EDI Overview
# EDI Menu — Overview
> N41 Apparel ERP · EDI module
> An overview of what each EDI menu item does, its EDI transaction type, and the direction of data flow.
## What is EDI here?
EDI (Electronic Data Interchange) is how the ERP exchanges business documents with trading partners (retailers / customers) in standardized X12 formats. Each document type has a number (850 = Purchase Order, 810 = Invoice, etc.). Files arrive via FTP, are registered, parsed, turned into Sales Orders, and outbound documents are generated back to the partner.
**Direction key:** ⬇️ Inbound (we receive) · ⬆️ Outbound (we send)
## EDI File Type
832 - Price/Sales Catalog
: The EDI 832 Price/Sales Catalog transaction set is used to electronically request or provide the prices of
goods or services in the form of a catalog. The 832 replaces the paper catalog and is used by
manufacturers to provide detailed product information to their supply chain, including retailers,
distributors, dealers and the like.
850 - Purchase Order
: The EDI 850 is a Purchase Order transaction set, used to place an order for goods or services. The 850
generally provides the same information you would find in a paper Purchase Order (PO) document.
860 - Purchase Order Change Request - Buyer Initiated
: The EDI 860 transaction set represents the electronic Purchase Order Change Request. It is used by
buyers to request a change to a purchase order (EDI 850) they submitted. The 860 may also be used by
buyers to confirm their acceptance of changes to purchase orders made by the sellers.
856 - Ship Notice/Manifest
: The EDI 856 transaction is more commonly called the Advance Ship Notice or ASN. It is utilized to
electronically communicate the contents of a shipment to another trading partner. It is sent in advance
of a shipment arriving at the other trading partner’s facility.
810 - Invoice
: The EDI 810 Invoice transaction set is the electronic version of the paper-based invoice document. It is
typically sent in response to an EDI 850 Purchase Order as a request for payment once the goods have
been shipped or services are provided.
997 - Functional Acknowledgment
: The EDI 997 transaction set, known as the Functional Acknowledgment or FA, is sent as a response to
other EDI transactions received. An EDI 997 serves as a receipt, to acknowledge that an EDI transaction,
or a group of transactions, was received by the remote party.
## N41 Menu
* [ ] indicates the menu name
* Each Menu will have a manual with the title of 'How to use []' (e.g.) How to use [EDI Style & UPC #]
1. [EDI] Menu
1-1. [EDI Style & UPC #]
: Maintain the mapping between our styles/colors/sizes and **UPC** codes. Feeds the 832 catalog and item matching during PO import.
1-2. [EDI Customer Item #]
: Maintain the customer's own item numbers mapped to our styles, so incoming EDI POs (which reference the customer's item #) resolve to our products.
: Please note that to make the system read the SKU data, the Product Qualifier (850 PO1) is selected as SK on the [EDI Customer]
1-3. [EDI File Manager]
: Registry of received EDI files. Lists each file with Customer, PO#, Type, Write Date, **Cancel Date**, EDI Date, plus Confirm / Hold / Cancel flags. Entry point to view, confirm, hold, or cancel a file.
1-4. [EDI Order Processing]
: After registry of received EDI Files in EDI File Manager, we can flag if a certain line needs confirm or needs to be hold, or needs to be cancelled.
: The one that we marked the column 'Confirm' as checked, we can see them on the [EDI Order Processing].
: Once we mark them as 'Confirm', we can hold or cancel the desired line with Memo.
1-5. [EDI PO File Import (850, 860)]
: Read an incoming **Purchase Order (850)** or **PO Change (860)**, preview the parsed contents (items, quantities, ship/cancel dates), and import it to create or update a Sales Order.
1-6. [EDI 810 File Sending]
: Generate and send **Invoices** through EDI for shipped orders.
1-7. [EDI 856 File Sending]
: Generate and send **BOL** through EDI for shipped orders.
1-8. [EDI 997 File Sending]
: Send the **Functional Acknowledgement** — confirms receipt/acceptance of a partner's transmission.
: 997 will be sent automatically in N41 for the EDI inbound files, but user can also generate it if needed.
1-9. [EDI 832 File Sending]
: Generate and send the **Price / Sales Catalog** (UPC, pricing, product attributes) to Opentext(GXS) Catalogue.
