E.D.I. Import\Export Layout

This appendix contains the following topics:

Introduction to E.D.I Import\Export 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.

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 you want as long as the file name is no more than 8 characters plus 3 characters 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 carriage return - line feed (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 only 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.

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.

Export Layout

The layout of the export file is essentially the same as the import file layout. However, some fields will exist in the export layout that are not required for the import layout; like the order number and invoice number. Some fields are calculated during the import, but will exist in the export. These are noted in the \E.D.I. field notes below.

PBS v12.06 Layout Change

Due to the expansion of the name field, address fields, purchase order number and invoice number the export and import layouts changed for v12.06 as compared to older versions of PBS.

These changes occur in the expanded bill-to and ship-to name and address fields. The city, state and zip are now three separate fields. There are now new address 3, address 4 and county fields. The purchase order number is now up to 30 characters. The invoice number and credit memo apply-to number are both expanded from 6 to 7 digits.

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. 20180901 = January 09, 2018.

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

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Alphanumeric 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:

CSV field name	Description	Length	Starting TXT column	Type	Layout	Notes
"HDR-REC-TYP	Record Type	1	1	Alpha		Required. The value H denotes Header record.
HDR-ORD-NO	Order number, this is assigned during import process	6	2	Numeric	999999	This is the order number and is required only if deleting an existing order. Otherwise the program will create the number.
HDR-EDI-DOC-NO	E.D.I. document number	12	8	Alpha		Required. This is the EDI document number.
HDR-ORD-TYP	Order type	1	20	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	20	Numeric	99999999 (CCYYMMDD)	Required
HDR-SLS-MAN-NO	Sales rep code for the order	3	29	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	30	32	Alpha
HDR-SHIP-DAT	Order ship date	8	62	Numeric	99999999 (CCYYMMDD)	This date cannot be earlier than the order date.
HDR-CANCEL-DAT	This field is not imported	8	70	Numeric	99999999 (CCYYMMDD)	Use zeros.
HDR-SHIP-VIA-COD	Ship via code	3	78	Alpha		Required
HDR-SHIP-VIA-DES	Ship via description	15	81	Alpha		Required. It must match the description. of the Ship Via Code description in PBS.
HDR-SHIP-ZONE-COD-COD	Ship zone code	3	96	Alpha
HDR-SHIP-ZONE-DESC	This field is not imported	25	99	Alpha
HDR-TERMS-CODE	Customer's order terms code	3	124	Alpha		Required
HDR-TAX-COD	Customer's order tax code	3	127	Alpha		Required. It must match a tax code in PBS.
HDR-LOC	Warehouse code for the order	2	129	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	132	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	7	140	Numeric	9999999	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	141	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	154	Numeric	99999999V99+
HDR-MISC-AMT	Imported	11	165	Numeric	99999999V99+
HDR-DISC-PCT	Discount percent	6	176	Numeric	99V999+
HDR-DISC-AMT	This field is not imported	11	182	Numeric	99999999V99+
HDR-TAX-AMT	This field is not imported	11	193	Numeric	99999999V99+	This field is calculated based on the tax code in PBS.
HDR-TOT-QTY-BO	This field is not imported	13	204	Numeric	99999999V9999+
HDR-NO-SHIP-LBLS	Number of shipping labels for order	2	217	Numeric	99
HDR-NO-COD-LBLS	Number of Cash on Delivery labels for order	2	218	Numeric	99
HDR-TOT-WEIGHT	This field is not imported	12	221	Numeric	99999999V999+	This field is calculated based on each item's weight.
	The next 14 fields contain the customer, number, name and address
HDR-CUST-NO	Customer number	12	233	Alpha		Required. if the number is numeric it must have leading zeros.
HDR-CUST-NAM	Customer name	50	245	Alpha		Required
HDR-CUST-MID_INIT	Middle initial	1	295	Alpha
HDR-CUST-SUFFIX	Suffix	20	295	Alpha
HDR-CUST-NAME-FLAG	Name flag	1	316	Alpha
HDR-CUST-ADRS-1	Billing address line one	60	317	Alpha		Required
HDR-CUST-ADRS-2	Billing address line two	60	377	Alpha		Required
HDR-CUST-ADRS-3	Billing address line three	60	437	Alpha
HDR-CUST-ADRS-4	Billing address line four	60	497	Alpha
HDR-CUST-CITY	Billing city	45	557	Alpha		Required
HDR-CUST-STATE	Billing state	23	302	Alpha		Required
HDR-CUST-ZIP-COD	Billing zip code	15	625	Alpha		Required
HDR-CUST-COUNTY	Billing county	45	640	Alpha
HDR-CUST-COUNTRY	Billing country	3	685	Alpha
	This section starts the Ship-to address
HDR-SHIP-TO-NO	Ship to number set up in PBS	8	772	Alpha		If a customer ship to number is not provided for the order it is set to zeros. This means the customer address is used for the shipping address.
