EDX - Electronic Data eXchange#

General#

EDX - Electronic Data eXchange stands for the document exchange module of KUMAVISION 365. EDI documents are sent in different formats, e.g. EDIFACT, VDA, OpenTrans etc.. A converter handles the conversion from the external format to the EDX internal XML format.

EDX then processes the converted messages and imports them into Microsoft Dynamics 365 Business Central. Required message acknowledgements are automatically sent within the internal document exchange. In the case of external EDI (electronic data interchange), message acknowledgement must be coordinated with the EDI service provider.

Incoming messages are validated by the EDX module. This means that the message content is loaded into the EDX document and checked for correctness, discrepancies and completeness. The user can manually correct the data in the EDX document and subsequently create the associated Business Central document.

For incoming messages, mapping is often required between the external item units and those stored in Business Central. For this purpose, the EDX module provides appropriate mapping tables.

The following diagram should clarify which task EDX takes over in the electronic document exchange:

Business processes#

The EDX module enables internal as well as external document exchange. Microsoft Dynamics 365 Business Central¹ documents can be exchanged within a group of companies as well as with external EDI partners.

Internal document exchange#

If there is a hierarchical company structure with several companies, then the document exchange can be implemented with the EDX module. Here, the documents of the individual companies can be exchanged among each other.

Prerequisites for the internal document exchange:

• Main company and companies are in one database
  In this case, the internal document exchange can be set up directly with the wizard.

• Main company and companies are in separate databases
  In this case, document exchange must be set up manually.

• There is a common network structure and all participants can access a shared network path.

The following figure shows the document flow between customer and supplier in conjunction with the EDX module:

Main Company = Customer
Company = Supplier

External document exchange#

If documents are sent to an external partner (EDI) this is described below as external document exchange.

The external document exchange contains message types that have been developed for use with EDI service providers. The EDI service provider receives the EDX messages, transforms them into the target format and transmits the messages to the recipient.

It is not mandatory to use an EDI service provider. Depending on the requirements, the transformation and transmission can also be implemented as an in-house solution with appropriate middleware.

Available vouchers#

The following documents are already available in XML format after installation:

Purchase

• Order outgoing
• Order change outgoing
• Order confirmation incoming
• Incoming purchase delivery
• Incoming purchase invoice
• Purchasing complaint outgoing

Sale

• Sales order received
• Sales order change received
• Order confirmation outgoing
• Sales quotation outgoing
• Delivery bill outgoing
• Sales invoice outgoing
• Sales credit note outgoing
• Sales complaint outgoing

Subsequent changes to purchase order / sales order#

If a purchase order has already been sent via EDI and an order line is no longer required, this line must not be deleted. In this case, the quantity of the line is set to 0 and an order change is sent. This procedure can also be used if an ordered item is to be exchanged for another item. As described above, the quantity of the original item is set to 0. A new order line is created for the new item.

If a sales order line has been received via EDI and the item cannot be delivered, the quantity of the line must be set to 0. The line should not be deleted here either.

Establishment#

The module has numerous configuration and customization options, which will be explained in more detail in the following sections. The first part of the documentation covers all topics concerning administration and configuration. The second part describes the operation of the data exchange.

Entitlement rates#

Via the installation of the EDX Apps, different authorization sets are automatically integrated in your Business Central application. Assigning these permission sets to your users or user groups ensures that the respective users have access to the connection and can execute the functions depending on the assigned set.

Roll Center#

The EDX Role Center represents the central work platform for the entire EDX module. All necessary information regarding documents (incoming/outgoing), items (incoming/outgoing) and configurations are displayed with corresponding stacks in the role center.

Incoming and outgoing documents are displayed as links in the Purchasing, Sales and Logistics overviews, indicating the number of each. Clicking on the link opens the relevant document or an overview of the documents. It is therefore possible to navigate from the role center to all EDX relevant documents.

Furthermore, all settings as well as error entries and system messages are displayed in additional overviews.

EDX Setup#

In the EDX Setup, settings can be made that are valid for the entire module. The EDX Setup can be called up via the Facilities and extensions > Service connections > KVSEDX Setup start page.

In the register Interface directory the directories for documents, test as well as the productive have to be defined.

Further entries are not necessary for the time being, since these are made with the EDX Setup Wizard. Further information can be found in the section of the same name.

For completeness, all fields of the EDX setup are explained in more detail below.

Inforegister General#

Inforegister interface directory#

Inforegister Azure Storage#

The Azure service connection is registered when the setup dialog is closed. Before the Azure Connection Test action can be executed, the setup dialog must be closed and reopened.

After that, the Azure Connection Test action can be executed.

Depending on the setup, either the connection to the Azure Storage Container or to the Azure File Share can be tested.

