Customer purchase order acknowledgement

EDI customers may require a purchase order acknowledgement (POA) for an order and can be one of the reasons a sales order is being put on hold. Where the Customer purchase order acknowledgement document setting profile Lock order is set to Yes, the sales order will be put on hold till the the POA has been sent. The Hold code that will be used is determined by the POA pending hold code assigned on EDI > Setup > EDI parameters tab Hold codes.

Note: Customer purchase order acknowledgement (POA) can only be sent for a sales order created via EDI.

The following subsections will describe how to view, process and send Customer purchase order acknowledgements.
The Acknowledgement can be viewed from the Sales order and will be populated with default values per Trading partner.
The Acknowledgement can be either manually processed or automatically sent via periodic job.
Viewing the Staging table records will also be discussed. The created POA record can be viewed for a sales order, by selecting the History button on the EDI tab on the Action Pane of the Sales order page.

Prerequisites

The following setup is prerequisites for the customer purchase order acknowledgement

1. If required to put sales orders on hold till the POA has been sent, assign the applicable hold code to POA pending hold code in EDI parameters.
2. Create POA response groups to map the customer’s values to EDI POA response groups.
3. Create Template for the document.
4. Create Setting profile for the document.
5. Create Outbound filenames for the document.
6. If the customer trading partner doesn’t exist, create the new trading partner.
7. Assign the applicable POA response group to the customer trading partner.
8. Add and enable the customer purchase order acknowledgement document to the Customer trading partner and select the applicable:
   • Template
   • Setting profile
   • File name setup
9. Setup Periodic task Send customer purchase order acknowledgement if applicable.

Sales order

Users can access All sales orders page by navigating to Sales and marketing > Orders > All sales orders and manage the EDI order’s Acknowledgement’s details by using the below buttons that have been added to the EDI tab on the Action Pane.

Sales order buttons

Field	Description
Acknowledgement	Select the Acknowledgement button to review order details for the POA. The details of this page will be discussed in below.
Send to EDI	Select the Send to EDI button to create the Customer purchase order acknowledgement staging table record.
Reset flag	Select the Reset flag button to reset the EDI status to allow for re-sending of the POA to the staging table. Note: The POA record on the staging table should be deleted manually before the sales order flag is reset.

Sales order fields

Sales order header field POA status:

• Blank: Where the Trading partner doesn’t have the POA document setup in outdoing documents
• Pending: If the POA document setting ‘Lock order’ is set to Yes and the user (or periodic job) hasn’t pressed ‘OK’ or ‘Send to EDI’
• In progress: User has selected ‘OK’ on Acknowledgement (not Send to EDI)
• Sent: POA document setting ‘PO confirmation required’ is set to No and POA has been manually sent via ‘Send to EDI’ or periodic job
• Confirm pending: POA document setting ‘PO confirmation required’ is set to Yes and the POA has been sent manually via ‘Send to EDI’ or periodic job
• POC Received: Confirmation for the POA has been received.

Processing

The POA can be sent manually or automatically to the customer. Both of these options will be discussed in the following subsections.

Manually processing Purchase order acknowledgement

The Acknowledgement page is accessed by navigating to Sales and marketing > Orders > All sales orders, and selecting Acknowledgement on the EDI tab on the Action Pane.

The Acknowledgement page is split into five tabs:

1. Header - Manage the POA header’s response for ship and receipt dates.
2. Line price - Manage the POA line’ price response, example Customer’s sales price vs. Net system price.
3. Line quantity - Manage the POA line’ quantity response, example Customer sales quantity vs. Reserved sales quantity.
4. Line pack - Manage the POA line’ pack response, example Customer pack vs. System pack
5. Line inner - Manage the POA line’ inner response, example Customer inner vs. System inner

Customer mapped values for POA response codes are setup in POA response code group and assigned to the Customer trading partner’s POA response code group.

Header

The following tables describe the fields and buttons that are available on the Header tab of the Acknowledgement page.
The Header POA response codes are managed on this tab.

