EDI856

Hello,
We are looking to start using the 856 EDI transactions. We currently use the 850, 855, 810. Can someone briefly give me an overview of how this process works, after we recieve the 856. Are items recieved, released, unreleased, what happens when the actual shipment arrives, etc.

thanks

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Legacy Contributor

We are also planning to set up 856 transactions soon. If anyone who is already using 856 successfully would be willing to share set up screens, any helpful hints, any information would be greatly appreciated.
Thanks!

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We have this set up with Seneca Medical. The 856 is received and the data is put in a csv file in the work directory (MA531CSV). MA531 runs, which translates the csv file into receipts. Then PO134 runs to print the delivery tickets and put lists. Normally, receiving errors are reviewed and corrected in MA53, then MA531/PO134 is run again (with Processing Option set to D-DB input file) to create/print the corrected receipts. But we set the MA531 to ignore errors. Our receiving staff feels it's easier to just receive manually off the packing slip instead of using MA53. Attached are some screen captures of the job setups. We schedule the ED502 job to pick up the 856 at 5:15 am and then run the 856 processing job (MA531/PO134) at 5:30 am. It's not perfect. Sometimes Seneca ships product prior to picking up the 856 leading to over-receipts because the receiving clerk already received off the packing slip. We have a ProcessFlow set up to notify the buyer if an over-receipt happens and I've found that if there's an over-receipt in the 856 process, PF doesn't pick that up. Since the buyers are used to getting notifications they don't regularly monitor PO52 anymore so they often miss these.

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So when the 856 get picked up before the shipment arrives you actually recieve in product before you actually have it? So your inventory counts reflect product that you don't have on site yet? Also I wonder if you have Mobile Supply Chain Management's Recieving and Delivery module will the delivery tickets print from there instead of PO134.

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Correct. The Seneca truck comes around 6:30 so there's a lag of about an hour where Lawson shows more on hand than we actually have. I don't know how the 856 process fits into R&D. We have MSCM but I didn't implement R&D because I didn't see the benefit. Seemed like it was more work to place barcode labels and do the scanning/tracking for the few times a year product comes up missing.

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Okay, so after you run the 856 and the receipts are in, then the truck shows up and product starts coming off, what happens then? Are shipments checked or is there some validation process that what the 856 had matches what is on the truck?

Thanks for this info by the way. I am going to have to explain all this to our logistics people so I am trying to get a clear picture of what they will need to do.

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We currently do the 856 with O&M and will be expanding to accept 856s from all suppliers once we patch (CTP 100275) the PO30 screen to ensure delivery tickets print. There is functionality that must be put in place to default a "1" into the tracking number field in order for the delivery tickets to print. (see attached)

We currently bring the receipts in as Unreleased and do not auto process them, this avoids inventory being adjusted when the truck has not arrived. Not as big an issue for med/surg supplies from the distributor; however, we have Cath Lab and Surgery inventory locations that may not receive product next day.

We implemented RAD and have found it very useful not only for the PO receipt, but for miscellaneous receipts. The tracking feature has also been well received by end users.

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Your talking about delivery tickets printing from RAD? So when/how do you release your 856 receipts?

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They are released on the handheld or PO30 screen. Either way prints a delivery ticket.

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We release them once the truck has come in and load inspected. Our preference for O&M would be to release the receipts immediately as the truck is usually no more than an hour behind the 856. We do this a two of our facilities. Operations at the other two are blocking the auto release currently, but we are close to getting that approved. It is easier to manage the exception then to have to touch every receipt.

Once we expand to other suppliers, we will need to review when to release the receivers.

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f10k_error_295451.docx

Okay, that make since. So someone manually runs a job to release those shipments when the Owens truck is close? What is that job? How do you all ID the exceptions?

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We scheduled the MA531 to run at 4:30am, 11:00am, 1:00pm, and 3:15pm. The receiving staff is responsible for validating the shipment and making adjustments using PO33.

856 errors are managed by a buyer using the MA53 screen.

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Our receiving staff verifies accuracy of the delivery tickets as they match up the ticket with the supplies delivered on the pallet. PO33 is used to correct any inaccurate receipts. Storeroom staff verifies accuracy of the put lists as they put stock away. This is very similar to the process prior to implementing the 856. For nonstock, we're checking the delivery ticket against the actual supplies instead of the packing slip against the supplies. For stock the receiving clerk would just add/receive all and storeroom staff would notify the manager of Seneca picking errors. It just eliminates some data entry and possible errors that may come with that.

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Legacy Contributor

We follow what everyone else is doing as well. We've only got 856 for the med-surg distributor - the trucks are coming in at night and the receipts show at 6:30am. Lawson is down for network back ups so the 11-7 shift use downtime procedures for any stock issuing out.

First batch is released. Errors worked from the packing slips and released (although Receiving tells me they often just delete it and start from scratch as it's easier.)

The user id on the receiver is EDI or MA531 (depending which job releases it). They can use PO58 to find them. We have a report that picks random EDI lines and the docks sign off for internal audit.

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Legacy Contributor

@djechevarr Are you using RAD to release the MA531 receipts or creating a new one? I hadn't realized RAD would inquire on existing receipts.

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We use PO30 for MA531 receipts. EDI 856 receipts do not come across to the handheld. They do come across for delivery.

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Legacy Contributor

I am just getting started running the MA531 in production. I am currently only receiving EDI 856 from one vendor, our primary distributor. I ran the PO134 after resolving the errors (MA53). The print manager showed 1037 page output for the PO134, which I know is incorrect, as I am expecting receiving documents for 15-20 purchase orders. Since I am still new to the EDI 856 process, I am manually printing the receiving documents from each of the PO30 records. Any suggestions how I can batch print the PO134 for one vendor, for a single day's MA531 file?

0712131256598360.doc

Attachment_4362.zip

0911060553270289.pdf

f10k_error_295451.docx

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