Vendor purchase order change

Prerequisites

The following setup is prerequisites for the vendor purchase order change

Vendor setup

EDI > Setup > Vendor setup

1. Create Order type group - mapped to OrderType on the document.
2. Create Order purpose groups - mapped to OrderPurpose on the document.
3. Create Order line change type group - mapped to LineChangeType on the document.
4. Create Carrier mode - mapped to CarrierMode on the document.
5. Create Charges code - mapped to MiscCode on the document.
6. Create Payment terms type group - mapped to TermsTypeCode on the document.
7. Create Misc charge/allowance indicator - mapped to MiscIndicator on the document.

Document type setup

EDI > Setup > Document types: Vendor purchase order change

1. Create Template for the document.
2. Create Setting profile for the document.
3. Create Outbound file names for the document.

Trading partners

EDI > Setup > Trading partners

1. If the vendor trading partner doesn’t exist, create the new trading partner.
2. Assign the Vendor setup to the vendor trading partner’s options.
3. Add and enable the Vendor purchase order change document to the Vendor trading partner and select the applicable:
   • Template
   • Setting profile
   • File name setup

Note: If the vendor setup mappings are not assigned to the vendor trading partner for an outbound document, the D365/EDI value will be sent, example Order instead of a mapped value.
If certain fields are not sent on a purchase order, these are not mandatory setup to create and assign to the vendor trading partner; examples carrier mode, charges code etc.

Processing

Create purchase order staging

An outbound vendor purchase order can be triggered via the following methods:

• Purchase order: Accounts payable > Purchase orders > All purchase orders - Select Confirm or Confirmation on the Purchase tab on the Action Pane.
• Purchase agreements: Accounts payable > Purchase orders > Purchase agreement - Select Confirmation on the Purchase agreement tab on the Action Pane.
• Release order: Accounts payable > Purchase orders > All purchase orders - Select Confirm or Confirmation on the Purchase tab on the Action Pane; and the purchase order is linked to a purchase agreement

Purchase order vs. Purchase order change

When an outbound purchase order is created and sent to EDI for the first time, the order purpose is original and falls under EDI document Purchase order. Subsequent changes, cancellations or confirmations for purchase order acknowledgements falls under EDI document Purchase order change.

A vendor purchase order change can be triggered via the following methods:

• Change: Edit a purchase order header and/or lines and triggering the EDI document via Confirm or Confirmation on the Purchase tab on the Action Pane.
• Cancel: Accounts payable > Purchase orders > All purchase orders - Select Cancel on the Purchase order tab on the Action Pane.
• Confirmation: When confirming a purchase order acknowledgement (POA), automatically or manually via Confirmation on the EDI tab on the Action Pane. Purchase order confirmation needs to match to purchase order acknowledgement details, else it will create a change instead of a confirmation order purpose.

Order type

There are various order types that is determined by the method the purchase order document was created. The mapped value that needs to be sent to each trading partner for each order type can be specified in Order type group and assigned to the Trading partner. Options:

• Order
• Agreement
• Release order

Order purpose

Each purchase order document will also have an order purpose which is specified in Order purpose group and assigned to the Trading partner. Options:

• Original
• Change
• Cancellation
• Confirmation

Summary

Purchase order

Description	Order type	Order purpose	EDI Staging / Doc type
Confirm 1st time	Order	Original	Vendor purchase order
Change and confirm	Order	Change	Vendor purchase order change
Cancel	Order	Cancellation	Vendor prchase order change
Confirm POA and details match	Order	Confirmation	Vendor purchase order change

Purchase agreement

Description	Order type	Order purpose	EDI Staging / Doc type
Confirm 1st time	Agreement	Original	Vendor purchase order
Change and confirm	Agreement	Change	Vendor purchase order change

Release order

Description	Order type	Order purpose	EDI Staging / Doc type
Confirm 1st time	Release order	Original	Vendor purchase order
Change and confirm	Release order	Change	Vendor purchase order change
Cancel	Release order	Cancellation	Vendor prchase order change
Confirm POA and details match	Release order	Confirmation	Vendor purchase order change

View staging table records

To view the Vendor purchase order change staging records, go to EDI > Documents > Vendor documents > Vendor purchase order change. Use this page to review staging and process EDI Vendor purchase order change 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	Vendor account assigned to the staging record.
Trading partner GLN	The Vendor’s global location number is shown here.
Purchase order	The D365 purchase order number
PO version number	The version of the D365 purchase order number
Purchase agreement	The D365 purchase agreement number for the release order (where applicable)
Purchase order date	The original purchase order date from the purchase order is shown here
Purchase change date	The change purchase order date from the purchase order is shown here
EDI order type	The EDI order type is shown here
EDI order purpose	The EDI order purpose is shown here
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 Vendor purchase order Action Pane, tab Purchase order export.

