DATA

The Edit Received Shipping Label/Ship Notice Data option is used to process received 862s (shipping schedules).This process involves printing item shipping labels, building 856s (shipping notices), and deleting obsolete 862item information. When this option is selected, the Header Information screen displays:

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Seq . . . sequence number assigned to the EDI transaction.

TP ID . . . identifies the trading partner assigned to this 862 shipping schedule.

PO-ReqNumber

. . . purchase order or requisition number assigned to this shipping schedule.

Serial # . . . identifies the serial number linked to this 862 shipping schedule.

“A” to Add . . . manually add a new shipping schedule.

“Q” to Quit . . . exits this feature and returns to the Preview/Edit Raw EDI Data menu.

[Esc] forMore

. . . scrolls forward through multiple screens of information.

The hyphen [-] key scrolls back through the information.

Selecting one of the 862 shipping schedules displays the following screen:

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Item # . . . sequential line-item number of the as it is listed on the 862 shipping schedule.

Buyer’s ItemCode

. . . item code that is listed on the 862 shipping schedule.

It may be a customized part number or an item code.

Quantity . . . amount shown in the 862 document.

UoM . . . unit of measure of the item.

Label . . . indicates whether or not this item has an AIAG shipping label.

★ Y – The item has an AIAG shipping label.

N – The item does not have one.

ASN . . . indicates whether or not this item is on the 856 SEND Advance Ship Notice document.

Y – The item is on the 856 SEND document.

★ N – The item is not on it.

Del . . . indicates whether or not line-items are deleted after the AIAG label has printed.

Y – The item is deleted when the AIAG label is printed.

★ N – The item is not removed after the label is printed.

The Label field defaults to Yes and the ASN and Del fields default to No when generating 862s. These fieldsshould be left at their default values to ensure proper shipping label printing and 856 building, which occurs inthree steps. During the first step, shipping labels are printed, so the Label field should be set to Yes while theASN and Del fields should be set to No. ASNs (advanced ship notices) are built in the second step, in which theLabel field will automatically be set to No and the ASN field will be set to Yes. Item deletions occur in the thirdstep, in which the ASN field will automatically be set to No and the Del field will be set to Yes.

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When the shipping label information has been edited, press [Q] to return to the Header Information screen. To addnew 862 shipping schedules, or add items to existing 862 shipping schedules, press [A] at the Seq# prompt on theHeader Information screen to display the following screen:

Buyer’s ItemCode

. . . code of the order line-item that the buyer wishes to purchase.

This is an item that someone is buying from you.

Vendor’sItem Code

. . . code of the order line-item that is used by the vendor.

Description . . . detailed description of the line-item.

ProductClass Code

. . . identifies the product group class of the item.

Ref # . . . reference number linked to this item for tracking purposes.

Quantity . . . order quantity of the item.

Unit ofMeasure

. . . purchase or sales unit of the item.

Keyword . . . word used to aid in searching for the item.

Initial OrderQuantity

. . . original order quantity value of the item.

Initial OrderDate

. . . original order date of the item.

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Build onNext ASN

. . . determines if this item should be generated on an 856 SEND Advance Ship Notice.

Y – The line-item is placed on an advance ship notice document the next time they aregenerated.

★ N – The item is not placed on the document.

Deleteduring ASNBuild

. . . determines whether this item is deleted during the next ASN build.

Y – The line-item is deleted during the next advanced shipping notice build.

★ N – The line item remains during the next advanced shipping notice build.

PrintShippingLabel

. . . relates whether or not shipping labels are printed.

★ Y – A shipping label is printed for this item.

N – A label is not printed.

When adding items to an existing 862 shipping schedule, the information entered in the Trading Partner ID,Serial#, and PO/Req# fields in the Header section must be identical to that of the original 862 transaction. Youcan add the appropriate item information in all fields of the Item section with the exception of the Build On NextASN, Delete During ASN Build, and Print Shipping Label fields. You cannot edit 862 item information in theItem section of this screen. You can only add new items.

The option to add new 862s is used when 862 information has been received from a conventional source (i.e.,receiving a shipping paper by mail.) When adding new 862 shipping schedules, the data entered in the Headersection and all fields in the Item section should equal the information found in the conventional source, with theexception of the Build On Next ASN, Delete During ASN Build, and Print Shipping Label fields.

Whether adding new 862s or items to existing 862s, the Build On Next ASN and Delete During ASN Buildfields default to No, and the Print Shipping Label field defaults to Yes. These fields should be left at theirdefault values to ensure proper shipping label printing and 856 shipping notice building.

Once you have entered this information, the system returns to the Header Information screen.

45

The Print Raw option generates a detailed listing of the raw EDI document. When this option is selected, thefollowing screen appears:

Document # . . . unique number of the document that is to be printed.

FG . . . separates different types of transaction sets within one envelope

Dashed lines found in both the FG and TS # columns are indicative that the document is areceive document.

TS # . . . transaction set number, if applicable, of the document.

Type . . . identifies the status of the document.

For more information on the different types, refer to page 32.

6 PRINT RAW EDIDOCUMENTS

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TP ID . . . identifies the trading partner assigned to the document.

Doc # . . . unique number assigned to the document.

Doc Created . . . date the document was received or created.

Comments . . . system-generated description of the status of the document.

[Esc] forMoreDocuments

. . . scrolls forward through each screen of raw documents.

