TMS 7.11 EDI Setup and Processing Summary

Overview

EDI Setup and Processing Summary

1. Set up EDI global parameters from TMS Admin → Configuration.

2. If desired, set the Customer Charge Code on each Accessorial record.

3. Enter Kleinschmidt, Cleo, and/or Custom EDI credentials from TMS Admin → Credentials.

4. Set up each Trading Partner from TMS Admin → EDI Locations. Information may be bulk loaded if available. This avoids the creation of duplicate accounts and contacts when EDI Load Tender (204) transactions are processed. Enter values for the six override fields as needed.

5. Set up each EDI Bill To from TMS Admin → EDI Locations.

6. Start the EDIWatcherJob (which starts the EDIJob) batch job which does the following:

   1. Receives inbound Load Tender (204) transactions from customers.

      1. To allow for quote creation, confirm Customer Rate Load and Carrier Rate Load are checked under Use Platform Events For in TMS Admin, Configuration.

      2. When Enable Save & Rate for Load Creation is checked under TMS Admin, Configuration:

         1. Carrier quotes are automatically generated from API and stored rate calculations.

            1. Loads without a mode prompt users to add one when first opening the FQA.

            2. When updated 204 transactions are received, this rating process does NOT occur.

         2. Customer quotes are automatically generated from stored rate calculations.

      3. When EDI Update Settings for Customer Quote information with the Use Stored Rate action is present:

         

         1. Stored rates are calculated for new and updated EDI 204 transactions. 

         2. The Enable Save & Rate for Load Creation process does NOT occur.

   2. Receives inbound Load Tender Response (990) transactions from Carriers.

   3. Receives inbound Load Status (214) transactions from intermodal Carriers.

   4. Sends outbound Load Status (214) location updates to customers for moving loads.

   5. Sends outbound Load Tender Response (990) transactions to “auto-accept” customers.

   6. Receives inbound Load Invoice (210) transactions from Carriers.

7. This job also sends EDI 214 status transactions for in-transit EDI loads for customers requesting them.

8. Load Tenders are represented as Loads with an EDIStatus field value of Pending.

9. Load Tenders can be updated or cancelled by the client. For trading partners that are not using the EDI Order Update Console, the EDI Status field in these cases changes to "Updated by Customer" and "Cancelled by Customer," respectively. Updated load tenders must be re-accepted. For trading partners that are using the EDI Order Update Console, the EDI Status field will change to "Update Pending from Customer" when update 204s are received. This requires a user to process the update 204 from the EDI Order Update Console. 

   See the article on using the EDI console.

10. For trading partners that are not using the EDI Order Update Console, Initiate Load Tender Response (990) transactions by changing the EDI Status field to "Accept" or "Decline." Pass the EDI Decline Reason field by setting it on the Load.

11. EDI Tenders with a populated EDI Response Deadline field must be responded to before the deadline.

12. Shipment Status (214) transactions are sent when:

    1. Appointment Time is populated on a Stop.

    2. Arrival Date is populated on a Stop.

    3. Departure Date is populated on a Stop.

    4. The location updates once a day when a load is in-transit.

13. EDI 214 transactions can also be sent manually from the Load Detail page for completed/delivered loads.

14. Outbound Invoice (210) transactions are initiated by selecting Customer Invoices and clicking on the Generate & Send button from the Customer Invoice tab or individually by clicking the Send Via EDI button from the page layout.

15. Add the EDI Accept/Decline button to the load list view if bulk EDI 990 Accepts/Declines are desired.

16. Add the EDI Status button to the load list view if bulk EDI 214 send transactions are desired.

17. The Stop object Carrier Status Reason picklist is used for EDI 214 status transactions. Entries may be deleted from this list, but do not add to or modify existing entries if you are using EDI.

18. The EDI Provider field on the Load object indicates which EDI Provider sent the Tender (204) Transaction.

19. For Carriers that receive EDI 204 tenders and send EDI 990 Accepts/Declines, make sure the Carrier Service Tender Method field is set to EDI and that the EDI Provider field is also set.

20. A Quote/Contract Id is typically required for Carrier quotes that are tendered via EDI.

21. For each trading partner EDI Location, add or configure EDI Update Setting and EDI Load Reference records as needed. Add these as related lists on the page layout.

22. Make sure the EDI Transaction table is on the Load page layout as a related list.

23. The Load Container/Trailer Number field may be populated by an inbound EDI 214 transaction.

24. Set the Transportation Profile object Location Update Send Frequency field for those customers that require frequent EDI 214 X6 location updates for moving loads.

25. If Appointment Times are populated on an inbound EDI 204 tender, the corresponding EDI 214 Appointment Time status updates are automatically sent on tender acceptance.

26. When using Orderful, populate the Trading Partner ID from TMS Admin → Configuration.

27. A custom EDI implementation may be used by implementing the web service methods in the EDI Specification. Enter the URL and credential information from TMS Admin → Credentials, using the Custom EDI record. Note that the Custom EDI connector supports Basic Authentication.

28. For Inbound EDI 210s, the TMS attempts to create a new or update an existing Vendor Invoice/Payable based on the following logic:

    1. If the PRO Number is provided in the 210, a search for the Load by this PRO Number is performed.

       1. If that search results in zero matches, a search for the Load by the Shipment Id (Load Number) is performed.

          1. If that search results in zero matches, the EDI Admin is notified by the EDI batch job error email.

       2. When a search results in multiple matches, a search by the PRO Number AND the Shipment Id is performed.

          1. If that search results in zero matches, the EDI Admin is notified by the EDI batch job error email.

    2. When there is no PRO Number, a search for the Load by the Shipment Id (Load Number) is performed.

       1. If that search results in zero matches, the EDI Admin is notified by the EDI batch job error email.

    3. Assuming a matching load is found in steps A or B above, all Vendor Invoices(non-Accounting Seed)/Payables(Accounting Seed) for that Load are checked to determine if the EDI 210 matches one of them. If there is a match, it is determined if the invoice is in Pending status and can still be updated. 

       The following logic describes this flow:

       1. If the Vendor Invoice/Payable Payee Reference field matches the <InvoiceNum> from the EDI 210 AND the Vendor Invoice/Payable Vendor field matches the Id of the Vendor Account associated with the Trading Partner Id who sent the EDI 210 transaction, this is a match.

          1. If a match is found and the Invoice Status(non-AS)/Posting Status(AS) field is Pending (non-AS)/In Process or Waiting for Approval(AS), the invoice is updated with the data from the 210.

          2. OR if a match is found and the Invoice Status/Posting Status field is NOT Pending/In Process or Waiting for Approval, the invoice is NOT updated with the data from the 210, and a failed EDI 210 transaction is logged.

       2. If no Vendor Invoice match is found, a new Vendor Invoice/Payable is created.