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
Purchase order	View the originating purchase order; enabled where the record was created from a purchase order
Purchase agreement	View the originating purchase agreement; enabled where the record was created from a purchase agreement
Vendor	View the vendor account
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 Vendor purchase order’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	PO > EDI tab
Identification FastTab
Identification
EDI number	EDI Staging table record id	Change EDI number
Company	Legal entity of the document
Company GLN	The company’s global location number is shown here	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
Overview
Purchase order	The D365 purchase order number
Purchase order date	The original purchase order date from the purchase order is shown here	Original order date
Purchase change date	The change purchase order date from the PO is shown here	Change order date
EDI order type	The EDI order type is shown here. Mapped value from Order type group	Order type
EDI order purpose	The EDI order purpose is shown here. Mapped value from Order purpose group	Order purpose code
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
Details
Vendor reference	Vendor’s order reference
Vendor account	Vendor assigned to the purchase order
Vendor name	Vendor name
Trading partner GLN	The vendor’s global location number is shown here.	Trading partner GLN
Company GLN	The company’s global location number is shown here.
Buyer group	The Purchase Order’s Buyer group is shown here.	Buyer group
Buyer name	Buyer name
Buyer email	Buyer email
Buyer phone	Buyer phone
Company phone	Company phone
Company name	Company name
Tax registration number	Company tax registration number
Vendor invoicing
Vendor name	Vendor name
Vendor primary street number	Vendor primary address - street number
Vendor primary street	Vendor primary address - street
Vendor primary city	Vendor primary address - city
Vendor primary county	Vendor primary address - county
Vendor primary state	Vendor primary address - state
Vendor primary ZIP/postal code	Vendor primary address - ZIP/postal code
Vendor primary country/region	Vendor primary address – country/region
Tax exempt number	Vendor tax exempt number
Customer invoicing
Our account number	Bill to - Our account number in the vendor’s system. As per ‘Our account number’ loaded on Vendor’s Invoice account	Bill to
Name	Bill to - Name
Name or description	Bill to - Invoice address name
Street number	Bill to - Street number
Street	Bill to - Street
City	Bill to - City
County	Bill to - County
State	Bill to - State
ZIP/postal code	Bill to - ZIP/postal code
Country/region	Bill to - Country/region
Version
PO version number	The version of the D365 purchase order number	Change version number
Created date and time	The date and time the selected record was created in the staging table
Acknowledgement requested	Indicates if functional acknowledgement has been requested from the trading partner for the outbound document.
Agreement
Purchase agreement	The D365 purchase agreement number (applicable for release orders)
Effective date	Purchase agreement effective date
Expiration date	Purchase agreement expiration date
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 Order account Ship to
Store code	Ship to - Store code
Street number	Ship to - Street number
Street	Ship to - Street
City	Ship to - City
County	Ship to - County
State	Ship to - State
ZIP/postal code	Ship to - ZIP/postal code
Country/region	Ship to - Country/region
ISO	Ship to - Country/region ISO
Latitude	Ship to - Latitude
Longitude	Ship to - Longitude
Delivery date	Required receipt date	Delivery date
Confirmed receipt date	Acknowledged delivery date from the Vendor purchase order acknowledgement. Purchase order’s Confirmed receipt date.
Site	Storage dimension - Site	Site
Warehouse	Storage dimension - Warehouse	Warehouse
Delivery terms	Delivery terms
Delivery mode	Delivery mode
Text	Header note to be sent with purchase order
Requester	Requester	Requester
Requester email	Requester’s primary email
Requester phone	Requester’s primary phone
Attention information	Attention information
Transportation
Shipping carrier	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 from Carrier mode
Miscellaneous
Misc. indicator	Code which indicates an allowance or charge for the service specified. Mapped value from Misc. charge/allowance indicator
EDI charges code	Code identifying the service, promotion, allowance, or charge. Mapped value from Charges code
Totals
Subtotal amount	Subtotal of all purchase order lines
Line discount	Discount for all purchase order lines
Misc. amount	Purchase order header Misc. charge/allowance amount
Tax amount	Tax amount
Round-off	Round-off
Total amount	Total amount
Payment
Currency	Currency
Terms code	Payment terms. Mapped value from Payment terms type group
Terms net days	Payment terms net due days calculated from delivery date. Example with delivery date 16/04/2019 • Current month + 30 days = 44 • Current month + 2 months + 20 days and payment day = 15th = 90 • Current quarter + 15 days = 90 • Current year + 1 month = 290 • Current week + 7 days = 11 • Net + 1 month + 15 days = 45 • COD = 0
Cash discount	Settlement discount percentage
Days	Settlement days
Discount amount	Settlement discount amount if paid within settlement days

