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EDI Implementation Guide

Revision #: V1.1Last Revised: 27th June 2011

Business Author: Phelim Barry

of 18EDI Implementation Guide V1.1

Table of Contents1. Executive Summary.....................................................................................................3

2. EDI Overview...............................................................................................................4

3. Implementing EDI with VMware....................................................................................53.1. Getting Started.............................................................................................................................53.2. System Requirements3.3. Implementation Steps...................................................................................................................5

4. Trading Partner Check List...........................................................................................64.1. Contact Information......................................................................................................................64.2. Planning Requirements.................................................................................................................64.3. Implementation Requirements......................................................................................................6

5. Supported Platforms...................................................................................................75.1. X12............................................................................................................................................... 75.2. EDIFACT........................................................................................................................................ 75.3. XML............................................................................................................................................... 75.4. CSV............................................................................................................................................... 75.5. Trading Grid For Excel...................................................................................................................7

6. Communication Methods..............................................................................................86.1. Valued Added Network (VAN)........................................................................................................86.2. Direct Connect..............................................................................................................................8

7. User Acceptance Testing…………………………………………………………………………………………9

8. Technical Specifications………………………………………………………………………………………..108.1. X12............................................................................................................................................. 108.2. EDIFACT......................................................................................................................................128.1. XML............................................................................................................................................. 168.2. CSV............................................................................................................................................. 16

Appendix :..........................................................................................................................17


1. EXECUTIVE OVERVIEWThis document is designed to offer guidelines to assist you with implementing EDI with VMware.

AudienceThe primary audience for this document is intended to be the EDI trading partners IT or Technical staff. It also

contains information useful to other areas of the business who will be involved in the EDI process.

ScopeThe scope of this document is to provide a general overview of EDI. The specifics for each trading partner

implementation will be managed on a case by case basis.

Contact InformationAll questions can be routed to either your VMware Partner manager or to your assigned contact at VMware.


2. EDI OVERVIEWVMware is proactively working with our Channel to maintain a productive and efficient order process. Electronic Data Interchange (EDI) ordering offers many benefits to distributors, resellers and end users. Recently VMware has expanded the methods of transmitting via EDI to enable broader partner adoption.

EDI ExplainedElectronic Data Interchange is the computer to computer transmission of business related documents using a defined standard format.

Benefits of Transacting via EDICompetitive AdvantageReduced Order Processing TimeImproved Data Quality/PO QualityReporting

Competitive Advantage1. All major global distributors order using EDI 2. Resellers and end users will experience faster delivery and order confirmations

Reduced Order Processing Time1. Enables VMware to reduce the standard booking SLA to less than 72 hours2. An Order Analyst can book twice the number of orders in the same time period when they are sent via

EDI3. New license orders can be booked 10 times faster than their non EDI equivalents 4. EDI new license orders take as little as a minute to process

Improved Data Quality/PO Quality1. EDI order templates ensure all required information is included on an order 2. Order templates include data validation checks on mandatory fields 3. Order Analysts can stage EDI orders and clean order data in the workflow to minimize rejects and rework

for the partner

Reporting1. Automatic daily report of all orders placed through EDI 2. Detailed reports for system rejected and vendor analyst rejected orders 3. Quarterly order count and status 4. Order responses sent within 2 hours


3. IMPLEMENTING EDI WITH VMWARE3.1. Getting Started

Before engaging in an EDI project the Partner should have full backup and commitment from senior management to see the project through to close. Then the following review should be taken:1) A review of all information currently being traded between both parties.2) A review of how and where information is generated and stored.3) What specific information is required for existing documents and from what systems.

Once this review is complete then any changes that are required to implement EDI can be identified such as:1) Possible addition of new data to database systems or data cleanup activities2) Development of interfaces between internal systems3) Other external requirements

3.2. System Requirements

Some or all of the following basic components may be required depending on your chosen solution and existing capabilities.