The following actions are performed during the test:

• Create Readme.txt file in the container.
• List files in the container
• Read in file "Readme.txt
• Delete file "Readme.txt".

Information register partner#

Inforegister numbering#

All incoming EDX documents are first stored in EDX intermediate tables. For these EDX documents number series are necessary. If the EDX module is used exclusively for outgoing documents, then the specification of number series is not necessary.

Information register web service#

Inforegister error handling#

Inforegister XML#

Inforegister GS1#

Inforegister Reorganization#

Inforegister BC Configuration#

Inforegister Facility Overview#

The fields on the Setup Overview info tab give an overview of which items are already set up in EDX.

EDX Setup Wizard#

To make setting up the connection as convenient as possible for users, a setup wizard has been developed to guide you through the individual steps. This setup wizard can be called up via the EDX Setup ribbon (More options > Action > Setup > EDX setup wizard).

The EDX setup wizard can also be started via the "Supported setup".

The EDX setup wizard is started.

The first EDX configuration should start with the "Communication" function.

By selecting "Communication", the parameters for the file transfer (OnPrem) and the parameters for the Azure Storage can be entered.

The message types, number series for incoming messages, task queue items and retention period expiry are set up via the "General" selection.

See section "Expiry of the retention period".

If you want to send orders, delivery notes or invoices to another client, select the "Internal document exchange" function. Further information on this can be found in the "Internal document exchange" setup section.

EDX Document types#

When installed, the EDX module already has some message types which can be used for internal and external document exchange.

Establishment#

The EDX message types are created with the action "EDX Setup Wizard" within the EDX setup.

You can view the "EDX message types" using the call of the same name via the user search. The individual fields are explained in more detail below:

Distribution of EDX document types#

All EDX message types have a prefix with which an area assignment can be made.

The areas are subdivided as follows:

EDX Partner#

In order to be able to exchange documents, one or more partners must first be defined in the EDX module. These partners can be created based on existing accounts payable or accounts receivable.

EDX partners are managed under a code that consists of the respective Business Central vendor or customer number and a defined prefix.

Before creating the EDX partner, the field "Our account number" must be defined in the vendor/customer.

Example of "Our Account Number":
Vendor Role: For customer 1000, 61000 is entered in the "Our Account Number" field.
Role of Customer: For vendor 61000, 1000 is entered in the "Our account number" field.

Partner type debtor#

A new EDX partner is created directly from the partner overview. To do this, first call up the "EDX partner" via the user search.

With the action "Create customer" a new EDX partner is created on the basis of a customer.

For the EDIFACT UNB segment to be created, the fields: GLN, Data sender as well as Recipient Id. can be used for the EDIFACT UNB segment to be created.

The fields data sender and recipient ID are not subject to a format check. Accordingly an ODETTE-Id, DUNS-No etc. can be entered.

For the transmission of XInvoices to an EDI service provider the "Routing Id." is required. see "Coordination Office for IT Standards".

Basically all above mentioned fields have to be coordinated with the EDI service provider. The fields are transmitted within the CC messages invoice, credit bill as well as delivery bill in the element "Routing".

Units mapping#

A unit mapping is necessary to change the customer's unit code to your own unit code.

Example:
A customer orders 5 PCS, the unit code in Microsoft Dynamics 365 Business Central¹ is Piece. In this case, a mapping must be created for the translation from PCS to Piece.

The unit mapping is accessed from the "EDX Partner Overview" via the ribbon.

It is not necessary to store a unit mapping for each EDX partner and article. As a rule, the unit "PCS" must be converted to the Business Central unit "Piece" for all EDX partners and articles.

The following sequence is used to determine the unit mapping:

1. mapping with EDX partner, article and reference code search.
2. mapping with article and reference code search
3. search mapping with EDX partner and reference code
4. mapping with reference code search

Unit mapping is used with the following documents:

• Sales orders
• Sales order changes
• Purchase order confirmations
• Purchasing deliveries
• Purchasing invoices

For outgoing documents, unit mapping is only performed in the "Clearing Center Messages".

• born sales delivery
• born sales invoice
• purchase order
• order confirmation

Additions/Detractions Mapping#

In EDX additions/deductions mapping, additions and deductions can be assigned to articles, resources, G/L accounts and fields in the document header.

Examples:

• G/L account for surcharge advertising costs
• Item as freight costs
• Amount incl. VAT field from the sales header as an insurance surcharge.

Only fields from the sales header can be used. Amounts and percentages can be specified. These two fields are disabled for lines surcharges/discounts. The field "Position" is filled automatically and is only an information for the user.

The addition and deduction codes are selected from a separate table.

The surcharge/deduction mapping is only used for external outgoing document dispatch with Clearing Center. This includes the following documents:

• Order Confirmation
• Posted sales invoice
• Posted sales credit memo

Service GTIN Mapping#

With the "EDX Service GTIN Mapping" resources, G/L accounts etc. can be provided with a GTIN. The stored GTIN is sent within the service invoice as well as credit note.

