EDI 101 for SAGE USERS A SIMPLE GUIDE TO EDI FOR Sage USERS Jon Bellemore Sales & Marketing Strategist B2bgateway EDI services
What is EDI? It sounds simple… EDI (Electronic Data Interchange) is defined as the structured transmission of data between organizations by electronic means. It is used to transfer electronic documents such as Purchase Orders, Invoices, Advance Shipping Notices (ASNs), and many more from one computer system to another, i.e. from one trading partner to another trading partner. Retailer SAGE user Retailer EDI 101 FOR SAGE | B2BGATEWAY.NET 2
But it can be very complex Each trading partner specifies their required communication method and which documents they require to complete EDI transactions. This can make the EDI process very complex as illustrated below. AS2 Software X-12 Ver. 5010 Encryption Software Certification Consultant AS2 Server Annual Licensing AS2 Software Fees Modem Van Mailbox Setup X-12 Ver. Mapping Consultant Mailbox Fees Van Phone Software 4040 Tools Fees FTP FTP X-12 Ver. Mapping Consultant Software FTP Server Software 4010 Tools Fees Credential Sage user FTPS Mapping Encryption Software X-12 Ver. Consultant FTPS Software Software Certificate 3040 Tools Fees B2bgateway makes it easy for you AS2 Van AS2 Server AS2 Software X-12 Ver. 5010 Encryption Software Certification Consultant Annual Licensing Fees Software Van Mailbox Setup Mailbox Fees X-12 Ver. Mapping Consultant Modem Software 4040 Tools Phone Fees FTP FTP Mapping Consultant X-12 Ver. Software FTPS Encryption Software X-12 Ver. Mapping Server Software Tools Fees Consultant 4010 Credential Software Software Certificate 3040 Tools Fees FTP Sage user FTPS EDI 101 FOR SAGE | B2BGATEWAY.NET 3
Example of raw EDI data – very confusing! Here is an example of some raw EDI data. Now imagine your clerk manually entering this data into your Sage accounting package. Even minimal mistakes bring expensive chargebacks and if Sally’s had a rough night, you’re looking at a very expensive bill! DOCHDR5088942168 T INVBEG5088942168 1234567890234567#680 CURNCY5088942168 222222USD VNDNUM5088942168 222222 ORDNUM5088942168 6541234566 PRONUM5088942168 222222 DPTNUM5088942168 222222 MDSTYP5088942168 222222 SHIPTO5088942168 222222 703680 Ralphs #680 - Santa Barbara SHPTOA5088942168 222222100 W Carrillo St SHPTOL5088942168 222222 Santa Barbara CA93101 US BILLTO5088942168 222222 038176921 BILTOA5088942168 222222 PO Box 54143 BILTOL5088942168 222222 Los Angeles CA90054 US TRMDSC5088942168 222222 20120515 14 0 Net 14 Days DELDTE5088942168 222222 SHPDTE5088942168 22222220120430 TRMDTE5088942168 22222220120501 SHPPAY5088942168 222222 CARIER5088942168 222222 ITEMLN5088942168 222222 4EA 22222222674222222222225 4 0001 ITMDES5088942168 222222 Juice ITMDET5088942168 222222 EA 0.05 ITEMLN5088942168 222222 4EA 222222220013 4 0002 ITMDES5088942168 222222Juice ITMDET5088942168 222222 EA 0.1 ITEMLN5088942168 222222 4EA 2222222201822222222264 4 0003 EDI 101 FOR SAGE | B2BGATEWAY.NET 4
EXAMPLE OF EDI DATA FLOW The image to the right is an example of a very complex EDI (Online retailer) (Box store retailer) flow path. Each trading partner requires different EDI documents depending on the nature of the setup. 850 At the right, you will 850 810 see the document 846 856 flow for box store (SAGE user) (ecommerce shopping cart) retailers, online retailers, ecommerce shopping carts, Third Party Logistics and 846 factories with B2BGateway in the middle servicing each and every (factory) (Third party logistics – 3PL) document. 810 – Invoice 856 – Advanced Shipping Notice 846 – Inventory Inquiry 860 – Purchase Order Change 850 – Outgoing PO / Incoming SO 940 – Warehouse Ship Order 852 – Product Activity Data 945 – Warehouse Ship Advice EDI 101 FOR SAGE | B2BGATEWAY.NET 5
What does EDI mean to the SAGE user? ‘Standard’ business documents will go directly into your Sage software solution (50, 100 ERP, 200, 500 ERP and ERP X3) without a single key stroke. You will also be able to automatically send documents to your business partners without the cost of human intervention and possible error. B2BGateway.Net is not just a data mover but rather an online data conversion engine. Each trading partner (TP) will read documents differently therefore in order for your Sage to “read” them correctly, B2 BGateway’s servers “translate” these documents into a format that is compatible to your Sage system. Who needs EDI? Suppliers and distributors to the following industries are most often required to use EDI to do business. Here is a short list of common EDI trading partners that may require you to trade using EDI. EDI 101 FOR SAGE | B2BGATEWAY.NET 6
