EDI Invoice Export

Menu Path: Electronic Data Interchange $Images\bluerarw.gif$ Outbound Processing $Images\bluerarw.gif$ EDI Invoice Export

Purpose

Export EDI invoices to EDI trading partners.

Overview

Use EDI Invoice Export to process EDI invoices after the invoice creation and print process is completed.

NOTE This process can take place only for those customers whose form definition includes invoices. For more information, see EDI Trading Partner Maintenance.

If multiple customer product codes exist for an ordered product, the following hierarchy is used to determine the customer product code to export:

Ordered customer product code (if it exists)
Default customer product code (if it exists)
First customer product code

For export format information, see EDI Invoice Export Format.

Processing Invoices

To process invoices:

Clear the All Reference #s check box, and then enter a range of reference numbers, or leave the All Reference #s check box selected to process invoices for all references numbers.
Clear the All Entry Dates check box, and then enter a range of entry dates, or leave the All Entry Dates check box selected to process invoices for all entry dates.
Clear the All Batches check box, and then enter a range of invoice batches, or leave the All Batches check box selected to process invoices for all invoice batches.
Clear the All Customer Names or All Customer Codes check boxes, and then enter a range of customer names or codes, or leave these check boxes selected to process invoices for all customers.
Clear the All Posting Periods check box, and then use the Lookup buttons to select a range of posting periods, or leave the All Posting Periods check box selected to process invoices for all posting periods.
Clear the All Billing Customer Names or All Billing Customer Codes check boxes, and then enter a range of billing customer names or codes, or leave these check boxes selected to process invoices for all billing customers.
Clear the All Paying Customer Names or All Paying Customer Codes check boxes, and then enter a range of paying customer names or codes, or leave these check boxes selected to process invoices for all paying customers.
If you want to process invoices for a specific EDI trading partner or EDI trading partner group, clear the All EDI Trade IDs check box or All Trading Partner Groups check box, and enter the EDI trading partner or EDI trading partner group.
Select the types of invoices you want to process: unprocessed, processed, or all.
Click the Print Options tab, and select whether to process using Scheduling Assistant. If you select to process using Scheduling Assistant, select the schedule for the task.
Click the Print button in the ribbon.

Ribbon Home Tab Buttons

Button

Description

Exit

Click this button to close the EDI Invoice Export window.

Click this button to output the electronic EDI invoices to a text file with the prefix edi810.

For ETM trading partners, the file is exported to the folder entered for the trading partner's network in the Flat File Extract Folder field in Network Maintenance.

For non-ETM trading partners, the file is exported to the folder entered in the Outbound Directory field in EDI Control Maintenance.

