EDI Transfer
- Jean-François Rioux
This module enables the transfer of invoices to RONA, BMR, and Castle partners. To meet RONA's specific requirements, invoices are first processed by Agena 3000 before being sent to the final recipients. This process, which uses SFTP, is currently not compatible with other retailers such as Home Depot or Home Hardware.
IMPORTANT: When the EDI transfer module is activated, the public IP address of the 'sender' user must be authorized by Agena 3000.
For more details on this feature, please contact your CP.
Additional Notes – What you need to know ($$ and functions)
Initially, the development of the EDI transfer feature was to be a joint effort between RONA and Cienapps. RONA had agreed and the development was carried out accordingly. This approach was also intended for BMR, Castle and other partners. The goal was to avoid the costs associated with using Agena 3000, which essentially takes invoice files and reformats them for partners (at a significant cost). At the end of development, RONA unexpectedly required Cienapps to go through Agena 3000 for invoice file delivery, without providing any explanation. As a result, internal development has made certain compromises to accommodate RONA's sudden decision. This has also impacted the feeding and management of certain Cienapps processes.
Module
The 'EDI Transfer' module must be enabled in the client configuration.
Permission
The 'EDI Transfer' permission enables additional actions and modifies certain EDI functionalities.
Here's how this permission affects Cienapps:
Management of EDI suppliers in the general configuration, otherwise hidden.
Management of EDI invoice routing status within an invoice record; otherwise, visible but not editable.
Management of clients (retailers) targeted by EDI transfer; otherwise, the information is visible but not editable.
In the invoice list, the EDI filter automatically points to unrouted cases. The transfer button is only enabled when the permission is granted.
General Configuration
In the Cienapps general configuration, navigate to the 'EDI Transfer' tab.
In the table listing RONA and other retailers, you must enter the corresponding number assigned to the client by RONA and other retailers.
This enables the identification of the origin of invoices within the EDI process. This information is mandatory.
EDI Customer File
For each customer record, you must identify the specific retailer involved in the billing transaction. 'RONA', 'BMR', and others must exist as customers within Cienapps.
To do this, navigate to the specific retailer's customer record (e.g., 'RONA'). The EDI transfer permission must be granted to the user performing this task.
Go to the 'Accounting' tab and check the 'EDI Transfer' box. For each of the following partners, enter the corresponding number.
This is mandatory and essential for the process to work:
RONA: 204197800
BMR: 4504632440
CASTLE: 9055643307
Branch Customer File
A 'branch' customer, part of a larger retailer like Rona, can be managed within Cienapps through a specific configuration.
In a 'branch' customer file, navigate to the 'Hierarchy' tab. Using the '+' button in the 'Parents' section, search for and select the 'retailer' customer.
Check the 'Automatic billing of the parent' box. This process must be repeated for all 'branch' customers of the retailer.
Send EDI Invoices
The user with 'EDI Transfer' permission must navigate to the invoice list in Cienapps. They must select customers and invoices that meet the EDI transfer criteria.
EDI Criteria
For an invoice to qualify for EDI transfer, it must meet the following criteria:
Customer:
Must be a primary retailer with EDI enabled and a valid "Receiver ID".
Or, must be a branch of a primary retailer, with the correct hierarchical configuration and the primary retailer having EDI enabled.
Invoice:
The "EDI Transfer" checkbox must be selected.
The invoice must not have been previously sent via EDI (based on its status, see below for status definitions and maintenance).
With the invoice list window, various features allow you to send invoices.
Legend:
A - The search can target the main retailer or franchise for further processing. The 'Process' column must be added, and the invoices selected. B - The status allows you to view the EDI cases of invoices targeted for transfer.
C - The column selector allows you to select the 'Process' column and display it.
D - Once the invoices are selected, they can be routed. They must meet the eligibility criteria.
Routing status updates
After EDI invoices are routed to Agena 3000, the status of each processed invoice changes to 'EDI Transfer Completed'.
To retransmit them if necessary, this status must be modified.