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QAD Midwest Users Group

QAD Midwest Users Group. EDI Case Study. Presented By : Steve Cromer – Stein Industries Inc Mike Mina – Logan Consulting. EDI Determining Factors. Automate entering large orders Create a constant and easy order stream from a customer Automate invoicing for our largest customers

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QAD Midwest Users Group

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  1. QAD Midwest Users Group EDI Case Study Presented By: Steve Cromer – Stein Industries Inc Mike Mina – Logan Consulting

  2. EDI Determining Factors • Automate entering large orders • Create a constant and easy order stream from a customer • Automate invoicing for our largest customers • Give select customers better visibility to lifecycle of their order • Give select customer better visibility to our inventory

  3. Our Old Solution • Only did 850’s and 810’s • All incoming orders loaded, no error\warning checking • Complex solution between 4 windows server and a Linux server • Adding documents or TP’s was very difficult and needed a specific programmer to do this. • Used a variety of software and server to complete tasks (Optio, Lexicom/Gentran, Windows scheduled tasks, Web administration to setup TP’s, difficult to upgrade.)

  4. New Solution • QAD supported EDI module • Variety of options for support to include QAD • Use stock QAD, without customizations • Use stock QAD screens to support the application • Visibility to errors/warnings on order entry, and outbound documents • Ability to add standard EDI documents without complex customizations • All the data is contained in QAD, easier to create Browses to see the data

  5. EDI Documents • Inbound 850 (Purchase Order) • Outbound 855 (PO Acknowledgement) • Outbound 856 (Advanced Shipping Notice) • Outbound 810 (Invoice) • Outbound 846 (Warehouse Inventory) • Inbound/Outbound 997 (receipts)

  6. Testing with Partners • Coordinating with TP’s, having regular communications • Create a new mailbox for testing/New Production • Discuss rounding methods for invoices vs the stock method of QAD • Account for all possible Ship To’s • Discuss how to handle Orders with multiple lines of the same item • Same or different ship dates • Determine a method to calculate deliver time when items are not in stock (MRP)

  7. Testing with Partners • Determine how to handle invoicing • There is an option to post the invoice during Shipper Confirmation • Determine with TP how to handle PO changes • Line deletions • Item number changes • Order cancelations • Create a separate mailbox in Gentran for testing

  8. Challenges • Customer cross references, using 1.16 or 32Soft Excel loader • Ship To addresses not setup in QAD as Customers • Understand how you want to load the orders, what to kick out on errors and what to pass through with warnings • Setting up email notifications on documents outbound and inbound • Automating sending and receiving documents with scripts • Transitioning Legacy EDI orders to the New EDI system (Invoices Via) • Use Channel codes to track EDI orders

  9. Supporting the Solution • VAN internet portal, setup notifications • Send the session reports as the internal notifications to the business • Running the EDI utility screens, 35 series Character vs .NETUI • Creating a clear process on who does what (Business vs. IT) • Send alerts from Gentran/Lexicom • Create Browses inside QAD to help maintain and monitor EDI documents

  10. VAN Internet Portal

  11. EDI sales order browse

  12. 810 Browse

  13. EDI Document Browse

  14. QAD EDI Module Flexible Sustainable QAD supported Ability to Support Simplify

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