How to

EDI: Use the Electronic Data

Interchange

SageX3 U9

02 2016

Page 1 of 49
Table of Contents

Table of Contents
INTRODUCTION AND OBJECTIVE ......................................................... 4
Presentation ............................................................................................................. 4

Overview................................................................................................................... 5

PREREQUISITES ...................................................................................... 6
Technical .................................................................................................................. 6

Functional ................................................................................................................ 6

EDI IN SAGE X3 ........................................................................................ 7

Flows mapping ........................................................................................................ 7

EDI integration with Sage X3 .................................................................................. 8

EDI Setup .................................................................................................................. 8

EDI Usage ................................................................................................................. 9

COMMON SETUP ....................................................................................10

Which documents are supported? ...................................................................... 10

How to perform exchanges? ................................................................................ 13

Who are the EDI partners? ................................................................................... 15

FLOW DEFINITION ..................................................................................17

How to perform a message mapping? ................................................................ 17

What is the EDI format for exchanged files? ...................................................... 20

What is a flow? ...................................................................................................... 23

ASSOCIATIONS ......................................................................................25
EDI partners by site ............................................................................................... 26

EDI partners by company ..................................................................................... 27

EDI partners by BP ................................................................................................ 28

EDI flows by BP/company .................................................................................... 29

Page 2 of 49
Table of Contents

EDI PROCESSINGS.................................................................................31
Generate EDI issues ............................................................................................. 31

Generate EDI receipts ........................................................................................... 36

EDI CONTROLS .......................................................................................41

EDI setup query ..................................................................................................... 42

EDI temporary storage .......................................................................................... 43

EDI tracking documents ....................................................................................... 46

FAQ ..........................................................................................................48

Page 3 of 49
Introduction and objective

Introduction and objective

Definitions

EDI
Electronic Data Interchange
Presentation

The Electronic Data Interchange is used for sending or receiving electronic documents
among different partners, such as sales partners (i.e. customers and suppliers).

This method meets a twofold requirement:

 on one hand, reducing the processing time and costs by overcoming the “paper
barrier” through the dematerialization and remote transmission of business
documents.
 on the other, automating, simplifying and securing these exchanges while maintaining
a real-time visibility of all transactions performed.

These documents can be directly exchanged between sales partners. In the PU9 version,
these are sales documents: orders, delivery notes and invoices.
However, when these sales partners use different data management systems,
communication standards and protocols must be shared between the sender and
recipient so the data systems they used can communicate.
These exchanges between sender and recipient must be performed using common
formats, standardized or not.

The PU9 version is delivered with a data transit setup, where translators or EDI partners
are in charge of effectively matching the information to be exchanged.
Based on recognized standards, this setup offers a range of universal formats compliant
with the EDI partners’ sector and their specific markets.

This document describes the EDI context of use in the Sage X3 application,
U9 version.
This non-exhaustive presentation only applies to the exchange
functionalities covered by the setup delivered in Sage X3, U9. It is however
possible to implement other exchange types, once the proper setup has
been defined.

Page 4 of 49
Introduction and objective

Overview

Page 5 of 49
Prerequisites

Prerequisites

Technical

EDI management is available from the following version/update (PU):

 Sage X3 PU9.

Functional

The EDIX3 - Dematerialization activity code must be activated.

Page 6 of 49
EDI in Sage X3

EDI in Sage X3

Flows mapping

In the U9 version, only sales EDI flows are available. In Sage X3, they can be
represented as follows:

Note that purchase EDI flows, available in a later version, can be represented as follows:

Page 7 of 49
EDI in Sage X3

EDI integration with Sage X3

Using this integration, electronic exchanges of the sales documents managed in Sage X3
can be implemented. This implementation is based on:

 a comprehensive setup of issue and receipt data flows,

 the use of various file formats and exchange protocols relevant to the given EDI
partner.

Sage X3 also provides operating functions specific to:

 the processings for sending and receiving messages

 the tracking and traceability management of the exchanges performed

EDI Setup

When using the Electronic Data Interchange, multiple setup functions are available to
meet most requirements:

Common setup

 Which document types are supported in an exchange?