Transactions are shown from most current date to oldest date.

“-“ forPrevious

. . . scrolls backward through each screen of raw documents.

Selecting this option displays the previous screen.

“S”CommentScan

. . . searches for those documents matching a Comment string.

Press [S] at the Document Number prompt to initiate the Comment scan. The following screenappears:

Enter a string of characters of a comment for which to search. For example, entering UNPROCdisplays those documents that have comments of Unprocessed Data:

“T” to ViewDocumentsby TradingPartner

. . . searches for those documents linked to a specific trading partner.

Press [T] at the Document Number prompt to initiate the View Documents by Trading Partnerscan. The following screen appears:

Enter a specific trading partner for which to search. For example, entering ACME displays thedocuments linked to the TP ID of ACME:

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Once a document number is entered, press [Enter] at the Field prompt. A sample of the listing follows.

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SAMPLE: EDI DOCUMENT LISTING

49

The Purge Raw option deletes obsolete raw EDI documents. Q-Mode must be enabled to purge documents. Whenthis option is selected, the following screen appears:

TradingPartner IDStart/End

. . . specifies the range of trading partners whose documents are purged.

DocumentNumberStart/End

. . . specifies the range of document numbers that is purged.

DateStart/End

. . . specifies the range of raw document creation dates.

7 PURGE RAW EDIDOCUMENTS

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Document Type

Sent . . . determines whether sent documents are purged.

★ Yes – SENT type documents are purged.

No – SENT documents are not purged.

Proc . . . determines whether processed documents are purged.

★ Yes – PROC type documents are purged.

No – PROC documents are not purged.

Enve . . . determines whether enveloped documents are purged.

★ Yes – ENVE type documents are purged.

No – ENVE documents are not purged.

Send . . . determines whether “send” documents are purged.

Yes – SEND type documents are purged.

★ No – SEND documents are not purged.

Recv . . . determines whether received documents are purged.

Yes – RECV type documents are purged.

★ No – RECV documents are not purged.

T.S./Build . . . determines whether built documents are purged.

Yes – Built type documents are purged.

★ No – Built documents are not purged.

Note: Once the build is complete, the type becomes T.S. for transaction set.

Erro/Pend . . . determines whether errored or pending documents are purged.

Yes – Error or Pending type documents are purged.

★ No – Error or Pending documents are not purged.

Transaction SetNumber

Include(multiplefields)

. . . indicates which transaction sets are to be purged.

ALL is the default, but each Include field can hold one transaction set, like the 850 or 810. TheInclude fields appear when Document Types ENVE or T.S./BUIL are set to YES.

If Document Type fields SEND, RECV, T.S./BUIL, and ERRO/PEND have been set to YES, pressing [Enter] atthe Field prompt displays this message:

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Answering NO cancels the process and returns to the EDI Doc main menu. Answering YES purges the rawdocuments matching the parameter settings.

If Document Type fields SEND, RECV, and T.S./BUIL have been set to NO, pressing [Enter] at the Field promptdisplays this message:

Answering NO cancels the process and returns to the EDI Doc main menu. Answering YES purges the rawdocuments matching the parameter settings. When purging documents, the following screen displays:

When purging is complete, the system returns to the EDI Doc main menu.

52

The Print Journals option offers numerous journals to help manage document flow. Each journal displays dataabout documents that have completed various stages of integration and processing Selecting this menu optiondisplays the following screen:

Built . . . the journal of built documents.


Enveloped . . . the journal of enveloped documents.


Processed . . . the journal of processed documents.


Edited . . . the journal of edited EDI Order data.


8 EDI DOCUMENT JOURNALS

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Purged . . . the journal of purged documents.


Changed . . . the journal of changed document types.


POs . . . the journal of buildable purchase orders.


Invoices . . . the journal of buildable invoices.


Ship Notices . . . the journal of buildable ship notices.


RFQ . . . the journal of edited RFQ data.


Exp/Imp . . . the journal of exported/imported documents.


All . . . all event journals.


History . . . the journal of transaction history.


Received997s

. . . the journal of received functional acknowledgements.


Overlay Mod . . . the journal of overlay modifications.


Editor . . . the journal of edited documents.


Clear . . . clears all event journals.


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BUILT EDI DOCUMENTS JOURNAL

The Event Journal for Built EDI Documents displays all outbound documents that have been built. The journalprints when this option is selected:

SAMPLE: EDI EVENT JOURNAL FOR BUILT DOCUMENTS

Entry # . . . sequence number of the document on the journal.

Bld Date . . . date the document was built.

Time . . . time the document was built.

User ID . . . identifies the person who built the document.

TP ID . . . identifies the trading partner assigned to the document.

P21TransactionType

. . . form of transaction that exists in the system from building this document.

P21ReferenceNumber

. . . order number assigned by the Prophet 21 system to this transaction.

TS# . . . transaction set number identifying the type of document.

Doc# . . . unique number of the document that is assigned by the system.

WHEN INFORMATION DOES NOT PRINT ON A JOURNAL

For any EDI Event Journal, the system displays the following message when information cannot be found:

Press any key to return to the Print Journals menu.

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CLEARING A JOURNAL

Use due caution when you clear a specific journal since the clearing process takes a long time to complete. Sinceall EDI journal information is stored in one file, the system must search through all of it to find the correct journalto clear. Q-Mode must be enabled to clear any journal.

