Processing Vendor Catalog EDI 832 Files Version

Contents

Overview

The system can import vendor catalog files in EDI 832 format. An authorized buyer can then update the item catalog -- either automatically for new items and price changes, or manually -- using the imported data. In order to import vendor catalogs, you must perform some setup steps. These steps are not difficult, and are described below. Additionally, the correct permissions must be set for you to import vendor data. The administrator at your site is able to set the appropriate permissions, as outlined below.

Note: EDI 832 documents older that 30 days (from the Start Receive date) are purged.

Security - User permissions for imported EDI 832 files

• The user's role must have the "EDI 832" role object set to All. (See Assign Role Objects and Security Levels...)
• Users assigned the role "Buyer" have the appropriate security settings to use this feature. (See Specify the User Settings.)
• To access organization, department, or asset location data, the organization, department, or asset location must be included in your data profile.

To set up for vendor EDI 832 imports

You will need a Vendor 832 ID number for each vendor (or each vendor's buy-from location) whose catalog information you plan to import. The system can accept catalog data across all of a vendor's buy-from locations, or from only specific locations. Contact the vendor to obtain this ID number.

The Vendor 832 ID number must be entered in the vendor records. After you have obtained the Vendor 832 ID, follow these steps:

To accept catalog data across all vendor locations:

1. From the main Materials Contents, select Vendors > Vendors.
2. Use the Quick Click menu to locate the vendor that you need.
3. Edit the vendor record.
4. On the Vendor Edit panel, select the MM Information tab.
5. Enter the 832 ID that you obtained from the vendor in the Vendor 832 ID field (Figure 1).

Figure 1 - Setup Fields for EDI 832 on Vendor Edit Panel

6. If you wish, you may also select Verify Prices on Catalog Downloads.

• When this field is selected, price changes downloaded electronically from the vendor catalog are automatically accepted and updated for matching item records. The system identifies matching items by comparing the Manufacturer Item Number on existing item records with the Manufacturer Item Number on imported 832 lines. A warning is displayed if you attempt to create a new item that is the same as an existing item in the item catalog. 

7. Click Submit. You are returned to your starting point in the vendor feature -- either the Quick Click menu or the vendor table.

To accept catalog data for a single buy-from location

1. From the main Materials Contents, select Vendors > Vendors. The Quick Click menu appears.
2. Under I would like to..., select Buy From Locations.
3. Enter the Vendor No in the box under For... and click Go. The Buy From Locations table appears.
4. Select Menu > Edit next to the Buy From location you need. The Buy-From Locations panel appears.
5. On the Main tab, enter the 832 ID that you obtained from the vendor in the Vendor 832 ID field.
6. Click Submit. The system returns you to the Buy-from Locations table.

Viewing and processing imported EDI 832 files

You can view imported raw data files containing vendor catalog items and errors associated with the import process. You can also make corrections for some simple types of errors.

To view imported files

• If you are working in Materials Management,
  From the Materials Management main Contents, select Imports/Exports & Financials > Vendor Catalog (832) Imports.
  The list of imported raw data files appears (Figure 2).
  
• If you are working in Accounts Payable,
  From the Accounts Payable main Contents, select Vendors > Vendor Catalogs (832).
  The list of imported raw data files appears (Figure 3).
  
  

Figure 2 - List of Vendor 832 Catalog Imports From Materials Management

Fields on the list are:

Import Date - The date when the file was imported.

Status

- Complete: The file has been imported and processed (brought into the system).
- Ready for Processing: The file has not been brought into the system ("processed"), but is ready. You will see this value on files that you may have corrected.
- Processing: The file is being brought into the system.

Processed - The number of records in the file that were processed.

Message - Any message from the processing system, such as "Incomplete" (the file did not finish processing).

Source File - The name of the X12 source file.

Import User - The id of the user processing the files.

If errors prevent the raw data in any file from being processed further, you can view the import errors. Errors that prevent the raw data from being further processed are...

1. No Vendor 832 ID is supplied on the import record
2. The Vendor 832 ID supplied does not exist on a vendor or a vendor buy-from Location record in the system.
3. The expiration date of the catalog, if provided, has passed.
4. The catalog lines do not have a line number.

Figure 3 - Vendor 832 Catalog List from Accounts Payable

Note the column labeled Status. An imported file can have the status of Reviewed, which means that the catalog has been viewed; Closed, which indicates that the catalog is no longer available for editing (although you can click Inquiry to view catalog information) or Open, which means that you can edit or process the catalog further. Click Help for information on the other fields.

Updating the Item Catalog Using Imported 832 Files

Once you have successfully brought an 832 vendor file into the system, you can use the file to update your records. Typically, vendor 832 import files contain two kinds of information for updates:

• new items
• items with changed prices.
  