See function: EDI category

 How to perform exchanges? Which protocols are used during an exchange?

See function: EDI protocols

 According to which partner’s standards are exchanges implemented?

See function: EDI partners

Flow definition

 How to define and link the various components or attributes of a message (category,
X3 representation, import template for receipts, etc.)?
See function: EDI messages mapping

Page 8 of 49
EDI in Sage X3

 What format, structure and characteristics are associated to the sequential files to be
sent? What is the structure of received files and how are they related to the fields of
the Sage X3 representation?
See function: EDI sequential files

 How to wrap/create a package of EDI messages?

See function: EDI flow

Associations

 How to add and link companies, sites and BPs by specifying an ID number by EDI
partner?
See the functions: EDI partner by company, EDI partner by site, EDI partner by BP.

 How to link EDI flows to BPs/companies?

See function: EDI flow by BP/company.

EDI Usage

First, both message issuing and receiving processings are covered:

 How to generate an EDI issue?

See function: EDI issues generation

 How to perform an EDI receipt and integrate data into Sage X3?
See function: EDI receipts generation

Second, usage also covers to control tools:

 How to view the setup defined on an EDI exchange?

See function: EDI setup query

 How to perform a detailed tracking of the documents processed through an EDI

exchange, both successfully processed and failed ones?
See function: EDI temporary storage

 How to view the history of exchanged documents?

See function: EDI tracking documents

Page 9 of 49
Common setup

Common setup

Which documents are supported?

Documents that can be subject to EDI exchanges are defined as categories.

In the PU9 version, they are related to the Sales of goods and services. Linked screen:
Each category is based on a category type predefined in Sage X3. Currently:
 Category
 sales orders and invoices, EDICAT
 sales deliveries.

Several categories are predefined and available in Sage X3:

You can define a unlimited number of categories for each category type.
Categories have two key features:

 the category type,

 the action performed on the document: issue or receipt. Depending on this

action, the category configuration varies.

Each category must be linked to a triggering table. This table is the main table for the
category. The suggested table is the main table linked to the data class being used.

Page 10 of 49
Common setup

The fields of this table can be used:

 as selection criteria or filters to be added when launching the generation processing

for issuing files from this category,
 as a reference to apply controls to the rights and authorizations related to issues. For
example, you need to specify if the site control applies to the sales site, delivery site,
financial site, etc.
These fields are also used by the system to find the EDI identification number. When
matching the Sage X3 reference to the EDI identification number, the authorization to
perform an EDI exchange is granted for the site, BP, etc.

Category creation is controlled. When the category is properly defined, it is automatically

validated. The validity control applies to the Send action: all authorization fields related to
issues must be defined, especially predefined ones: BP, BP address, company and site.
In order to assign a category to an EDI partner who is linked to a flow, this category must
be valid. This information is displayed on the EDI partners and Flows tabs.

Page 11 of 49
Common setup

You can indicate if you authorize the exchange of document duplicates in this category.
Authorizing duplicates allows you to exchange the same document several times.
You can customize duplicate authorizations by legislation.

Once defined, the category is assigned to:

 One or several EDI partners.

On the EDI partners tab, you can view the list of partners using this category.

 One or several Flows.

On the Flows tab, you can view the list of flows the category is assigned to.

The category is also used in:

 Processings.
On the Launch tab, you can view the list of processings performed for this
category.

Page 12 of 49
Common setup

How to perform exchanges?

An exchange with a business partner consists in issuing and/or receiving flows. This
exchange is compliant with the standards related to the transmission type used during the
exchange. These standards are defined in a communications protocol.

Currently, the available protocols are of the ‘Directory’ type: file exchanges are performed Linked screen:
in declared directories and exchange volumes.

Two protocols of this type are predefined in Sage X3:  EDI protocols


EDIPTC
EDICOM
 TENOR

These protocols are used by partners of the same name: EDICOM and TENOR.

If required, you can define other protocols of this type: enter the address of each volume
in the temporary storage used for exchanges.

No sub-directory must be contained in the specified directories.

Page 13 of 49
Common setup

Once defined, the protocol is linked to:

 One or several EDI partners.