ENVELOPED EDI DOCUMENTS JOURNAL

The Event Journal for Enveloped EDI Documents displays all outbound documents that have been enveloped, orprepared for sending. The journal prints when this option is selected:


Env Date . . . date the document was enveloped.

Time . . . time the document was enveloped.

User ID . . . identifies the user who enveloped the document.

TP ID . . . identifies the trading partner linked to this document.

Env Doc . . . number assigned to the document when it becomes enveloped.

Detail # . . . sequence number given to each transaction set inside of the envelope.

TS # . . . transaction set number identifying the type of transaction.

TS Doc # . . . document number of the transaction.

TSComment

. . . system-generated description assigned to the transaction.

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PROCESS RECEIVED EDI DOCUMENTS JOURNAL

The Event Journal for Process Received EDI Documents displays all inbound documents that have beenprocessed. The journal prints when this option is selected:


Date Proc . . . date the received document was processed.

Time . . . time the received document was processed.

User ID . . . identifies the user who processed the document.

TP ID . . . identifies the trading partner who is linked to the document.

Env Doc# . . . the document number assigned to the document when it was received.

Env IC# . . . the Envelope Interchange Control Number that identifies the document for the senderof the document.

Error . . . indicates if errors were found during processing.

Y – Errors were found while processing the document.

N - Processing was successful. No errors were found.

Detail # . . . sequence number of the first transaction within the processed document.

TS # . . . identifies the type of transaction.

TS Control # . . . identifies the transaction set within the functional group.

P21TransactionCreated

. . . identifies the type of transaction created in the Prophet 21 system once the documentwas processed.

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Printed . . . states whether the document has been printed.

Error . . . states whether or not there was an error for the individual

PREVIEW/EDIT EDI ORDER DATA JOURNAL

The Event Journal for Preview/Edit EDI Order Data displays all inbound, processed documents that have beenedited with the Edit EDI-Order option. The journal prints when this option is selected:


Edit Date . . . date the document was edited.

Time . . . time the document was edited.

User ID . . . identifies the user who edited the document.

Customer . . . identifies the customer who sent this document.

EDI-Order# . . . number assigned to the document in the EDI Order files.

ReceivedCustomerPO#

. . .customer-assigned purchase order number on the document.

PURGE RAW EDI DOCUMENTS JOURNAL

The Event Journal for Purge Raw EDI Documents displays all documents that have been deleted from the systemwith Purge Raw option. The journal prints when this option is selected:


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Date . . . date the document was purged.

Time . . . time the document was purged.

User ID . . . identifies the user who deleted the document.

TP ID . . . identifies the range of trading partners selected on the Purge Raw EDI Documentsscreen.

For more information on any of the columns from TP ID to TS #, refer to Chapter 7 on purgingraw documents.

Doc# . . . identifies the range of document numbers selected on the purging parameter screen.

Purge Date . . . displays the range of dates selected for the purging parameters.

Sent . . . identifies the value entered for this parameter for purging documents.

Proc . . . identifies the value entered for this parameter on the purging raw EDI documentsscreen.

Enve . . . identifies the value entered for this parameter in order to purge this raw document.

Recv . . . identifies whether or not the document had been received.

T.S. . . . identifies whether or not the document had been a specific transaction set.

TS# . . . identifies what specific transaction sets were purged.

Detail# . . . sequence of line-item on the document.

TP ID . . . identifies the trading partner assigned to this document.

Doc# . . . document number assigned to the transaction.

Doc Type . . . identifies whether or not the document had been sent.

DocumentComment

. . . description of the status of this document.

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CHANGE DOCUMENT TYPE JOURNAL

The Event Journal for Change an EDI Document’s Type displays all documents that have had their status typeschanged by using the Change option. The journal prints when this option is selected:


Edit Date . . . date the document’s type was changed.

Time . . . time the type was changed.

User ID . . . identifies the user who changed the document’s type.


Doc# . . . number assigned to the document.

Old Type . . . original type status of the document.

New Type . . . changed type status of the document.

POS MADE AVAILABLE TO BUILD JOURNAL

The Event Journal for POs Made Available to Build displays all Prophet 21 purchase orders that can be built intoEDI documents. The journal prints when this option is selected:

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Entry # . . . sequence number of the purchase order on the journal.

Date . . . date the purchase order was created.

Time . . . time the purchase order was created.

User ID . . . identifies the user who generated the purchase order.

Vendor . . . identifies the vendor linked to the purchase order.

PO Number . . . system-generated number assigned to the purchase order.

Note: Purchase orders are available to build as soon as they are accepted in the Prophet 21 system.

INVOICES MADE AVAILABLE TO BUILD JOURNAL

The Event Journal for Invoices Made Available to Build displays all Prophet 21 invoices that can be built into EDIdocuments. The journal prints when this option is selected:

Entry # . . . sequence number of the invoice on the journal.

Date . . . date the invoice was created.

Time . . . time the invoice was created.

User ID . . . identifies the user who generated the invoice.

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Customer . . . identifies the customer linked to the invoice.

Invoice # . . . system-generated number assigned to the invoice.

Note: Invoices are available to build as soon as they are printed in the Prophet 21 system. Printing theinvoice to screen or SpoolQ are acceptable ways of printing the invoice.

