EDI Vendor
EDI Vendor Documents - Vendor advanced shipping notice
EDI Vendor Documents - Vendor advanced shipping notice
EDI vendors can send an advanced shipping notice (ASN) for one or multiple purchase orders.
An EDI ASN can be received and processed for D365 purchase orders not sent to the vendor via EDI.
The following subsections will describe how to view and process the ASN.
Based on document settings, the EDI ASN can either:
Viewing the Staging table records will also be discussed.
The processed EDI ASN record(s) can be viewed for a purchase order, by selecting the History button on the EDI tab on the Action Pane of the Purchase order page.
The following setup is prerequisites for the vendor advanced shipping notice
Inbound files have the following three steps:
Header checks are performed when:
When an advanced shipping notice file is imported, the file name is key to identifying the vendor and therefore the document template. See Trading partners for further details. It is based on this document template that the data within the file is identified and a record created in the EDI staging table in the next step.
Note: The file mask is used to identify the trading partner and therefore template
When the advanced shipping notice file is retrieved and imported, there are various validations that are completed before the staging record is created in the EDI staging table. If the processing of Import to staging errors, the Inbound file’s Status will be set to Error and no staging record created.
| Rule Id | Details |
|---|---|
| Check Template | Identify a template for the Vendor/Document type. This will be used to identify the whereabouts of data within the file |
Import to staging errors for Vendor advanced shipping notice can be viewed in:
At this step the issues are usually around the file not matching the template.
Example error for file not matching template: ‘Segment ‘<xml’ not found in EDI template mapping’
If the processing of Staging to target errors, the staging record’s Staging to target status will be set to Error and the D365 arrival journal, product receipt or load won’t be created.
Staging to target errors for Vendor advanced shippping notice can be viewed in:
At this step the issues are usually around mapping/business logic issues.
Review the Log or Version log for the applicable record to find the issue. Example errors and method to fix are discussed in below table.
Example errors and possible fixes are discussed in FAQ
| Rule Id | Details | Error |
|---|---|---|
| PO number | Find the D365 PO number to which the ASN belongs | Error at Staging table. No arrival/load created |
| PO line number | Find the D365 purchase order line number to which the ASN line belongs | Error at Staging table. No arrival/load created |
| No Valid Item | No valid item based on the different options available | Error at Staging table. No arrival/load created |
Validation profiles can be specified and linked to the template along with a rule error tolerance which is used to determine how D365 will react. Options are:
The following table describes each validation option for the Vendor advanced shipping notice document. It also describes if the validation rule is not met, but only has an info or warning error tolerance, how D365 will react.
| Rule Id | Details | Info/Warning tolerance updates |
|---|---|---|
| Warehouse update | Where the warehouse received is different to the warehouse on the purchase order | Update warehouse on target line |
| Batch Id update | Where the batch id received is different to the batch id on the purchase order. | If batch doesn’t exist for item, the batch is created and assigned to target line |
| Serial number update | Where the serial number received is different to the serial number on the purchase order | Add/update serial number on target line |
Site updates are not allowed and will error at Staging-to-Target step.
Additional setup is required to allow warehouse updates for advanced warehouses: Allow users on mobile devices to receive at another warehouse for the selected site(s) needs to be set to Yes at Inventory management > Setup > Inventory breakdown > Sites
To view the Vendor advanced shipping notice staging records, go to EDI > Documents > Vendor documents > Vendor advanced shipping notice. Use this page to review staging and manually process EDI Vendor advanced shipping notice documents.