GTIN/Reference Mapping#

The GTIN/reference mapping can be used to assign a GTIN to resources, G/L accounts, etc.

The selection of the business relationship determines whether the mapping is used for purchase or sales messages. A reference can also be entered in the mapping. This is necessary if the resource does not have a GTIN but the message recipient has defined a different code for the resource.

Example:

For outgoing messages for customer 30000, the resource LIFT with the reference no. H58 to the message recipient. The surcharge/discount V-RABATT is reported with the reference E-RABATT.

GTIN/reference mapping is supported for EDX GS1 messages and for Clearing Center messages for service invoices and credit notes.

The mapping can also be used in EDX Intercompany.

GTIN14#

With the introduction of EDX GS1 messages, a 14-digit GTIN is supported.

Further information can be found at: GTIN (Global Trade Item Number).

EDX Occupancy device#

Different message types can be defined for each EDX partner. With the "EDX message setup" the documents are assigned to the EDX partner as well as configured.

Via "New" an EDX message is assigned to a previously created EDX partner. In the following, the fields of the EDX message card will be explained in more detail.

Inforegister General#

Inforegister transfer#

Inforegister Azure / File Transfer#

Inforegister Azure Forwarding#

The forwarding parameters are sent to an Azure Logic App or Power Automate.

The Azure Logic App is not part of EDX. A corresponding "Azure Logic App" or "Power Automate" must be created in the customer project to process the parameters listed below. For the creation of the "Azure Logic App" the template "EDX_Outbound_Message" can be used.

When using the forwarding parameters, the GS1 messages "GS1 APP REC ACK IMP" as well as "GS1 APP REC ACK EXP" must be assigned to the EDX partner.

Example:
CC Invoice message is to be forwarded to EDI service provider EDI1 via SFTP. The message is to be placed on the destination FTP server in the /inbound directory.

Specify the following forwarding parameters:

FTP information register#

No longer supported.

For FTP as well as SFTP transfer, an Azure Storage in connection with an Azure Logic App is required.

Inforegister e-mail#

Information register processing#

In this info register the processing parameters for the incoming as well as outgoing messages are defined.

Info tab Advanced#

Inforegister parameters#

Function "Field settings document check "#

The function "Field settings for document check" in the ribbon defines which fields of the EDX document are checked or transferred to the Microsoft Dynamics 365 Business Central¹ document.

"Message relationship" function#

The "Message relationship" function in the ribbon is used to define which customers or vendors are linked to the current message facility.

Previously, an EDX partner had to be created for each "Sale to" and "Invoice to customer" and then assigned to messages. This procedure is still supported.

In order to minimise the set-up effort, the "Message relationship" function has been extended in EDX.

This function can be used in the following cases:

• The messages are sent to or received from an EDI service provider.
• The "Our account number" (OurAccountNo) element is supplied with incoming messages.
• The selected messages are to be received/sent for several debtors or creditors.

Example:

An EDX partner of the type "Contact" is created. The "Our account number" field is not entered. If necessary, the GLN of the invoice message recipient is entered in the "GLN" field.

Incoming messages are sent to the EDX partner: Sales order, sales order change and the outgoing messages sales order confirmation, sales delivery note and sales invoice.

The EDX partner includes the accounts receivable 10000, 20000 and 30000.

The "Message relationship" function can be carried out either via the message set-up list or via the debtor list.

Call from message setup list
In this case, the "Message relationship" list is displayed directly. The customer list can be called up within the lines using the [...] button. The customers 10000, 20000 and 30000 can now be selected from this list. Click on "OK" to transfer them to the "Message relationship" list.

Call from customer list
In the customer list, the customers 10000, 20000 and 30000 are selected first. The "Message relationship" function is then called up. The list of message facilities is now displayed. All messages of the EDX partner are selected in this list and confirmed with "OK".

Set up task queue item#

Automated message sending/receiving is done by setting up the task queue items. These are created using the EDX setup wizard. See "EDX Setup".

Process distribution within the task queue items#

The following task queue items are created using the EDX Wizard: CodeUnit: 5487951 EDX Job Queue

Expiry of the retention period#

A retention period can be set for incoming and outgoing messages.

Messages that exceed the retention period are automatically deleted.

This is set up using the setup wizard. To do this, select the "Retention period expiry" function in the wizard.

The following retention periods are suggested:

The set retention periods are transferred to the message types and the message setup.

GLN facility#

For the creation of an EDIFACT message, further GLNs are required in addition to the GLN (Global Location Number) in the customer. With EDIFACT the message recipient is transmitted in the UNB segment. The GLN of the message recipient can differ from the GLN of the customer.

