Presenters : Tom Ameye & Stijn Van Raemdonck
EDI Specialists @ Cnext
Oops, I need to do EDI
Agenda
 Who is Who?
 EDI vs TDI
 EDI from a technical point of view
 Running an EDI project
 Best Practices
 Questio...
Agenda
Who is Who
 EDI vs TDI
 EDI from a technical point of view
 Running an EDI project
 Best Practices
 Questions
Who is who?
 What is your experience with EDI?
Agenda
 Who is Who
EDI vs TDI
 EDI from a technical point of view
 Running an EDI project
 Best Practices
 Questions
EDI vs TDI
EDI
Electronic Data Interchange
TDI
Traditional Data Interchange
Traditional Data Interchange
 Invoices : Send by mail on paper, …
 Orders : Via Phone, fax, mail, E-mail, …
 Order conf...
Traditional Data Interchange
Data : Invoice Date, Invoice number, Invoice lines, Tax
information, promotion data, …
Format...
Traditional Data Interchange
Disadvantages of TDI
Labour intensive
Error prone
Slow process
Business risk because EDI more...
Electronic Data Interchange
Translate TDI into EDI
Do we still need the same functionality as with TDI?
Yes and No
Electronic Data Interchange
Data : Invoice Date, Invoice number, Invoice lines, Tax information,
promotion data, …
Format ...
Electronic Data Interchange
The data must be much better
The agreement must be strict
IT is involved
Monitoring of the pro...
Traditional -> Electronic
Business  IT
Traditional -> Electronic
Data : Still owned and best known by the business
Symantic Data agreement : Knowledge owned by t...
Agenda
 Who is Who
 EDI vs TDI
EDI from a technical point of view
 Running an EDI project
 Best Practices
 Questions
EDI From A Technical Point Of View
 What EDI is NOT
 EDI Defined
 EDI standards
 An EDI message explained
 Transport ...
What EDI is NOT
NOT – Programming Language
NOT – E-mail
NOT – A Custom flat file
NOT – Only for “LARGE” Companies
NOT – On...
EDI Defined
Trading partners
Customers /Suppliers / Logistics partners / Government /…
Message format standards
X12, EDIFA...
EDI message standards
“Old” Standards
UN/EDIFACT
X12
TRADACOMS
…
XML Standards
RossetaNet
ebXML
...
UN/EDIFACT
 United Nations rules for EDI
 A set of internationally agreed standards that can be used as a reference for ...
UN/EDIFACT
• Directories describe how EDI-messages should be created
X12
 American National Standards Institute (ANSI)
 Founded 1979, by late 1980s became No. 1
 Transactions are identifie...
X12 Message Sample
Tradacoms
 Introduced in 1982
 Obsolete since 1995 (in favour of EDIFACT)
 But still used in UK, mainly in retail sector
XML Standards
RosettaNet
Most used in USA & ASIA
Popular in specific sectors (electronics)
ebXML
Initiative between UN and...
An EDI Message Explained
UNB+UNOA:3+5400000000000:14+5400102000086:14+050718:1704+40013++SUPBELGINV04++++1'
UNH+1+INVOIC:D...
An EDI Message Explained
LIN+1++5162545875213:EN'
SEGMENT TAG
DATA ELEMENT SEPARATOR
DATA ELEMENT
SUB-ELEMENT SEPERATOR
SE...
An EDI Message Explained
One segment
DTM+137:20050718:102'
UNB+UNOA:3+5400000000000:14+5400102000086:14+050718:1704+40013++SUPBELGINV04++++1'
UNH+1+INVOIC:D:96A:UN:EAN008'
BGM+380+2...
EDI Message Branch Diagram
Transport/Messaging Protocols
Popular protocols
FTP
AS2
X400/VAN
VAN and X.400
Value Added Network
Hosted service offering
Intermediary between business partners
Message & transport trans...
Agenda
 Who is Who
 EDI vs TDI
 EDI from a technical point of view
Running an EDI project
 Best Practices
 Questions
Running an EDI project
 Why using EDI?
 What to agree with the partner?
 Create a partner File
 The MIG’s
 Create a m...
Why Using EDI?
 Allows for automated high volume of transactions with business partners
 Time and cost saving because of...
What to agree with partners?
 What messages to interchange (Order, Invoice, Despatch advice, …)?
 What message format to...
The Partner File
A partner file should contain the following information
 Partner contact data:
Functional contact
Techni...
What about the MIG?
 Message Requirements
The partner implementation of the messaging standard
To be able to create or pr...