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 account | 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 successfully processed from the inbound file to the staging table but not processed to target. • Error – The staging record has been processed from the staging table but no target has yet been created/updated. There are errors with the staging record that needs to be reviewed. • Completed – The staging record has been succesfully processed and created an arrival journal, product receipt or load. • Canceled – The record has been manually canceled and will be excluded from processing. |
| Trading partner account | Vendor account assigned to the staging record. |
| Trading partner GLN | The Vendor’s global location number is shown here. |
| Consignment note number | Consignment note identification for the delivery. |
| Delivery note | Packing slip/Delivery note number. |
| Created date and time | The date and time the selected record was created in the staging table. |
| Sent | Indicates if the Functional acknowledgement outbound has been sent to the trading partner for the inbound document record. |
The following buttons are available on the Vendor advanced shipping notice’s Action Pane, tab Advanced shipping notice.
| Button | Description |
|---|---|
| Process advanced ship notice | Create ASN Target (item arrival, load or register non-stock product) for the selected record in the staging table. |
| Process all advanced ship notice | Create ASN Target (item arrival, load or register non-stock product) for the staging records that have a Staging to target status set to Not started. |
| Inbound files | View the inbound file record the selected staging record. |
| Trading partner | View the trading partner details in the Trading partners page. |
| All purchase order | If the EDI ASN has been completed it is possible to inquire on all the linked Purchase order(s) the ASN was created for. |
| Item arrival | If the EDI ASN has been completed for a basic warehouse with stocked products, it is possible to inquire on the Item arrival created from this button. |
| Product receipt | If the EDI ASN has been completed for a basic warehouse with stocked products and the document setting includes posting the product receipt, it is possible to inquire on the Product receipt created from this button. |
| Load | If the EDI ASN has been completed for an advanced warehouse with stocked products, it is possible to inquire on the Load created from this button. |
| Vendor | Inquire on the Vendor for the selected record. |
| Show log | If there are Errors within the document, it is possible to review them at any time using this button. Shows only the current version. |
| Version log | View all log versions. When a document’s status is reset and reprocessed, a new log version is created. Can view all log versions. |
| Reset Status | You can reset 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 |
| 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 Vendor advanced shipping notice’s Action Pane, tab Acknowledgement. The Acknowledgement tab is available on all incoming documents staging pages and enables the user to process or view the Functional acknowledgement outbound that has been created for the inbound document.
| Button | Description |
|---|---|
| Send to EDI | If the Sent field for the staging record is set to No, use this button to create the Functional acknowledgement outbound record and also update the Sent field to Yes. |
| Reset flag | If the Sent field for the staging record has been set to Yes, use this button to reset Sent to No. |
| Functional acknowledgement | Use this button to view the Functional acknowledgement outbound record created for the inbound document. |
The following EDI Header staging fields are available on the header page.
| Field | Description | D365 target |
|---|---|---|
| Identification FastTab | ||
| Identification | ||
| EDI number | EDI Staging table record id | History page on D365 PO |
| Company account | 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 successfully processed from the inbound file to the staging table but not processed to target. • Error – The staging record has been processed from the staging table but no target has yet been created/updated. There are errors with the staging record that needs to be reviewed. • Completed – The staging record has been succesfully processed and created an arrival journal, product receipt or load. • 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 |
|
| Overview | ||
| Consignment note number | Consignment note identification for the delivery | • Load > Load Id |
| Delivery note | Packing slip/Delivery note number | • Item Arrival > Delivery note |
| Document date | Delivery note’s document date | • Product receipt > Document date |
| Ship date | Date the goods were shipped | • Load > Scheduled shipping date and time |
| Scheduled delivery date | Scheduled date for delivery | • Load > ETA Product receipt > Receipt date, if Actual delivery date is blank |
| Actual delivery date | Actual delivery date for the delivery | • Product receipt > Receipt date. If blank use Scheduled delivery date |
| Purchase quantity | Total quantity within the consignment | |
| Weight | Total weight within the consignment | • Load > Actual gross weight |
| Volume | Total volume within the consignment | |
| Shipment count | Total number of packing slips within the consignment | |
| Shipment pallet count | Total number of lines within the consignment | |
| General FastTab | ||
| Details | ||
| Vendor account | Vendor account for the ASN record | • Load > Account number |
| Vendor name | Vendor Name | |
| Trading partner GLN | The Vendor’s global location number is shown here | |
| Company GLN | The company’s global location number is shown here | |
| Tax registration number | Vendor’s tax registration number | |
| Transportation | ||
| Shipping carrier | Shipping carrier for the consignment | • Load > Shipping carrier |
| Carrier qualifier | Code designating the system/method of code structure used for shipping carrier | |
| EDI carrier mode | Code specifying the method or type of transportation for the shipment. Mapped value setup in Carrier mode. | |
| Delivery | ||
| Delivery name | Ship to - Name | |
| Our account number | Ship to - Our account number in the vendor’s system. As per ‘Our account number’ loaded on Vendor’s Invoice account | |
| Store code | Ship to - Store code | |
| Street number | Ship to - Street number | |
| Building complement | Ship to - Building complement | |
| Street | Ship to - Street | |
| District | Ship to - District | |
| City | Ship to - City | |
| County | Ship to - County | |
| State | Ship to - State | |
| Post box | Ship to - Post box | |
| ZIP/postal code | Ship to - ZIP/postal code | |
| Country/region | Ship to - Country/region | |
| Delivery date | Required delivery date | |
| Site | Storage dimension - Site | • Item Arrival > Site • Load > Site |
| Warehouse | Storage dimension - Warehouse | • Item Arrival > Warehouse • Load > Warehouse |
The following EDI Line fields are available on the lines page.