Select Tab Fields and Buttons

Field or Button	Description
All Reference #s	Select this check box to output EDI invoices for all reference numbers. This check box is selected by default.
From (Reference Number)	Enter the first reference number in a range of reference numbers for which to output EDI invoices, or click the Lookup button to select a reference number. Reference numbers are also called invoice reference numbers during general invoice creation. This field is only enabled if you clear the All Reference #s check box.
To (Reference Number)	Enter the last reference number in a range of reference numbers for which to output EDI invoices, or click the Lookup button to select a reference number. Reference numbers are also called invoice reference numbers during general invoice creation. This field is only enabled if you clear the All Reference #s check box.
All Entry Dates	Select this check box to output EDI invoices for all invoice entry dates. This check box is selected by default.
From (Entry Date)	Enter the first invoice entry date in a range of invoice entry dates for which to output EDI invoices, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Entry Dates check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To (Entry Date)	Enter the last invoice entry date in a range of invoice entry dates for which to output EDI invoices, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Entry Dates check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
All Batches	Select this check box to output EDI invoices for all invoice batches used for creating invoices. This check box is selected by default.
From (Batch)	Enter the first batch number in a range of batch numbers for which to output EDI invoices, or click the Lookup button to select a batch number. In this context, the batch number is the invoice batch number used for creating invoices. This field is only enabled if you clear the All Batches check box.
To (Batch)	Enter the last batch number in a range of batch numbers for which to output EDI invoices, or click the Lookup button to select a batch number. In this context, the batch number is the invoice batch number used for creating invoices. This field is only enabled if you clear the All Batches check box.
All Customer Names	Select this check box to output EDI invoices for all customer names. This check box is selected by default. Note You cannot clear this check box and the All Customer Codes check box.
From (Customer Name)	Enter the first customer name in a range of customer names for which to output EDI invoices, or click the Lookup button to select a customer name. This field is only enabled if you clear the All Customer Names check box.
To (Customer Name)	Enter the last customer name in a range of customer names for which to output EDI invoices, or click the Lookup button to select a customer name. This field is only enabled if you clear the All Customer Names check box.
All Customer Codes	Select this check box to output EDI invoices for all customer codes. This check box is selected by default. Note You cannot clear this check box and the All Customer Names check box.
From (Customer Code)	Enter the first customer code in a range of customer codes for which to output EDI invoices, or click the Lookup button to select a customer code. This field is only enabled if you clear the All Customer Codes check box.
To (Customer Code)	Enter the last customer code in a range of customer codes for which to output EDI invoices, or click the Lookup button to select a customer code. This field is only enabled if you clear the All Customer Codes check box.
All Posting Periods	Select this check box to output EDI invoices for all posting periods. This check box is selected by default.
From (Posting Period)	Click the Lookup buttons to select the first posting period and year in a range of posting periods and years for which to output EDI invoices. These Lookup buttons are only enabled if you clear the All Posting Periods check box. For more information, see Posting Period and Year.
To (Posting Period)	Click the Lookup buttons to select the last posting period and year in a range of posting periods and years for which to output EDI invoices. These Lookup buttons are only enabled if you clear the All Posting Periods check box. For more information, see Posting Period and Year.
All Billing Customer Names	Select this check box to output EDI invoices for all billing customer names. This check box is selected by default. Note You cannot clear this check box and the All Billing Customer Codes check box.
From (Billing Customer Name)	Enter the first billing customer name in a range of billing customer names for which to output EDI invoices, or click the Lookup button to select a billing customer name. This field is only enabled if you clear the All Billing Customer Names check box.
To (Billing Customer Name)	Enter the last billing customer name in a range of billing customer names for which to output EDI invoices, or click the Lookup button to select a billing customer name. This field is only enabled if you clear the All Billing Customer Names check box.
All Billing Customer Codes	Select this check box to output EDI invoices for all billing customer codes. This check box is selected by default. Note You cannot clear this check box and the All Billing Customer Names check box.
From (Billing Customer Code)	Enter the first billing customer code in a range of billing customer codes for which to output EDI invoices, or click the Lookup button to select a billing customer code. This field is only enabled if you clear the All Billing Customer Codes check box.
To (Billing Customer Code)	Enter the last billing customer code in a range of billing customer codes for which to output EDI invoices, or click the Lookup button to select a billing customer code. This field is only enabled if you clear the All Billing Customer Codes check box.
All Paying Customer Names	Select this check box to output EDI invoices for all paying customer names. This check box is selected by default. Note You cannot clear this check box and the All Paying Customer Codes check box.
From (Paying Customer Name)	Enter the first paying customer name in a range of paying customer names for which to output EDI invoices, or click the Lookup button to select a paying customer name. This field is only enabled if you clear the All Paying Customer Names check box.
To (Paying Customer Name)	Enter the last paying customer name in a range of paying customer names for which to output EDI invoices, or click the Lookup button to select a paying customer name. This field is only enabled if you clear the All Paying Customer Names check box.
All Paying Customer Codes	Select this check box to output EDI invoices for all paying customer codes. This check box is selected by default. Note You cannot clear this check box and the All Paying Customer Names check box.
From (Paying Customer Code)	Enter the first paying customer code in a range of paying customer codes for which to output EDI invoices, or click the Lookup button to select a paying customer code. This field is only enabled if you clear the All Paying Customer Codes check box.
To (Paying Customer Code)	Enter the last paying customer code in a range of paying customer codes for which to output EDI invoices, or click the Lookup button to select a paying customer code. This field is only enabled if you clear the All Paying Customer Codes check box.
All EDI Trade IDs	Select this check box to output EDI invoices for all EDI trade ID's. This check box is selected by default. If you clear this check box, enter an EDI trade ID for which to output EDI invoices, or click the Lookup button to select an EDI trade ID.
All Trading Partner Groups	Select this check box to output EDI invoices for all EDI trading partner groups. This check box is selected by default, and is only enabled if the All EDI Trade IDs check box is selected.
Code	Enter an EDI trading partner group for which to output EDI invoices, or click the Lookup button to select an EDI trading partner group. This field is only enabled if you clear the All Trading Partner Groups check box.
Exclude Zero Invoices	Select this check box if you do not want to export zero amount invoices. This check box is selected by default.
Exclude Zero Lines	Select this check box if you do not want to export zero amount invoice line items. This check box is selected by default.
Display Options	Select one of the following options: Unprocessed EDI Invoices - Process everything that was done today; this will pick up everything from the last time this process was run. Anything that is unprocessed is stored on a flat file and is sent to the EDI partner to be processed by the EDI partner’s map. Processed EDI Invoices - Select this option if you entered a range of reference numbers, entry dates, batches, customer names/ID's, and posting periods. When you process ASN's, a processed count of X number of invoices is stored in a file, and a message indicating the location of the file is displayed. The file is output to the folder specified in the Outbound Directory field in EDI Control Maintenance, with the file name prefixed by the characters entered in the Output Filename Prefix field in EDI Control Maintenance. All EDI Invoices - Take all available invoices and generate the electronic version. If you select this option, typically you will also select to output for all reference numbers, entry dates, batches, customer names/ID's, and posting periods.

Print Options Tab Fields and Buttons

Field or Button	Description
Process	Select whether the report is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the process occurs. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.