EDI 810 invoice processing before product arrives

We have an issue where EDI invoices arrive before we receive the product. This creates many receiving message we would like to avoid. For example, an order to one of our vendors is placed via EDI Monday. We receive the electronic invoice Tuesday but we will not receive the product until Thursday or Friday. Is there a way to delay the pull of the the electronic invoice for three days so we aren’t creating as many receiving messages and AP, and others, don't have to touch invoices multiple times?

Not sure if it matters but we use GHX for our EDI orders.

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Infor Lawson Supply Chain Group - Discussion

Comments

jon-athey

I don't think so. With GHX and other VANs the EDI data that goes out to you sits in an outbound directory. It's generally not separated by vendor or date or whether it's an 855 or 810 or 856. So when ED502 runs and connects to GHX it's going to pull everything in that outbound directory. But you shouldn't have to touch the invoice multiple times for EDI invoices without a receipt. The invoice will sit in the match pool until the receipt is done and then it should match when MA126 is run (unless there's an All Rule Group or some other error).

unknown

We set up ours as follows and seems to work pretty well -

EDI-IN job runs at 4am every morning consisting of the following jobs:

1. ED502 - Picks up and translates the file from GHX (this will create the 855, 856 and 810 files)

2. PO122 - Picks up the 855 file and processes the PO confirmations

3. MA531 - Picks up the 856 file and processes the receipts from the EDI file

We then run the MA540 job separate of the EDI-IN job and later in the morning to allow for any late files from GHX to be processed or any errors to be corrected before the 810 invoice file is processed.

unknown

We have your issue. We're in South Florida and there's a vendor in California that ships ground and drops the invoice when the product leaves the dock even though we're FOB Destination.

We won't get the product for 3 days and absolutely will not receive it in until we get it so the invoice is stuck for the duration. That's just the one vendor - total up all the vendors and I've got receiving messages that no one will look at until they reach a week old just because they have become so desensitized to it always creating a message.

jon-athey

What are these receiving messages? Is that some automation you've put in place or is your AP staff sending emails out to the buyers for INR?

unknown

We've got a third party Invoice approval routing software. It's programmed to look at PO Line and if there's no receipt for product, it routes the invoice to the dock on the PO to correct.

The same 3rd party is trigging the MA136 and keeps checking. So the receivers simply find it a waste of time to look at invoices less than a week old because too many of them are legitimately not in yet. When they do come in and the dock releases on PO30 the program sees it and takes the invoice from their queue and processes the match in Lawson.

So looping back to the original post - the amount of vendors that EDI an invoice prior to receipt has become so commonplace for us that we're not seeing real issues with receipts for a week. We hate it and would love a way "share the pain" with the vendors.

seckl

When you are running the EDI540 IN job are you running it as "Add only" or "Add and Match"? We are running "Add and Match" But we receive some fatal errors which causes us to have to delete some of the invoices. I would like the invoices to at least add and work the errors later. I was thinking if I switch the job to Add only, it might allow it. Any suggestions.

bone

We run MA540 in "Add and Match". I don't believe we are receiving fatal errors using this option.

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