B2bgateway integrates with the following SAGE products Di Different QB QB / B2B In Integrations • Sage 50 US / CA / EU: This product was previously known as Peachtree Accounting (US) or Simply Accounting (CA) but has been rebranded as Sage 50. • Sage 100 ERP US: Formally known as MAS90 (Master Accounting Software) which was developed in the 90s. This product continues to target the wholesale distribution industry. These have been split into standard and advanced platforms. • Sage 200 UK: This product is perfect for growing UK businesses because it is highly customizable and can be installed online or on premise. • Sage 500 ERP US: Sage 500 replaces ERP MAS 500 and is a complete enterprise management solution that was developed to help progressive companies streamline operations. • Sage ERP X3 Global: This product was specifically designed to meet the needs of mid-sized businesses based in one or more markets. It improves performance by giving real time overview of every part of your business. EDI 101 FOR SAGE | B2BGATEWAY.NET
B2bgateway EDI integration for sage 100 demo EDI 101 FOR SAGE | B2BGATEWAY.NET
The B2B difference – unparalleled experience B2BGateway has been offering EDI and supply chain integration solutions to Sage users consistently since 1999 is a Sage Universal Developer. Here are some other interesting facts about our EDI experience: • Works with most Sage products (new and old) worldwide. • B2BGateway processes over $30-billion dollars in client / TP transactions each month. • Thousands of client / TP partner relationships worldwide. • Hundreds of B2BGateway / Sage mutual clients including Exodus Direct, Contech, Midwest Rake and many more. EDI 101 FOR SAGE | B2BGATEWAY.NET 9
The B2B difference – full featured capabilities At B2BGateway, we designed our EDI system to be a scalable, cloud-based and fully-integrated system to help save you time and money. EDI DI Cap apabilit itie ies Additional Fea Add eatures • • Full cloud-based integration to Sage removes Free 997 FAs (Functional Acknowledgements) the need to re-key data. handled by our staff on the Sage users behalf. • • B2BGateway EDI is fully-integrated with your Advance Ship Notice (ASN) and GS1 / UCC- Sage and sits on your desktop. 128 label and warehouse support services. • • Automates the Sage users supply chain Integrates with eCommerce platforms and processes and shortens their ‘Order to 3PLs Payment’ cash cycle with their trading partners. • Can handle all data standards and communication protocols required internationally including ANSI X12, EDIFACT, Tradacoms, oioUBL, XML, VAN, AS2, FTP, etc. EDI 101 FOR SAGE | B2BGATEWAY.NET 10
Example of EDI flow with Box Store retailers (SAGE user) *Combination of VAN and AS2 used to demonstrate communication methods* 850 – Purchase Order 856 – Advanced Ship Notice 860 – Purchase Order Change UCC / GS1-128 Labels 852 – Product Activity Data 810 – Invoice EDI 101 FOR SAGE | B2BGATEWAY.NET 11
Example of EDI flow with online retailers (SAGE user) *VAN communication method used* 850 – Purchase Order 856 – Advanced Ship Notice 846 – Inventory Advice 810 – Invoice EDI 101 FOR SAGE | B2BGATEWAY.NET 12
EXAMPLE OF EDI DATA FLOW – working with a 3pl Let’s focus on the integration with a 3PL or Third Party Logistics provider and some other trading partner. A 3PL integration requires special, industry specific documents so let’s take a look at the typical EDI document flow. 1. A Purchase Order (850 850) is sent (SAGE user) from Trading Partner to the Sage user and is imported into Sage as a Sale Sales Order (850 850). 2. The Sales Order is pulled from (2) Warehouse (4) invoice (1) Sales order Sage based on pre-determined ship order Sales Order (3) Fulfilled criteria and sent as a Warehouse Ship Order (940 940) to the 3PL. 3. The 3PL returns a Warehouse (1) Purchase order (2) Warehouse Ship Advice (94 945) which ship order B2BGateway sends to the TP (3) Advance ship notice (if required) as an Advance (3) Warehouse (4) Invoice Ship Notice (856 856) and also Ship Advice fulfills the sales order in Sage. 4. The sageuser creates an Invoice (810 10) in Sage and based on the query rules (Box store retailer) established it will be pulled by (Third party logistics – 3PL) B2BGateway and sent to the TP as an Invoice (810 810). EDI 101 FOR SAGE | B2BGATEWAY.NET 13
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