Trading Partners

Trading partners are any organizations that exchange EDI documents or data with a distributor or bottler. There are two types of trading partners: retailers and suppliers.


Feature Information

  • Functional Area: Administration
  • Roles Impacted: Admin Team
  • Platform: eoStar Backend
  • Plugins: EDI Plugin

Permissions

Access Records Panel

This permission controls if a user can access, modify, add, or erase Trading Partners records. For more information see: Access Records.

Records > Employee > Records > Access Records Panel

  • Trading Partners

How to Set Up a New Trading Partner

  1. Go to EDI > Trading Partners.
  2. Click New.
  3. Select the record number or enter one of your choosing. Click Proceed.
  4. Enter the Name of the trading partner.
  5. Select the Distributor Warehouse (if desired). Exports to the trading partner will contain the selected warehouse’s contact information.
  6. Select a Default Order Type (if desired). Orders created from imported 850s for the trading partner will use the selected order type.
  7. Click Save.

Trading Partner Setup Video


Panels

ASN Dept ID Panel

Trading partners that require ASN pallet labels must have those labels tagged with category-specific department numbers. The numbers entered on this panel are used when generating such labels.

ASN Dept ID Panel

  • All Product Categories are listed in the table.
    • Erased product categories are highlighted in red.
  • Enter the Department Number specified by the trading partner for the corresponding category in this field.
  • Click Add Brand Override to add a new line for a specific brand.
    • Select the Brand to add.
    • Click OK.
    • Enter the Department Number to use for products assigned that brand.
Note

Pallets may contain items from more than one category. In this case, the department number used for the label will be based on the category of the first item listed on the invoice associated with the pallet.

Customers Panel

All customers who are associated with this trading partner are listed on this panel.

View the Customers Panel

  • Number -This column list the customer number.
  • Name – This column lists the customer name.
  • Street – This column lists the street address.
  • City – This column lists the city where the customer is located.
  • State – This column lists state where the customer is located.
  • Zip – This column lists the customer’s zip code.
  • Warehouse – This column lists the default warehouse for the customer.
  • Show Erased Customers – Click this link to show erased customers in the list.
  • Map – Click this box to show a map of where the customers are located.

DEX Settings Panel

This panel is used to denote the DEX settings for the training partner. It is added with the DEX plugin.

View the DEX Settings Panel

  • DEX 4010 and DEX 5010 – eoStar supports two versions of DEX. Select the one that is used by the trading partner.
  • Send Totals in DEX Acknowledgement – Check this box to include the order totals in the DEX acknowledgement.
  • Don’t DEX Swap Orders – Check this box to omit swap orders from DEXing.
  • Don’t DEX Orders with Credit Invoices – Check this box to omit orders that are credit invoices from DEXing.

EDI Settings Panel

This panel is used to configure the EDI settings for the trading partner.

EDI Settings Panel

  • Enter the Trading Partner Number as specified by the trading partner or your GXS representative.
  • Enter the X12 Receiver’s Code.
  • Select the Special Handling method.
    • This should be set to None unless the trading partner is listed in the menu.
  • Select the Default Shipper for the trading partner.
    • Typically, this is only used if the trading partner is a supplier.
  • Select the X12 Document Trading Partner Number Type.
  • Select the Sales Forecast Record for this trading partner.
  • Select the Purchase Forecast Record for this trading partner.

