EDI Data Substiution record to prevent freight from being populated over a certian dollar amount

Hello,

Is anyone aware of an EDI Data Substitution record that can be used to not allow freight to be populated on the EDI invoice over a certain dollar amount? For example, if an EDI invoice is sent with freight over $100, is there a data substitution record that we can add which will not have the freight added to the invoice if freight is over $100, causing the invoice to come in out of balance and having someone to review before the invoice is paid?

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Brent Honadel

That functionality does not exist. I would suggest that functionality should not exist within the EDI mapping. I think a better solution would be the ability to require invoices with AOC over some dollar amount to be reviewed and approved rather than deliberately creating an "invoice out of balance" error. Especially since there wouldn't be anything indicating why the invoice was out of balance by $100.

kimberly-castillo

Thank you very much! We will explore the other option. Thank you again!

ben-auer

Hey Kim,

We have struggled with this too! When we have a PO that should have free freight, but the invoice comes in with freight the EDI/Match job lets it flow through and we pay freight charges we never should have paid. Nothing is there to stop it.

I added an ER to add a control that checks the PO freight code when matching an invoice with a freight charge. If the freight code is "Freight Free" or has a max freight cost and the invoice has a freight charge it would create a buyer message to review.

Please endorse: ER#114531

https://mingle-portal.us2.prd3.inforcloudsuite.com/v2/CONCIERGE_PRD/?LogicalId=lid://infor.cxp.1&Tab=ERS&ERId=114531

Thank you,

Ben

kimberly-castillo

Thank you Ben! I have endorsed.

kboley

Hi Ben,

Is this being considered for a wider range of impact? Meaning, it has been shared with me that we have something similar happening for Vendors sending us Tax amounts on Invoices that shouldn't be there. And to your point, if there isn't anything to stop it, it would go through and we would pay it. Right now, we have tagged a different Sub Record that doesn't exist, so it will cause the Invoice to fail and let A/P handle accordingly.

So I didn't know if there might be a way that the scope of your ER can be a bit more broader, to where maybe Sub records can be used across not only AOC's, but TAX, as it has a similar alignment.

Just thought I'd toss that out there to see what your thoughts were and if there's a way to kind of incorporate that or not.

Thanks,
Kevin

ben-auer

Hey Kevin,

Yeah, we encounter that as well. It's a bit different than the freight scenario, but also similar in some ways. We have a handful of locations that are taxable, and others that are not taxable. Curious re all of your locations non-taxable?

Thanks,

Ben

kboley

Hi Ben,

No, most of our Vendors are not taxable, but we have a handful or so I believe that sit in that wheel house. In talking to A/P, they would rather have all invoices that may have Tax on them fail, to investigate and update accordingly, than potentially miss invoices that come in with taxes on them, and we pay, and they find out months later, we shouldn't have. And then have to try to get credits back and all of that fun stuff. So we basically put in a Sub record where our value is an invalid value to translate against "ST" in the particular scenario, so that it basically will error out, most likely in an "out of balance" note.

I hope that helps in answering your question.

Thanks,
Kevin

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