According to EDIFACT GLN's are mapped in the following segments:

The GLN's are entered in the following Microsoft Dynamics 365 Business Central¹ master data:

Message receiver (UNB)#

The GLN for the message recipient/sender (UNB) is entered directly at the EDX partner in the "GLN" field.

Debtor (NAD segment)#

The GLN for the customer (NAD segment) is entered directly on the customer card in the "GLN" field in the "Invoicing" info tab.

GLN of location#

Location for the delivery can be defined within a Microsoft Dynamics 365 Business Central¹ purchase order. If this location has a different GLN to the company data, this GLN can be entered in location.

This setting only applies to EDX GS1 messages.

Delivery to address (NAD segment)#

The GLN for the delivery to address (NAD segment) is entered directly on the customer card > delivery to addresses in the field "GLN" in the info tab "General".

The transmission of the above mentioned GLN's is supported by the XMLPorts for EDI service providers (prefix CC).

Set up e-mail dispatch#

As described in the previous sections, EDX sends mails automatically if, for example, an error has occurred during processing.

The following items must be set up for sending mails:

SMTP mail setup#

An SMTP account must be set up via "E-mail accounts". With the action "New" the setup wizard is displayed. Then "SMTP" is selected. After completing the SMTP setup, the scenario "EDX" must be assigned to the created account.

BC Administration (Management Console)#

Mail is usually sent using the Microsoft Dynamics 365 Business Central¹ instance JOBQUEUE01. Since this is a process without client service, it is necessary that the base URL is entered.

In the field "Windows Client Base URL" the URL of a Microsoft Dynamics 365 Business Central¹ instance must be entered, where the option "Enable Client Services" is activated.

Example:
DynamicsNAV://srvnav:7246/NAVProd01/

This base URL is then used, for example, for the PageLinks within the error mail.

Internal document exchange#

Set up with the EDX Setup Wizard#

The internal document exchange can be set up completely via the EDX Setup Wizard if both clients are present in one database.

Afterwards, the action "EDX Setup Wizard" can be started in the EDX Setup.

The setup for the internal document exchange can now be started with the action "EDX Setup Wizard".

After starting the wizard, the following parameters must be set:

• Set the function of the wizard to "internal document exchange".
• Set the role of the current client.
• Selection of the communication interface.
• Use purchase price as sales price.
  The price will be transferred from the sent purchase order to the sales order. (See Field Control)
• Selection of the client with which messages are to be exchanged.
• Assignment of customer as well as vendor according to the clients.

After executing the "Finish" action, the matching of the "Our account number" field between the customer and vendor takes place. In both clients, the required EDX partners and the related intercompany documents are assigned.

API V2.0 Intercompany#

As described above, the oAuth setup must be carried out in both databases.

Example:

Current environment DE: When setting up with the wizard, the value "DE2CH" is entered in the "Current database.OAuth code" field.

The value "CH2DE" is entered in the "Target database.OAuth code" field.

Manual setup#

If the clients exist in different databases, then the setup must be done manually.

The following messages have to be set up on the client side:

The following messages are to be set up on the vendor side:

When setting up the intercompany documents manually, the EDX file paths must be configured manually.

In doing so, the outgoing message is configured first. The corresponding path must be stored temporarily. Afterwards the incoming message can be configured. Here, the path from the previously configured outgoing message must be used.

The message recipient and sender can thus communicate via the same directory.

Using the example "IC PURCHASE ORDER", the following steps must be carried out. The EDX basic setup must already have been carried out and partners must have been created. This procedure must be carried out for all incoming messages:

• Open client "Customer".
• Create EDX message setup for document "IC PURCHASE ORDER" and save path temporarily.
• Switch to the "Supplier" client.
• Create EDX message setup for document "IC SALES ORDER" and use the path of the outgoing document.

Oauth Setup#

If the intercompany setup is to be done via different SaaS databases, then the OAuth setup must be performed in both databases. For this purpose, the action "OAuth connections" is called in the EDX setup. Within the OAuth setup, the new connection is started with the action "New->Microsoft Dynamics 365 Business Central¹ Connection". The setup wizard requires the following parameters from the Azure App registry:

• Tenant Id
• Client Id
• Secret
• Environment name

Shipping order / load carrier#

For the use of the outgoing message "CC DESPATCH ADVISE" (DESADV) the setup of the shipping orders including the load carriers is required.

The general information for setting up the shipping orders and load carriers can be found in the corresponding section "Shipping processing". In the following, you will only find notes on the relevant settings for the outbound message mentioned above.

Setup storage location#

In order for an assignment of the load carriers/packages in the shipping order to take place, the option "Shipping order" must be selected in the "Shipping processing" field in the storage location or must remain free.