Line fields

The following EDI Line staging fields are available on the lines page.

Field	Description	PO line > EDI tab
Line number	The line within the EDI table/file	Line number
Our item number	The D365 item number
External item number	Vendor’s item number
Bar code	Item’s barcode
GTIN	Item’s GTIN
Line change type	Code specifying the type of change to the line item • Add additional item - Purchase order line has been added. • Delete items – Purchase order line has been removed or ‘deliver remainder’ cancelled. • Change line items - All other purchase order lines are sent with this code which indicates the vendor must replace with current info.	Line change type
Description	Purchase order line text
Purchase quantity	Original purchase quantity	Original ordered quantity
Deliver remainder	Deliver remainder quantity with latest change purchase order	Change ordered quantity
Unit	Unit of measure of purchase quantity
Price unit	The quantity of the product that is covered by the purchase price. Usually 1
Price multiplier	Value to be used to obtain a new value. NetUnitPrice/UnitPrice. Example price before discount $100 and after discount $90 has a price multiplier of 0.9
Includes GST	Unit prices and unit discounts includes GST
Unit Price	Unit price for the item
Unit discount	The amount of the line discount per price unit
Unit discount percentage	Discount percentage
Net unit price	Unit price net of all discounts
Charges on purchases	The purchase charge that is calculated as a charge that is independent of the quantity on the purchase order line
Misc charges	Miscellaneous charge/allowance allocated to purchase order line (Maintain charges)
Misc indicator	Code which indicates an allowance or charge for the service specified. Mapped value from Misc charge/allowance indicator
Line amount excluding tax	Net line amount excluding tax	Change line amount
Line amount tax	Line tax amount
Line amount including tax	Net line amount including tax
Minimum release amount	Purchase agreement line’s minimum release amount
Maximum release amount	Purchase agreement line’s maximum release amount
Effective date	Purchase agreement line effective date	Change effective date
Expiration date	Purchase agreement line expiration date	Change expiration date
Currency	Currency
Inners quantity	Unit conversion quantity of inners to outers Example qty 12 ea (inner) per box (outer)
Inners unit	Inners unit of measure as setup on item’s pack size
Pack quantity	Package quantity. Package (inner or outer) determined by purchase order / purchase order change’s setting profile Package size – inner/outer
Pack unit	Unit determined by purchase order / purchase order change’s setting profile Package size – inner/outer Inner and Outer unit setup on Item
Batch number	Batch number for the purchase line
Configuration	Product dimension - Configuration
Color	Product dimension - Colour
Size	Product dimension - Size
Style	Product dimension - Style
Version	Product dimension - Version
Inventory status	Inventory dimension - Inventory status
Site	Storage dimension - Site
Warehouse	Storage dimension - Warehouse
Requested receipt date	The requested receipt date from the purchase order line
Confirmed receipt date	The confirmed receipt date from the purchase order line. Populated from the Acknowledged delivery date in the Vendor purchase order acknowledgement.
Requester	Requester
Attention information	Attention information
Delivery name	Address for Delivery – Delivery name
Name or description	Ship to – Name or description
Street number	Ship to - Street number
Street	Ship to - Street
City	Ship to - City
County	Ship to - County
State	Ship to - State
ZIP/postal code	Ship to - ZIP/postal code
Country/region	Ship to - Country/region
Store code	Ship to - Store code
Latitude	Ship to - Latitude
Longitude	Ship to - Longitude