On the EDI partners tab, you can view the list of partners using this protocol.

 One or several Flows.

On the Flows tab, you can view the list of flows linked to this protocol.

Page 14 of 49
Common setup

Who are the EDI partners?

Linked screen:
Currently, two universally known EDI partners have been predeclared in Sage X3.
They are EDICOM and TENOR:
 Partners
EDIPARTNER

You can declare other partners by specifying, for each partner:

 the categories of exchanged documents,

 the protocols used in each category.

In the flows definition, the partner’s choice will determine the categories of exchanged
documents and the transmission method.

Page 15 of 49
Common setup

Once declared and defined, a partner must be granted authorizations in order to perform
exchanges with companies, sites and BPs. These authorizations take the form of
associations:

 By Company.
On the Companies tab, you can view the list of companies linked to this partner.

 By Site.
On the Sites tab, you can view the list of sites linked to this partner.

 By BP.
On the BPs tab, you can view the list of BPs linked to this partner.

Flows linked to this partner for an association of BPs and companies will be displayed on
the Flows tab.

Page 16 of 49
Flow definition

Flow definition
How to perform a message mapping?

Linked screen:
Message mapping is used to associate the information of one message linked to a
category to the information of a Sage X3 representation.

 EDI message mapping

EDIMSG
Multiple predefined message mappings are available.

You can define your own message mapping by duplication. Click Duplicate and enter
new keys.

To create a mapping, enter:

 the category code,

 the Sage X3 representation. The class table that the representation is linked to
must correspond to the triggering table of the category.
The process direction is automatically defined based on the selected category.

Page 17 of 49
Flow definition

For received messages:

 Specify the aliases of the fields used as reference when performing controls on the
authorizations in receipt (e.g. specify if a site control is applied to the sales site,
delivery site, financial site, etc.).
Four aliases must be entered: the alias of the company, site, BP and BP address.

For issued messages, these fields are defined at category level.

 On the Import tab, specify also the import template used.

The template fields are automatically displayed and each one must be matched with
an alias included in the representation.

Page 18 of 49
Flow definition

Once the message mapping has been defined, it can be used in:

 Flows.
On the Flows tab, you can view the list of flows using this mapping.

 Sequential files.
On the Sequential files tab, you can view the list of sequential files using this
mapping.

Page 19 of 49
Flow definition

What is the EDI format for exchanged files?

Linked screen:
This screen is dedicated to the predefinition of EDI formats used for the files to be sent
and received.
 EDI sequential files
EDISEQFIL

Currently, only sequential files can be exchanged.

Several EDI formats have been predefined for sequential files:

On the Query widget, all the defined file formats are displayed.
You can display only the issue file formats or receipt file formats by applying the
predefined filters: Issue and Receipt.

Page 20 of 49
Flow definition

Defining a format means specifying:

 The message mapping used.

The representation, instance name and direction of the mapping are automatically
displayed.

 The file standard.

 The physical file or set of files with respect to the information required for a document
to be sent or received. For a sales invoice, this can be the invoice header file, detail
file, or footer file.
For each file, specify:

 If it is mandatory or not.

 The file code. This code is used to define the relation between the physical files
when multiple files are listed. It is also used in the list of file fields to indicate the
source file at the level of each field.

Page 21 of 49
Flow definition

 The name root. For receipts, the file name must include the file extension.

 For issues, the file name can include other components such as the date, time, a
constant, the file extension (etc.) to be defined on the File name definition
block.

 The structure used to manage the file data: file type, decimal separator, recording
separator, date format, etc.

 For receipts, you must also enter a key identifying the property used as the unique
reference to distinguish one document from the other. For example, this can be the
customer order number for a sales order document.

 The list of fields or properties included in the sequential files to be sent or received is
displayed. These can be the properties of the class linked to the representation or the
properties created directly in the representation for transcoding purposes. The
Transcode method provided in the representation is used to specify, for each
relevant property, the transcoding table number to be used: the values to be
transcoded must be defined in the transcoding tables of the GESAOR –
Import/Export transcoding function.

These fields are classified according to:

 the physical file code,

 the hierarchy level of recording types inside physical files (e.g. header, lines,
etc.),

 the position of the field in the recording (mainly used for fixed-format file types).