Fields

Field	Description
Delivery Date
Customer	Customer requested ship date (start of delivery window)
Acknowledged	Acknowledged receipt date. Updates Sales order header’s Confirmed ship date.
Deadline
Customer	Customer requested receipt date (end of delivery window)
Acknowledged	Acknowledged delivery date to be sent to the customer. Updates Sales order header’s Confirmed receipt date.
POA
POA code	POA header code to be sent to the customer. Displays the mapped value as setup in POA response code group for the following header responses: • Header – accept – Where all response codes are Accept • Header - change - Where the customer and acknowledged dates are different • Header - accepted with reserved - Where the customer and acknowledged dates are the same, however one or more lines have an Advise POA difference code.
Auto triggered	Indicates if the POA code is an auto triggered value.

Buttons

It is possible to update the POA response codes by using the available buttons:

Button	Description
Order POA	Automatically set the response codes. Note: When selected the response codes for all the tabs will be set. Where auto generated codes are overwritten, the header code should be manually set.
POA response	Manually set the POA code response to mapped values of • Change • Accepted • Not accepted - only available for manual selection • Accepted with reserve If the auto triggered POA code has been manually overridden using this button, the field Auto triggered will be set to No.

Line price

The following tables describe the fields and buttons that are available on the Line price tab of the Acknowledgement page.
The Line price POA response codes are managed on this tab.

Fields

Field	Description
Log	This will show a warning if the Customer price does not match the System price
Store code	Sales line’s store code
Item number	Item number from the sales order
Barcode	Barcode for the item number from the sales order
Product name	Item name for the item number from the sales order
Unit	Unit from the sales line
Customer sales price	Unit price received in the EDI purchase order
Net system price	Valid trade agreement unit price for the customer, net off discounts
Acknowledged price	Acknowledged price to be sent to the customer. Note: The acknowledged price will be automatically set as either the customer or system values dependant on the Use customer price setting on the Customer purchase order document type setting profile.
Price code	POA line price code to be sent to the customer. Displays the mapped value as setup in POA response code group for the following line price responses: • Line price - accept - Where the customer and acknowledged price are the same • Line price - advise - Where the customer and acknowledged price are different
Auto triggered item	Indicates if the Price code is an auto triggered value
PO change	Indicates if the price was updated by a Customer purchase order change record

Buttons

It is possible to update the Acknowledged values and POA response codes by using the available buttons for a particular or multiple lines:

Button	Description
Inventory	Update the dimensions displayed on the POA acknowledgement form
Item POA	• Use system price - Update the acknowledged price field to the system price • Use customer price Update the acknowledged price field to the customer sales price • Clear response codes - Clear previously set response codes • Auto set response codes - Automatically set the response codes
POA response	Manually set the Price code response to mapped value for Accept price or Advise price

Line quantity

The following tables describe the fields and buttons that are available on the Line quantity tab of the Acknowledgement page.
The Line item and Line shipment POA response codes are managed on this tab.

Fields

Field	Description
Store code	Sales line’s store code
Item number	Item number from the sales order
Barcode	Barcode for the item number from the sales order
Product name	Item name for the item number from the sales order
Unit	Unit from the sales line
Customer sales quantity	Quantity received in the purchase order
Reserved sales quantity	Reserved quantity for each sales line. If reservation is set to manual, users have to reserve stock first if “Reserved qty” is to be used for POA since it updates the Sales order line as per POA’s Acknowledged quantity.
Acknowledged quantity	Acknowledged quantity to be sent to the customer. Note: The acknowledged quantity will be set as either the customer or reserved values dependant on the Quantity type set on the Customer purchase order acknowledgement document type setting profile.
Qty code	POA line quantity code to be sent to the customer. Displays the mapped value as setup in POA response code group for the following line quantity responses: • Line item accept - Where the customer and acknowledged quantities are the same • Line item - out of stock - Where the customer and acknowledged quantities are different • Line item - withdrawn - Only available for manual selection.
Shipment code	POA line shipment code to be sent to the customer. Displays the mapped value as setup in POA response code group for the following line shipment responses: • Line shipment - full - Where line item POA response is accept or where line item is out of inventory and the Trading partner setting No backorder is set to Yes. • Line shipment - partial - Where line item POA response is out of inventory and the and the Trading partner setting No backorder is set to No.
Auto triggered item	Indicates if the Qty code is an auto triggered value
Auto triggered shipment	Indicates if the Shipment code is an auto triggered value

Buttons

It is possible to update the Acknowledged values and POA response codes by using the available buttons for a particular or multiple lines:

Button	Description
Inventory	Update the dimensions displayed on the POA acknowledgement form
Item POA	• Use customer quantity - Update the acknowledged quantity field to the customer quantity • Use reserved quantity - Update the acknowledged quantity field to the reserved quantity • Clear quantity - Clear previously set acknowledged quantity • Clear response codes - Clear previously set response codes • Auto set response codes - Automatically set the response codes
POA response	Manually set the mapped value for: • Qty code response to: Accept item, Article withdrawn (only manual) or Out of inventory • Shipment code response to: Complete shipment or Part shipment

Line pack

The following tables describe the fields and buttons that are available on the Line pack tab of the Acknowledgement page.
The Line item - pack POA response codes are managed on this tab.

Fields

Field	Description
Log	This will show a warning if the Customer pack does not match the System pack
Store code	Sales line’s store code
Item number	Item number from the sales order
Barcode	Barcode for the item number from the sales order
Product name	Item name for the item number from the sales order
Unit	Unit from the sales line
Customer pack	Pack quantity received in the purchase order
System pack	Valid system pack for the inner or outer as specified on Package size - inner/outer on the settings profile for the Customer purchase order acknowledgement
Acknowledged pack	Acknowledged pack quantity to be sent to the customer. Note: The automatically acknowledged pack (Customer or System) is set on Pack type on the settings profile for the Customer purchase order acknowledgement.
Pack code	POA line pack code to be sent to the customer. Displays the mapped value as setup in POA response code group for the following line pack responses: • Line item - pack accept - Where the customer and acknowledged packs are the same • Line item - pack difference - Where the customer and acknowledged packs are different
Auto triggered item	Indicates if the Pack code is an auto triggered value

Buttons

It is possible to update the Acknowledged values and POA response codes by using the available buttons for a particular or multiple lines:

Button	Description
Inventory	Update the dimensions displayed on the POA acknowledgement form
Item POA	• Use system pack - Update the acknowledged pack field to the system pack. Calculated by using unit conversion and rounding setup on the item. • Use customer pack - Update the acknowledged pack field to the customer pack • Clear response codes - Clear previously set response codes • Auto set response codes - Automatically set the response code
POA Response	Manually set the mapped value for Pack code response to Pack accept or Pack difference

Line inner

The following tables describe the fields and buttons that are available on the Line inner tab of the Acknowledgement page.
The Line item - inner POA response codes are managed on this tab.

Fields

Field	Description
Log	This will show a warning if the Customer inner does not match the System inner
Store code	Sales line store code
Item number	Item number from the sales order
Barcode	Barcode for the item number from the sales order
Product name	Item name for the item number from the sales order
Unit	Unit from the sales line
Customer inners	Number of inners received in the purchase order
System inners	Valid system number of inners. Note: The number of inners is calculated based on the quantity within an outer and inner.
Acknowledged inners	Acknowledged number of inners. Note: The automatically acknowledged inner (Customer or System) is set on Inner type on the settings profile for the Customer purchase order acknowledgement.
Inner code	POA line inner code to be sent to the customer. Displays the mapped value as setup in POA response code group for the following line inner responses: • Line item - inner accept - Where the customer and acknowledged inners are the same • Line item - inner difference - Where the customer and acknowledged inners are different
Auto triggered item	Indicates if the Inner code is an auto triggered value

Buttons

It is possible to update the Acknowledged values and POA response codes by using the available buttons for a particular or multiple lines:

Button	Description
Inventory	Update the dimensions displayed on the POA acknowledgement form
Item POA	• Use system inner - Update the acknowledged inner field to the system inner • Use customer inner - Update the acknowledged inner field to the customer inner • Clear response codes - Clear previously set response codes • Auto set response codes - Automatically set the response code
POA Response	Manually set the mapped value for Inner code response to Inner accept or Inner difference

Automatically processing Purchase order acknowledgement

Ability to automatically send customer purchase acknowledgements.

