Receiving Purchase Order Acknowledgments(POAs) using EDI in Odoo

The EDI 855 is the standard document used to acknowledge receipt of a purchase order and communicate order acceptance, modifications, or rejections. Key components of the EDI 855 include:

• Order Confirmation: Order level Acceptance, partial acceptance, or rejection of a PO by a trading partner.
• Updates to Terms: Line level Changes to quantities, prices, delivery schedules, or other conditions, communicated back by the trading partner.
• References: Links to the original purchase order in Odoo for traceability.

Steersman’s EDI 855 inbound integration enhances the order management process by automating the receiving and processing of purchase order acknowledgments (POAs) within Odoo.

How Steersman’s EDI 855 Inbound Integration Works

1. Automated Receipt of EDI 855 Files

   • The integration retrieves EDI 855 files from trading partners through a secure EDI gateway, ensuring real-time updates on order status.

2. Data Mapping

   • Steersman’s integration via Kleinschmidt VAN analyzes the incoming EDI 855 file and maps its data into Odoo’s structure. This includes:

     • Matching the acknowledgment to an existing purchase order (EDI 850) in Odoo.
     • Extracting key details, such as accepted/rejected quantities, delivery dates, and pricing updates.

3. Validation and Discrepancy Checks

   • Steersman validates the acknowledgment against the original purchase order:

     • Match Validation: Confirms the acknowledgment corresponds to an existing PO.
     • Discrepancy Detection: Flags mismatches in quantities and pricing, for review.
     • Partial Acceptances: Identifies items that are backordered, canceled, or modified.

4. Automatic Updates in Odoo

   • Once validated, the integration updates the corresponding purchase order in Odoo:

     • Status Updates: Reflects acceptance, rejection, or partial fulfillment of the order.
     • Communication Logs: Records changes and comments in Odoo’s chatter for traceability.

Features of Steersman’s 855 inbound integration

• Support for Conditional Acceptances
  • Manages complex scenarios where trading partners partially accept orders or propose alternate terms.

• Error Logging and Resolution Tools
  • Provides detailed logs for errors or discrepancies, helping teams quickly identify and resolve issues.

Common Fields Steersman’s EDI Integration Sends and Receives for 855 Documents

• Order type
• Purchase order date
• Release number
• Total transaction amount
• Ship to information (warehouse location code, address, contact details, etc.)
• Billing information
• Buyer contact details (Name, phone #, email…)
• Buyer reference segments (vendor number, ID, etc.)
• Product identifiers (product code, SKU, part number, etc.)
• Product Description
• Product details (quantity, price, UoM, etc.)
• Acknowledgement Code (order level and order detail level acceptance or rejection)
• Estimated delivery date

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