EDI - Electronic Inventory Ordering

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EDI - Automated Purchasing

EDI is an Electronic Data Interchange available to you and vendors. EDI forms can be set to automatically send and receive, or you can opt to manually export your POs to your vendor. Large companies like Ferguson and Barnett both allow the use of EDI for sending and receiving Purchase Orders and AP Bills.

The EDI Forms Codes that ServMan currently supports are:

Form 850 - used to send POs to the vendor
Form 810 - AP Bill that you receive
Form 997 - the receipt from the vendor that the PO was accepted

To begin using EDI, first confirm that your vendor will allow this transmission method, then call ServMan for a quote for installation, configuration, and training.

Create a new EDI Warehouse

Follow the directions HERE to create a new warehouse to catch anything that does not have a PO associated with it.

Vendor Settings

On the EDI tab of your Vendor record, check the "EDI Enabled" checkbox to tell ServMan this is a vendor to whom you will electronically send POs to. Your vendor will provide most of the information required by this screen, including all the Transfer Info.

Set a Default EDI Department and your new EDI Warehouse to catch anything that does not have a PO number.

On the Vendor Pricing tab, enter your search criteria and press Begin Search to find the items you will be suing EDI with. Items purchased through this vendor are not automatically added to this list.

Double click on an item to open it and verify or enter the Vendor's Item number in the Vendor Item No field
If your vendor provides a bay or platform number for the location of the item at their warehouse, enter that as well.

EDI Settings

Navigate to Tasks -> System Procedures -> EDI and double click EDI Settings

· Your vendor will provide both the Sender ID and the Sender Qualifier. This information tells the vendor who is placing the order.

· If you will allow the vendor to send you additional items that are not on the PO with this order, then check the Items not on PO are imported as non-stock checkbox and provide a generic non-stock item number to import these items into. Review this item frequently to transfer anything in here out to their real item numbers.

· EDI bills may contain a line called Service, Promotion, Allowance or Charge Information. These are additional charges that will not appear on your PO, but are required by your vendor. Things that could appear in this line might be discounts or processing fees.

· Shipping, tax, freight will need to have item number or they will also be put into the generic non-stock item

· Check any or all of the next 3 checkboxes per your company’s procedure.

· If you want an email to be sent to someone when errors occur complete the email information – you MUST have SMTP set up for the emails to be sent.

· The status section tells ServMan what status code to set your PO to when the action has been performed

· Error on Receipt means that you can reject the returning bill for the goods for things like formatting issues, transmission issues, etc.

PO Setup

Navigate to the EDI tab in the PO Setup screen

NOTE: The EDI process will pull every PO for every vendor that is set up on EDI - unless the Exclude from Electronic Submission checkbox is checked on the PO's EDI tab.
NOTE: Do NOT check or uncheck the Submitted to Vendor checkbox – this is used by ServMan to tell you that the PO has been submitted and assures the PO will not be resubmitted a second time.

Transmission Process

ServMan can be configured to automatically send and receive the EDI forms, or they can be manually sent via the Export PO's to File option found in the Systems Procedures -> EDI.