Keep in mind that new item data from a vendor may not contain all of the information the system needs to make the item active. You may need to add additional information yourself. Similarly, items with changed prices can show conversion or UOM data that is different from the system's record for the item. In order to accommodate either of these possibilities, the system allows you control over the update process.

To update the application with imported vendor 832 file data

1. From the main Materials Contents, select Vendors> Vendor Catalogs (832). Or, if you are working in AP, from the main AP Contents, select Vendors > Vendors Catalogs (832). The Vendor 832 Catalog list appears (Figure 2 or Figure 3). This list contains imported catalog information from vendors. Use this list to update the catalog.
2. Locate the catalog information in the list that you wish to use to update the application.
3. Select Menu > Edit. A tabbed panel with header information about the catalog appears (Figure 4).
   Note: If you are working in Accounts Payable, you cannot edit a catalog with the status of Closed.

Figure 4 - Edit Vendor Catalog Imports

Click Help for information on the list's columns.

Using the Price Discrepancies Tab

To accept prices for items, you have two choices:

1. To accept the price listed in the New Price/UOM field for each item individually, select Update.
2. To select all price discrepancies, click the Select Lines button. You are asked to confirm that you wish to select all price discrepancies. Click the box labeled Select/Unselect All Price Discrepancies. Click Submit.
   The application processes the records when you click Finish Now.

Important: If the item price is determined by contract, when you attempt to update the vendor price, the application displays a warning before changing the price.

Using the New Items Tab

1. You can add all, or individual new items to the system automatically as incomplete. All the information provided for the item in the import file is brought into the system. However, the information supplied by the vendor will not contain all the information that the system requires. So, the item's status in the application is Incomplete. You will need to go to the item catalog and edit the item, adding the missing information to make the item Active.
2. You can also add items individually, completing the information needed to make the items Active.

To add items as Incomplete

1. To add an individual new item automatically, select Add As Incomplete .
2. To add all new items automatically, click Select Lines. You are asked to confirm that you wish to add all new items.

- Click the box labeled Select/Unselect All New Items.

- Click Submit.
The records are processed when you click Finish Now, creating a new catalog item record and vendor item record.
The system writes a user note to the item vendor record for each UOM selected for an item. Later, you can delete UOMs that you do not want to use.

To add items as complete

1. Select Add Item to Catalog to create the new item in the application's item catalog. A pre-populated panel similar to the Consolidated Item Add panel appears.
2. Enter the additional information that the system needs for the item to be Active.
3. Click Submit.
   The item is added to the item catalog.

Using the Lines in Error Tab

The Status field on the Lines in Error tab describes problems or ambiguities in the imported data. The application is unable to use the data to update the associated item catalog record(s).

Here is the list of errors:

Integrity - Indicates a data integrity problem. An item number on the import does not exist in the item catalog.

Effective Date > Today - An item record was imported that shows an Effective Date for a new price at some time in the future. The application would not normally use this record to update the price on the current day.

Today > Expiration Date - The imported item record has an expired price.

No Price Change - The imported item record contains the same price as the current item record. The system can do nothing with this item, so the item is logged as an error.

Under Contract - The item is under contract.

Invalid Unit of Measure - The imported record has a UOM that is unknown by the system, or is not a purchasing UOM in the application for the item.

No Vendor Item No - The imported record has no Vendor Item Number (VIN).

No UOM - The imported item record has no unit of measure.

Many Items - When the system searched for the matching item catalog item using the vendor number, VIN, buy-from location, and the item number from the item catalog, multiple matching items were found.

You can review the Status of records on the Lines in Error tab, and determine whether you want to make manual updates in the system's item catalog.

Using Select Lines

Using Select Lines, you can choose all price discrepancies -- or none; and you can choose all New items -- or none -- by checking or unchecking the appropriate box.

Select Lines is useful if you have many price changes, for example, but you do not want to use all of them. In that situation, you would check the Select/Unselect All Price Discrepancies box, click Submit, and then click Refresh. All price discrepancies are selected. You can then unselect the records that you do not wish to update.

Using Finish Now and Finish Later

After you specify the items that the system should add and/or the items whose prices change, click Finish Now to implement the changes in the application. Or, click Save, then click Finish Later to come back to the data and update the application later.

When you select Finish Now, the system updates its item catalog records, and writes a user note for any items updated. If the update involves UOMs that are different from those used in the application, the vendor item record also has a user note written to it. The system updates any unauthorized POs with item price changes.

Note: If you add items to the item catalog, be sure to also add them to your asset location item inventories as needed.

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