The Mapping Analysis
 Descriptions of the source message
 Description of the destination message
 Where to find the dat...
The Mapping Analysis
Who is (should be) involved?
Different Departments
• IT
• Finance
• Logistics
• Sales
• …
Different Roles / Contacts
• EDI...
Ideal project structure
Company BCompany A
EDI Coordinator
Overall EDI solution
governance
EDI Tech Consultant
Messaging
I...
Best Practices
 Partner Management
 Data Management
Partner Management
 Where do I administrate my partner management?
• ID’s of the partners, like invoicee, delivery locati...
Data Management
• EDI messages often work with EAN codes.
Does every combination product / Unit Of Measurement has a uniqu...
Data Management
• An Edi invoice typically wants to have lots of intermediate totals like, be sure the ERP can provide amo...
What have we learned?
1/ EDI is a shared competence between IT and Business
2/ Data management is key
3/ EDI is simple but...
Q & A
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20140515 BTUG.be - Oops i need to do EDI

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20140515 BTUG.be - Oops i need to do EDI

  1. 1. Presenters : Tom Ameye & Stijn Van Raemdonck EDI Specialists @ Cnext Oops, I need to do EDI
  2. 2. Agenda  Who is Who?  EDI vs TDI  EDI from a technical point of view  Running an EDI project  Best Practices  Questions
  3. 3. Agenda Who is Who  EDI vs TDI  EDI from a technical point of view  Running an EDI project  Best Practices  Questions
  4. 4. Who is who?  What is your experience with EDI?
  5. 5. Agenda  Who is Who EDI vs TDI  EDI from a technical point of view  Running an EDI project  Best Practices  Questions
  6. 6. EDI vs TDI EDI Electronic Data Interchange TDI Traditional Data Interchange
  7. 7. Traditional Data Interchange  Invoices : Send by mail on paper, …  Orders : Via Phone, fax, mail, E-mail, …  Order confirmation : Via Phone, Fax, E-mail, …  Delivery Notification : Via paper in the truck, …  …  No IT involvement  Business in full control of the process, the data, the format, the transport
  8. 8. Traditional Data Interchange Data : Invoice Date, Invoice number, Invoice lines, Tax information, promotion data, … Format : Transport : Mail, Fax, E-mail
  9. 9. Traditional Data Interchange Disadvantages of TDI Labour intensive Error prone Slow process Business risk because EDI more often required by customers
  10. 10. Electronic Data Interchange Translate TDI into EDI Do we still need the same functionality as with TDI? Yes and No
  11. 11. Electronic Data Interchange Data : Invoice Date, Invoice number, Invoice lines, Tax information, promotion data, … Format : UNB+UNOA:3+5410687000047:14+5400102000099:14+130225:1316+59++++0++1' UNH+59+INVOIC:D:96A:UN:EAN008' BGM+380::9+0090340823+9' DTM+137:20130218:102' DTM+35:20130219:102' DTM+3:20130219:102' RFF+AAJ:8080393249' .... Transport : FTP, VAN, E-mail, AS2, … Yes! It looks like TDI …
  12. 12. Electronic Data Interchange The data must be much better The agreement must be strict IT is involved Monitoring of the process is different No! You have to pay attention…
  13. 13. Traditional -> Electronic Business  IT
  14. 14. Traditional -> Electronic Data : Still owned and best known by the business Symantic Data agreement : Knowledge owned by the business Format : ERP format is known by ERP-analists EDI format is known by EDI-specialists Transport : Managed by EDI-specialists
  15. 15. Agenda  Who is Who  EDI vs TDI EDI from a technical point of view  Running an EDI project  Best Practices  Questions
  16. 16. EDI From A Technical Point Of View  What EDI is NOT  EDI Defined  EDI standards  An EDI message explained  Transport Protocols
  17. 17. What EDI is NOT NOT – Programming Language NOT – E-mail NOT – A Custom flat file NOT – Only for “LARGE” Companies NOT – Only an IT-application NOT – New
  18. 18. EDI Defined Trading partners Customers /Suppliers / Logistics partners / Government /… Message format standards X12, EDIFACT, Tradacom, XML, .. Transport Protocols x400 (VAN), AS2, FTP, …
  19. 19. EDI message standards “Old” Standards UN/EDIFACT X12 TRADACOMS … XML Standards RossetaNet ebXML ...
