EDI stands for "Electronic Data Interchange." It refers to the way certain vendors transmit purchasing data back and forth with ATS. Not all of our vendors have signed up to use EDI with ATS, but if your PO is from an EDI Vendor, you will see additional info.
If you want to know more about EDI, these would be two good documents to start out: What is EDI? & Is there a listing of the EDI Transaction numbers?
To start out, everything is the same up to the point where the SCS releases the requisition.
Remember, once the Release box is checked, the SCS is LOCKED OUT of making changes! This is true whether you're dealing with an EDI Vendor or a not. It is critical that you make sure that everything is correct before releasing the Req to the buyer.
If the primary supplier for the Part is an EDI Vendor, the overall flow is similar to Non-EDI vendors in terms of how the interactions work, however the process is all taking place ELECTRONICALLY - so COMMUNICATION between all parties becomes even more important!
The buyer is able to tell if the Vendor processes EDI Transaction by looking at their Supplier Record.
In our example, the parts being ordered are from Grainger, and they are an EDI Vendor for Parts (MAT stands for Material - aka Parts.)
- At this time they are not processing any Goods and Services POs via EDI.
- The Buyer has different steps to follow depending on whether or not the Vendor will process changes via EDI.
- Most of our EDI vendors will send Advanced Shipping Notifications with details of the shipment.
- The final checkbox will be used in the future to indicate whether or not the Vendor will do quoting via EDI.
The tech will have requested a part in the Tech Portal on task 657331.
The requisition is created when refill to targets runs. At this site, the stock record has Grainger as the Preferred Supplier, so the Req generates with that information.
The Buyer processes the PO as usual, up to the point where s/he hits Post.
Because the PO is being transferred electronically through EDI, the Status goes to Post Pending, and the EDI Status goes to Awaiting Vendor.
The vendor has several options. They can accept, reject or request changes to the PO.
In looking at the Events, you will see that the Initial 850 (EDI PO) has been sent to the supplier.
The vendor is supposed to respond to the request within 24 hours. Once the 855 (EDI Acknowledgment of Purchase Order) is approved, the status updates as the header and the line level. The Acknowledgment Date also populates in the header.
In our example, the vendor accepted the PO without changes, so the Status went to Posted and the EDI Workflow went to Vendor Accepted. If you wanted to see the details of how some of the other statuses change based on how the vendor responds, you can see the EDI Chapter in the Purchasing Manual here: EDI
At this point, you will see three more events have been created. 1) The PO is created in EFP. 2) Confirmation of the 855, and 3) the successful confirmation message for the creation of a PO in SAP.
Once the Vendor sends the Shipping Notification, the EDI Workflow goes to either Shipped or Partially Shipped (depending on the quantity sent.)
The Shipping tab also populates at this time.
An event is added.
The reason that this document was included in your training is that you need to understand what the various EDI documents are and what the Statuses and Workflows mean. Ideally, this process should make the buying process more efficient in the long run. Like anything else, communication is key. If you are waiting on a PO, and you see the EDI Workflow is Awaiting Changes, you would want to reach out to your buyer to inquire on the status. If you are trying to receive a PO and it is in a Change Order status, whether it is an EDI PO or not, the Buyer will need to go through the approval and posting process again before you will be able to receive it.
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