Document #1005 - Trading Partners / Facility Codes

Revision Notes

Implemented in Order EXPRESS version 4.0.3340.19 and higher. 4.1 is required for the newest 856 overlay support.

November 29, 2011 - Initial posting

March 20, 2013 12:52 PM - Latest revision - Working to finalize this document. Moved Flat File Formats to a dedicated page.

June 19, 2012 - Now looking into 850 PO document support. Order EXPRESS 4.0 added the EDI Transaction ID field (see Figure 3), waiting on samples. Sample data can be submitted using this overlay.

Problem

Order EXPRESS has used the same trading partner settings for a long time. The 2011-2012 Mach 1 updates have required adding some new trading partners and facility codes. This document was created to note those new settings.

Legacy orders including: ZWIP / ZWIP BLOCK / FAST TRACK Orders all arrive from facility code "16". 810 Invoices are sent back to facility code "19" and 856 ASN's are sent back to facility code "U9". All legacy orders will continue to work in Order EXPRESS with NO changes required. Please do not change any settings to your INDIRECT PUR and INVOICE trading partners. New trading partners will be setup for Mach 1 support.

New Mach 1 / "51" Style purchase orders are a little more complicated and can arrive from facility codes: 03, BQ, JM, DV, KO, etc. 856 ASN's are simply sent back to the originating facility code, but 810 Invoices are all sent to facility code "2V".

How does Order EXPRESS handle those new facility codes?

Solution

WEB EDI Users (Trusted Link Users skip to here)

The good news for WEB EDI users is Mach 1 orders are handled automatically. The facility code is stored with the order. ASN documents will automatically use that facility code for proper routing. If there is a 2 digit facility code stored with the order then "2V" is assumed for the 810 Invoice document. The following information is for documenting how the process works.

Order EXPRESS will now extract the 2 digit Facility code from any a new Mach 1 order. That 2 digit facility code will now be stored with each order in the Trading Partner field at the bottom right. (see Figure 1) Return EDI documents will automatically use the stored facility code when creating 856 ASN documents. Invoice 810 documents now will automatically use the "2V" facility code if there is any other 2 digit code already stored with the order. If there is no 2 digit facility code a legacy ZWIP will be assumed and it will be sent back to the legacy Invoice facility code "19".

Note: You might have to go back to older Mach 1 orders and put in the correct facility code (for example "KO"). To update an order go to the Data (menu) / Reprint Order (screen). Select an order with a 51xxxxxx purchase order and a low number Release, then click on "Edit Order". The lower right corner of the Edit Order screen now has a trading partner field. Correct the trading partner name by typing in the facility code "KO", then click ok.

Note2: Trading Partner is the name Trusted Link uses for an overlay that directly maps to a Facility Code. WEB EDI users will simply store the facility code in the Trading Partner field.

Figure 1. Order EXPRESS Reprint / Edit Order screen showing the Web EDI Trading Partner. Note: Web EDI orders should only have the 2 digit facility code.

(Figure 1. Order EXPRESS Reprint / Edit Order screen showing the Facility Code in yellow.)


TRUSTED LINK USERS

Order EXPRESS v4.1+ will warn you to install the latest overlays only once.

Mach 1 Setup Checklist

  • Install latest version of Order EXPRESS, change the Output Type to Mach 1 (see Figure 5.)
  • Download and Merge the 3 overlays (810, 856, 862) for Mach 1. (Start / Programs / Inovis Trusted Link / Utilities / Forms Builder), File menu Merge, repeat merge for all 3 files.
  • Create the INVOICE2V Trading Partner and set the 810 overlay (see Video 2.)
  • Create or Edit new Mach 1 Trading Partners. Rename to a normalized name like PURCHASINGKO. Set the 856 & 862 overlays (see Video 1.)
    This step will need to be repeated for every Mach 1 Trading Partner (KO, DV, 16, 03, etc.) Operators will need to be familiar with this step as new Trading Partners may arrive regularly over the next few months/years. Trading Partner name must be normalized before flat filing to Order EXPRESS.

Overlay Files

2012 "Mach 1" Trusted Link overlays required for use with Order EXPRESS 4.1+

Instructions: Download the overlay files from the Flat File Formats page. Unzip if necessary (Right click, Extract). Open TLW Forms Builder from Trusted Link Operations select Go -> Forms Builder. To load the flat files select File -> Merge, browse to unzip folder, select each .mrg file to load them into Trusted Link. Now the overlays will be available to select in the Trading Partner screens.