Prerequisite setup

Ensure the following setup are completed and assigned to applicable Trading partners:

• POA codes that should be automatically sent are:
  • Allow auto trigger set to Yes
  • Allow auto send set to Yes
• Customer purchase order acknowledgement’s Setting profile has Lock order set to Yes

Other required setup:

• EDI parameters Hold codes are setup (and different hold codes are used for each):
  • POA pending hold code
  • POC pending hold code (if Confirmation is required back from the customer after the POA has been sent, i.e. Customer purchase order acknowledgement’s Setting profile has PO confirmation required set to Yes)

Periodic task

Users can access the periodic job by navigating to EDI > Periodic tasks > Send customer purchase order acknowledgement.

By default only sales orders that fall under the following criteria is included in POA being sent automatically:

• Sales orders that doesn’t contain any POA response codes where Allow auto send is set to No on POA response code group
• Sales orders that are not on hold (excluding POA and POC pending hold codes)
• POA is pending (still required to be sent), which is determined by POA status is Pending or In progress. A sales order’s POA status is set to Pending when the Purchase order acknowledgement setting Lock order is set to Yes. And changes to In progress when clicking on Acknowledgement page on the sales order header’s EDI tab on the Action Pane and selecting OK.

Additional sales order filter options on the periodic task:

• Include blank confirmed receipt date – Y/N
• Include blank confirmed ship date – Y/N
• Customer account
• Invoice account
• Users can also add additional filters like site and warehouse

View staging table records

To view the Customer purchase order acknowledgement staging records, go to EDI > Documents > Customer documents > Customer purchase order acknowledgement. Use this page to review staging and process EDI Customer purchase order acknowledgements documents to an Outbound file.

List page

The following EDI fields are available on the list page.

Field	Description
EDI number	EDI Staging table record id. Select EDI number or the Details button on the Action Pane, to view the details for the selected record. The number sequence is determined by EDI number on the EDI parameters.
Company	Legal entity of the document.
Company GLN	The company’s global location number is shown here.
Staging to target status	The current status of the staging record. Options include: • Not Started – The staging record has been created but no outbound file has yet been generated. • Error – The staging record has been processed, but no outbound file has been created. There are errors with the staging record that needs to be reviewed. • Completed – The staging record has been succesfully processed and added to the outbound file queue. • Canceled – The record has been manually canceled and will be excluded from processing.
Trading partner account	Customer account assigned to the staging record.
Trading partner GLN	The Customer’s global location number is shown here.
Customer Requisition	Customer purchase order’s Customer requisition.
Sales order	Sales order number for the staging record.
Customer reference	Customer purchase order’s Customer reference.
POA code	POA Header code group as mapped in POA response code groups
Created Date and Time	The date and time the selected record was created in the staging table.
Received	Indicates if the Functional acknowledgement inbound has been received from the trading partner for the outbound document record.

Buttons

The following buttons are available on the Customer purchase order acknowledgement Action Pane, tab Purchase order acknowledgement.

Button	Description
Create selected files	Creates the outbound file for selected records where Staging to target status is set to Not started.
Create files	Creates the outbound file for all records where Staging to target status is set to Not started.
Outbound files	View the outbound file record created by the selected staging record.
Trading partner	View the trading partner details in the Trading partners page.
Sales Order	The sales order relating to the selected staging record.
Show log	If there are logs created within the Process to outbound step it is possible to review them at any time using this button. Shows only the current version.
Reset Status	You can reset the the Staging to target status to Not started. This can be used to reprocess the selected record/s. Documents can only be processed if Staging to target status is set to Not started.
Edit reset status recurrence	If the underlying issue was resolved after all the reset attempts have been completed the user can use this button to edit the recurrence field/s. This will: • Update Reset status profile to blank • Update the Reset status date/time to next time reset will run • Reset status attempts set to Zero and • Recurrence text updated with changed recurrence details
Reset template	Reset the template used to create the outbound file. Only enabled where the Staging to target status is set to Not started.
Cancel	Select Cancel to update the Staging to target status to Canceled. Button is enabled when the Staging to target status is not set to Completed.

The following buttons are available on the Customer purchase order acknowledgement’s Action Pane, tab Acknowledgement. The Acknowledgement tab is available on all outgoing documents staging pages and enables the user to view the Functional acknowledgement inbound that has been received and processed for the outbound document.

