An intermediate EDI database holds data in transition between the main database and the EDI transmission/reception phases, until data is physically transmitted. On receipt of EDI orders, the following procedures take place:

Depending on the EDI standard, orders need to be converted to conform to the receiving company’s order Header and Footer format. This applies to all orders. If any errors are found a report generates which highlights the relevant format inconsistencies.
Orders received are updated to the main database. Entries are validated and data containing errors are held as suspended as a complete unit until the error is rectified. (For example: An error on an order line causes the complete order to be suspended = S status).
Orders are flagged I for Initial status indicating they still have to go through the file validation process and if so require maintenance, before orders are converted into order transactions (status O). If an order is entered incorrectly through Batch Order Entry, or requires cancelling, it can be accessed via the Batch order file maintenance.
Orders containing incorrect titles do not have to be held at maintenance stage. A flag on the EDI set of system Control Files determines whether invalid titles are permitted. An invalid title substitution is permitted when a title is closed.
If incorrect titles are permitted, invoices print the error as a line item with a predefined adjustment titles (e.g. INVALID or ERROR), accompanied by the original titles of the Titles ordered, and a delivered quantity of zero.
TMSDS/EDI-IVCC manages the processing of an order that has an invalid customer/store code. If an order for a nominated sender is accepted with an invalid customer/store number then that order can also be made “suspended” waiting further processing.
Incoming EDI carton quantities are validated against the Title Masterfile.
Purchase Order Change (POC) requests from a store are catered for via EDI. All the EDI validation and processing rules are followed for an incoming “change”. A purchase order acknowledgement (POA) document is sent back to the store in the event of any price or quantity discrepancies encountered when administering the store sales order.
The POA generation process creates order price difference, invalid item and invalid store details direct from the current EDI database without the need for the orders to go into suspension and hence allocate stock. Customer service will need to select those EDI orders that need an electronic POA sent back to the originator of the order. This selection can be validated for only those orders for the trading partners that require this. The EDI order will not have its status changed but rather the existing transmission status will reflect the processed POA. The price warning flag should be set on for those customers requiring price checking as this will facilitate customer service in identifying those order lines needing action.
The other process is to remove any existing EDI orders when a POC is received. Currently, the process only removes suspended orders and hence will also remove any orders in the EDI database for the same billing and order number.
Allows for TMSDS/EDI-RFMT when determining group “direct to store” orders.
Allows for order status (Q)uarantine and (P)rice check.
Allows for Control File TMSDS/EDI-STSD when determining the status used for valid EDI orders.
Allows for NYP orders to go to forward instead of backorder for future delivery required orders.
If any line can’t be fully supplied because there is not enough stock the entire order will be forced to backorder. NOTE lost line will not be considered as partial delivery as it will never be supplied.
Order Transfer has a check for mixed order when some details are NYP lines and others are normal stock lines.
Order conversion program allows for forward charge orders to have the delivery date same as the release date.
The Pending system will hold an order for price differences. The price comparison will be made with or without discount and GST depending on the Billing Account. An order can be held for any calculated backorder quantity. The pended order will be removed once a POC is received. If a POA document is sent back to the store due to price or quantity discrepancies it will only include the order lines nominated.
An order can be held when the whole order cannot be fulfilled or a warning can be given that stock is not available for the whole order. Whether or not to hold the order is determined by TMSDS/EDI-SOHA. The set up is by Customer (Billing) number and the complete order stock availability flag (Yes/No) and then whether or not to warn the operator rather than hold the order. The warning only flag is used to make the status of the EDI order an E=error. Otherwise the status will be H=held. If this flag is set to yes then the order will be changed to Held the first time only and then once released will processed accordingly.
Orders are then released into the system, where they go through the validation process identical to a backorder release. EDI order release and Internal order release checks the customer partial delivery by order flag and only releases orders where all lines can be supplied. A process number then generates for each order and the customer order number updates to the order reference field, various checking routines take place and stock updates.
Order acknowledgements can be sent to customers at various stages during the EDI process. Timing and acknowledgement contents are based on customer requirements held on the EDI set of system Control Files. Based on these instructions the transmission status program checks and flags the relevant orders with a T. This routine can be generated at daily intervals.
The order confirmation transmits acknowledgements for completed orders and orders with a status of T.
A nominated recipient can be emailed for EDI orders with a predetermined status established in TMSDS/EDI-ERR. For example an email can be sent when an order is in error.

The sequence and use of background functions as performed by the Batch EDI order processing module is: Validate Batch Order File, Order File Maintenance, Transfer to O/S Order and Release Orders.

Steps for holding an order that cannot be fulfilled are:

Receive the EDI order
Validate the EDI order
Perform maintenance for any errors.
Release and transfer orders. At this point if insufficient stock then the order will have a status of E=Error.
Go back to the maintenance screen to view the Error, an O is displayed against the line item that has insufficient stock.

The batch order entry function has been designed for two purposes: