EDI workflow: ship to store
Overview
Find step-by-step instructions to process an EDI order through the ship-to-store workflow, where you ship goods directly to your trading partner’s retail stores.
These instructions are general in nature and may not precisely match individual workflows, which can include automations or specific configurations. They do not explain how to change an EDI order before acceptance. Users are advised to consult their documentation for accurate guidance tailored to their unique circumstances.
1. Import the Purchase Order (850, ORDERS)
The ship-to-store workflow begins when you receive the Purchase Order (850, ORDERS) from your trading partner. You’ll see new Purchase Orders on the Ready For Import tile on your trading partner’s integration dashboard.
Start by importing the Purchase Order. Three things will happen automatically:
The order is added to your EDI Dashboard. There you’ll process the order through the workflow.
For each store receiving goods in the Purchase Order, a sales order is created and linked to the order (the linked sales orders).
The Functional Acknowledgement (997, CONTROL) of the Purchase Order is created, which you’ll see on the Ready For Export tile on your trading partner’s integration dashboard.
Immediately export the Functional Acknowledgement of the Purchase Order. Then review the Purchase Order (see next step).
2. Review the Purchase Order (850, ORDERS)
The Purchase Order (850, ORDERS) specifies the details of the order:
Delivery window
Products
Quantities
Prices
You must review the Purchase Order and decide whether to accept or reject the sale.
Find the order on your EDI Dashboard. It should say Acknowledged in the Purchase Order column. If it says Awaiting Acknowledgement, return to your trading partner’s integration dashboard and export the Functional Acknowledgement of the Purchase Order (see previous step).
Otherwise, start by reviewing the delivery window. You’ll dispatch one shipment per sales order (that is, one per store), and each shipment must arrive at its store on or after the Start Date and on or before the Cancel Date.
Now open the order (select inside the Customer PO cell) to see the linked sales orders – remember, a separate sales order is created for each store receiving goods in the Purchase Order. Open each linked sales order (select inside the Order Ref cell) and review the products, quantities, and prices.
If you’re unwilling or unable to fulfill any part of the order (that is, products, quantities, or prices on any linked sales order) in the delivery window, you’ll reject it. If you’re willing and able to fulfill it entirely, you’ll accept.
To accept or reject the order, create and export the Purchase Order Acknowledgement (855, ORDRSP; see next step).
3. Create and export the Purchase Order Acknowledgement (855, ORDRSP)
The Purchase Order Acknowledgement (855, ORDRSP) tells your trading partner whether you accept the sale – that includes the delivery window as well as the products, the quantities, and the prices on every linked sales order.
Before accepting or rejecting the order, ensure you’ve already exported the Functional Acknowledgement of the Purchase Order (see first step).
Then create the Purchase Order Acknowledgement. You’ve created the Purchase Order Acknowledgement when you see it on the Ready For Export tile on the trading partner’s integration dashboard, and when the order says Scheduled in the Order Response column on the EDI Dashboard.
Now export the Purchase Order Acknowledgement. You’ve exported the Purchase Order Acknowledgement when the order says Awaiting Acknowledgement in the Order Response column on the EDI Dashboard.
Eventually, you’ll receive the Functional Acknowledgement of the Purchase Order Acknowledgement. Import that Functional Acknowledgement. You’ve imported it when the order says Acknowledged in the Order Response column on the EDI Dashboard.
Now, if you've rejected the sale, importing the Functional Acknowledgement of the Purchase Order Acknowledgement ends the workflow and removes the order from the default view of the EDI Dashboard.
Otherwise, if you've accepted the sale, cartonize and dispatch the order (see next step).
4. Cartonization, shipping, and dispatch
Cartonization involves:
Packing the goods into boxes.
Assigning each box a unique serial shipping container code (SSCC).
Recording which goods are in each box.
You can either use third-party logistics (3PL) for cartonization or perform cartonization yourself.
If you are using 3PL, have your 3PL cartonize and dispatch the order. Cartonization is complete when the order says 3PL Confirmed in the Dispatch column on the EDI Dashboard. Expect your 3PL to have dispatched the order.
If you aren’t using 3PL, perform cartonization yourself. Also organize shipping for each linked sales order – that means giving each linked sales order a Carrier and Tracking Code, setting its Stage to Fully Dispatched, and entering its Fully Dispatched date. Cartonization is complete when the order says Done in the Dispatch column on the EDI Dashboard. Dispatch the order.
As soon as possible, create and export an Advance Shipping Notice (856, DESADV; see next step) for each shipment (that is, for each linked sales order) – if your trading partner doesn’t receive the Advance Shipping Notice for a shipment, they may reject the delivery and you may incur a chargeback.
5. Create and export the Advance Shipping Notice (856, DESADV)
The Advance Shipping Notice (856, DESADV) tells your trading partner exactly how their order is being delivered: which units of which products are in which boxes, who is the carrier and what is the tracking code, when it was shipped and will arrive – everything.
In this workflow, you’ll create and export an Advance Shipping Notice (ASN) for each linked sales order.
First create each ASN. You’ve created an ASN when you see it on the Ready For Export tile on your trading partner’s integration dashboard, and you’ve created all required ASNs when the order says Scheduled in the ASN column on the EDI Dashboard.
Then export each ASN. You’ve exported all required ASNs when the order says Awaiting Acknowledgement in the ASN column on the EDI Dashboard.
Eventually, you’ll receive a Functional Acknowledgement for each ASN. Import those Functional Acknowledgements. You’ve imported all the required Functional Acknowledgements when the order says Acknowledged in the ASN column on the EDI Dashboard.
Finally, create and export the Invoice (810, INVOIC; see next step).
6. Create and export the Invoice (810, INVOIC)
The Invoice (810, INVOIC) is your request for payment.
In this workflow, you’ll create and export an Invoice for each linked sales order.
First create each Invoice. When each required Invoice has been created, the order will say Scheduled in the Invoice column. Next export each Invoice. When each required Invoice has been exported, the order will say Awaiting Acknowledgement in the Invoice column. And finally, once you’ve received them, import the Functional Acknowledgement of each Invoice.
This ends the workflow and removes the order from the default view of the EDI Dashboard.