1) Hardware - PC and Communications equipment2) Software – Communications and EDI translator

3.3. Implementation Steps

The general steps for implementing an EDI solution are:

1) Planninga. Gaining approvals/supportb. Establishing a Project Planc. Assigning business and technical contactsd. Agreeing technical formats for documents and communications.

2) Developmenta. Developing/Selecting EDI softwareb. Creating mapping rules from your business applications to the appropriate file format

3) Testinga. Test Communication linksb. Test Inbound File transmission / content to VMware (VMware will provide test scenarios)c. Test outbound file transmission / content from VMwared. Test File receipt if appropriate

4) Implementinga. Stop paper transactionsb. Enable all necessary elementsc. Begin EDI transacting


4. TRADING PARTNER CHECK LIST4.1. Contact Information

Establish Business Contact Details

Establish Technical Contact Details

Complete Trading Partner Profile Document

4.2. Planning Requirements

Define Transaction Set Requirements

Define Required Data Elements

Define Timing/Frequency of Documents

Establish Communication Process

4.3. Implementation Requirements

Complete Testing Phase

Provide Sign-off

Move Process to Production


5. SUPPORTED PLATFORMSVMware has invested heavily in recent times to expand our EDI capabilities and is now well placed to offer attractive solutions for all sizes of trading partners using industry standards such as X12 and EDIFACT formats.

5.1. X12

The X12 format was established in 1979 by the American National Standards Institute working with the Accredited Standards Committee. They developed uniform standards for the electronic transmission of business documents between trading partners. Although primarily used in North America, the X12 format is also being used in other geographies.

VMware supports the following X12 messages:

850 Purchase order

855 Purchase Order Acknowledgement

810 Invoice

5.2. EDIFACT

The EDIFACT format was established in 1986 by the United Nations Economic Commission for Europe and similar to X12 has a defined set of standards for the electronic transmission of business documents. It is the most widely used EDI format in Europe.

VMware supports the following EDIFACT messages:

ORDERS Purchase order

ORDRSP Purchase Order Response

INVOIC Invoice

5.3. XML

Together with GXS, VMware has developed a custom XML solution for the transmission of data in XML format.

5.4. CSV

Together with GXS, VMware has developed a custom CSV solution for the transmission of data in CSV format.


6. COMMUNICATION METHODSEDI standards do not specify how the data should be transmitted between trading partners. Any computer-to-computer means will suffice. The most commonly used means are the use of a Value Added Network (VAN) or a Direct Connection.

Since engaging with GXS, VMware can now offer the following two methods of transmitting EDI documents with our trading partners

6.1. VAN

VANs provide virtual "mailbox" services to handle transmission of electronic business documents, such as purchase orders, between trading partners.

6.2. Direct Connection

A direct connection between VMware and our trading partners for the transmission of business documents is possible using industry standard protocols such as FTPs or AS2. This eliminates the need for a VAN mailbox but also loses out on the advantages that VANs provide such as resending of documents, report etc.

A representative from GXS will engage with each of our trading partners to discuss these options and work with them to implement whichever option is best suited.


7. TESTING REQUIREMENTSOnce communications have been establish and tested between the Trading Partner and VMware, the business teams from the Trading Partner and VMware will carry out User Acceptance Testing (UAT). This testing is intended to validate all order scenarios and ensure all required data elements are being passed back and forth between both parties. Sign off from bother parties on UAT is required to move to production.

7.1. User Acceptance Testing

The attached is a sample test plan that may be used for UAT.


8. DOCUMENT SPECIFICATIONSThis section lists the technical mapping specifications for each of VMware’s supported EDI methods

8.1. X12

1) 850 – Purchase Order

The 850 document is the electronic version of the Purchase Order sent by the Trading Partner.

