Vendor setup

Vendor document type validation profiles - Vendor purchase order acknowledgement (POA)

Users can access the form by navigating to EDI > Setup > Document types.

Validation profiles are groups of business validation rules that can be applied to a trading partner. They provide the ability to set variable tolerances on various different aspects of the documents business process. Once a validation profile is created it can be configured by adding validation rules to it and defining the error tolerance of the rule.

Once setup for each document type, the validation profile can be assigned to each incoming document on the Trading partner setup in EDI > Setup > Trading partners.

Note: The validation profiles FastTab is only displayed for Document types that have valid validation options

• To create a new record, select the New button in the validation profiles FastTab.
• Specify the Name and Description of the profile.
• Select the Name hyperlink or the Setup button to update profile details.
• Select Add to add the validation rule.
• Select the Validation rule.
• Select the Error tolerance to specify the validation level. If a validation rule fails, this will be used to determine how it reacts. The logs can be viewed on the staging record’s Show log or Version log. Options:
  • Info - An Infolog is displayed with information only. If the validation rule fails a message will be written to the staging records log but the record will continue to process.
  • Warning - An Infolog is displayed with a warning. If the validation rule fails a message will be written to the staging records log but the record will continue to process.
  • Error - An Infolog is displayed with an error. If the validation rule fails, the staging records will be set to error state and the target document note created/updated.

Validation instance	Validation rule	Description	Info/Warning tolerance updates
Purchase order	Reject	POA Header indicates the Vendor is rejecting the order	Cancels D365 PO
Purchase order	Version	Vendor’s POA version doesn’t match current PO version	Disregards difference in version
Purchase order	Delivery date	Vendor’s POA delivery date doesn’t match PO delivery date	Update D365 PO’s confirmed delivery date
Purchase order	Vendor reference	Vendor’s POA Vendor reference doesn’t match PO Vendor reference	Update D365 PO’s Vendor reference
Purchase order line	Delivery date	Vendor’s POA line delivery date doesn’t match PO line delivery date	Update D365 PO line’s confirmed delivery date
Purchase order line	Minimum/maximum quantity	The POA quantity should be devisable by the multiple specified on the Default/Site order settings table. Since this validation can increase the allowed delivery, it is also used to check if vendor’s quantity is within the allowed purchase order line over-delivery %. Set to error if not allowed to increase over this over-delivery %	Update D365 PO line’s deliver remainder. Use unit conversion if POA units differs.
Purchase order line	Purchase price	The POA line’s unit price should be checked against the purchase order being acknowledged. Example: Item X PO price 10.25 Item Y PO price 8.88 Vendor has a min and max tolerance setting of 0.05 Vendor does not have their trade agreements entered including tax Vendor sends their EDI orders including tax The setting Use vendor price is given Item X EDI file price (before converting) 11.26 (after conversion) 10.24 Item Y EDI file price (before converting) 9.70 (after conversion) 8.82 Template setting against this field is warning. A warning is only given for Item Y because it is outside of the tolerance. The warning message should show the price before and after conversion plus the price AX finds. It also used unit of conversion in price comparison if vendors unit doesn’t match purchase order.	Update D365 PO line’s unit price (if within allowed variance): else error
Purchase order line	Short pick	Acknowledgement quantity is less than purchase order line quantity. After unit conversion, and also checks purchase order line’s under-delivery %	Update D365 PO line’s deliver remainder qty (use unit conversion if POA different unit). If outside under-delivery %: error
Purchase order line	Batch Id update	Where the POA’s batch id received is different to the batch id on the purchase order.	If batch doesn’t exist in D365 for the item, the D365 batch is created and assigned to purchase order line
Purchase order line	Reject	POA line indicates the Vendor is rejecting the order line	Cancel only the applicable purchase order line’s deliver remainder
Purchase order line	Line item added	Vendor wants to add a new line to the purchase order	Add new line to D365 Purchase order

Where used

The Validation profile can be assigned on the Incoming documents FastTab to document type Vendor purchase order acknowledgement for the Vendor Trading partner at EDI > Setup > Trading partners.

Override error validation

Where a Vendor purchase order acknowledgement staging record has errored because of Error tolerance validation, button Override error validation can be used to override and process to target.

The button is available on:

• EDI > Vendor workspaces > EDI purchase order processing. Select the Validation tab and select POA Errors under Processing or the tile under Summary.
• EDI > Documents > Vendor documents > Vendor purchase order acknowledgement. Button is enabled when status is not completed or canceled.

Data entity

• EDI Validation profile
• EDI Validation profile line