SHIPPING PAPERS MADE AVAILABLE TO BUILDJOURNAL

The Event Journal for Shipping Papers Made Available to Build displays all Prophet 21 shipping papers that canbe built into EDI documents. The journal prints when this option is selected:

Entry # . . . sequence number of the shipping paper on the journal.

Date . . . date the shipping paper was created.

Time . . . time the shipping paper was created.

User ID . . . identifies the user who generated the shipping paper.

Customer . . . identifies the customer linked to the shipment.

ShipmentNumber

. . . system-generated number assigned to the order.

The shipment number is a combination of order number and shipment number.

Note: Shipping papers are available to build as soon as they are printed in the Prophet 21 system.

EDITED REQUEST FOR QUOTE JOURNAL

The Event Journal for edited Request for Quote information displays inbound 840 documents that have beenreceived and edited. The journal prints when this option is selected:

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Entry # . . . sequence number of the Request for Quote information.

Date . . . date the 840 document was edited.

Time . . . time the 840 document was edited.

User ID . . . identifies the user who edited the document.

TP ID . . . identifies the trading partner linked to the invoice.

RFQ # . . . system-generated number assigned to the 840 document.

ReferenceNumber

. . . sender-assigned reference number attached to the incoming 840 document.

EXPORTED/IMPORTED DOCUMENTS JOURNAL

The Event Journal for Exported and Imported Documents displays those EDI documents exported to and importedfrom an AIX directory. For more information on setting up your trading partners with this AIX export/importfeature, refer to the EDI Setup manual. The journal prints when this option is selected:


Exp Date . . . date the document was exported to an AIX directory.

If an entry shows a value of DATE in this column, this document has been imported from anAIX directory.

Time . . . time the document was exported or imported.

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User ID . . . identifies the person who exported or imported this document.


File Name . . . identifies the file that holds or held the exported or imported file.

Description . . . status of the file.

Exported – The document was exported to the file.

Imported – The document was imported from the file.

Failed – The document failed the exportation or importation process.

ISA # . . . the number of enveloped documents in the file.

TS # . . . transaction set number identifying the type of document.

A value is only shown for exported documents.

TS Doc # . . . transaction set document number.

TSComment

. . .describes the current state of the document in the Prophet 21 system.

ALL EDI EVENT JOURNALS

The All option prints all EDI journals that have information. Journals that do not have any information to displayare skipped. Each journal prints consecutively when this option is selected:

Choosing this option prints all of the journals that appear in several EDI modules: EDI Doc, EDI Com, EDIOrder, and EDI Expedite PO.

TRANSACTION HISTORY JOURNAL

The History option displays the transaction history for a specific type of document by reference number. Whenthe History option is selected, the following parameter screen appears:

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Ref# Type . . . identifies the type of document to be displayed.

DOC – displays only document numbers matching the entered reference number.

ORDER – displays only EDI order numbers matching the entered reference number.

PO – displays only Prophet 21 purchase orders matching the entered reference number.

INV – displays only Prophet 21 invoices matching the entered reference number.

SHIP – displays only Prophet 21 shipping papers matching the entered reference number.

RFQ – displays only received and edited inbound 840 documents matching the enteredreference number.

Ref#$

. . . identifies the specific document and its transaction history.

After the parameter screen is complete, the appropriate journals print to show the transaction history of thedocument. For example, generating the prior parameter screen displayed the transaction on two journals:

1. Event journal showing it as an invoice that is available to build.

2. Event journal showing it as a built document.

For information on the journals that display, refer to that appropriate journal’s section in this manual.

RECEIVED 997S JOURNAL

Functional acknowledgements (997 transaction sets) record the receipt of an ASC X12 interchange. A receivedfunctional acknowledgment indicates successful transmission and reports any errors in the interchanges that yousend to a trading partner.

The Received 997 Journal displays the transaction sets sent to trading partners who return a 997 functionalacknowledgement. It also tracks the complete flow of documents sent to your trading partner. When a documentis built, an entry is made in the 997 Journal. This entry is updated as the transaction set is enveloped, sent, andthen received.

When the Received 997s option is selected, the following parameter screen appears:

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TradingPartnersBegin/End

. . . specifies the range of trading partners that print.

DatesBegin/End

. . . specifies the range of dates on which transactions sets are built.

TransactionSetsBegin/End

. . . specifies the range of transaction set numbers that print.

OutboundDocumentStatus

. . . identifies documents by their status.

BLDG – Only documents that are currently being built are displayed. This status indicates thatsomeone is building the document at another terminal.

BUILT – Only documents that have been built are displayed.

ENVE – Only documents that have been prepared, or enveloped are displayed. Thesedocuments have not yet been sent to the trading partner.

SENT (OPEN) – Only documents that have been sent to a trading partner, and you are waitingfor a 997 (RECV) are displayed.

RECV (ACK) – Only documents that have been received and the acknowledgement returnedare shown.

RECVE (ERROR) – Only documents that have been received, but are reporting an error, aredisplayed.

RECVR (REJ) – Only documents that have been received, but have been rejected by the tradingpartner, are shown.

ALL – The Outbound Document Status is ignored and all transaction sets that meet the otherparameters are displayed.

The journal prints after the parameter screen is completed. The following sample had the Outbound DocumentStatus field set to ALL:

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Document# . . . sequence number of the document on the journal.

Bld Date . . . date the document was built.

TP ID . . . trading partner assigned to the document.

TS# . . . identifies the transaction set of the built document.

