We have automated the EDI process as much as possible so that the Purchasing team does not have to go back into the PO if the Vendor Accepts the PO. This document will cover how the process works for an EDI vendor partner when ATS is placing a Parts PO (for Work Order or Inventory) and no changes are required.
To begin, the Vendor must have the EDI portion of the Supplier record activated.
1. Purchase Order Header status starts out in a Proposed status.
2. You cannot combine Part and GNS lines on the same PO for an EDI vendor. Ensure that the PO contains part lines only.
If you need to add a restocking fee or an expedite fee, that is done in the Additional Charges fields in the header.
3. Confirm that there are no lines with zero quantity.
4. Be sure each line has a valid price.
5. Enter a Customer Promised by Date on each line.
6. Enter the confirmation info as usual: email address, confirmation number, etc.
7. Change the workflow to confirmed.
8. Click Save.
9. Change the Approval Status from Pending to Submitted. This will kick off an escalation for approval.
10. Click on the Escalation Tab.
11. Change the Approval Status from Pending to Approved.
Depending on the dollar amount of the PO, an additional escalation may kick off for the Purchasing Supervisor or Purchasing Manager to approve.
12. Click Save in the header or use the Ctrl + S shortcut.
13. Click the Post button in the header.
EDI will generate the 850 document for Vendor. This is an electronic Purchase Order.
14. The Purchase Order Header status goes to Post Pending.
15. The EDI Workflow Status in the header goes to Awaiting Vendor.
16. The Status and EDI Line Status at the line level both will say Post Pending.
Even though you have hit POST, this PO has not been sent over to SAP, because we are waiting on the vendor confirmation in the 855 Transaction.
17. Click on the Events Tab to view what has happened so far with the PO.
18. The next step is that the vendor sends back an 855 acknowledging the transaction. In our example, the PO was accepted without changes. The following updates take place.
As no changes are required, the PO will automatically post without further buyer interaction.
18.1. The Status in the Header is updated to Posted.
18.2. The EDI Workflow in the Header is updated to Vendor Accepted.
18.3. These same statuses show in each part need line.
18.4. The Acknowledgment Date is populated in the header.
18.5. An Event tracks the receipt of the 855.
19. As always, the Events confirm that the PO was successfully posted in SAP.
20. When the part ships from the vendor, an EDI 856 Transaction is sent from the Vendor.
20.1. The EDI Workflow in the header updates to Shipped.
20.2. At the PO Line Level, the EDI Status changes to Shipped.
20.3. An Event is generated to track the 856 Shipping Acknowledgment
20.4. The Shipping Tab is populated with information. Click on the red chevron to see additional info.
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