Shipping order setup#

Via the menu item "Shipping and Load Carrier Setup" you set up your shipping orders. If you want to send load carriers with information on the NVE/SSCC, the fields "Company ID" must be filled with the base number (GLN) of the company, as well as "Load carrier ID numbers" with a number series. Instead of storing the number series here in general, these can also be stored specifically for individual load carriers. In addition, the option "Create check digit for carrier ID" must be activated so that the check digit specified by GS1 can be calculated and added for the NVE/SSCC.

In order for a NVE/SSCC to be generated automatically, the option "Assign load carrier ID on order release" must also be activated.

The NVE/SSCC has a total length of 18 digits (see GS1 specification). Therefore, the combination of company ID with reserve digit, number series of the load carrier and check digit must be exactly 18 digits long. If this is not the case when a shipping order is released and the "Assign load carrier ID on order release" option is activated, a corresponding note appears.

Load carrier setup#

The required load carriers can be set up via the menu item "Load carrier". If load carriers including NVE/SSCC are to be transferred, the option "ID mandatory" should be set here. If no number series is stored in the "Load carrier ID number" field in the shipping order or if a different number is to be used for the respective load carrier, a previously created number series can be selected here.

Please note the information on the NVE/SSCC from the "Shipping order setup" section.

Create DESADV#

The outgoing message "CC DESPATCH ADVISE" is generated from a booked dispatch order with EDX partner.

So that a valid DESADV file can be created and, if necessary, processed further by an EDI converter, the following requirements must still be met when creating shipping orders:

1. the shipping order must refer to a booked sales delivery, otherwise no valid EDX partner can be transferred to the booked shipping order.
2. each line with packaging materials/cargo carriers must be assigned to at least one delivery line.

EDX Monitor#

The EDX Monitor is used to map the entire process associated with an incoming or outgoing message.

In the following example, an EDX sales order was received and a Microsoft Dynamics 365 Business Central¹ sales order was created.

An EDX order confirmation was sent for the Microsoft Dynamics 365 Business Central¹ sales order. The delivery and invoice were then posted and sent.

Display in the EDX Monitor:

Incoming documents#

Incoming documents are first temporarily stored in EDX documents.

Data flow of an incoming document#

The incoming message is first read into the EDX inbox. The system creates an EDX inbox item and saves the message in the item.

Then the EDX intermediate document is created from the EDX inbound item. Within the EDX intermediate document, users can intervene and correct data. Furthermore, users can reject the EDX intermediate document if necessary or create a Microsoft Dynamics 365 Business Central¹ document from it.

EDX input items#

All incoming documents are first stored in the EDX Inbox table. When the business process for this document is completely finished, the item is automatically transferred to the transferred to the "EDX Inbox Archive".

EDX Edit and reprocess incoming items#

The "View file" function can be used to download the XML message of the selected EDX input item and edit it if necessary. The "Save files" function downloads the XML message from all selected input items and saves it in a selected folder.

The file must be stored with the action "Show file" and then save.

If an EDX inbox item runs into an error, for example because a field length in the EDX intermediate document is exceeded or the XML structure is incorrect, the XML message can be downloaded from the EDX inbox, edited and uploaded again for new processing.

Using the "Upload message" function, the XML message can be uploaded again to the document directory on the server.

After the successful upload, the message will be processed again.

Manual processing of an EDX document#

For the processing of EDX documents, a basic distinction is made between two cases.

Incoming EDX document, the Microsoft Dynamics 365 Business Central¹ document has not yet been created.

Example:
A sales order is received. The corresponding Microsoft Dynamics 365 Business Central¹ document has not yet been created. If the incoming EDX document is created, it results in a new Microsoft Dynamics 365 Business Central¹ sales order.

Incoming EDX document, the Microsoft Dynamics 365 Business Central¹ document already exists.

Example:
An incoming EDX order confirmation relates to an existing Microsoft Dynamics 365 Business Central¹ purchase order.

Before a Microsoft Dynamics 365 Business Central¹ document can be created from an incoming EDX intermediate document, the incoming EDX document must first be checked. After a successful check, the EDX document receives the status "Ready for creation". All EDX documents with this status can be transferred to a corresponding Microsoft Dynamics 365 Business Central¹ document.

EDX Intermediate document#

The EDX intermediate documents contain partly identical fields as the Microsoft Dynamics 365 Business Central¹ documents (see EDX sales order). Specific EDX fields and associated functionality are described below.

EDX messages/errors
. If there are any system messages or errors specific to this document, they can be retrieved via the Look-Up.

EDX Status

EDX Voucher Check#

During the verification, the system performs a validation of the data. In the process, the field contents are checked. The check of the field contents is based on the settings made in the message setup.

If errors are determined, the EDX document receives the status "Error". The number of errors that occurred is indicated in the "Error" field on the document header or lines. You can open related error items using the Look-Up button.