Button	Description
Acknowledgement	Use this button to view the Functional acknowledgement inbound record received and processed for the outbound document.

Header fields

The following EDI Header staging fields are available on the header page.

Field	Description	Source D365 field
Identification FastTab
Identification
EDI number	EDI Staging table record id	Sales order > EDI > Original EDI number
Company	Legal entity of the document
Company GLN	The company’s global location number is shown here	Sales order > EDI > Company GLN
Template Id	The EDI template that will be used to create the outbound file	Trading partner > Template assigned to document type
Staging to target status	The current status of the staging record. Options include: • Not Started – The staging record has been created but no outbound file has yet been generated. • Error – The staging record has been processed, but no outbound file has been created. There are errors with the staging record that needs to be reviewed. • Completed – The staging record has been succesfully processed and added to the outbound file queue. • Canceled – The record has been manually canceled and will be excluded from processing.
Reset status
Reset status profile	Reset status profile assigned to the file/document. This will default from EDI shared parameters or can be overridden on Trading partner’s incoming and outgoing documents. The profile can also be changed to another profile which will also reset the Reset status attempts to 0 and reset the Reset status date/time
Reset status date/time	Next date/time automatic reset status will run
Reset status attempts	Number of reset attempts already processed. The reset attempts will stop once this number reaches the End after as per assigned Reset status profile’s Recurrence
Recurrence	Recurrence text. Contains standard details of Recurrence, for example: • Interval (recurrence pattern) • How many times the period will run (End after) • From date/time the recurrence will start
General
Customer account	Customer account for the staging record	Sales order > Customer account
Sales order	Sales order number for the staging record	Sales order > Sales order
Customer requisition	Customers purchase order number to be populated in the Customer requisition field of the sales order header.	Sales order > General > Customer requisition
EDI order type	The EDI order type is shown here.	Sales order > EDI > EDI order type
Status
Group control number	Group control number for the outbound document. To be used to match inbound functional acknowledgement, where applicable.
Received	Indicates if the Functional acknowledgement inbound has been received from the trading partner for the outbound document record.
General FastTab
POA
POA code	POA Header response codes	Sales order > Acknowledgement > POA code
Status
Staging to target status	The current status of the staging record. Options include: • Not Started – The staging record has been created but no outbound file has yet been generated. • Error – Th staging record has been processed, but no outbound file has been created. There are errors with the staging record that needs to be reviewed. • Completed – The staging record has been succesfully processed and added to the outbound file queue.
Created Date and Time	The date and time the selected record was created in the staging table.
Other
Purchase order date	The purchase order date from the EDI record is shown here.	Sales order > EDI > Original order date
Package characteristic code	The code used to for the package contents.	Sales order > EDI > Package characteristic code
Package label code	The code used for the label.	Sales order > EDI > Package label code
Advertisement date	The advertisement date applicable for the order	Sales order > EDI > Advertisement date
Department	The customer’s department from the EDI PO is shown here.	Sales order > EDI > Department
Store zone	The store zone from the EDI record is shown here.	Sales order > EDI > Store zone
Buyer code	The customer’s buyer code from the EDI record is shown here.	Sales order > EDI > Buyer code
Retail buyer location	The customer’s retail buyer location from the EDI record is shown here.	Sales order > EDI > Retail buyer location code
Purpose code	The customer’s purpose code from the EDI record is shown here.	Sales order > EDI > Purpose code
Our account number	Our account number in the customers system.	Customer > Account number
Terms of payment	Terms of payment from the sales order.	Sales order > Terms of payment
Terms of payment description	Description for the Terms of payment.	Terms of payment > Description
Sales responsible	Sales responsible from the sales order.	Sales order > Sales responsible
Sales taker	Sales taker from the sales order.	Sales order > Sales taker
Email	Email from the sales order.	Sales order > Email
Telephone	Telephone from the sales order.	Sales order > Telephone
Totals
Total charges	Total charges from the sales order	Sales order > Total charges
Subtotal amount	Subtotal amount from the sales order	Sales order > Subtotal amount
Total amount	Total amount from the sales order	Sales order > Total amount
Delivery address
Delivery name	Address for Delivery	Sales order > Delivery Address Information
City	Delivery address - City
Country/region	Delivery address - Country/region
ISO	Delivery address - Country/region ISO
County	Delivery address - County
District	Delivery address - District
Post box	Delivery address - Post box
State	Delivery address - State
Street	Delivery address - Street
Street number	Delivery address - Street number
ZIP/postal code	Delivery address - Zip/postal code
Building complement	Delivery address - Building complement
Store code	Delivery address - Store code
Delivery terms	Delivery terms from the sales order	Sales order > Delivery terms
Delivery terms description	Description for the Delivery terms	Delivery terms > Description
Mode of delivery	Mode of delivery from the sales order	Sales order > Mode of delivery
Mode of delivery description	Description for the Mode of delivery	Mode of delivery > Description
Version
PO version number	The PO version number from the EDI record.	Sales order > EDI > Original version number

