Electronic Data Interchange (EDI)

The Electronic Data Interchange (EDI) module enables you to send business information to Trading Partners using structured TRADACOMS standard.

The Focus EDI module is a fully handsfree electronic order processing system.  

Operations: The EDI module enables you to

Settings: Before you start you have to setup the following

The module provides access on a single window to all the supported EDI document types, shown on the left-hand-side panel of the main window

  1. Orders
  2. Invoices
  3. Credit Notes
  4. Delivery Notes
  5. Acknowledgements

It auto-sends electronic documents, to customers that request them.

Create Outbox files operation

  1. Go to Publishing > EDI
  2. Click Create Outbox files

This will create the following outbox messages

  • EDI invoices
  • EDI credit notes
  • EDI delivery notes
  • EDI acknowledgements
  • Batch.co.uk

Send/Receive EDI and batch.co.uk messages

  1. Go to Publishing > EDI
  2. Click Send/Receive All

This will Send the following outbox messages

  • EDI invoices
  • EDI Credit Notes
  • EDI Delivery Notes
  • EDI Acknowledgements
  • Batch.co.uk

and Receive the following messages

Process Inbox files

  1. Go to Publishing > EDI
  2. Click Process Inbox files

This will create the following outbox messages

  • EDI Orders
  • Batch.co.uk

Batch.co.uk

The batch.co.uk internet based settlement system is owned and operated by the Booksellers Association of the United Kingdom and Ireland. It enables both UK publishers and UK (and international) booksellers to update and view all transactions online. Batch provides a single payment solution, allowing booksellers to make a single payment that covers payments to all their suppliers. Suppliers receive a single payment from all their customers Focus enables you to create flat files and to load remittances to / from batch.co.uk. If a customer wishes to make payments by batch.co.uk, then setup their customer record to send their invoices to batch.co.uk

  1. Go to Accounts> Sales Ledger > Customers
  2. Select the customer record
  3. On the Defaults> Options & Choices page, tick the “Send Invoices to Batch.co.uk” box
  4. On the General page, enter the customer SAN No.

The customer’s invoices and credit notes will be included in the daily Batch.co.uk file.

Schedule Operations

To schedule EDI operations, 

  1. Go to Publishing> e-Commerce > EDI
  2. Select Tools> Schedule
  3. select the operations you want to schedule. You are able to schedule the following operation on either a single database or multiple databases
    • send files
    • receive files
    • create outbox files
    • process inbox files
  4. select Single or Multiple database processing
  5. select schedule settings – time, date, frequency
  6. enter target email addresses for notifications
  7. click OK, Schedule Now

Setup EDI Partners

To setup a customer record for EDI, you are required to
  • enter their EAN Number in the Sales Ledger
  • set them up as EDI Partners
To receive EDI orders from a customer, it is sufficient to enter their EAN Number in the Sales Ledger. If however, you wish to also send out EDI messages to them, then in addition, you are required to set them up as EDI Partners.

Enter Customer’s EAN Number

To enter a Customer’s EAN Number, do the following

  1. Go to Accounts > Sales Ledger > Customers
  2. Select the customer record.
  3. On the General page enter the customer’s EAN Number in the EAN No: box

Once the customer’s EAN Number is entered you can start to receive EDI orders from them.

Setup EDI Partners

To setup EDI Partners, do the following

  1. Select Publishing> e-Commerce > EDI
  2. Select Tools> Options
  3. Click on Trading Partners button
  4. Click the search icon to select an EDI partner from the customer records

Setup Inbox/Outbox/ftp folders

To setup the inbox and outbox folders, do the following

  1. Select Publishing> e-Commerce > EDI
  2. Select Tools> Options
  3. In the Inbox Settings> Data Folder box select a network folder.
  4. Enter the extension for the renamed file in the ‘File Extension:’ box.
  5. In the Outbox Settings> Data Folder box select a network folder.
  6. Click OK

To setup the FTP Directory, do the following

  1. Go to Publishing> e-Commerce > EDI
  2. Select Tools> Options
  3. Select the General Settings> EDI Connection tab
  4. Select an EDI Partner and specify the FTP details
  5. Click ‘Test Connection’ to verify the connection details (requires internet connection).

Setup EDI Document Layouts

To setup EDI Document Layouts, do the following

  1. Select Publishing> e-Commerce > EDI
  2. Select Tools> Options
  3. Click the ‘Outbox Settings’ tab
  4. Select one of the following document layout
    • Invoices
    • Credit notes
    • Deliveries
    • Acknowledgement note
  5. For each layout specify the
    • Test HDR
    • Test HDR
    • File definition
  6. Click OK

EDI Exceptions Report Recipients 

EDI exception report is triggered and shows orders where:

  • ISBN not found in any ledger
  • ISBN found but SAN not found
  • Customer over credit limit
  • Stock on stop

Where an account is on-stop, Focus will import the order, but will not invoice, allowing the goods to be delivered when the customer finally pays up. The exception report is sent by email to the specified list of recipients.

To specify recipient email

  1. Select Publishing> e-Commerce > EDI
  2. Select Tools> Options
  3. on the ‘Inbox Settings’ tab, enter recipients’ email in the ‘Send Exceptions Reports to email address’ box, separated by semi-colon (;).
  4. click OK

 

EDI Orders Message Structure

MessageConsisting of Segments Repeat as shown below
ORDHDR File header MHD = Message Header One occurrence only, at the start of the file
ORDHDR File header TYP = Transaction Type
ORDHDR File header SDT = Supplier Details
ORDHDR File header CDT = Customer Details
ORDHDR File header DNA = Data Narrative Repeat as necessary at header level
ORDHDR File header FIL = File Details
ORDHDR File header MTR = Message Trailer
ORDERS Order detail MHD = Message Header Repeat for each order
ORDERS Order detail CLO = Customer’s Location
ORDERS Order detail ORD = Order References
ORDERS Order detail DIN = Delivery Instructions
ORDERS Order detail DNA = Data Narrative Repeat as necessary at order level
ORDERS Order detail OLD = Order Line Details Repeat for each order line
ORDERS Order detail DNB = Data Narrative Repeat as necessary at line level
ORDERS Order detail OTR = Order Trailer
ORDERS Order detail MTR = Message Trailer
ORDTLR File trailer MHD = Message Header One occurrence only, at the end of the file
ORDTLR File trailer OFT = Order File Totals
ORDTLR File trailer MTR = Message Trailer

EDI Orders Message Sample Record

Message segmentsDescription
STX=ANAA:1+5098765432156:ABC BOOKSELLERS+5023456789541:XYZ PUBLISHER+060630:103045+P4371++ORDHDR’ Start of transmission: the sender’s EAN/GLN number is the same as that of the buyer, in CDT
MHD=1+ORDHDR:9′ Message 1: order file header
TYP=0430′ Transaction code ‘new orders’
SDT=5023456789541′ Publisher’s EAN/GLN number
CDT=5098765432156′ Bookseller’s EAN/GLN number
DNA=1+206:T02′ BIC message version number T02
DNA=2+207:005′ BIC Code version number 005
FIL=1+1+060630′ File generation 1, file version 1, 30 June 2006
MTR=8′ End of message 1: 8 segments
MHD=2+ORDERS:9′ Message 2: Order message
CLO=5012345678954′ Delivery location, EAN/GLN number
ORD=JX06/1347::060630′ Order number + date of order (not required if order number is present)
OLD=1+978086287321X+++1+4+++N+Terry/Women in Khaki’ Order line 1: identified by ISBN-13, author/title; 4 copies, no dues to be recorded
OLD=2+:9780006355364+++1+2+++N+Elliott/Bean Book’ Order line 2: identified by ISBN-13 and author/title; 2 copies, no dues to be recorded
OTR=2′ Order trailer: 2 lines in order message
MTR=7′ End of message 2: 7 segments

EDI Acknowledgements Message Structure

MessageConsisting of Segments Repeat as shown below
ACKHDR File header MHD = Message Header One occurrence only, at the start of the file
ACKHDR File header TYP = Transaction Type
ACKHDR File header SDT = Supplier Details
ACKHDR File header CDT = Customer Details
ACKHDR File header DNA = Data Narrative Repeat as necessary at header level
ACKHDR File header FIL = File Details
ACKHDR File header MTR = Message Trailer
ACKMNT Acknowledgement detailMHD = Message Header Repeat for each acknowledgement ref.
ACKMNT Acknowledgement detailCLO = Customer’s Location
ACKMNT Acknowledgement detailAOR = Acknowledgement References
ACKMNT Acknowledgement detailDNA = Data Narrative Repeat as necessary at message level
ACKMNT Acknowledgement detailALD = Acknowledgement Line Details Repeat for each acknowledgement line
ACKMNT Acknowledgement detailAGD = Advice of Goods despatched Repeat for each despatch (in book trade usage, one occurrence only)
ACKMNT Acknowledgement detailAQD = Expected Delivery details Not used in book trade
ACKMNT Acknowledgement detailDNB = Data Narrative Repeat as necessary at line level
ACKMNT Acknowledgement detailKTR = Acknowledgement Trailer
ACKMNT Acknowledgement detailMTR = Message Trailer
ACKTLR File trailer MHD = Message Header One occurrence only, at the end of the file
ACKTLR File trailer KFT = Acknowledgement File Totals
ACKTLR File trailer MTR = Message Trailer

EDI Acknowledgements Message Sample Record

Message segmentsDescription
STX=ANAA:1+5023456789541:XYZ PUBLISHER+5098765432156:ABC BOOKSELLERS+070430:103045+28613++ACKMNT4′ Start of transmission
MHD=1+ACKHDR:4′ Message 1: Acknowledgement file header
TYP=3150′ Transaction code ‘reply to new message, listing only lines that cannot be supplied immediately’
SDT=5023456789541′ Publisher’s EAN/GLN (Global Location Number)
CDT=5098765432156′ Bookseller’s EAN/GLN
DNA=1+206:T02′ BIC message version number T02
DNA=2+207:006′ BIC Code version number 006
FIL=1+1+070430′ File generation 1, file version 1, 30 April 2007
MTR=8′ End of message 1: 8 segments
MHD=2+ACKMNT:4′ Message 2: Acknowledgement message
CLO=5098765432156′ Delivery location, EAN/GLN
AOR=JX93/1347::070430′ Order number + date of order (not required if order number is present)
ALD=1+978086287321X+++1+4+4000++Terry/Women in Khaki’ Acknowledgement line 1: identified by ISBN-13 and author/title; 4 copies, all recorded as dues Note: ISBN-10 should no longer be transmitted. However, trading partners should be prepared to accept it on incoming messages
DNB=1+1+54:TU+082:06GH1473:092:0711′ Availability status ‘temporarily unavailable’, customer order line reference 06GH1473, expected November 2007
DNB=1+2+55:01′ Order accepted and recorded as due
KTR=1′ Acknowledgement trailer: 1 line in acknowledgement message
MTR=8′ End of message 2: 8 segments
MHD=3+ACKTLR:4′ Message 3: acknowledgement file trailer
KFT=1′ One acknowledgement message in file
MTR=3′ End of message 3: 3 segments
MHD=4+RSGRSG:2′ Message 4: reconciliation message
RSG=28613+5098765432156′
MTR=3′ End of message 4: 3 segments
END=4′ End of transmission: 4 messages

EDI Invoices Message Structure

Message Consisting of Segments Repeat as shown below
INVFIL Invoice File HeaderMHD= Message HeaderOne occurrence only, at the start of the file
INVFIL Invoice File HeaderTYP= Transaction Type Details
INVFIL Invoice File HeaderSDT= Supplier Details
INVFIL Invoice File HeaderCDT = Customer Details
INVFIL Invoice File HeaderDNA = Data Narrative Repeat as necessary at header level
INVFIL Invoice File HeaderFIL= File Details
INVFIL Invoice File HeaderFDT= File Period Dates
INVFIL Invoice File HeaderACD= Audit Control Details
INVFIL Invoice File HeaderMTR= Message Trailer
INVOIC Invoice DetailsMHD= Message HeaderOne occurrence for each invoice
INVOIC Invoice DetailsCLO= Customer’s Location
INVOIC Invoice DetailsIRF= Invoice References
INVOIC Invoice DetailsPYT= Settlement TermsRepeat as necessary at invoice level
INVOIC Invoice DetailsDNA = Data Narrative Repeat as necessary at invoice level
INVOIC Invoice DetailsODD= Order and Delivery ReferencesRepeat for each order in a multiple order invoice
INVOIC Invoice DetailsILD = Invoice Line Details Repeat for each line item
INVOIC Invoice DetailsDNC = Data Narrative Repeat if necessary at line level
INVOIC Invoice DetailsSTL= VAT Rate Invoice Sub TrailerRepeat for each VAT rate in the message
INVOIC Invoice DetailsTLR= Invoice Trailer
INVOIC Invoice DetailsMTR= Message Trailer
VATTLR File VAT TrailerMHD= Message HeaderOne occurrence only, after all INVOIC messages in the file
VATTLR File VAT TrailerVRS= VAT Rate SummaryRepeat for each VAT rate in the file
VATTLR File VAT TrailerMTR= Message Trailer
INVTLR Invoice File TrailerMHD= Message HeaderOne occurrence only, at the end of the file
INVTLR Invoice File TrailerTOT= File Totals
INVTLR Invoice File TrailerMTR= Message Trailer

EDI Invoices Message Sample Record

Message segmentsDescription
STX=ANAA:1+5023456789541:XYZ PUBLISHER+5098765432156:ABC BOOKSELLERS+070430:104133+9++INVFIL’ Start of transmission: the sender.s EAN/GLN number is the same as that of the supplier, in SDT
MHD=1+INVFIL:9′ Message 1: invoicefile header
TYP=0700′ Transaction code .original invoice.
SDT=5023456789541′ Publisher.s EAN/GLN number.code explicitly agreed with HMRC
CDT=5098765432156+ABC BOOKSELLERS+STREET HOUSE:HIGH STREET:NEWTOWN:NT3 4TS’ Bookseller.s EAN/GLN number+ name and address (required by HMRC)
DNA=1+206:T02′ BIC message version number T02
DNA=2+207:005′ BIC Code version number 005
FIL=25+1+070430′ File generation 25, file version 1, 30 April 2007
MTR=8′ End of message 1: 8 segments
MHD=2+INVOIC:9′ Message 2: Invoicemessage
CLO=5012345678954′ Delivery location, EAN/GLN number
IRF=847077+070331+070331′ Invoice number, date of invoice, tax-point date (both 31 March 2007)
PYT=1+070430+30′ Payment date 30 April 2007, payment terms 30days from date of invoice
ODD=1+454546:0023036011:070331:070331+0001447930:070331′ Order & Delivery reference 1: Customer.s order number, supplier.s order number, order date, order receipt date (both 31March 2007)Delivery note number, date of despatch 31 March 2007
ILD=1+1+9780091888972+++1+15+80197+1202900+Z+0++++149900++149900+1045600+46500′ Invoice line 1: identified by ISBN-13, 15 copies,unit cost price (after discount) ¡Ì8.0197, extended line cost (after discount) ¡Ì120.29, zero-rated for VATManufacturer.s selling price ¡Ì14.99, unit cost price ¡Ì14.99Discount value ¡Ì104.56, discount 46.5%
DNC=1+1+1++082:XYZ009988′
STL=1+Z+0+1+12029+++++12029++12029+0++12029′ STL segment 1: VAT at zero rate; 1 item line; sub-total (before VAT) ¡Ì120.29; extended sub-total (before VAT) ¡Ì120.29; VAT amount ¡Ì0; payable sub-total ¡Ì120.29
TLR=1+12029+++++12029++12029+0++12029′ Invoicetrailer: 1 STL segment; lines total amount £120.29; total extended amount £120.29; total extended amount £120.29; total amount (after settlement discount) £120.29; VAT amount £0; total payable £120.29
MTR=10′ End of message 2: 10segments
MHD=3+INVTLR:9′ Message 3: invoice file trailer
TOT=12029+12029+0++12029+1′ File total amount £120.29; file VAT total amount£0; file total payable £120.29; 1 invoice message in file
MTR=3′ End of message 3: 3 segments
MHD=4+RSGRSG:2′ Message 4: reconciliation message
RSG=9+5098765432156′
MTR=3′ End of message 4: 3 segments
END=4′ End of transmission: 4 messages

EDI Credit Notes Message Structure

Message Consisting of segments Repeat as shown below
CREHDR Credit Note File Header MHD = Message Header One message only, at the start of the file
CREHDR Credit Note File Header TYP = Transaction Type Details
CREHDR Credit Note File Header SDT = Supplier Details
CREHDR Credit Note File Header CDT = Customer Details
CREHDR Credit Note File Header DNA = Data Narrative Repeat as necessary at header level
CREHDR Credit Note File Header FIL = File Details
CREHDR Credit Note File Header MTR = Message Trailer
CREDIT Credit Note DetailsMHD = Message Header One message for each credit note
CREDIT Credit Note DetailsCLO = Customer’s Location
CREDIT Credit Note DetailsCRF = Credit Note References
CREDIT Credit Note DetailsPYT = Settlement terms Repeat as necessary at message level
CREDIT Credit Note DetailsOIR = Original Invoice References Repeat for each reference
CREDIT Credit Note DetailsDNA = Data Narrative Repeat as necessary at message level
CREDIT Credit Note DetailsCLD = Credit Note Line Details Repeat for each line item
CREDIT Credit Note DetailsDNB = Data Narrative Repeat if necessary at line level
CREDIT Credit Note DetailsCST = VAT Rate Credit Sub Trailer Repeat for each VAT rate in the message
CREDIT Credit Note DetailsCTR = Credit Trailer
CREDIT Credit Note DetailsMTR = Message Trailer
VATTLRFile VAT TrailerMHD = Message Header One message only, after all CREDIT messages in the file
VATTLRFile VAT TrailerVRS = VAT Rate Summary Repeat for each VAT rate in the file
VATTLRFile VAT TrailerMTR = Message Trailer
CRETLR Credit Note File Trailer MHD = Message Header One message only, at the end of the file
CRETLR Credit Note File Trailer TOT = File Totals
CRETLR Credit Note File Trailer MTR = Message Trailer

EDI Credit Notes Message Sample Record

Message segmentsDescription
CLD=1+9780711744509++++5+39780+ 198900+Z+0+22++++198900′ Credit note line 1: identified by ISBN-13; 5 copies; unit credit value £3.978; total credit value £19.89; zero-rated for VAT; reason for credit ‘22’; unit credit value (before discount) £5.99
CST=1+Z+0+1+198900+++198900++198900+0++198900′ VAT rate credit sub-trailer: VAT at zero rate;1 item line; sub-total (before VAT) £19.89; extended sub-total (before VAT) £19.89; VAT amount £0; credit sub-total £19.89
CTR=1+198900+++198900++198900+0++198900′ Credit line trailer: No. of CST segments 1; lines total (before VAT) £19.89; extended sub-total (before VAT) £19.89; total VAT £0; total credit £19.89
MTR=7′ End of message 2: 7 segments
MHD=3+VATTLR:9′ Message 3: VAT trailer
VRS=1+Z+0+198900+198900+0++ 198900′ VAT rate summary: VAT at zero rate; file sub-total £19.89; VAT sub-total £0; file sub-total payable £19.89
MTR=3′ End of message 3: 3 segments
MHD=4+CRETLR:9′ Message 4: credit note file trailer
TOT=198900+198900+0++198900+1′ File totals: file total amount £19.89; VAT total amount £0; file total amount £19.89; 1 credit note message
MTR=3′ End of message 4: 3 segments
MHD=5+RSGRSG:2′ Message 5: reconciliation message
RSG=9+5098765432156′
MTR=3′ End of message 5: 3 segments
END=5′ End of transmission: 5 messages