If errors are detected, then they can be corrected directly in the EDX document. Each field change in the EDX document is logged. By means of Lookup on the field "EDX Note" these changes can be called up.

After manual correction in the EDX document, the action "Check" must be executed again. After all errors have been corrected, the Microsoft Dynamics 365 Business Central¹ document can be created using the "Create" action.

Processing of EDX documents with status "Inconsistent data"#

During the check, the data of the EDX document is compared with the data of the Microsoft Dynamics 365 Business Central¹ document. This is the case, for example, with an incoming order change.

To avoid having to manually compare the existing Microsoft Dynamics 365 Business Central¹ sales order with the EDX order change, EDX checks the discrepancies and displays them clearly.

If any discrepancies are found, the EDX status is set to "Inconsistent Data". Clicking on the lookup field "EDX Error" will display all discrepancies.

Example:
An order change for an item with a quantity increase from 20 pieces to 30 pieces has been received.

The EDX status is set to "Inconsistent Data."

By clicking on the EDX error number (line), a dialog is displayed in which the discrepancies are shown.

The selection "Apply changes" determines whether the displayed change is to be applied to the Microsoft Dynamics 365 Business Central¹ document. The column "Value EDX" shows the currently transferred value. The column "Value BC" shows the current value of the Microsoft Dynamics 365 Business Central¹ document.

Once it has been determined which changes are to be adopted, the "Accept changes" action must be executed.

Delete EDX document#

Deleting an EDX document depends on the status. If the EDX status contains one of the following values, deletion is not possible:

• BC Document created
• Rejected
• Manual processing
• Archived

If the document is not in this status, the EDX document can be deleted with the action "Delete EDX document".

After executing the action "Delete EDX document", a dialog box appears with a note that a deletion reason must be specified and whether you actually want to delete the document. This query must be confirmed with "Yes".

Subsequently, the reasons that led to the deletion of the message can be entered.

Create EDX document#

The "Create" action transfers the EDX intermediate document to the associated Microsoft Dynamics 365 Business Central¹ document.

Reject EDX document#

It is possible to reject incoming EDX documents.

The rejection is sent to the message sender if the "Receipt confirmation check" field has been activated in the EDX message setup.

Rejection reasons must be recorded before completing the action.

EDX document with "Manual processing" status#

EDX documents with the status "manual processing" indicate that the EDX document cannot be created or confirmed as a Microsoft Dynamics 365 Business Central¹ document. This may be due to the following reasons:

• The existing document has already been delivered
• Reservations exist
• A unique assignment of the document is not possible
• A unique assignment of the lines is not possible
• There are discrepancies that cannot be processed automatically

Since these EDX documents cannot be processed by the system, further processing must be done by the user.

The EDX document is closed by archiving it.

Automatic processing#

Within the "EDX Message Setup" the "Automatic Processing" can be activated. The received document will be checked automatically. If there are no errors during the check, the Microsoft Dynamics 365 Business Central¹ document is created.

Up to now, incoming sales orders are processed automatically.

Outgoing document#

Outgoing EDX documents are not transferred to an EDX intermediate document. When the EDX message is created, an EDX outgoing item is created directly.

EDX information#

Each outgoing document contains information which is required for the transmission. This information is displayed in the "EDX" info tab.

The fields of the info tab that are required for the transmission are explained in more detail below:

Manual processing#

Send EDX document manually#

Manual document dispatch takes place directly from the associated Microsoft Dynamics 365 Business Central¹ document with the action "Send EDX document".

EDX output items#

All sent documents are first saved in the "EDX Outbox" overview. When the process is complete, the system automatically transfers the item to the EDX Outbox Archive overview.

Automatic processing#

So far, the following outgoing documents can be sent automatically:

• Sales delivery
  The dispatch takes place when posting.
• Sales invoice
  The dispatch takes place when posting.
• Purchase order
  Shipment takes place upon release.
• Purchase order changes
  Shipping occurs when released. If the purchase order is released and has been previously sent via EDX, then the automatic dispatch of an order change takes place. There is currently no check for quantity or date change.

Automatic dispatch of Microsoft Dynamics 365 Business Central¹ documents can be controlled within the EDX message facility.

The following conditions apply to the EDX message facility:

• The EDX partner must be of type "Customer" or "Vendor".
• The EDX "Transfer Date From" must be greater than or equal to the Work Date.

The following conditions apply to Microsoft Dynamics 365 Business Central¹ documents: delivery bill, invoice as well as purchase order:

• The "EDX Partner" field has a value.
• The document date is greater than or equal to the "EDX Transmission from".
• The "EDX Status" is "Unprocessed".

The following condition applies to the Microsoft Dynamics 365 Business Central¹ delivery bill:

• The "Sale to Customer" field must match the "BC Partner No." from the EDX message setup.