850 technical Specification Document:

850 Example:

ISA*00* *00* *Qualifier*Partner’s ID* Qualifier *VMware ID*YYMMDD*HHMM*U*00401*ISA Number*0*P*>~GS*PO* Partner’s ID * VMware ID *CCYYMMDD* HHMM *GS Number*X*004010~ST*850*ST Number~BEG*00*DS*PO Number** CCYYMMDD~CUR*SE*USD~REF*CO* Reseller PO Number* ~REF*CR* Customer Reference (Reseller ID)* ~REF*V1* Volume Purchase Agreement Number (VPP Number)* ~REF*OT* Marketing ID*~REF*CT* Contract Number ~REF*Q1*SnS Quotation Number ~REF*4N*SPF Number~REF*EU*End User PO Number~REF*11*Entitlement Account Number~REF*1V*Vendor Sales Order Number~REF*ABE*ELA Quote Number~REF*AAT*Reference # 1~REF*2U*Reference # 2~REF*4P*Reference # 3~REF*AQ*Reference # 4~REF*CI*Reference # 5~PER*IC*Contact Name*TE*Phone Number~SAC*A*F670 ***Amount*Allowance Percent Qualifier*Percent*Rate*UOM*QTY**Allowance Method

of Handling Code*Ref. Iden*Opt Num*Desc*~ITD*14*3*****45~DTM*011*CCYYMMDD*~TD5**2*SCAC CODE**Free Form Description~N9*K6*SPECIAL INSTRUCTIONS~MSG*SPECIAL INSTRUCTIONS~N1*ST*Free Form Name~N3*Address Information~N4*City Name*State or Province Code*Postal Code*Country Code~N1*EN* Free Form Name ~


N3*Address Information~N4*City Name*State or Province Code*Postal Code*Country Code~PER*IC*Free Form Name*TE*Telephone Number*EM*Email Address~PER*SV*Free Form Name*TE*Telephone Number*EM*Email Address~PER*ST*Free Form Name*TE*Telephone Number*EM*Email Address~PER*AM*Free Form Name*TE*Telephone Number*EM*Email Address~N1*DU* Free Form Name ~N3*Address Information~N4*City Name*State or Province Code*Postal Code*Country Code~PER*IC*Free Form Name*TE*Telephone Number*EM*Email Address~PO1*Line Item Number*Qty*UOM*Unit Price*Basis for Unit Price*VP*Vendor Part *BP*Buyer Part~PID*F****Free Form Description~REF*AS*FAC or Serial Number~REF*06*Instance Number~REF*7D*Reference Number 1~REF*2I*Reference Number 2~REF*44*Reference Number 3~REF*6E*Reference Number 4~REF*6W*Reference Number 5~SAC*A*F670 ***Amount*Allowance Percent Qualifier*Percent*Rate*UOM*QTY**Allowance Method

of Handling Code*Ref. Iden*Opt Num*Desc*~MSG*Free Form Message Text~CTT* Line Item Count* Hash Total~SE*Hash Total*ST Number~

GE*Hash Total*GS Number~

2) 855 – Purchase order Acknowledgement

The 855 is the EDI document sent back to the Trading partner indicating receipt of the Purchase Order and indicates if the Purchase Order has been Accepted or Rejected by VMware.

855 Technical Specification Document:

855 Example:

ISA*00* *00* *12*EEC6504755146 *01*RECEIVER ID *090420*1607*U*00401*000015235*0*P*>~GS*PR*EEC6504755146*RECEIVER ID*20090420*1607*15235*X*004010~ST*855*15235~BAK*00*AD*PO NUMBER*PO ACK DATE~REF*CO*VMware Order ID~PO1*2*2*YR*UNIT PRICE*QT*VP*VMware Part*BP*BUYER PART~ACK*IA*2*YR~PO1*1*2*EA*UNIT PRICE*QT*VP*VMware Part*BP*BUYER PART~ACK*IA*2*EA~CTT*2~SE*9*15235~GE*1*15235~IEA*1*000015235~


3) 810 – Invoice

The 810 is the electronic version of the VMware Invoice that is sent once a Purchase Order has been processed by Revenue.