The possible Mandatory nature of each field is also specified.

Depending on the EDI category type, a field defined as Not mandatory in

standard X3 mode can be defined as Mandatory here.
For example, the EAN code of the product for documents referencing the product
and the customer order reference for sales orders.

You can also set up other sequential files by duplication. Enter a message mapping code
and an existing version with a new file standard (previously defined in the 2002
miscellaneous table).

Once the file format has been defined, it is used in Flows.

On the Flows tab, you can view the list of flows using this sequential file.

Page 22 of 49
Flow definition

What is a flow?
Linked screen:
Defining a flow consists in wrapping or creating a package of EDI messages. This
approach aims at grouping the various parameters required to implement an exchange by
 EDI Flow
EDIFLO
specifying:

 The partner.
The partner will determine the protocol to be used.

 The protocol cannot be entered. The protocol will be linked to the EDI
partner by category.

 The category.
In a flow, messages always belong the same category. This category must be
linked to the given partner.

 The flow direction (issue/receipt) cannot be entered. It is compliant with the

category.

 One or several message mappings linked to this category, along with the various
messages associated with them.
In version U9, only one message mapping can be defined in the flow.

A flow can be summarized as follows:

Flow direction
definition:
 Issue
Action  Receipt

Category determining
the flow type: The flow contains one or
 Sales order Message several message
 Sales invoice Category
mapping mappings based on the
 … Sage X3 database.
FLOW

The flow is assigned EDI The flow requires

to an EDI partner. Protocol a protocol for
partner
communications.

Page 23 of 49
Flow definition

Page 24 of 49
Associations

Associations
Once the flows’ setup and content have been defined, you need to:

 associate the actors involved in the exchange: which EDI partner with which site
(or company) and at which BP address declared in Sage X3?
 Identify each association using an EDI ID number.

This setup is performed:

 First, by creating associations between:

 an EDI partner and a Sage X3 user site; See function: EDI partners by site

 an EDI partner and Sage X3 user company; See function: EDI partners by
company

 an EDI partner and a BP address;

See function: EDI partners by BP

 Second, by creating links between associations in order to identify the set of actors
involved in a flow exchange and specify the flows that they can exchange.
See function: EDI flow by BP/company

Page 25 of 49
Associations

EDI partners by site

Linked screen:
 EDI partners by site
EDIFCYPAR

In this function, associate a site declared in Sage X3 with an EDI partner. To materialize
this association, assign it an EDI ID number.
This identification authorizes the site to perform EDI exchanges with this EDI partner.

During an exchange with the partner, the EDI ID search is systematically

performed based on the site.
If this identification by site is not available (does not exist), the EDI
identification by company will be considered.

Page 26 of 49
Associations

EDI partners by company

Linked screen:
 EDI partners by
company
EDICPYPAR

In this function, associate a company declared in Sage X3 with an EDI partner. To

materialize this association, assign it an EDI ID number.
This identification authorizes the company to perform EDI exchanges with this EDI
partner.

During an exchange with the partner, the EDI identification by company is

considered only when the EDI identification by site is unavailable (does not
exist).

Page 27 of 49
Associations

EDI partners by BP

Linked screen:

 EDI partners by BP
EDIBPRPAR

In this function, associate a BP address declared in Sage X3 with an EDI partner. To

materialize this association, assign it an EDI ID number.
This identification authorizes the BP address to be subject to EDI exchanges with this EDI
partner.

Page 28 of 49
Associations

EDI flows by BP/company

Linked screen:
 EDI flow by BP/company
EDIBPRCPY

The goal here is to cross the previously defined associations in order to identify all the
actors involved in a flow exchange and to point out the flows authorized for these actors.

 create BP/Company/EDI partner associations and

 specify the authorized flows for each association by mentioning:

 a category (linked to the EDI partner)

 a flow (linked to the category and EDI partner)

 a version (used in the flow or entered manually)

Only one flow by category and action type is authorized.

