Sending Sales Order Acknowledgments using EDI in Odoo

Steersman’s EDI 855 outbound exchange document provides a simplified solution for sending Sales Order Acknowledgments (SOAs) to trading partners directly from Odoo. Our EDI integration ensures that businesses can efficiently confirm, modify, or reject sales orders (EDI 850) received from trading partners.

How Steersman’s EDI 855 Outbound Integration Works

1. Automated SO Analysis and Acknowledgment Creation in Odoo

   • When a sales order (EDI 850) is received in Odoo, a sales user can:

     • Review the SO details received from the trading partner, such as product quantities, delivery timelines, and pricing.
     • The user can adjust quantities, shipping details, or payment terms before the sales order is confirmed.
     • When a sales order is confirmed, Odoo will automatically send an 855 PO acknowledgment document back to the trading partner.

2. Customizable Data Mapping and Formatting

   • Steersman’s integration via Kleinschmidt VAN ensures compatibility with trading partners’ requirements by formatting the data into a standard 855 document. Steersmen can also adjust formats and fields to meet the individual needs of trading partners.

3. Validation of Outbound Acknowledgments

   • Before transmission, the system performs checks, such as:

     • Data Completeness: Verifies that all mandatory fields are populated, including order references, item details, and responses.
     • Discrepancy Alerts: allows the training partner to see changes made to the details of the order

4. Transmission Through EDI Gateway

   • Once validated, the EDI 855 is sent to the trading partner via a secure EDI gateway. Features include:

     • Real-Time Notifications: Confirms successful transmission of acknowledgments in the chatter and EDI event logs.
     • Error Logging: Captures transmission errors in chatter for quick resolution.

Features of Steersman’s 855 Outbound Integration

• Multi-Line Item Flexibility
  • Handles complex sales orders with multiple line items, allowing users to accept some items while rejecting or modifying others.

• Conditional Modifications
  • Supports proposing alternative terms, such as revised pricing or quantity to deliver, for trading partner approval.

• Custom Workflows

  • Enables businesses to define workflows for various scenarios, including:

    • Automatic acceptance of standard orders: If the automatic feature is on, price discrepancies can be handled by either always using Odoo’s price, the customer’s price, or flanging the order without confirmation.
    • Manual review for orders with discrepancies.

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.