Background

Trusted Link Trading Partners for ZWIP style orders have traditionally been named "INDIRECT PUR" for the Incoming 862 documents and the Outgoing 856 ASN documents. "INVOICE" was used for the Outgoing 810 Invoice documents. There was also a variation of "INDIRECT2PUR" for a second supplier code and "INVOICE2" for a second supplier code. We will leave these trading partners alone as they are still valid for all ZWIP / FAST TRACK / ZWIP BLOCK orders. Note there is a 12 character limit to the trading partner name when creating Flat Files. This explains why the 2 is in the middle of "INDIRECT2PUR" as "INDIRECT PUR" was already the de facto standard for existing orders when a second supplier code processing was added.

Shipping Schedules incoming 862 and Advanced Ship Notifications outgoing 856

New Mach 1 purchase orders will create a new trading partner in Trusted Link. If you receive an order for a new Facility TLW will automatically create and name the trading partner something like "UNKNOWN004". The trading partner name will be captured and stored when doing Daily / Load New Orders in Order EXPRESS. Subsequently, all 856 ASN documents will be created with the trading partner name stored with the order. (If there is no trading partner stored with the order, Order EXPRESS will revert to the "INDIRECT PUR" trading partner as expected for older ZWIP style orders.) I recommend you rename the Trading Partner in Trusted Link to something more meaningful before you start Flat Filing orders. If you have already processed some you can just update each order with the new trading partner name. To rename the trading partner. Open Trusted Link, select Go / Administration, a new window will appear. Select Edit / Trading Partner, select the "UNKNOWN004". I recommend renaming them to "PURCHASINGKO" for the KO facility. You can see the facility code as the 2 digits after Cat's DUNs number like "005070479KO".

You will need to add a document type 856 and use the Data Entry Overlay "CA1:856 v3020 [120620]".

Figure 2. Incoming 862 & Outgoing 856 Trading Partner. Note: Replace X0000X0 with YOUR Supplier Code.

(Figure 2. Incoming 862 & Outgoing 856 Trading Partner. Note: Replace X0000X0 with YOUR Supplier Code.)

(Video 1. Add the 856 document type to an existing trading partner. Note: select the current Mach 1 856 overlay as the one in the video is out of date.)

If you rename the trading partner, you will need to go through the orders in Order EXPRESS and update each order with the new trading partner name. To update an order go to the Data (menu) / Reprint Order (screen). Select an order, then click on "Edit Order". The lower right corner of the Edit Order screen now has a trading partner field. See figure 3. Correct the trading partner name, then click ok.

Figure 3. Order EXPRESS Reprint / Edit Order screen showing the "PURCHASINGKO" Trading Partner for use with Trusted Link. This must match exactly to the name of the Trading Partner in Figure 2.

(Figure 3. Order EXPRESS Reprint / Edit Order screen showing the "PURCHASINGKO" Trading Partner for use with Trusted Link. This must match exactly to the name of the Trading Partner in Figure 2.)

Invoicing to facility code 2V

Note: the "CA1:810 v2001 [981116]" will continue to be supported on the "INVOICE" (not "INVOICE2V") trading partner for legacy ZWIP / FAST TRACK / ZWIP BLOCK orders. Even if you select Mach 1 as in Figure 6 legacy Invoices will still be mapped to CA1:810 v2001 [981116].

Invoice documents now have a "2V" added to the right side of the Trading Partner specified in the Configuration / Settings. An example would be "INVOICE2V". You need to create this trading partner in Trusted Link to look like Figure 4. To create the trading partner, Open Trusted Link, select GO / Administration. Then a new window will appear. Select Edit / Trading Partners. Create A new trading partner with all of the same information except use your supplier code. Then add a document type 810 and use the Data Entry Overlay "API:810 v3030 [110316]". (See Video 2 for a tutorial). Next, update the Configuration / Settings / File Type to the new (Mach 1) option. See Figure 6.

Note: If you have additional supplier codes, you will need to create additional INVOICEn2V Trading Partners where n is replaced with 2, 3, 4 etc.

Figure 4. Outgoing 810 Trading Partner. Note: Replace X0000X0 with YOUR Supplier Code.

(Figure 4. Outgoing 810 Trading Partner. Note: Replace X0000X0 with YOUR Supplier Code.)

Figure 5. Verify the Trading Partner INVOICE2V / 810 / ST Details / Version/Release is set to "003030" as pictured.

(Figure 5. Click ST Details to verify the Trading Partner INVOICE2V / 810 / ST Details / Version/Release is set to "003030" as pictured.)

(Video 2. Create the "INVOICE2V" trading partner by copying an existing trading partner, then add the 810 document type. Note select the current Mach 1 810 overlay as the one in the video is out of date.)

Figure 5. Order EXPRESS Settings. Change to API:810 v3030 [010918] (Mach 1) after you have setup the INVOICE2V trading partner.

(Figure 5. Order EXPRESS Settings. Set for Mach 1 and ZWIP output.)

Trading Partner Overlay Summary

Please see the Flat File Formats page for Overlays.