Master Records
For each customer, vendor, or location that will be involved in an EDI transaction, you must set up the master record to work with EDI. This setup can be performed in two ways:
- For inbound documents, an EDI translation is established, associating the Business Central master record to an EDI value. The setup for EDI translations is described here.
- For outbound documents, an EDI value is assigned to a master record directly on that record’s card.
EDI configuration can be performed directly on the Customer, Vendor, and Location cards. You can also utilize Business Central’s standard item reference feature to associate item records in Business Central to the relevant identification numbers that are used by trading partners.
Customer Setup
You can select the customer record you want to configure for EDI activity and open the Customer Card page. An EDI FastTab is available.
Fill in the fields as follows:
| Field | Description |
|---|---|
| EDI Vendor No. | Enter the external EDI value that represents the customer record. The entry in this field corresponds to the customer number in Business Central. |
| Port Code fields | Assign EDI ports to specific activities on a per-customer basis. This ensures that the correct port is used for the relevant activity, as EDI ports are typically developed for individual customers. EDI ports can be designated for various purposes, such as invoices, credit memos, shipments, change acknowledgments, sales order acknowledgments, price catalogs, as well as inventory inquiries. If a transaction involves separate bill-to and sell-to customers, EDI ports must be assigned for both customer records. The Port Code fields include Invoice Port Code, Cr. Memo Port Code, Shipment Port Code, Change Ack. Port Code, Acknowledgment Port Code, Price Catalog Port Code, Inv. Inquiry Port Code, and Routing EDI Port Code. |
| Inventory Inquiry Nos. | If the customer intends to request inventory inquiries, a number series for this activity must be assigned. This number series is used to generate identification numbers for outbound inventory inquiries. |
| Inv. Inquiry Location Filter | If the customer intends to request inventory inquiries, a location filter for this activity may be defined. When an inventory inquiry is launched for the customer, item availability calculations will be restricted to the relevant locations. It is possible to filter by multiple locations by using the pipe (|) value. For example, a filter of BLUE |
Vendor Setup
You can select the vendor record you want to configure for EDI activity and open the Vendor Card page. An EDI FastTab is available.
Fill in the fields as follows:
| Field | Description |
|---|---|
| EDI Customer No. | Enter the external EDI value that represents the vendor record. The entry in this field corresponds to the vendor number in Business Central. |
| Port Code fields | EDI ports must be assigned to specific activities on a vendor-by-vendor basis. Because EDI ports are generally developed for a particular vendor, the assignment of specific EDI port records to vendors will ensure that the proper port is utilized when the vendor is involved with the relevant activity. EDI ports can be defined for purchase orders and remittance documents. The Port Code fields include Purch. Order Port Code and Remittance Port Code. |
Location Setup
You can select the location record you want to configure for EDI activity and open the Location Card page. An EDI FastTab is available.
Fill in the fields as follows:
| Field | Description |
|---|---|
| Pick Ticket Port Code | An EDI port for warehouse shipping orders (940) must be assigned to each location record in which this activity takes place. It is not necessary to assign this port to any locations in which this activity is not processed via EDI. |
| Receipt Port Code | An EDI port for warehouse stock transfer shipments (943) must be assigned to each location record in which this activity takes place. It is not necessary to assign this port to any locations in which this activity is not processed via EDI. Please note that this functionality only has bearing if an EDI process for inventory adjustments exists within an environment. |
| Item Jnl. Template | Enter or use the AssistEdit button to select an item journal template in which any inventory adjustments that occur due to the processing of a warehouse stock transfer receipt (944) EDI activity within the location will be performed. Please note that this functionality only has bearing if an EDI process for warehouse stock transfer receipts (944) exists within an within an environment. |
| Physical Inv. Jnl. Template | Enter or use the AssistEdit button to select an item journal template in which any physical inventory adjustments that occur due to the processing of an inventory inquiry (846) within the location will be performed. This is applicable when a location record represents a third party warehouse in which your inventory is being stored. In such a scenario, it is common to periodically receive inventory inquiry transactions from the vendor with visibility to the current inventory levels. By entering this data into a physical inventory journal, it becomes possible to quickly update the inventory within these locations. |
| Create Pick Automation | Enable this setting to instruct the program to automatically generate an EDI pick for warehouse shipments within the location. Please note that this functionality only has bearing if the location is configured to require both warehouse shipments and related picks for outbound orders. |
| ASN Type BCW | Specify the Advance Shipping Notice where Pack Level and Item Level Details will be intimated through EDI Packages. |
The EDI activities cannot be sent or received from/into a blank location. This prerequisite does not necessitate the requirement that locations be mandatory, however.
Item References
The standard feature called item references in Business Central enables mapping of item records to external item numbers typically assigned by vendors or manufacturers. The Aptean EDI solution generally uses this feature to establish the external EDI values that represent item records. However, if modifying settings for a custom EDI port from the standard EDI port records supplied with Aptean EDI, it may be necessary to define EDI translations for relevant item records.
Please note that defining any item reference values may not be necessary to transmit data via EDI. If the item number in Business Central matches the buyer part number, vendor part number, or global trade item number (GTIN) used by the external trading partner, an item reference record is unnecessary.
To set up item references, on the relevant Item Card page, on the action bar, click Related > Item > Item References.
Fill in the fields as follows on the Item Reference Entries page.
| Field | Description |
|---|---|
| Reference Type | Indicate whether you are creating a reference for a customer, vendor, or barcode record. The reference type to use depends on the information you will receive. If your trading partner sends a consumer package code, create a barcode reference. If they send a buyer or vendor part number, or a GTIN that doesn’t match the item record number, create a customer or vendor reference. |
| Reference Type No. | Enter or use the AssistEdit button to select the external entity for which the reference is being established. The type of record that may be entered is dependent on the selection in the Reference Type field. For example, if we indicated that the reference was being set up for a customer, we could specify a customer record in this field. |
| Reference No. | Enter the external EDI value that is used by the specified trading partner to represent the Business Central item record from which the Item Reference Entries window was opened. This is a free-form text field, and it is your responsibility to ensure accuracy. |