Page 29 of 49
Associations

Once the set up is done, you can:

 check that the flow setup is available so you are able to exchange with a sales
business partner,
 display the list of set up flows for each EDI partner between a Sage X3 site and BP,
mentioning if they are active, valid, their version etc.

See function: EDI setup query.

In this function, you can directly access the details of the complete setup and
associations and modify them if necessary.

Page 30 of 49
EDI processings

EDI processings

EDI processings offer the possibility to send a document in a specific format or to receive
documents via an EDI partner in a given format.
Processings are based on the defined setup. They can be represented as follows:

Sage X3
Volumes
Import template

Category EDI partner Protocol

Representation

Message

EDI file format

Flows

Company/site

Sales partner
Processing
General parameters

EDI exchange

Page 31 of 49
EDI processings

Generate EDI issues

Linked screen:
When opening the Query widget, you can view all the previously created processings.
These processings can be used as Templates and can be run several times.  EDI issues launch
EDIRUNISS

Page 32 of 49
EDI processings

To create an issue, enter the parameters required to run the processing:

 a description
 the EDI partner
 the category
 authorization of duplicates or not
 Test mode launch or not
 a specific flow or all the flows. Each flow determines:

 the protocol

 the sequential file

 the message mapping used

When all flows are selected, the processing searches for the flow set up in
the EDI flows by BP/company function: for a given BP and company, only
one flow can be found by category.
 the flow version when only one flow is specified.

The process number is automatically assigned upon validation.

Page 33 of 49
EDI processings

On the Filters tab, you can perform a selection by entering a value for the filters
predefined at Category level.

YOU CAN RUN THE PROCESSING FROM:

 the Query widget by clicking Execution in the Actions icon:

Page 34 of 49
EDI processings

 the Display widget by clicking Execution:

Once the processing is launched, a window opens and displays:

 all the processing stages,

 the processing times (end/start/end date, duration),
 the processing results: number of generated documents, number of pending
documents saved in Mongo DB.
 name of the generated document.

Page 35 of 49
EDI processings

At the end of the processing, you can download the generated log file. It displays:

 a summary of the parameters used,

 a detailed list of all processing stages required to send the EDI file: from the
parameters check to the update of the EDI temporary storage status.

 the number of processed documents and potential errors.

This processing is run in the background. You can keep using Sage X3 while it
runs.

Generate EDI receipts

Linked screen:
When opening the Query widget, you can view all the previously created processings.


As for issue processings, receipt processings can be used as Templates and run multiple
times. EDI receipts launch
EDIRUNREC

Page 36 of 49
EDI processings

To create an EDI receipt, enter the parameters required to run the processing:

 a description
 the EDI partner
 the category
 authorization of duplicates or not
 Test mode launch or not
 a flow. Each flow determines:

 the protocol

 the sequential file

 the message mapping used

 the flow version.

The process number is automatically assigned upon validation.

Page 37 of 49
EDI processings

YOU CAN RUN THE PROCESSING FROM:

 the Query widget by clicking Execution in the Actions icon:

 the Display widget by clicking Execution:

Page 38 of 49
EDI processings

Once the processing is launched, a window opens and displays:

 the processing times (end/start/end date, duration),

 the processing results: number of files generated on import,
 various data processing stages (see details hereafter).

At the end of the processing, you can download the generated log file. It displays:

 a summary of the parameters used,

 a detailed list of all processing stages required to send the EDI file: from the
parameters check to the update of the EDI temporary storage status.

 the number of processed documents and potential errors.

This processing is run in the background. You can keep using Sage X3 while it
runs.

At the end of the processing, a workflow is triggered and sends the end user an email
providing the reference of the document generated in the Sage X3 database.

DATA INTEGRATION INTO SAGE X3

The integration of file data into Sage X3 is based on the Sage X3 import templates.
The specific stages of the integration process are:

 Recovery of EDI files.

Upon receipt, the files of the EDI partner are copied in the directory defined at
protocol level.

Page 39 of 49
EDI processings

 In Sage X3, several physical files can correspond to a single document. For example,
three files for one sales order:

 one file for the order header,

 one file for the order lines,

 one file for comments.