Status . . . condition of the document at time of printing.

Building – The transaction set is currently in the process of being built.

Built – The transaction set is ready to be enveloped.

Enveloped – The document has been enveloped and is ready to be sent to the trading partner.

Sent – The document has been sent to the trading partner. The status will be changed when youreceive the corresponding 997 transaction set.

Received – ACCEPTED – The trading partner accepted the document that they received.

Received - *ERROR NOTED* - The trading partner noted that there was an error with thedocument that they received.

Received – REJECTED – The trading partner rejected the document that they received.

Status Unknown – There is an error in the 997 transaction set that the trading partner sent.

IMPORTANT TRADING PARTNER SETUP INFORMATION FOR 997S

The following information must exist for each trading partner in the EDI Setup module so that their documents canbe recorded on the 997 Journal:

1. You must activate the 997 Journal tracking for each trading partner explicitly. On the TradingPartner Interchange Information screen, set the Use 997 Recv Journal field to Y so that yoursend documents are tracked. For more information on the Trading Partner InterchangeInformation fields, refer to the EDI Setup manual.

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2. To track and record a document on the 997 Journal, the corresponding “SEND” overlay mustcontain the maps that will make a journal entry when the document is in the process of beingbuilt. The ST02 and ST03 segments in each overlay must contain the map that will enter thedocument number into the journal.

3. The 997 received overlay must include the following maps within the overlay:

1. AK201 should contain map 28010.2. AK202 should contain map 28020.3. AK501 should contain map 28030.

OVERLAY MODIFICATIONS JOURNAL

The Event Journal for Overlay Modifications displays all changes made to the transaction sets of your tradingpartners. Overlays and elements that have been changed are reported. Segments which have been either inserted,deleted, or edited are also shown. The journal prints when the Overlay Mod option is selected:

Entry# . . . sequence number of the entry on the journal.

EditDate/Time

. . . date and time the transaction set was edited.

User ID . . . identifies the person who modified the overlay.

TP ID . . . trading partner whose transaction set was modified.

TS#/Type . . . identifies the overlay that was changed.

The overlay is defined by its transaction set number and its type. Type displays one of twovalues:

S – A SEND transaction set.

R – A RECV transaction set.

Version . . . the version of the ASC X12 standards that this trading partner uses.

Seg Seq# . . . identifies the segment of the overlay that was modified.

Modified . . . displays how the segment was changed.

Modified overlays show how they were changed with the values of Inc, Loop Index, Req Des,and Type. Segments show that they were either inserted, deleted, or edited.

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Element ID . . . identifies the element that was modified.

THE DOCUMENT EDITOR JOURNAL

The Event Journal for Document Editor Modifications displays all changes made to documents. Segments thathave been inserted, edited, or deleted are listed. The journal prints when the Overlay Mod option is selected:

Entry# . . . sequence number of the change as it is displayed on the journal.

EditDate/Time

. . . date and time the document was modified.

User ID . . . login ID of the person who made the change to the document.

TP ID . . . identifying code of the trading partner.

Doc# . . . number assigned to the document.

ChangeMade

. . . identifies the segment that was changed and what was done to it.

CLEAR ALL EVENT JOURNALS

The Clear option erases information from all EDI journals. Q-Mode must be enabled to clear the journals.When this option is selected, the following screen appears:

Answering NO cancels the process and returns to the EDI Doc main menu. Answering YES displays thefollowing parameter screen:

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When [Enter] is pressed at the Field prompt, the following screen displays:

Press any key to return to the EDI Doc main menu.

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The Change option is used to edit a document’s type status. You can reprocess a received document, or resend asent document. Selecting this option displays the following screen:

The above columns are similar to the columns found in the option to Print Raw EDI Documents. For moreinformation on these columns, refer to page 45.

When you have selected a document, the New Type field is displayed:

New Type . . . choose the new type status for this document.

You can choose one of several options:

9 CHANGE A DOCUMENT’STYPE

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SEND This document is used for Send interchanges that have been built (enveloped),but that have not been sent.

SENT This Type is used for Sent interchanges that have been enveloped and sent usingthe EDI Com module.

RECV This Type is used for Receive documents that have been received using the EDICom module but have not been processed yet.

FORM This Type is used for printing a form, without any integration into the Prophet21 system. For example, if a document was already processed but anotherprinted form of it was needed, you can change the type from PROC to FORM,reprocess the document to have another form print, but it will not create a neworder in the system.

PROC This Type is used for Receive documents that have been received using the EDICom module, and successfully processed in EDI Doc.

T.S. This Type is used for Send transaction sets that have been built, but have notbeen included in an interchange.

ENVE This Type is used for Send transaction sets that have been built, and that havebeen added to an interchange.

Other Type values are temporary codes, used as the system is building or processing documents. If you see thesetypes and no one (including yourself) is building or processing documents, an error has occurred during the buildor process procedures.

ERRO This temporary Type indicates an error in the processing of a RECV document.

BUIL This temporary Type identifies documents that are being built. You may seethis type when scanning documents, which indicates that someone is building adocument at another terminal. Once the build is complete, the type becomesT.S.

PEND This temporary Type describes received documents as they are being processed.Once the process procedure is complete, the type becomes PROC.

If these types appear, and no one is processing or building documents, you should change the types of thedocuments. The type BUIL should be changed back to T.S., and type PEND should be changed to RECV.