Line fields

The following EDI Line staging fields are available on the lines page.
The ** fields will be populated where Customer purchase order setting profile option Skip error lines is set to Yes and the staging line couldn’t create a sales line.

Field	Description	Source D365 field
Store code	The store code from the EDI order is shown here.	Sales line > EDI > Store code
Item number	Item number from the sales order	Sales line > Item number
Barcode	Barcode for the item number from the sales order	Sales line > Barcode
External item number	The external item id specified for this customer/item combination. This is the part number for this item in the Customer’s system.	Sales line> General > External references > External
EDI item number **	Item number from the Customer purchase order staging line	Customer purchase order lines > Item number / Bar code
Configuration	Product dimension - Configuration	Sales line > Product dimension
Colour	Product dimension - Colour	Sales line > Product dimension
Size	Product dimension - Size	Sales line > Product dimension
Style	Product dimension - Style	Sales line > Product dimension
Version	Product dimension - Version	Sales line > Product dimension
POA code shipment	Purchase order acknowledgement code for shipment of the item	Sales line > EDI > POA response > Customer code > Shipment
POA code item **	Purchase order acknowledgement code for the item. If the line was succesfully created as sales line, this field is the combination of all line item POA codes. Example: PO-IA-PD-LIA PO: Line price - accept IA: Line item - accept PD: Line item - pack difference LIA: Line item - inner accept Field delimiter: - Note: Line item status is a combination of the following: Price code + Qty code + Pack code + Inner Code. The Customer purchase order acknowledgement document setting Field delimiter (can also be blank) is used inbetween the POA codes. If Customer purchase order setting profile option Skip error lines is set to Yes and the staging line couldn’t create a sales line, this field will be set to mapped value of POA response code Line item - error	Sales line > EDI > POA response > Customer code > Price and Quantity
POA code line	“Summarised” Purchase order acknowledgement code for the line. Either of the following results (if response codes are mapped): • Line - accept: If all the applicable line codes are accept • Line - reject: If all the applicable line codes are reject • Line - advise: If all the applicable line codes are combination of advise and reject	Sales line > EDI > POA response > Customer code > Line
Currency **	The currency of the order	Sales order > Currency
Unit price excl. tax **	The net price per unit excl. tax	Sales line > Price excl. tax
Unit price incl. tax **	The net price per unit incl. tax	Sales line > Price incl. tax
Line amount excl. tax **	Line amount excl. tax	Sales line amount > Price excl. tax
Line amount incl. tax **	Line amount incl. tax	Sales line amount > Price incl. tax
Unit **	This is the Unit of measure that the stock has been ordered in	Sales line > Unit
Sales quantity **	The acknowledged quantity for this line	Sales line > Quantity
Ordered quantity **	The customer purchase ordered quantity for this line	Sales line > Customer quantity on the POA response tab
Backorder quantity	Where the Trading partner’s No backorder is set to No, the difference between Ordered quantity and Sales quantity. Where the Trading partner’s No backorder is set to Yes, this will be set to 0.	Ordered quantity minus Sales quantity
Acknowledgement inners	Acknowledged quantity of inners per outer	Sales line > EDI > POA > Acknowledgement inners
Acknowledgement pack	Pack quantity acknowledged	Sales line > EDI > POA > Acknowledgement pack