How to follow EDI messages
What is it for?
EDI exchanges orders, notices and invoices with customers through an operator, without paper. The dashboard shows in one place the messages that need someone, what happened to each one and what to do.
When to use it?
- You want to know whether there are messages to handle.
- A customer says they sent an order and it does not appear.
- You want to see the history of the messages exchanged.
Where to find it?
In the EDI app:
- EDI › Dashboard: what needs someone.
- EDI › Messages: all messages.
- EDI › Receive messages: fetches new messages from the operator.
- EDI › External communications: each exchange with the operator, with its result.
Before you start
The profile is Billing. With that profile we went through the dashboard, the messages, receiving, and reprocessing a receiving notice. Reprocessing an order creates a quotation and needs someone who can create them: see “Common problems”.
How to use it
See what is to handle
Open EDI › Dashboard. The screen opens with the To handle filter. Each card shows the customer, the message type, the date and, in plain words, what happened and what to do.
Resolve a message
- Read the cause on the card. For example: “Line 2: no item has the GTIN 5609999119998. Fill in the barcode of the item (or the customer reference) and process the message again.”
- Fix what it says, on the product or customer form.
- Click Reprocess, on the card or on the message.
If the cause remains, the message stays To review, with the same explanation under ERRORS. Open the card to see the full message, with Direction, Type, Partner, Business key and Original file.
Look up the history and receive new messages
- In EDI › Messages, the list has Created on, Direction, Type, Partner, Business key and State, including the Processed ones.
- In EDI › Receive messages, the app fetches what is new and says how many arrived, for example “Messages received. 0 new message(s).”
- In EDI › External communications, each line has the Document, Service, State, Attempts, Sent At, Answered on, Transport and Environment. On a test database, the result shows as Accepted (simulated), with Transport Simulated and Environment Test.
Expected result
- A handled message shows in Messages as Processed and does not appear under the To handle filter.
- While the cause remains, the message stays To review, with the explanation under ERRORS.
Important notes
- Reprocess does not change documents already issued. It reads the received message again.
- Sent messages. On a sent message with no answer or rejected, the buttons are different: Check status and Send again. On a message that may or may not have arrived, check before sending it again, so you do not duplicate it. Pending validation on screen: the demo only has received messages.
- Receiving notice with differences. A difference between what was sent and what was received goes to EDI › Receiving divergences. Pending validation on screen: the demo has no divergence.
- The operator's technical code is under TECHNICAL DETAIL, for support.
- The dashboard cannot see what never arrived. If the operator did not deliver the message, it does not appear here. Use Receive messages and, if it is still missing, talk to the operator.
Common problems
“Your profile cannot create quotations…”
- Symptom: when you click Reprocess on an order, this opens: “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”.”. It happened with Billing, Accountant and Certified accountant.
- Cause: reprocessing an order creates a quotation, and these profiles do not have that right.
- What to do: click Close and ask someone who can create quotations, such as the Administrator. With the cause fixed, the message becomes Processed and the quotation appears in Sales › Orders › EDI orders.
“The sender GLN … matches no customer”
- Symptom: the card says “A message arrived and was not processed. The sender GLN 5609999000050 matches no customer.”, with no customer in the title.
- Cause: no customer has that GLN code on its form.
- What to do: fill in the GLN on the right customer's form and click Reprocess. If you do not know the sender, talk to the operator.
“No despatch advice (DESADV) matches the notice…”
- Symptom: a receiving notice (RECADV) stays To review with “No despatch advice (DESADV) matches the notice SIMREC0001 (despatch reference SIMDES0001).”
- Cause: the receiving notice is compared with what was despatched, and there is no shipping notice with that reference for this customer.
- What to do: check the shipping notice sent to this customer and click Reprocess.