810 Technical Specification Document:

8.2. EDIFACT

1) ORDERS – Purchase Order

The EDIFACT ORDERS document is the electronic version of the Purchase order

ORDERS Technical Specification:

ORDERS Example:

UNA:+.? 'UNB+UNOC:2+VMWAREID:QALF+MAGIRUSID:QUALF+YYMMDD:HHMM+ICN'UNH+NUMBER+ORDERS:D:97A:UN'BGM+105+PO Number+9~DTM+4:CCYYMMDD:102~FTX+AAI+++Free Text Description+EN~RFF+ABO:Reseller ID~RFF+ADL:Reseller PO Number~RFF+AJS:VPP Number~RFF+ACD:Marketing ID~RFF+CT:Contract ID~RFF+PR:Special Price Form~RFF+AGN:SnS Quote Number~RFF+ADE:Entitlement Account Number~RFF+UO:ELA Quote Number~RFF+TN:Vendor’s Sales order number~RFF+VS:HDR Reference Number 1~RFF+SQ:HDR Reference Number 2~RFF+RC:HDR Reference Number 3~RFF+PD:HDR Reference Number 4~RFF+OR:HDR Reference Number 5~


NAD+ST++Name and Address+Name+Street+City++Post Code+Country Code~CTA+OC+?:Contact Name~COM+Email Address:EM'~COM+?+Phone Number:TE'NAD+DU++Name and Address+Name+Street+City++Post Code+Country Code~CTA+OC+?:Contact Name~COM+Email Address:EM'~COM+?+Phone Number:TE'NAD+EN++Name and Address+Name+Street+City++Post Code+Country Code~CTA+OC+?:Contact Name~COM+Email Address:EM'~COM+?+Phone Number:TE'CTA+PSC+?:Contact Name~COM+Email Address:EM'~COM+?+Phone Number:TE'CTA+SSC+?:Contact Name~COM+Email Address:EM'~COM+?+Phone Number:TE'CTA+LAC+?:Contact Name~COM+Email Address:EM'~COM+?+Phone Number:TE'NAD+BT++Name and Address+Name+Street+City++Post Code+Country Code~CTA+OC+?:Contact Name~COM+Email Address:EM'~COM+?+Phone Number:TE'CUX+2:USD'~ALC+A+’ORAN ID’:’Free Form Description’+++~ALI+++97~QTY+1:20~RNG+1+EA:20:50~PCD+1:2.5~RNG+1+EA:20:50~MOA+204:5000~RNG+3+EA:3000:5000~RTE+1:5.5~RNG+1+EA:20:100~LIN+00010++Part Number:MF~PIA+1+000000000001373022:BP~IMD+F++:::Free Form Description~QTY+21:5~DTM+2:CCYYMMDD:102~PRI+CAL:49~RFF+SE:Serial Number~RFF+AAG:Item Reference Number 1~RFF+AAO:Item Reference Number 2~RFF+ACE:Item Reference Number 3~RFF+ADV:Item Reference Number 4~RFF+AEK:Item Reference Number 5~ALC+A+’ORAN ID’:’Free Form Description’+++~ALI+++97~QTY+1:20~RNG+1+EA:20:50~PCD+1:2.5~RNG+1+EA:20:50~MOA+204:5000~RNG+3+EA:3000:5000~RTE+1:5.5~RNG+1+EA:20:100~


UNS+S~CNT+2:1~UNT+xx+UNH Number~UNZ+1+UNB Number~

2) ORDRSP – Purchase Order Response

The ORDRSP is an EDI document sent back to the Trading partner indicating receipt of the Purchase Order and if it has been Accepted or Rejected by VMware.