 

Other EDI Settings

  • Check Transmit UPC-A with Check-Digit to allow the sending of a prefix of zero for UPC codes.
  • Check Exclude Credits (894) to remove returns from invoices in Pre-Delivery Notice (894) documents.
  • Check Use Pack Name Map to Identify Alt-Packs (850) to use the pack name mappings to match products on incoming Purchase Order (850) documents to alt-packs.
  • Check Import Walmart CSV 850s as Order Requests (850) to enable Walmart Purchase Order (850) documents to generate order requests.
  • Check Import TotalWine CSV 850s as Orders (850) to enable TotalWine Purchase Order (850) documents to be imported to the EDI Purchase Tracker for validation and order generation.
  • Check Treat Unit of Measure “EA” as Packs (850, DEX) to convert item quantities to cases when sent as eaches in Purchase Order (850) documents and when using DEX.
  • Check Send Advance Ship Notices (ASN 856) to enable Advance Ship Notice (856) documents to be sent and activate the Format and Requires ASN Pallet Labels settings below.
    • Select the Format for Advance Ship Notices (856).
    • Check Requires ASN Pallet Labels to require pallet labels to be sent with Advance Ship Notices (856) and activate the Pallet Label Report and Next Pallet Number settings below.
      • Select the Pallet Label Report DX Layout for Advance Ship Notice (856) pallet labels.
      • Enter the Next Pallet Number for Advance Ship Notice (856) pallet labels.
        • This number will automatically increase as labels are generated.
        • It is best to refrain from manually changing this number to prevent duplicate numbers from being sent.

  • Check Send Pre-Delivery Invoices (894) to enable Pre-Delivery Invoices (894) to be sent.
  • Check Use PO Number for 820 to use the PO number for Payment Remittance (820) documents.
  • Check Do Not Send 810 Credit Invoices to exclude credit invoices from Invoice to be Paid (810) documents.
  • Check Don’t Send Zero Quantity Lines to exclude all lines with zero quantity from outgoing EDI documents.
  • Check Require Separate Pallets for Separate Order to require each order to be put on a separate pallet. (Added with the Palletization plugin)
  • Check Send post deliver shipment notice (214) to send a notification after an order is delivered.
  • Click Change folder.. to select the location where files will be sent to.
  • Click Display folder.. to view the file location.

Item Map Panel

Some trading partners will require an item map to translate between the product codes in eoStar and the codes they expect to see on invoices or that they use when placing orders. A given product in eoStar can be listed multiple times for imports, but can only be listed one time for exports.

Add an Item to the Item Mappings List
  1. Click Item Map to view the Item Map panel.

  1. Click Item to select the item.
  2. Select the item in the list.

  1. Click Select.
  2. Select the container from the drop-down.

  1. Enter the Code / Partner SKU as specified by the trading partner.
  2. Click Add Entry.
  3. Repeat this process for any additional items you need to add.
  4. Click Post when you are finished.
Remove an Item from the Item Mappings List
  1. Click on the item in the list that you want to remove.

  1. Click Delete Selected Row.
  2. Repeat this process for any additional items you need to delete.
  3. Click Post when you are finished.
Edit an Item Mapping
  1. The Item # is listed in the first column.

  1. The Item Name is listed in the second column.
  2. Enter the Partner SKU field as specified by the trading partner.
  3. Check the In box if the Partner SKU is used for Imports.
  4. Check the Out box if the Partner SKU is used for Exports.
  5. Repeat this process for each Item as necessary.
  6. Click Post when you are finished.

Retail Pack Sizes Panel

This panel is used to override the default pack size for a product. For example, if the default size of a product is a 24 pack, but the trading partner wants to receive it as 2 packs of 12, it can be overridden on this panel.

Add an Item to the Retail Pack Size List
  1. Click Retail Pack Size to view the Retail Pack Size panel.

  1. Click Item to select the item.
  2. Select the item in the list.

  1. Click Select.
  2. Enter the number of Packs Per Case.

  1. Enter the number of Units Per Pack.
  2. Click Add Entry.
  3. Repeat this process for each item as necessary.
  4. Click Post when you are finished.
Remove an Item from the Retail Pack Size List
  1. Click on the item in the list that you want to remove.

  1. Click Delete Selected Row.
  2. Repeat this process for any additional items you need to delete.
  3. Click Post when you are finished.
Edit a Retail Pack Size
  1. The Item # is listed in the first column.