The following condition applies to the Microsoft Dynamics 365 Business Central¹ Invoice:

• The "Invoice to customer" field must match the "BC Partner No." from the EDX message setup.

Reset EDX status#

With the action "Reset EDX status" documents can be sent again.

Enhancements in "Internal document exchange#

Purchasing deliveries without goods receipt#

In the case of purchasing deliveries, it was previously always assumed that the storage location used was posted by goods receipt. The processing of purchase deliveries has been changed so that now also storage locations without goods receipt can be used. In this case, the field "Quantity current delivery" is initialized with the reported delivery quantity in the respective order line.

The document must be posted by the user.

Purchase deliveries with batch / serial number#

Batch/serial numbers are supported for purchase deliveries.

The batch/serial number to be delivered is entered in the sales order. The batch is then transferred to the recipient with the posted sales delivery.

The transmitted batches/serial numbers can be retrieved in the "EDX Purchase Delivery" with the line menu.

After checking/creating the EDX purchase delivery, the item tracking data is transferred to the purchase order.

After posting the purchase order, the item/batch is available in the storage location.

Additions/deductions in "internal document exchange"#

Surcharges/discounts can now be used in internal document exchange. The prerequisite is that the "Sales price without VAT" field is activated in the field control for the sales order received. Otherwise, the order line will be created without a sales price.

Item variants in "internal document exchange"#

The item variants are supported in the internal document exchange.

Order date in "internal document exchange#

When sending the order, the "planned goods receipt date" is transmitted from the purchase order. The further processing looks as follows:

Remark texts#

During internal document exchange, the "remarks" are transferred from the Microsoft Dynamics 365 Business Central¹ order, header as well as line. On receipt, the remarks are stored in the EDX sales order.

Likewise, remarks can be reported back with the EDX Purchase Order Confirmation. In this case, remarks are stored in the EDX Purchase Order Confirmation.

Received remarks are not transferred to the Microsoft Dynamics 365 Business Central¹ sales order or to the Microsoft Dynamics 365 Business Central¹ purchase order. Otherwise, it would no longer be possible to distinguish between remarks entered by the user and remarks from the other party.

Receive delivery schedules#

In the internal document exchange, previously sent purchase orders/framework orders can be received as delivery schedules. The setup for sending purchase orders can be done as described above. On the receiver side the message "IC SALES DELFOR" is set up.

When a delivery schedule is received, a delivery schedule and a scheduling agreement are created for each purchase order/article.

This functionality is only available within KUMAVISION factory365.

Direct delivery#

When sending a purchase order with reference to a sales order (direct delivery) the data of the sales order will be transmitted as well.

On receipt, the data of the direct delivery is transferred to the EDX intermediate document for sales orders.

Further processing of this data must be implemented in the customer project.

Productive -/Test database#

When copying the production database to the test database, overlaps may occur in the interface directory area. Furthermore, it should be ensured that test messages do not get into the productive system.

The steps required to secure the production database are explained in more detail in the following sections.

Before the copy#

Before copying the production database to the test database, all task queue items (all clients) should be set to "Wait".

After copying the production database to the test database#

When the production database is copied to the test database, there is usually an overlap of the interface directories. The document directories in the production and test database are identical. This can lead to the fact that current EDI documents are not imported into the productive but into the test database.

For this case a security query was integrated, which is displayed when opening the test database.

If the query is answered with "Current database is the test database", the option "Test environment" is automatically activated in the EDX setup.

All clients with active EDX setup should be opened once after copying the database. Furthermore, the interface directories must be copied from the "Prod." subdirectory to "Test".

EDX voucher setup (FTP)#

FTP transfer is no longer supported. An Azure storage is required. The test and production path must be defined for this storage.

Task queue items#

Task queue items can now be reactivated in both databases.

Test indicator#

The "Test Indicator" is used to identify incoming and outgoing messages during the EDI test phase. For EDIFACT messages this indicator is contained in the UNB segment (Interchange Header). The message recipient can use this indicator to control whether the message is transferred to the production or test system.

However, this "Test Indicator" is not available in all message formats (VDA, OpenTrans etc.).

In the EDX message setup it can be set whether the message (order, delivery bill, invoice etc.) is a test message.

Effect of the test indicator on processing in Microsoft Dynamics 365 Business Central¹:

Receiving a sales order with test indicator
. The test indicator is transferred from the Microsoft Dynamics 365 Business Central¹ sales order to the delivery as well as invoice. This means that if a Microsoft Dynamics 365 Business Central¹ sales order was received as a test message, then the outgoing delivery/invoice messages will also be marked as a test message.

Azure FileSync#

Azure FileSync can be used to exchange files between networks. The synchronization between source and target directory can take up to several minutes.

If time-critical messages have to be exchanged, which is the case, for example, when messages are provided for a label printer, then the switch should be made to the "Azure Fileshare" file transfer.

