Receiving Invoices using EDI in Odoo

The EDI 810 is the standard electronic invoice format used in EDI transactions. It replaces manual entry of paper or emailed invoices into the system, facilitating faster and more accurate invoice processing. The EDI 810 inbound integration by Steersman enables seamless import and processing of electronic invoices into Odoo. By automating invoice receipt and validation, businesses can streamline their accounts payable operations, ensuring accuracy, compliance, and efficiency across the financial workflow.

How Steersman’s EDI 810 Inbound Integration Works

1. Automated EDI Invoice Import
   The integration retrieves EDI 810 files from trading partners through an EDI gateway. This process ensures that invoices are imported into Odoo in real-time and also handles multiple invoices simultaneously, reducing the need for manual intervention.

2. Translating and Data Mapping
   Steersman’s Edi van translates the EDI 810 file into a structured format. Using advanced data mapping, it maps the data into fields compatible with Odoo’s invoicing and accounts payable modules.

3. Automatic Invoice Creation
   Once received, the system generates an invoice in Odoo pre-filled with data from the EDI 810. This reduces data entry errors and expedites the invoicing process.

4. Invoice Validation
   All incoming invoices are validated to ensure accuracy and compliance:

   • Purchase Order Match: The invoice references an existing PO in Odoo.
   • Line-Item Reconciliation: Line-item details are checked against the corresponding PO for price, quantity, and product match.
   • Tax and Charges Verification: Taxes, shipping, and additional charges are validated against predefined rules in Odoo.
   • Duplicate Check: Ensures the same invoice hasn’t been processed before. Errors are flagged for review, and discrepancies can be corrected manually or through automated workflows.

5. Integration with Odoo Modules
   The integration connects seamlessly with Odoo’s accounting and inventory modules:

   • Accounts Payable Module: Automates approval workflows and payment scheduling.
   • Inventory Module: Links invoices to receipts, ensuring goods are correctly accounted for before payment.
   • Reporting Module: Tracks invoicing trends and supplier performance.

Common Fields Steersman’s EDI Integration Sends and Receives for 810 Documents

• Invoice number from the vendor
• Invoice Date
• Customer order number
• Purchase order number
• Buyer contact details (Name, phone #, email…)
• Buyer reference segments (vendor number, ID, etc.)
• Total invoice amount
• Debit/Credit indicator
• Payment terms (discounts, currency code, etc.)
• Shipping terms (carrier, routing, shipping payment, etc.)
• Shipment details (status, ship date, estimated delivery date, etc.)
• Ship to information (warehouse location code, address, contact details, etc.)
• Billing information
• Product identifiers (product code, SKU, part number, etc.)
• Product Description

Most trading partners have specific EDI requirements. Steersman offers other customizable fields to fulfill these requirements.