| Field | Description | D365 target |
|---|---|---|
| Line number | The line within the EDI table/file. Refers to original purchase order EDI line number and used in matching. | • Item arrival > Line number (used to determine Lot id) |
| Item number | The item identifier as sent by the trading partner | D365 item number per doc setting mapped to: • Item arrival > Item number • Load > Item number • Load > Packing structure > Item number |
| Text | EDI item name | |
| Purchase order | Purchase order number for the ASN record | • Item arrival > Number • Load > Order number |
| PO version number | The version of the D365 purchase order number | |
| Purchase order date | The purchase order date from the PO that is being received is shown here | • Item arrival > Number |
| Purchase quantity | Original purchase quantity | |
| Receive now | Quantity to be received | • Item arrival > Quantity (converted to inventory quantity) • Load > Quantity • Load > Packing structure > Quantity |
| Unit | Unit of measure | • Load > Unit • Load > Packing structure > Unit |
| Unit price | Purchase line unit price | |
| Amount | Line amount | |
| Weight | Line weight | |
| Serial number | Serial number for the item | • Item arrival > Serial number • Load > Serial number • Load > Packing structure > Serial number |
| Batch number | Batch number for the item | • Item arrival > Batch number • Load > Batch number • Load > Packing structure > Batch number |
| Manufacturing date | Vendor’s manufacturing date for the batch | If D365 batch doesn’t exist, used to create new batch |
| Expiration date | Vendor’s expiration date for the batch | If D365 batch doesn’t exist, used to create new batch |
| Inners quantity | The vendor’s inners per outer quantity | |
| Inners unit | The vendor’s inners unit of measure | |
| Configuration | Product dimension - Configuration | • Item arrival > Configuration • Load > Configuration • Load > Packing structure > Configuration |
| Color | Product dimension - Colour | • Item arrival > Color • Load > Color • Load > Packing structure > Color |
| Size | Product dimension - Size | • Item arrival > Size • Load > Size • Load > Packing structure > Size |
| Style | Product dimension - Style | • Item arrival > Style • Load > Style • Load > Packing structure > Style |
| Version | Product dimension - Version | • Item arrival > Version • Load > Version • Load > Packing structure > Version |
| Inventory status | Inventory status as sent in purchase order line | • Item arrival > Inventory status (if not provided: use PO line) |
| Department | The vendor’s department for the EDI ASN line is shown here | |
| Package characteristic code | The code used to for the package contents | |
| Personnel number | Vendor’s Personnel number for picking/delivery | |
| End date/time | Date the order was picked | |
| Vendor reference | Vendor’s order reference | |
| Delivery name | Delivery name and Address information | |
| Delivery note | Packing slip/Delivery note number | |
| Shipment type | Status of the shipment (Full/Partial) | |
| SSCC | Vendor’s SSCC for delivery line ASN lines with same SSCC are consolidated with Packing structure License plate. |
• Load > Packing structure > License plate |
| Store code | Store code for the delivery line |