1-10. [EDI 846 File Sending]
: It is currently being not used
: Generate and send the **Inventory Inquiry / Advice** — on-hand availability to the partner.
1-11. [Sales Order by EDI File]
: Shows orders after importing the 850/860 files
2. [EDI] Menu > [EDI File]
2-1. [EDI File Brief]
: Condensed summary view of an EDI file (e.g. 810 / 832 / 856 briefs)
2-2. [EDI File Information]
: Header/summary details of a selected EDI file.
2-3. [EDI File Mapping]
: Set up EDI File Mapping information ( for View only )
: We can see the data under [Company Setup] > [EDI] > [EDI File Mapping]
2-4. [EDI File Readable]
: Render the raw EDI as a human-readable, segment-by-segment view (incl. an error view for malformed files).
3. [EDI] Menu > [EDI Status]
3-1. [Invoice EDI Status]
: Status of Invoice
3-2. [BOL EDI Status]
: Status of Bills of Lading.
3-3. [Drop Ship EDI Status]
: Status of drop-ship orders/transmissions.
3-4. [Pick Ticket EDI Status]
: Status of pick tickets in the EDI flow.
4. Under [Company Setup] > [EDI]
4-1. [EDI Customer]
: Set up EDI Customer information. ( ** ERP Support team only )
4-2. [EDI File Mapping]
: View/define how a customer's EDI segments map to our fields (the parsing rules used during import).
4-2. [EDI File Row Type]
: Set up EDI File Mapping Data
4-3. [EDI Pre-pack]
: Set up Prepack# per customer, style, color, prepack# ( ** Internal System Use Only)
4-4. [EDI Selection Code]
: We can set up Selection Code in Opentext (GXS) Catalogue
4-5. [FTP Server]
: Set up FTP Server connection for EDI files transfer
4-6. [UPC Company Code]
: Set up UPC Company Code (GS1 Prefix)
## Recommended Daily Operations
1. Please click the button 'Receive Files' on EDI File Manager to get all the pending EDIs from the server.
2. Please check whether we got 997 with the 'A (Accepted' for the yesterday's EDI Outbounds.
## Typical end-to-end flow
The standard order lifecycle through the EDI module, from receiving a purchase order to sending shipment and invoice documents. Each step names the menu, the EDI transaction type, and the direction.
1. **Receive the purchase order (inbound).** A trading partner transmits an EDI 850 Purchase Order, or an EDI 860 Purchase Order Change. The file arrives over FTP and is automatically registered in the EDI File Manager screen, where its key fields are parsed: customer, PO number, ship date, and cancel date.
2. **Import the purchase order into a Sales Order (inbound).** In the EDI PO File Import (850, 860) screen, the user previews the parsed order — items, quantities, ship date, and cancel date — and imports it. Importing creates a new Sales Order in the ERP (or updates an existing one for an 860 change).
3. **Trace the order back to its file (inbound).** The Sales Order by EDI File screen links each source EDI file to the Sales Order it produced, so the user can see which file created which order.
4. **Process the order (inbound).** EDI Order Processing is the work queue where imported EDI orders are reviewed, confirmed, and moved forward into fulfillment such as picking and shipping.
5. **Send the advance ship notice (outbound).** After the order is picked and shipped, the ERP generates and sends an EDI 856 Advance Ship Notice (ASN) to the partner from the EDI 856 File Sending screen.
6. **Send the invoice (outbound).** After shipment, the ERP generates and sends an EDI 810 Invoice to the partner from the EDI 810 File Sending screen.
7. **Acknowledge and exchange supporting documents (outbound).** An EDI 997 Functional Acknowledgement is sent from the EDI 997 File Sending screen to confirm receipt of a partner's transmission. The EDI 832 Price/Sales Catalog and the EDI 846 Inventory Inquiry are sent from their own screens as needed.
In summary: set up master data first; then receive 850 purchase orders and turn them into Sales Orders (inbound); then send the ASN, invoice, and other documents back to the partner (outbound); use the EDI File and EDI Status tools to inspect and monitor throughout; and use Price Tag to print labels. The EDI File Manager is the central hub for everything received.
Related Articles
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