How to receive and respond to EDI orders

In this version, only the Saphety test account

fiscaldoo only connects to the Saphety test environment (see How to connect EDI and Saphety): the orders come from that environment and an “Accepted” response was accepted by it, without reaching the retailer. Agree the orders with the retailer through the usual channel.

What is it for?

The retailer sends its orders by EDI. fiscaldoo receives them and creates a quotation for each one, with the customer, the products, the quantities, the retailer's prices and the delivery date, with nothing typed by hand. Once you have decided and confirmed, it sends the retailer the order response: accepted, accepted with changes or refused.

When to use it?

• The retailer already exchanges EDI with you: How to connect EDI and Saphety.
• New orders have arrived, or the retailer asks for the order response (Order response (ORDRSP) ticked on the customer's Electronic invoicing (EDI) tab).

Where to find it?

• Receive: EDI › Receive messages.
• Orders received: Sales › Orders › EDI orders.
• Messages with problems: EDI › Dashboard (To handle block) and EDI › Messages.

Before you start

• Your profile is Billing. The steps were done from start to finish with this profile. The Certified accountant and the Accountant also have these menus.
• The customer has EDI active and the products have the retailer's barcode.
• If you work with several companies, choose the retailer's company in the top right corner.

How to use it

1. Open EDI › Receive messages. “Messages received. N new message(s).” appears, followed by the EDI messages list. Each order handled is Processed; one that cannot be handled stays To review (see “Common problems”).
2. Open Sales › Orders › EDI orders. The list shows Number, Order Date, Promised delivery, Customer, Total amount, State and the Customer Reference, which is the retailer's order number (in the example, S00004 with reference SIMORD0003).
3. Open the order. Check the lines: the Unit Price column has your price and Retailer price the one from the order. If any differs, the warning “The price of some lines differs from the order of the retailer. Decide before you confirm: use the retailer's prices or keep ours.” appears at the top.
4. Click Use the retailer's prices or Keep our prices. The warning disappears. In the example, Keep our prices was chosen: the Biscuits stayed at 1.60.
5. If needed, change quantities or the delivery date. Then click Confirm. The quotation becomes a Sales Order.
6. Click Send EDI response. The response goes to the operator and the message “EDI response. The response to the order S00004 (SIMORD0003) was sent and accepted.” appears. The button disappears from the order. In EDI › Messages there is a line Sent, ORDRSP (order response), with State Accepted (the operator received it).

Which response is sent. fiscaldoo decides from the order: cancelled = refused; confirmed as requested = accepted; confirmed with a different quantity, price or date, or with lines removed = accepted with changes. In the example, S00004 went as accepted with changes, with the price of 1.60 on the Biscuits and the Juice line accepted as it came.

Expected result

• Order S00004 (SIMORD0003) from Retalhista Exemplo (EDI) became a Sales Order, with 12 Biscuits at €1.60 and 6 Juices at €2.40, 6% VAT and a Total amount of €35.61.
• In EDI › Messages there is the response ORDRSP|5609999000012|SIMORD0003|1, Sent, Accepted.
• The order follows the normal path: delivery and delivery note (How to send the shipping notice from the delivery note) and invoice (How to send an invoice by EDI).

Important notes

• Nothing is confirmed on its own. The order arrives as a quotation; someone always confirms it.
• Prices never change silently. While there are different prices to decide on, Confirm is refused.
• The response is optional. It is only sent if the customer asks for it.
• An accepted response is not sent again. Clicking Send EDI response again opens “This response was already sent and accepted by the provider (ORDRSP ORDRSP|5609999000012|SIMORD0003|1). Nothing is sent twice; change the order if the answer must change.”.
• The same order received twice does not create two quotations.
• In the demo, the orders and the response go through an operator simulator, not the real Saphety. Confirm each retailer's message format with Saphety.

Common problems

“… cannot be confirmed yet: the price of some lines differs from the retailer's order”

• Symptom: when you click Confirm, Invalid Operation opens: “The order S00004 (SIMORD0003) cannot be confirmed yet: the price of some lines differs from the retailer's order. What happened: prices are never changed in silence. How to fix it: use “Use the retailer's prices” or “Keep our prices” on the order, and confirm.”.
• What to do: click Close, choose one of the two buttons (step 4) and confirm again.

“… is still a quotation with nothing changed”

• Symptom: Send EDI response on an unconfirmed quotation opens “The order S00003 (SIMORD0001) is still a quotation with nothing changed. How to fix it: confirm it (accepted), change a quantity, price or date (accepted with changes) or cancel it (refused), and then send the response.”.
• What to do: confirm, change or cancel the order and only then send the response.

An order stayed “To review”

• Symptom: in EDI › Dashboard, in the To handle block, or in EDI › Messages, the ORDERS (order) message is To review, with the reason under ERRORS. Examples from the demo: “The sender GLN 5609999000050 matches no customer.” and “Line 2: no item has the GTIN 5609999119998. Fill in the barcode of the item (or the customer reference) and process the message again.”.
• Cause: fiscaldoo did not find the customer by GLN, or a product by barcode. It did not create any quotation.
• What to do: fix the cause (the customer's EAN/GLN or the product's Barcode) and, on the message, click Reprocess. With Billing, Accountant or Certified accountant, the button answers “Your profile cannot create quotations, and processing an order creates one. How to fix it: ask a sales user to press “Reprocess” (or an administrator to give you the sales profile). The message stays “To review”.”: ask someone who can create quotations, such as the Administrator. Once the cause is fixed, the message becomes Processed and the quotation appears in Sales › Orders › EDI orders.