HDR-SHIP-TO-NAM	Ship to Name	50	780	Alpha		Required
HDR-SHIP-TO-ADRS-1	Ship-to address 1	60	852	Alpha		Required
HDR-SHIP-TO-ADRS-2	Ship-to address 2	60	912	Alpha		Required
HDR-SHIP-TO-ADRS-3	Ship-to address 3	60	972	Alpha
HDR-SHIP-TO-ADRS-4	Ship-to address 4	60	1032	Alpha
HDR-SHIP-TO-CITY	Ship-to city	45	1092	Alpha
HDR-SHIP-TO-STATE	Ship-to state	23	1137	Alpha
HDR-SHIP-TO-ZIP-COD	Ship-to zip code	15	1168	Alpha
HDR-SHIP-TO-COUNTY	Ship-to county	45	1175	Alpha
HDR-SHIP-TO-COUNTRY	Ship-to country	3	1220	Alpha
HDR-SHIP-TO-CONTAC-SEQ-NO	Ship-to contact sequence number	8	1223	Numeric	99999999	This field is not used and is for future development.
HDR-SHIP-TO-CONTAC-LAST-NAME	Ship-to contact last name	35	1231	Alpha		This field is not used. it is for future development.
HDR-SHIP-TO-CONTAC-FIRST-NAME	Ship-to contact first name	20	1266	Alpha		This field is not used and is for future development.
HDR-SHIP-TO-CONTAC-MID-INIT	Ship-to contact middle initial	1	1286	Alpha		This field is not used and is for future development.
HDR-SHIP-TO-CONTAC-SUFFIX	Ship-to contact suffix	20	1287	Alpha		This field is not used and is for future development.
HDR-USER-DEF-1	This field is not imported	25	1307	Alpha		This field is not used and is for future development.
HDR-USER-DEF-2	This field is not imported	25	1332	Alpha		This field is not used and is for future development.
HDR-USER-DEF-3	This field is not imported	25	1357	Alpha		This field is not used and is for future development.
HDR-USER-DEF-4	This field is not imported	25	1382	Alpha		This field is not used and is for future development.
HDR-USER-DEF-5	This field is not imported	25	1407	Alpha		This field is not used and is for future development.
HDR-RESERVED-INFO	This field is not imported	128	1432	Alpha		This field is not used and is for future development.
HDR-INVC-INFO
HDR-INVC-METH	This field is not imported	1	1560	Alpha
HDR-INVC-NO	This field is not imported	7	1561	Numeric	–9999999
HDR-INVC-DAT	This field is not imported	8	1568	Numeric	–99999999 (CCYYMMDD)
HDR-SLS-AMT	This field is not imported	12	1576	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	1588	Numeric	999999999V99+
HDR-AMT-DUE	This field is not imported	12	1600	Numeric	999999999V99+
HDR-TOT-NO-LINS	This field is not imported	6	1612	Numeric	999999	This field is calculated during the import process.
HDR-TOT-QTY	This field is not imported	14	1618	Numeric	99999999V99999+	This field is calculated during the import process.
HDR-TIME-STAMP-DAT	This field is not imported	8	1632	Numeric	99999999 (CCYYMMDD)
HDR-TIME-STAMP-TIM	This field is not imported	8	1640	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 number is 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	Starting column	Type	Layout	Notes
LIN-REC-TYP	Line Item indicator; see notes column	1	1	Alpha		Required. The value L denotes a Line record.
LIN-ORD-NO	Order Number	6	2	Numeric	999999	This is assigned during the import process. Do not import this field.
LIN-EDI-DOC-NO	EDI Document number	12	8	Alpha		Required. This is the EDI Document Order number, It should match HDR-EDI-DOC-NO.
LIN-LIN-NO	Line number	5	20	Numeric	99999	This field is not imported. The order line numbers are calculated during the import process.
LIN-ITEM-NO	Item number	15	25	Alpha		Required. If numeric you must have leading zeros.
LIN-UPC-CODE	Item UPC code	20	40	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	60	Alpha		If this field is blank it will be defaulted from the item file record.
LIN-DESC-2	Line Item description 2	25	85	Alpha		If this field is blank it will be defaulted from the item file record.
LIN-LOC	Warehouse code for the line item	2	110	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	112	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	113	Alpha
LIN-DISC-PCT	Order line discount percent	6	114	Numeric	99V9999
LIN-SHIP-DAT	Order line ship date	8	120	Numeric	99999999 (CCYYMMDD)
LIN-SLS-MAN-NO	This field is not imported	3	128	Alpha
LIN-PFT-CTR	This field is not imported	8	131	Numeric	99999999
LIN-REF	Line reference	15	139	Alpha
LIN-ORD-UNIT	Stocking unit of measure	4	154	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	158	Numeric	99999999V9999+
LIN-QTY-SHIP	This field is not imported	13	171	Numeric	99999999V9999+
LIN-QTY-BO	This field is not imported	13	184	Numeric	99999999V9999+
LIN-QTY-RTN	This field is not imported	13	197	Numeric	99999999V9999+
LIN-PRC	Line extended amount. This field is not imported	13	210	Numeric	99999999V9999+	This is calculated during import. This is price times quantity
LIN-PRC-1	Line item unit price	13	223	Numeric	99999999V9999+	Required.
LIN-UNIT-COST	This field is not imported	12	236	Numeric	9999999V99999
LIN-TIME-STAMP-DAT	This field is not imported	8	248	Numeric	99999999
LIN-TIME-STAMP-TIM	This field is not imported	8	256	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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