  20. 20. UN/EDIFACT  United Nations rules for EDI  A set of internationally agreed standards that can be used as a reference for all companies that want to setup EDI.  Popular in Europe & Asia  Transactions are called messages ORDERS, INVOIC, DESADV, …
  21. 21. UN/EDIFACT • Directories describe how EDI-messages should be created
  22. 22. X12  American National Standards Institute (ANSI)  Founded 1979, by late 1980s became No. 1  Transactions are identified by numbers (810 – Invoice)  Mainly used in the US
  23. 23. X12 Message Sample
  24. 24. Tradacoms  Introduced in 1982  Obsolete since 1995 (in favour of EDIFACT)  But still used in UK, mainly in retail sector
  25. 25. XML Standards RosettaNet Most used in USA & ASIA Popular in specific sectors (electronics) ebXML Initiative between UN and OASIS Started in 1999 Not wide spread because of a lot legacy applications ..
  26. 26. An EDI Message Explained UNB+UNOA:3+5400000000000:14+5400102000086:14+050718:1704+40013++SUPBELGINV04++++1' UNH+1+INVOIC:D:96A:UN:EAN008' BGM+380+201201+9' DTM+137:20050718:102' DTM+171:20050711:102' NAD+DP+5400102601092::9++COMPANY+ADDRESS+CITY++POSTCODE+BE' NAD+IV+5400102000086::9++COMPANY+ADDRESS+CITY++POSTCODE+ BE ' RFF+VA:BE0448826918' NAD+SCO+5400000000000::9++COMPANY+ADDRESS+CITY++POSTCODE+ BE' RFF+VA:BE0123456789' NAD+SU+5400000000000::9++COMPANY+ADDRESS+CITY++POSTCODE+ BE ' FII+RB+BANK-999-9999999-99+:25:5' CUX+2:EUR:4' LIN+1++5162545875213:EN' IMD+F++:::TEST::EN' QTY+47:40' MOA+203:11260' PRI+AAA:281.50' PRI+AAB:281.50' TAX+7+VAT+++:::21.00+S' LIN+2++2222222222222:EN' IMD+F++:::AGAIN TEST::EN' QTY+47:70' MOA+203:19705' …
  27. 27. An EDI Message Explained LIN+1++5162545875213:EN' SEGMENT TAG DATA ELEMENT SEPARATOR DATA ELEMENT SUB-ELEMENT SEPERATOR SEGMENT TERMINATOR
  28. 28. An EDI Message Explained One segment DTM+137:20050718:102'
  29. 29. UNB+UNOA:3+5400000000000:14+5400102000086:14+050718:1704+40013++SUPBELGINV04++++1' UNH+1+INVOIC:D:96A:UN:EAN008' BGM+380+201201+9' DTM+137:20050718:102' DTM+3:20050718:102' DTM+35:20050718:102' RFF+AAJ:10400000' DTM+171:20050711:102' NAD+DP+5400102601092::9++COMPANY+ADDRESS+CITY++POSTCODE+BE' NAD+IV+5400102000086::9++COMPANY+ADDRESS+CITY++POSTCODE+ BE ' RFF+VA:BE0448826918' NAD+SCO+5400000000000::9++COMPANY+ADDRESS+CITY++POSTCODE+ BE' RFF+VA:BE0123456789' NAD+SU+5400000000000::9++COMPANY+ADDRESS+CITY++POSTCODE+ BE ' FII+RB+BANK-999-9999999-99+:25:5' RFF+VA:BE0123456789' RFF+ARA:BE0123456789' RFF+XA:RPR/RPM CITY' CUX+2:EUR:4' LIN+1++5162545875213:EN' IMD+F++:::TEST::EN' QTY+47:40' MOA+203:11260' PRI+AAA:281.50' PRI+AAB:281.50' TAX+7+VAT+++:::21.00+S' LIN+2++2222222222222:EN' IMD+F++:::AGAIN TEST::EN' QTY+47:70' MOA+203:19705' PRI+AAA:281.50' PRI+AAB:281.50' TAX+7+VAT+++:::21.00+S' UNS+S' CNT+2:2' CNT+1:110' MOA+79:30965' MOA+176:6502.65' MOA+86:37467.65' TAX+7+VAT+++:::21.00+S' MOA+125:30965' MOA+124:6502.65' UNT+42+1' UNZ+1+40013' Envelope: Sender & Receiver identifier, Interchange Number, … Message header: Message type, Version, Subset Invoice Header data Invoice Line data Invoice Summary data
  30. 30. EDI Message Branch Diagram
  31. 31. Transport/Messaging Protocols Popular protocols FTP AS2 X400/VAN
  32. 32. VAN and X.400 Value Added Network Hosted service offering Intermediary between business partners Message & transport translation X.400 Old e-mail standard Still used by some companies
  33. 33. Agenda  Who is Who  EDI vs TDI  EDI from a technical point of view Running an EDI project  Best Practices  Questions
  34. 34. Running an EDI project  Why using EDI?  What to agree with the partner?  Create a partner File  The MIG’s  Create a mapping analyse  Who is involved?