If type ERRO is displayed, determine if the document originally was an outgoing (SEND) document or anincoming (RECV) document. If it had been a SEND document, change the type back to T.S. If it had been aRECV document, change the type back to RECV.

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Once the type is changed, either rebuild the T.S. type documents, or reprocess the RECV type documents. If thereis still a problem after the build and process procedures, call the EDI Support Department for assistance.

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The EDI document editor allows segment additions, modifications, and deletions using a full screen documentviewer. After the document has been modified, the document summary area element syntax values will bechanged to reflect these modifications. When the Editor option is chosen, a screen similar to the followingdisplays:

This screen is very similar to the one that appears when printing raw EDI documents. For more information aboutthis screen, refer to the chapter, “Print Raw EDI Documents” on page 45.

10 DOCUMENT EDITOR

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Once a document number is chosen, a document editor screen similar to the following appears:

SegmentMaintenance

. . . allows the insertion, modification, and deletion of document segments.

I## . . . used to insert segments between existing ones.

Additional segments are inserted before a specified line number. When [I] and the line numberare entered, the system prompts for the Segment ID:

The segment’s description displays after a valid segment identifier is entered. The systemprompts for each element until the last element in the segment is reached, or you choose to quit.Pressing [Enter] at an element prompt halts the segment insertion.

As each element is entered, a description and the reference number of the element’s X12function displays. Element separators and segment terminators are automatically added, sothere is no need to enter them manually. Summary segments SE01 and CTT01 are updatedautomatically, though the CTT02 hash is not. It must be updated manually if needed. Eachelement is checked for X12 syntax correctness. If there is a problem with an element value, anerror message is displayed and the system will immediately prompt you for the same element.Element values that are not syntactically correct will not be accepted. Elements that arenumeric in value will only accept numeric output. Date values must be entered in the formYYMMDD. ID elements must contain valid values as documented by the ASC X12 Standardsfor the version of the document.

It should be noted that an illegal X12 segment can be created by ending a segment before allmandatory elements have been entered. A segment can be ended prematurely by typing returnat the “String value” prompt before mandatory elements have been reached. This will cause anerror during the processing of a RECV type document.

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D## . . . deletes a specific segment number.

You are prompted to confirm the deletion before the segment is actually deleted.

Note: Segments that are part of the X12 document structure standards (e.g., ICS, GS, GE, ST,SE) cannot be deleted.

L## . . . edits a specific segment number.

The segment to be edited is displayed along with the cursor commands. By positioning thecursor, you indicate where to insert or delete text. The text to the right of the cursor isrepositioned as text is deleted and inserted.

No X12 syntax checking will happen when editing a segment, so care should be taken not tocreate an illegal segment structure. Press [Enter] at any time to update the document.

Note: All modifications are reported on the Document Editor Journal. For more informationon this journal, refer to page 68.

J## . . . “jumps” the document view screen to a specific line number.

The document is redisplayed by skipping to the line number that is entered. The line numbersthat follow this specific line are displayed.

“S”earchesfor String ina Segment

. . . searches the segment for the specific string that is entered.

A specific string of characters can be found in the document when a search string is entered.The document is redisplayed, beginning with the segment that contains the specific string.

A ***Segment inserted***, ***Segment edited***, or ***Segment deleted*** message is displayed beneath theComments line if the document had a segment inserted, edited, or deleted. This message displays on the screenand reflects the last change made to the document.

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The Defaults option controls transaction set status and diagnostic reporting. Through these options, you decidehow EDI will process your documents. When this option is selected, the following screen displays:

Delete orChangeduringEnveloping

. . . specifies what happens to a transaction set document after you have added it to aninterchange.

DELE – The document should be deleted after it has been enveloped (added to an interchange).

CHAN – The document is not be deleted, but the Type code is changed from T.S. to ENVE.

PrintUnmappedData

. . . determines whether a Diagnostic Report prints while processing received documents.

Y – Data that is not processed during transaction set processing (i.e., data that does not have aP21 Field Table Number specified in the ASC to P21 Map, or that does not print on a PrintedForm) prints on a Diagnostic Report. If the report prints, check the validity of the receiveddocument against the ASC X12 standards to correct any errors.

N – The Diagnostic Report is not printed.

Exclude“Flag” from850 Build

. . . allows you to change the Include/Exclude default in the 850 build screen.

After creating an open purchase order, you are allowed to continually add items to it, withoutthe concern that it will get built into an 850 SEND document before you are finished.

Y – When a purchase order is accepted in the system, it is moved into the EDI Doc module tobe built, and the Include flag remains at its original value of No. It will not be builtautomatically when the Build option is selected until the its Include flag is set to Yes.

N – When a purchase order is accepted in the system, it is moved into the EDI Doc module tobe built, and the Include flag is set to Yes. This PO is built into an 850 Send document the nexttime the Build option is selected.

11 EDI DOC DEFAULTS

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856 BuildDefaults

. . . controls when the 856 document (advanced shipping notice) is available to be built.

The 856 document can either be available to build when printing shipping papers in the Shipmodule, or when confirming an order in the Ship-Edit module.

Y – The 856 document is available to build when the order is confirmed in the Ship Editmodule.

N – The 856 document is available to build when the shipping papers are printed in the Shipmodule.

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APPENDIX 1: TRANSACTION SET PROCESSING

This appendix provides a description of the processing involved in each of the different transaction sets supportedby the EDI package. These descriptions explain how different documents relate to the transaction sets that youbuild to send or process after receiving. Most of the standard "Send" transaction sets (e.g., 850 purchase order,810 invoice, and 856 shipping notice) correspond directly to the Prophet 21 documents that, when generated, savethe appropriate information to an EDI file that you can then build into transaction sets using the various Buildoptions. These transaction sets do not require an extensive amount of explanation, since the process involved inbuilding them is quite direct. Some other documents, such as the 855 (Purchase Order Acknowledgement)transaction set, entail more complex processing, and require more detailed explanations about what is happeningas the document is processed through the system. Since transaction sets may be of both "Send" and "Receive"types, explanations are provided for both types.

Remember that any received transaction set can be set up with a Printed Form that will print any time thatdocument is processed. Any processing described in this appendix occurs independently of the printing of aPrinted Form.

810 - INVOICE (SEND)

The "Send" invoice information that builds the 810 transaction set is created automatically when invoices areprinted for a customer who is set up as a trading partner with a "Send" 810 transaction set.

830 - PLANNING SCHEDULE (SEND)

The 830 transaction set is used for a variety of notification purposes, depending on the requirements of yourtrading partner. After the system prompts for the trading partner to whom you are sending the 830 transaction set,you are presented with a series of prompts, depending on the transaction set setup information that is entered forthe trading partner’s 830 "Send" transaction set.

12 APPENDICES

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832 - PRICE SALES CATALOG (SEND)

The "Send" item pricing information that builds the 832 transaction set is generated automatically when anInactive Items List is printed. If you are enabled for the 832 transaction set, an additional field is included inthe print parameters for the Inactive Items List. The parameters for the list with the EDI field are shown asfollows:

Update EDI832 File

. . . indicates whether or not 832 data is built for this location’s Inactive Items List.

Y – The transaction set is generated from this information.

N – The report is printed without saving this data.

Since each location has its own data file for the 832 transaction set information, different datacan be sent for each of your locations.

If an 832 data file already exists for this location, and you set the Update Edi 832 File to Y, the following warningmessage displays:

*WARNING: EDI 832 FILE EXISTS FOR THIS LOCATION

If you receive this warning message, you can do one of two things:

1. You can set the Update EDI 832 File to N to print the report without saving the data to the 832 data file.After you print the report, you can build the 832 transaction set with the existing data, which deletes thedata file.

2. You can print the report in spite of this warning, which will overwrite the existing data with the new data.

Note: This implementation of the transaction set is intended mainly for the use of the Norton Locatorsystem.

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843 - RESPONSE TO REQUEST FOR QUOTE (SEND)

The 843 transaction set uses data that you receive in an 840 (Request for Quotation) transaction set. When 840transaction sets are received, the data contained in them is saved to a data file. This received information can thenbe edited, and you can manually enter quotation data for the received 840 transaction set. Using this data, and anydata you edited from the received 840 transaction set, you can build 843 transaction sets that let your tradingpartner know that you received the 840 transaction set, and how you used that data.

844 - PRODUCT TRANSFER ACCOUNT ADJUSTMENT (SEND)

The data required to build the 844 transaction set is generated in the Order module using custom software. Youmust purchase this custom software in order to build "Send" 844 transaction sets.

850 - PURCHASE ORDER (SEND)

The "Send" purchase order information that builds the 850 transaction set is created automatically when purchaseorders are generated for a vendor that is set up as a trading partner with a "Send" 850 transaction set.

855 - PURCHASE ORDER ACKNOWLEDGEMENT (SEND)

The 855 transaction set is used to notify customers of any changes that may occur to an order as it is beingprocessed (i.e., shipped, confirmed, and so on.) The 855 alerts them to any changes in the following informationfor each line-item:

Additional itemsCancelled itemsChanges in quantity ordered, shipped, and completedChanges in the unit of measure for an itemChanges in pricing for an item

Tracking these changes is accomplished by saving the "original" order data, that is, the data received in the 850transaction set when that transaction set is initially processed. When you generate 855 transaction sets, the systemchecks the "current" order data against the "original" order data, and incorporates the changed information into the855.

When the order is complete, the invoice can be printed, and finally Sales History is built. When you run SalesHistory, the order is marked as complete, but the order itself is not added to Sales History. You then generate thefinal 855 for the order, which deletes the "original" order data. After the "original" order data has been deleted,the order is built into Sales History the next time you build Sales History.

If you are using Real-Time Sales History, sales history is built at the time the invoice is printed. The order ismarked as complete when the invoice prints. When you generate the final 855 for the order, the "original" orderdata of the 850 transaction set is deleted.

856 - SHIPPING NOTICE (SEND)

The "Send" shipping paper information that builds the 856 transaction set is created automatically when shippingpapers are printed for a customer that is set up as a trading partner with a "Send" 856 transaction set.

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865 - PURCHASE ORDER CHANGE ACKNOWLEDGEMENT (SEND)

The 865 transaction set is used to acknowledge the receipt and processing of the 860 transaction set (PurchaseOrder Change.) The 860 transaction set is not integrated into the Prophet 21 system, but can be set up with aPrinted Form which will print any data received on the transaction set.

The 865 transaction set should be set up to prompt for the appropriate data fields, based on the data you receivedin the 860 transaction set. Both of these transaction sets are completely dependent on the transaction set setupinformation that is entered for them.