EDX MasterDataExport#

EDX master data export can be used to export the following master data:

• Item
  Subtables: Item variants, Item units as well as Item references.
• Customer
  Subtables: Contacts
• Vendor

Establishment#

The setup is done with the EDX setup.

EDX Setup#

At the beginning, the necessary setups are done via the setup wizard. This setup wizard can be called up via the EDX Setup menu ribbon ("More options" > "Action" > "Setup" > "EDX setup wizard"). The EDX setup wizard is started. Via the selection "General" the required document types as well as number series are created.

EDX Document types#

After setup via the setup wizard, the following document types are available:

Setting up the document types#

For each EDX partner different voucher types can be defined. With the "EDX voucher setup" the previously created voucher types are assigned to the EDX partner as well as configured.

Field settings#

The "Field settings for document verification" function in the EDX document setup card ribbon allows you to configure which fields are to be exported from the associated master data table.

Master data export#

The master data export takes place automatically as soon as a change is made to the master data record. Here, only field changes that were specified in the field settings are monitored.

Example:
The article description has been changed for an article. After the data record has been saved, the export takes place.

The output file contains the following elements:

Calculated fields#

Currently, only the calculated field "Stock" is provided. Calculated fields of the debtor or creditor are not provided by this AddOn, but can be implemented in the project.

Bulk data export#

At the beginning of a project, a function is usually needed to export all records of a table.

This can be controlled via the "Collective item" option within the document setup.

As soon as you activate the switch, all records of the table will be exported during the next data export. Afterwards, the "Collective export" option will be deactivated automatically.

EDX OpenTrans 1.0#

With the EDX AddOn OpenTrans 1.0 the following OpenTrans messages are provided:

• DISPATCHNOTIFICATION (shipping notification)
• INVOICE (Invoice)
• ORDER (sell order)
• ORDERRESPONSE (order confirmation)

Establishment#

The setup is done with the EDX setup.

EDX Setup#

At the beginning, the necessary setups are done via the setup wizard. This setup wizard can be called up via the EDX Setup ("More options" > "Action" > "Setup" > "EDX setup wizard") menu ribbon. The EDX Setup Wizard is started. Via the selection "General" the required message types as well as number series are created.

EDX Document types#

After setup via the setup wizard, the following message types are available:

Setting up the document types#

The message types listed above are then assigned to an EDX partner.

Field settings#

The field setting is only available for the OpenTrans message "OT1.0 SALES ORDER". See "Document check field setting".

Processing#

The processing of OpenTrans 1.0 messages is done in EDX standard. Incoming sales orders are provided as "EDX sales order". The order confirmation can be created via the associated Microsoft Dynamics 365 Business Central¹ sales order. The sales delivery as well as sales invoice can be sent manually or automatically.

GS1 Messages#

The existing EDX ClearingCenter (CC) messages largely meet the requirements for the retail industry.
Requirements from the electrical industry and the healthcare sector are only covered to a limited extent.

The GS1 Business Message Standard (BMS) includes requirements from the healthcare and electrical industries. Corresponding schema and sample messages are available for all GS1 BMS messages. The section "Distribution of EDX message types" lists the GS1 messages supported by EDX with a link to the respective guideline.

Further information on GS1 messages can be obtained directly from GS1 under the following link: GS1 XML

However, the use of the GS1 message format does not mean that new requirements for a business process are covered by GS1 messages.

Example:

A marketplace transmits an order to EDX using the GS1 ORDERS message. According to a marketplace rule, the Microsoft Dynamics 365 Business Central¹ sales order may only be delivered once the marketplace has reported the release for delivery to EDX. In this case, an extension of the business process is required.

Within the GS1 invoice message, it is not intended that several deliveries are invoiced with one invoice line. However, if several deliveries are invoiced with one invoice line, the deliveries are mapped as additional data (see Attribute Value Pair List) in the GS1 message. This must be agreed with the EDI service provider/message recipient.

In principle, the GS1 messages only provide lines of the type "Article" for delivery, invoice lines, etc. All Microsoft Dynamics 365 Business Central¹ line types are exported within the EDX GS1 messages. The respective line type is mapped in the additional data. This must be agreed with the EDI service provider/message recipient.

Technical description#

Default business document header#

• All EDX GS1 messages have a standard business document header.
• The Sender element is always initialized with the data from the company setup.
• Depending on the business transaction (order, send sales invoice etc.) the Receiver element is initialized with the data of the "Purchase from vendor" or "Sale to customer".
• The document identification is currently set to GS1 version 3.4.1.

Attribute value pair list#

The avp List is additional data that is sent for a GS1 xml element. Within the customer project, further additional data can be defined and extended with the avp List.

The following additional data is transmitted with the EDX GS1 messages: