Introduction to E.D.I Import Layout

Electronic Data Interchange (E.D.I.) is the electronic exchange of business documents using computers. Data is exchanged between trading partners. Using E.D.I. reduces resources required to manually process orders, invoices, etc. by enabling an import feature into the accounting application.

There is more information on the purpose of E.D.I. and the Order Entry E.D.I. interface in the E.D.I. Overview section of the Orders chapter.

The following section contains a list of the fields available for the E.D.I. import layout.

Some fields are described as This field is not imported or calculated during the import process. These fields are generated when importing therefore values should not be included in the import file. To account for the length of those fields, blank or zeros should be inserted.

There can be several record types in an E.D.I. import file: Header, Notes, Line and a Comment record. Each type is documented separately below. Here are some line and record import requirements:

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The PBS system defaults to DIORDIMP.TXT for the import file name, but you can name the file anything we want as long as it is no more than 8 characters for the file name plus 3 for the extension.

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All lines in the import file should be padded with spaces or zeroes as appropriate to the end of the line. Each line should be terminated with a CR/LF character set.

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For one order the sequence of lines in the import file should be Header record, Line record(s), Comment record, and finally Note Record(s). Comments and Notes are optional. Repeat as necessary for additional orders. There can be multiple orders in one import file.

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There can be one Header record and one Comment record to multiple Note and Line records.

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An order should consist of at least one Header and one Line.

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Comment and Note records are optional.

E.D.I Fields

Many of the fields have specific import formatting requirements and here are some of them:

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Numeric format with assumed decimal places. The V character assumes the decimal place. The LIN-QTY-ORD field is designated as 13 bytes with sign trailing separate. The format of the field is 8 integers, 4 decimal, and the sign, for a total of 13 bytes. This is denoted as 99999999V9999+. in the file. The imported field should not contain the V character and will look like the following; 999999999999+.

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Date format, CCYYMMDD, where CC = Century, YY = Year, MM = Month, and DD = Day of the month. 20100901 = January 09, 2010.

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Time format, HHMMSSTT, where H = Hour, M = Minute, S = Second, and T = Hundredths of a second.

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Alpha fields that are not imported should be padded with spaces. Numeric fields that are not imported should be padded with zeroes and a +/- sign if the number is signed.

Header Record

There must be one and only one header record per order. The following table lists the E.D.I. header import fields:

Field name	Description	Length	Type	Layout	Notes
	Header Record
HDR-REC-TYP	Record Type	1	Alpha		Required. The value H denotes Header record
HDR-ORD-NO	Order number, this is assigned during import process	6	Numeric	999999	This is the order number and is required only if deleting an existing order
HDR-EDI-DOC-NO	E.D.I. document number	12	Alpha		Required. This is the EDI document number
HDR-ORD-TYP	Order type	1	Alpha		This field must contain either a space or "D". If this has a value of "D" it will delete a previously imported order as long as it has not been processed and it has a matching HDR-ORD-NO (order number)
HDR-ORD-DAT	Order date	8	Numeric	99999999 (CCYYMMDD)	Required
HDR-SLS-MAN-NO	Sales rep code for the order	3	Alpha		Required. It must match a sales rep that is on file in PBS
HDR-PO-NO	Customer's purchase order number for this order	15	Alpha
HDR-SHIP-DAT	Order ship date	8	Numeric	99999999 (CCYYMMDD)	This date cannot be earlier than the order date
HDR-CANCEL-DAT	This field is not imported	8	Numeric	99999999 (CCYYMMDD)
HDR-SHIP-VIA-COD	Ship via code	3	Alpha		Required
HDR-SHIP-VIA	Ship via description	15	Alpha		Required. It must match the description of the Ship Via Code description in PBS
HDR-SHIP-ZONE-COD	This field is not imported	3	Alpha
HDR-SHIP-ZONE-DESC	This field is not imported	25	Alpha
HDR-TERMS-COD	Customer's order terms code	3	Alpha		Required
HDR-TAX-COD	Customer's order tax code	3	Alpha		Required. It must match a tax code in PBS
HDR-LOC	Warehouse code for the order	2	Alpha		This field is required if multi-warehouses are used in Inventory Control. Otherwise it can be blank. See the I/C Control information doc
HDR-PFT-CTR	This field is not imported	8	Numeric	99999999	This is defaulted from O/E Control information
HDR-APPL-TO-NO	This is the apply to invoice number if the order is a credit memo	6	Numeric	999999	This field is required if the order is a credit memo. It must match an invoice in invoice history
HDR-COMMIS-PCT	This field is not imported	7	Numeric	999V999+	This field is populated based on the commission percent on the salesman or customer record
HDR-FREIGHT-AMT	This field is not imported	11	Numeric	99999999V99+
HDR-MISC-AMT	Imported	11	Numeric	99999999V99+
HDR-DISC-PCT	Discount percent	6	Numeric	99V999+
HDR-DISC-AMT	This field is not imported	11	Numeric	99999999V99+
HDR-TAX-AMT	This field is not imported	11	Numeric	99999999V99+	This field is calculated based on the tax code in PBS
HDR-TOT-QTY-BO	This field is not imported	13	Numeric	99999999V9999+
HDR-NO-SHIP-LBLS	Number of shipping labels for order	2	Numeric	99
HDR-NO-COD-LBLS	Number of Cash on Delivery labels for order	2	Numeric	99
HDR-TOT-WEIGHT	This field is not imported	12	Numeric	99999999V999+	This field is calculated based on each item's weight
	The next seven fields contain the customer info and address
HDR-CUST-NO	Customer number	12	Alpha		Required. if the number is numeric it must have leading zeros
HDR-CUST-NAM	Customer name	25	Alpha		Required
HDR-CUST-ADRS-1	Billing address line one	25	Alpha		Required
HDR-CUST-ADRS-2	Billing address line two	30	Alpha		Required
HDR-CUST-CITY	Billing city	15	Alpha		Required
HDR-CUST-STATE	Billing state	2	Alpha		Required
HDR-CUST-ZIP-COD	Billing zip code	10	Alpha		Required
	This section starts the Ship-to information
HDR-SHIP-TO-NO	Ship to number set up in PBS	5	Numeric	99999	If the ship to number is not known for the customer it is set to zeros
HDR-SHIP-TO-NAM	Ship to Name	25	Alpha		Required
HDR-SHIP-TO-ADRS-1	Ship to Address 1	25	Alpha		Required
HDR-SHIP-TO-ADRS-2	Ship to Address 2	31	Alpha		Required
HDR-SHIP-TO-ADRS-3	Ship to address 3	31	Alpha		Required
HDR-USER-DEF-1	This field is not imported	25	Alpha
HDR-USER-DEF-2	This field is not imported	25	Alpha
HDR-USER-DEF-3	This field is not imported	25	Alpha
HDR-USER-DEF-4	This field is not imported	25	Alpha
HDR-USER-DEF-5	This field is not imported	25	Alpha
HDR-RESERVED-INFO	This field is not imported	128	Alpha
HDR-INVC-INFO
HDR-INVC-METH	This field is not imported	1	Alpha
HDR-INVC-NO	This field is not imported	6	Numeric	999999
HDR-INVC-DAT	This field is not imported	8	Numeric	99999999 (CCYYMMDD)
HDR-SLS-AMT	This field is not imported	12	Numeric	999999999V99+	This field is not imported because the order total is calculated during the import process
HDR-PMT-RECD	This field is not imported	12	Numeric	999999999V99+
HDR-AMT-DUE	This field is not imported	12	Numeric	999999999V99+
HDR-TOT-NO-LINS	This field is not imported	6	Numeric	999999	This field is calculated during the import process
HDR-TOT-QTY	This field is not imported	14	Numeric	99999999V99999+	This field is calculated during the import process
HDR-TIME-STAMP-DAT	This field is not imported	8	Numeric	99999999 (CCYYMMDD)
HDR-TIME-STAMP-TIM	This field is not imported	8	Numeric	99999999

Notes Record

There may be multiple notes records per order. Here are the fields:

Field name	Description	Length	Type	Layout	Notes
NOTES-REC-TYP	Note record type	1	Alpha		Required. The value N denotes a Comment/Note record
NOTES-ORD-NO	Order number	6	Numeric	999999	The numberis assigned during the import process. Do not import this field
NOTES-EDI-DOC-NO	EDI document number	12	Alpha		Required. This is the EDI Document Order number. It must match the HDR-EDI-DOC-NO field in the header record
NOTES-NOTES-ID	Comment ID	20	Alpha		This field is not used
NOTES-NOTES-LIN	Comment text	78	Alpha		Required
NOTES-TIME-STAMP-DAT	This field is not imported	8	Numeric	99999999 (CCYYMMDD)
NOTES-TIME-STAMP-TIM	This field is not imported	8	Numeric	99999999

Line Record

There may be multiple line records per order. Here are the fields:

Field name	Description	Length	Type	Layout	Notes
LIN-REC-TYP	Line Item indicator; see notes	1	Alpha		Required. The value L denotes a Line record
LIN-ORD-NO	Order Number	6	Numeric	999999	This is assigned during the import process. Do not import this field
LIN-EDI-DOC-NO	EDI Document number	12	Alpha		Required. This is the EDI Document Order number, It should match HDR-EDI-DOC-NO
LIN-LIN-NO	Line number	5	Numeric	99999	This field is not imported. The order line numbers are calculated during the import process
LIN-ITEM-NO	Item number	15	Alpha		Required. If numeric you must have leading zeros
LIN-UPC-CODE	Item UPC code	20	Alpha		If this field is blank it will be skipped, if this field has a non-space value it will be verified against the I/C Item keyword file
LIN-DESC-1	Line item description 1	25	Alpha		If this field is blank it will be defaulted from the item file record
LIN-DESC-2	Line Item description 2	25	Alpha		If this field is blank it will be defaulted from the item file record
LIN-LOC	Warehouse code for the line item	2	Alpha		This field is required if multiple warehouses are being used in I/C, otherwise leave it blank
LIN-DROP-SHIP-FLG	Drop ship flag	1	Alpha		If the item is to be drop shipped to the customer this field should be set to Y
LIN-SPEC-ORD-FLG	This field is not imported	1	Alpha
LIN-DISC-PCT	Order line discount percent	6	Numeric	99V9999
LIN-SHIP-DAT	Order line ship date	8	Numeric	99999999 (CCYYMMDD)
LIN-SLS-MAN-NO	This field is not imported	3	Alpha
LIN-PFT-CTR	This field is not imported	8	Numeric	99999999
LIN-REF	Line reference	15	Alpha
LIN-ORD-UNIT	Stocking unit of measure	4	Alpha		This must match the item's stocking unit of measure or one of the alternate units of measure
LIN-QTY-ORD	Quantity ordered	13	Numeric	99999999V9999+
LIN-QTY-SHIP	This field is not imported	13	Numeric	99999999V9999+
LIN-QTY-BO	This field is not imported	13	Numeric	99999999V9999+
LIN-QTY-RTN	This field is not imported	13	Numeric	99999999V9999+
LIN-PRC	Line extended amount. This field is not imported	13	Numeric	99999999V9999+	This is calculated during import. This is price times quantity
LIN-PRC-1	Line item unit price	13	Numeric	99999999V9999+	Required.
LIN-UNIT-COST	This field is not imported	12	Numeric	9999999V99999
LIN-TIME-STAMP-DAT	This field is not imported	8	Numeric	99999999
LIN-TIME-STAMP-TIM	This field is not imported	8	Numeric	99999999

Comment Record

There can be one comment per order. Here are the fields:

Field name	Description	Length	Type	Layout	Notes
LIN-REC-TYP	Comment indicator, see notes	1	Alpha		Required. The value C denotes a Comment record
LIN-ORD-NO	Order number, this is assigned during import process	6	Numeric	999999	Zero fill
LIN-EDI-DOC-NO	EDI document number should match HDR-EDI-DOC-NO	12	Alpha		Required. This is the EDI Document Order number
LIN-LIN-NO	This field is not imported	5	Numeric	9999	The order comment line number is defaulted to 9999 with zero fill
LIN-DATA	Comment data	150	Alpha

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