  35. 35. Why Using EDI?  Allows for automated high volume of transactions with business partners  Time and cost saving because of less manual work / Avoidance of human errors  Often required by trading partners
  36. 36. What to agree with partners?  What messages to interchange (Order, Invoice, Despatch advice, …)?  What message format to use (EDIFACT, X12, … )?  Determine the MIG (Message Implementation Guide) to use  Agree on the communication protocol to use
  37. 37. The Partner File A partner file should contain the following information  Partner contact data: Functional contact Technical contact  Project information (milestones, risks, …)  Messages to interchange (with format and versions)  Location of MIG  Communication information
  38. 38. What about the MIG?  Message Requirements The partner implementation of the messaging standard To be able to create or process a correct message.  Must be retrieved from the partner  Some partners have a public internet site for their EDI documentation - http://edi.carrefour.eu/ - https://www.metro-mgp.com/
  39. 39. The Mapping Analysis  Descriptions of the source message  Description of the destination message  Where to find the data to generate the destination message  ALWAYS START FROM THE DESTINATION MESSAGE
  40. 40. The Mapping Analysis
  41. 41. Who is (should be) involved? Different Departments • IT • Finance • Logistics • Sales • … Different Roles / Contacts • EDI Coordinator • Mapping analyst / ERP data specialist • Process owner  Business • EDI specialist (EDI format, Communication) • Operations • Trading partner contacts
  42. 42. Ideal project structure Company BCompany A EDI Coordinator Overall EDI solution governance EDI Tech Consultant Messaging Implemenation EDI Business Consultant Mapping Analysis EDI Tech Consultant Messaging Implemenation EDI Business Consultant Mapping Analysis EDI Coordinator Overall EDI solution governance
  43. 43. Best Practices  Partner Management  Data Management
  44. 44. Partner Management  Where do I administrate my partner management? • ID’s of the partners, like invoicee, delivery location and supplier • Conversion between Partners ID and my ERP ID • Does the ERP knows the correct (technical) invoicee?  How is the partner management done at the interface of your ERP?
  45. 45. Data Management • EDI messages often work with EAN codes. Does every combination product / Unit Of Measurement has a unique EAN? • Typically, 3 product codes exist: Buyer product code, Suppliers product code and EAN Number. Are they consistently maintained in the ERP? • Can a customer order on the phone with the Supplier product code and receive an EDI invoice based on the EAN code for example? • How are the Quantities handled? Always in a base unit like Piece, Kg, Liter, Meter, … ? Or does the EDI software (not recommended) still needs to convert if a customer wants the invoice only in PCE even if they order in a carton of 24 pieces. • How are special costs like freights or insurances handled? Are they special fields on the order or normal invoice lines of a special product? • What about discounts, what kind of discounts are allowed in the ERP system and how to translate them into the EDI message. Is the data model of the payment terms in the ERP detailed enough to provide detailed information for the EDI message (for example a string with “30 days end of month” is not good for most EDI partners, they need to know the exact calendar date!)
  46. 46. Data Management • An Edi invoice typically wants to have lots of intermediate totals like, be sure the ERP can provide amounts like: o Line Qty / Price per Unit / Line Tax amount/ Line Discount % / Line Discount amount / Net amount and tax amount o … • A common message is a shipment. But this is used by different partners for different use. Sometimes as information for customs, or for customers to know what and when to expect goods, or for transporters to create freight letters. Depending on the goal of the message, it should be created on different points in the logistics process. Does everyone know exactly at what point a shipment can be created and what information is in the shipment? (Like: Is the invoice information know at creation of the shipment?, … ) • What is the relation between invoice and order? Can one invoice contain more orders? Not all EDI partner accept this, so can this be configured on partner level? • What is the relation between invoice and credit note? Also 1 on 1? • How are currencies handled?
  47. 47. What have we learned? 1/ EDI is a shared competence between IT and Business 2/ Data management is key 3/ EDI is simple but getting all the information together is a challenge
  48. 48. Q & A

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