ORDRSP Technical Specification:

ORDRSP Example:

Accept:

Within the BGM segment code ‘AP’ indicates Accepted Indication that the referenced offer or transaction (e.g., cargo booking or quotation request) has been accepted.

UNA:+.?*'UNB+UNOA:1+6504755146EMEA:12+RECEIVERID+110510:0215+36449'UNG+ORDRSP+6504755146EMEA:12+ RECEIVERID+110510:0215+36449+UN+D:97A'UNH+36449+ORDRSP:D:97A:UN'BGM+231+123456++AP'DTM+137:20110510'RFF+VN'RFF+OP:028079'DTM+171:20110510'NAD+BY+PartnerName::91'LIN+1+5+VS-STD-G:MF'PIA+5+VS4-STD-G-SSS-C:BP'IMD+F++:::BASIC SUPPORT/SUBSCRIPTION FOR VMWA'QTY+21:1'PRI+CAL:27.27:CA'RFF+VN'RFF+OP:028079'LOC+92'QTY+113:1'LIN+4+5+VS-STD-G:MF'PIA+5+VS4-STD-G-SSS-C:BP'IMD+F++:::BASIC SUPPORT/SUBSCRIPTION FOR VMWA'QTY+21:2'PRI+CAL:199.09:CA'RFF+VN'RFF+OP:028079'LOC+92'QTY+113:2'LIN+2+5+VS-STD-G:MF'PIA+5+VS4-STD-G-SSS-C:BP'IMD+F++:::BASIC SUPPORT/SUBSCRIPTION FOR VMWA'QTY+21:2'


PRI+CAL:79.64:CA'RFF+VN'RFF+OP:028079'LOC+92'QTY+113:2'LIN+3+5+VS-STD-G:MF'PIA+5+VS4-STD-G-SSS-C:BP'IMD+F++:::BASIC SUPPORT/SUBSCRIPTION FOR VMWA'QTY+21:2'PRI+CAL:79.64:CA'RFF+VN'RFF+OP:028079'LOC+92'QTY+113:2'UNS+S'CNT+2:4'UNT+46+36449'UNE+1+36449'UNZ+1+36449'

Reject:

Within the BGM segment code ‘RE’ indicates Accepted Indication that the referenced offer or transaction (e.g., cargo booking or quotation request) is not accepted.

UNA:+.?*'UNB+UNOC:1+6504755146EMEA:12+2396370490001:9+110510:0317+27524+ 'UNG+ORDRSP+6504755146EMEA:12+2396370490001:9+110510:0317+27524+UN+D:97A'UNH+27524+ORDRSP:D:97A:UN'BGM+231+283262++RE'DTM+137:20110506'RFF+VN'RFF+OP:283262'DTM+171:20110510'NAD+BY+PartnerName::91'UNS+S'CNT+2:0'UNT+10+27524'UNE+1+27524'UNZ+1+27524'

3) INVOIC - Invoice

The INVOIC is the electronic version of the paper invoice that is currently sent for processed orders. This can be sent in parallel with paper invoices if required.

INVOIC Technical Specification:

INVOIC Example:


8.3. XML

1) XML – Purchase Order

The XML document is the electronic version of the Purchase Order sent by the Trading Partner to VMware.

XML document Technical Specification Document:

XML sample Purchase Order

8.4. CSV

1) CSV – Purchase Order

The CSV document is the electronic version of the Purchase Order sent by the Trading Partner to VMware.

CSV document Technical Specification Document:

csv sample Purchase Order


Appendix A: Document RepositoryVersion No.

Date Name (Alias) Description of Change

V1.1 June 2011 EDI Implementation Guide

Base Version

Appendix B: Open and Closed IssuesID Issue Resolution Responsibility Target

DateImpact Date

Appendix C: Glossary/ Definitions

Term Definition

Appendix D: Related Documents/ReferencesDocument Document LocationVMware EDI Distributor Survey

EDI Profile (X12)

EDI Profile (EDIFACT)