 File content analysis based on the flow setup in order to generate a json structure in
Mongo DB.
 Memory upload of the received data in the technical representation
 Record creation in the EDI temporary storage and documents tracking table.
 Import file generation using the message mapping.
 Import launch in batch mode using the import template specified for the message
mapping.
 Document creation in the Sage X3 database.
 Records status update in the temporary storage and tracking table.

Page 40 of 49
EDI controls

EDI controls

Control screens are available to:

 Get an overview of existing setups in inquiry and modification mode. See function:
EDI setup query

 Inquire the list of processings in progress, processing stages and potential errors.
See function: EDI temporary storage

 View the history of completed processings.

See function: EDI tracking documents

Page 41 of 49
EDI controls

EDI setup query

In this function, you can display the list of set up flows for each EDI partner between a Linked screen:
Sage X3 site/company and BP, mentioning if they are active, valid, their version etc.


You can manage this list by sorting out and selecting relevant data.
EDI setup query EDIQRY

You can directly access the details of the setup and associations.

Page 42 of 49
EDI controls

EDI temporary storage

Linked screen:
This screen displays the list of in progress and completed documents. These documents
are stored in a temporary storage space.
You can apply a filter and only display processings in Receipt, or only processings in  EDI temporary
Issue. storage
EDISTO
This way, you can quickly view the main parameters defining each processing and check
its status (Pending, In progress, Error, Terminated).
For processings set on Error, display the processing details on the Events tab to view
the stages that generated errors.

These listed documents can be deleted when their status is 'Terminated' for example.

Page 43 of 49
EDI controls

For inquiry purposes, you can display the processing details:

 The Parameters involved in the process execution are: EDI partner, Category,
Protocol, Flows, Message mapping.

 The Storage space tab displays information related to the identification of files
managed by the EDI processing.

Page 44 of 49
EDI controls

These files can be of two types:

 The common files correspond to the setup (e.g. flows, protocols, message
mapping, sequential files and representations). They are stored in Mongo DB
under a unique identifier.

 Physical files are identified by a name and extension. They are stored in the
directory specified at Protocol level under the name defined in the Sequential
files definition.

 The Events tab recalls all stages of the processing, their status and the list of
potential errors.

Page 45 of 49
EDI controls

EDI tracking documents

Linked screen:


This screen displays in a list, the history of documents exchanged through an EDI
processing. EDI tracking documents
EDITRKDOC
Each record is created during the processing.
Records include the date, processing number, IDs and keys of the Sage X3 document
and parameters such as the category, document type, status, etc.
This way, you can view and check document duplicates for example.

This information is saved in a permanent table where it is archived and cannot be

deleted.

Page 46 of 49
EDI controls

For each document, you can access the details of the associated data.

Page 47 of 49
FAQ

FAQ
Beside the required setup, what are the prerequisites for sending and
receiving EDI files using the EDI module?
You need to:
 activate the EDIX3 - Dematerialization activity code.
 assign an EDI ID to the site, company and BP (using the Associations functions).

Where do you define the names of files to be sent?

The names of files to be sent are specified in the Sequential files screen.

Where do you define the directories paths for sent and received files?
These files go to the Sage X3 storage space. The paths are entered in the Protocol
function.

Can you send and receive duplicate files?

Yes, but this depends on:
 the Category setup
 and processing launch parameters.

Where do you define the filters available when launching issue

processings?
These filters are defined at Category level.

Can you prohibit or authorize exceptions when sending and receiving

invoice duplicates?
This feature is available in the PU10 version with two new general parameters defined by
legislation (TC chapter, EDI group).

Can you use the BP’s SIREN code as an EDI ID?

This feature is available in the PU10 version since the addition of the ID type in the EDI
partners by BP function.
This ID type has also been added to the EDI partners by company and EDI partners by
site functions.

Page 48 of 49
FAQ

Can users running an EDI order receipt execute the issue of an EDI
invoice?
This feature is available in the PU10 version using the function code defined in the
Category setup and depending on the functional authorizations of each user.

Can you send an EDI invoice or view the EDI history from the invoice
management?
This feature is available in the PU10 version since the History and Issue EDI actions
have been added: users can directly send invoices, depending on their functional
authorizations.

Page 49 of 49