  1. The Item Name is listed in the second column.
  2. Enter the Packs Per Case as specified by the trading partner.
  3. Enter the Units Per Pack field as specified by the trading partner.
  4. Repeat this process for each item as necessary.
  5. Click Post when you are finished.

Suppliers Panel

This panel shows all suppliers that have been assigned this trading partner at Records > Supplier > Supplier > Terms / AP panel: EDI Partner.

View the Suppliers Panel

  • The Suppliers Assigned to This Trading Partner are listed in this area.

Vendor ID Panel

This panel enables category-specific vendor IDs, which can be obtained from the EDI partner or the GXS representative.

View the Vendor ID Panel

  • This Trading Partner Requires Category-Specific Vendor IDs – Check this box to enable the ability to enter vendor IDs for each product category.
  • Primary Vendor ID – Enter the primary vendor ID as provided by the EDI partner or the GXS representative.
  • AP Vendor ID – Enter the AP vendor ID as provided by the EDI partner or the GXS representative.
  • ASN Override – Enter the ASN override as specified by the EDI partner or the GXS representative.
  • Company – This company lists the companies. (Added with the Multi-Company plugin)
  • Product Category – This column lists all product categories. All erased product categories are highlighted in red.
  • Primary Vendor ID – Enter the primary vendor ID for the product category as specified by the trading partner.
  • AP Vendor ID – Enter the AP vendor ID for the product category as specified by the trading partner.
  • Distributor ID Override – Enter the distributor ID override for the product category as specified by the trading partner.
  • DEX Location Override – Enter the DEX location override for the product category as specified by the trading partner. (Added with the DEX plugin)
  • Don’t Send – Check this box if this Product Category should not be sent via EDI. This is typically used for categories like dunnage that the trading partner is not interested in receiving reporting information on.
Note

The vendor ID sent with a document will be based on the first item listed on the invoice or advance ship notice being generated. These documents should not have a mix of categories that require different vendor IDs.

Whse Map Panel

This panel is used to map the trading partner to multiple warehouses.

Add a Warehouse Mapping
  1. Click Whse Map to view the Warehouse Map panel.

  1. Click Whse to select the warehouse.
  2. Select the warehouse in the list.

  1. Click Select.
  2. Enter Partner Code for the warehouse.

  1. Click Add Entry.
  2. Repeat this process for each warehouse as necessary.
  3. Click Post when you are finished.
Remove a Warehouse Mapping
  1. Click on the item in the list that you want to remove.

  1. Click Delete Selected Row.
  2. Repeat this process for any additional warehouses you need to delete.
  3. Click Post when you are finished.
How to Edit a Warehouse Mappint
  1. The Warehouse # is listed in the first column.

  1. The Warehouse Name is listed in the second column.
  2. Enter the Partner Code as specified by the trading partner.
  3. Repeat this process for each warehouse as necessary.
  4. Click Post when you are finished.

X12 Settings Panel

This panel is used to configure the trading partner’s X12 settings.

X12 Settings Panel

EDI Settings

  • Select the X12 map for 214 documents
  • Select the X12 map for 810 documents
  • Select the X12 map for 820 documents
  • Select the X12 map for 850 documents
  • Select the X12 map for 856 documents
  • Select the X12 map for 894 documents
  • Check Accepts Credit Invoices if the trading partner accepts credit invoices.

 

Outbound, Inbound, and Other Folders

  • Click Change Outbound to select the location where outgoing files will be placed.
  • Enter the File Pattern that will be used to name the outbound files.
    • For more information on file patterns, click the ?.
  • Click Change Inbound to select the location where incoming files will be pulled from.

 

Advanced Settings

  • Enter the Next Interchange Control Number to change the number will be used next.
Warning

The Interchange Control Number should only be changed if you are absolutely sure what you are doing. As a general rule it should not be altered.

Reports Panel

Any reports related to Trading Partners will be located here. For more information, see Reports Panel.

Updated on March 13, 2019

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