867 - PRODUCT TRANSFER AND RESALE REPORT (SEND)

The data required to build the 867 transaction set is generated in the Order module using custom software. Youmust purchase this custom software in order to build "Send" 867 transaction sets.

997 - FUNCTIONAL ACKNOWLEDGEMENT (SEND)

Functional acknowledgments are used to acknowledge the receipt of an ASC X12 interchange, and to notify thesender of any errors. This transaction set is generated automatically, even when errors are detected in a receivedtransmission for those trading partners that have a "Send" 997 transaction set.

820 - PAYMENT ORDER/REMITTANCE ADVICE (RECEIVE)

Received 820 transaction sets are processed automatically when using the Process Received EDI Documentsoption. You can also set up a Printed Form to print when you process received 820 transaction sets.

830 - PLANNING SCHEDULE (RECEIVE)

Depending on the requirements of your trading partner, the 830 transaction set can be used in a number ofdifferent ways. With a Printed Form, it can be used to receive any shipment/order data from a trading partner.You can also set the received 830 transaction set to be treated like received 850 transaction sets in terms of storingdata in the EDI Order data file. The Process 830 as order field in the Interchange Information for a tradingpartner determines whether or not the system saves received 830 data in the EDI-Order data file. For moreinformation on setting up the Interchange Information for a trading partner, refer to the EDI Setup manual.

840 - REQUEST FOR QUOTATION (RECEIVE)

Received 840 transaction sets are processed, and the data received is saved in a temporary file that can be editedand used to generate a "Send" 843 (Response to Request for Quote) transaction set. You can also set up a PrintedForm to print when you process received 840 transaction sets.

850 - PURCHASE ORDER (RECEIVE)

"Receive" 850 transaction sets correspond to customer orders, and are entered using the EDI Order module. Formore information on this module, refer to the EDI Order section of EDI Transaction Modules manual.

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862 - SHIPPING SCHEDULE (RECEIVE)

The 862 transaction set is used to send scheduled release order information that can be used to generate blanketorder-item information, or update existing blanket order information module using custom software. The 862transaction set is not integrated into the Prophet 21 system unless you purchase custom software. The systemprocesses received 862 transaction sets as if they were received 850 transaction sets in terms of storing data in thedata file. (The transaction set setup information for the 862 transaction set is used to process the received data.)Depending on the transaction set setup, you can generate orders using the EDI Order module, in the same manneras processing a received 850 transaction set. You can also update existing blanket order release information. Formore information on processing blanket order information using received EDI documents, refer to the section"Blanket Orders" in the “Introduction” chapter of this manual.

997 - FUNCTIONAL ACKNOWLEDGEMENT (RECEIVE)

Received functional acknowledgments indicate any errors in the interchanges that you have sent to a tradingpartner. In order to print received 997 transaction sets, you must set up a Printed Form for each trading partnerwho will send you 997 transaction sets.

APPENDIX 2: "MARK FOR" INFORMATION

SENDING "MARK FOR" INFORMATION

"Mark For" information is used by different vendors to provide special discounts on certain items when they arebeing purchased for a specific customer. When you send an EDI purchase order to these vendors, you include the"Mark For" information to notify them that these items are being purchased for a customer who has specialdiscounts with them. "Mark For" information is included using Item Notes and extended descriptions.

ITEM NOTES FOR STOCK AND CATALOG ITEMS

For stock and catalog items, the "Mark For" information is stored in an Item Note, entered using the Notepadmodule.

You enter "MARK FOR" in the Topic field of the item note. The "Mark For" mapping entries reference the Topicusing the Default value field in the ASC to P21 Map for the appropriate data elements.

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The Notepad text should be in the following format:

The "Mark For" information must be entered in the specified sequence with the contract number first, and eachpiece of the customer’s name and address information on a separate line. Entering "MARK FOR" in the Topicfield indicates to the system that this note contains "Mark For" information to be sent with an 850.

The trading partner’s 850 transaction set is mapped properly as in the following screen:

The Topic fieldneeds to hold the

"MARK FOR"value.

The value inthe DefaultValue columnof this recordmust match theTopic value ofthe item note.

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When the PO is generated, and you build the corresponding 850 (purchase order) transaction set, the "Mark For"information is built automatically into the document:

ENTERING "MARK FOR" INFORMATION FOR NONSTOCK ITEMS

"Mark For" information for nonstock items is stored in extended description records that are associated with thenonstock item at order entry. The system checks for extended description records that have a first description fieldthat is the same as the Default value for the "Mark For" mapping entries.

Note: This does not prevent the use of extended descriptions with "Mark For" nonstock items. The systemlooks for an extended description record with the appropriate value in the first extended description,and uses that record and the following record to create the "Mark For" data segments. Other extendeddescription records can exist for the item, and will be processed correctly.

The extended description records should be set up using the following examples:

EXTENDED RECORD #1

Line 1 of theitem note ismapped to thiselement of thetransaction set.

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EXTENDED RECORD #2

ASC TO P21 MAP

For stock, catalog, and nonstock items, you must set up the ASC to P21 Map using the "Mark For" P21 FieldTable Numbers.

SegmentSequence#

P21 FieldTable#

1010 101

1030 102

1030 103

1040 104

1040 105

1040 106

1050 100

Make sure you set the Default value for all of these mapping entries to the Topic of the "Mark For" Note.