EDI 101 for SAGE USERS A SIMPLE GUIDE TO EDI FOR Sage USERS Jon - - PowerPoint PPT Presentation

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EDI 101 for SAGE USERS A SIMPLE GUIDE TO EDI FOR Sage USERS Jon - - PowerPoint PPT Presentation

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EDI 101 for SAGE USERS A SIMPLE GUIDE TO EDI FOR Sage USERS Jon Bellemore Sales & Marketing Strategist B2bgateway EDI services What is EDI? It sounds simple EDI (Electronic Data Interchange) is defined as the structured transmission of

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EDI 101 for SAGE USERS

A SIMPLE GUIDE TO EDI FOR Sage USERS

Jon Bellemore

Sales & Marketing Strategist B2bgateway EDI services

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What is EDI? It sounds simple…

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Retailer Retailer SAGE user EDI (Electronic Data Interchange) is defined as the structured transmission of data between

  • rganizations by electronic means. It is used to transfer electronic documents such as Purchase Orders,

Invoices, Advance Shipping Notices (ASNs), and many more from one computer system to another, i.e. from one trading partner to another trading partner.

EDI 101 FOR SAGE | B2BGATEWAY.NET

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But it can be very complex

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Each trading partner specifies their required communication method and which documents they require to complete EDI transactions. This can make the EDI process very complex as illustrated below.

AS2 Van FTP FTPS

AS2 Server AS2 Software X-12 Ver. 5010 Encryption Software Annual Licensing Software Certification Van Software Mailbox Setup Mailbox Fees X-12 Ver. 4040 Mapping Tools Modem Phone FTP Server FTP Software Software Credential X-12 Ver. 4010 Mapping Tools Consultant Fees FTPS Software Encryption Software Software Certificate X-12 Ver. 3040 Mapping Tools Consultant Fees

Sage user

AS2 Server AS2 Software X-12 Ver. 5010 Encryption Software Annual Licensing Software Certification Van Software Mailbox Setup Mailbox Fees X-12 Ver. 4040 Mapping Tools Modem Phone FTP Server FTP Software Software Credential X-12 Ver. 4010 Mapping Tools Consultant Fees FTPS Software Encryption Software Software Certificate X-12 Ver. 3040 Mapping Tools Consultant Fees Consultant Fees Consultant Fees

B2bgateway makes it easy for you

AS2 Van FTP FTPS Sage user

Consultant Fees Consultant Fees

EDI 101 FOR SAGE | B2BGATEWAY.NET

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Example of raw EDI data – very confusing!

4 DOCHDR5088942168 T INVBEG5088942168 1234567890234567#680 CURNCY5088942168 222222USD VNDNUM5088942168 222222 ORDNUM5088942168 6541234566 PRONUM5088942168 222222 DPTNUM5088942168 222222 MDSTYP5088942168 222222 SHIPTO5088942168 222222 703680 Ralphs #680 - Santa Barbara SHPTOA5088942168 222222100 W Carrillo St SHPTOL5088942168 222222 Santa Barbara CA93101 US BILLTO5088942168 222222 038176921 BILTOA5088942168 222222 PO Box 54143 BILTOL5088942168 222222 Los Angeles CA90054 US TRMDSC5088942168 222222 20120515 14 0 Net 14 Days DELDTE5088942168 222222 SHPDTE5088942168 22222220120430 TRMDTE5088942168 22222220120501 SHPPAY5088942168 222222 CARIER5088942168 222222 ITEMLN5088942168 222222 4EA 22222222674222222222225 4 0001 ITMDES5088942168 222222 Juice ITMDET5088942168 222222 EA 0.05 ITEMLN5088942168 222222 4EA 222222220013 4 0002 ITMDES5088942168 222222Juice ITMDET5088942168 222222 EA 0.1 ITEMLN5088942168 222222 4EA 2222222201822222222264 4 0003

Here is an example of some raw EDI data. Now imagine your clerk manually entering this data into your Sage accounting package. Even minimal mistakes bring expensive chargebacks and if Sally’s had a rough night, you’re looking at a very expensive bill!

EDI 101 FOR SAGE | B2BGATEWAY.NET

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EXAMPLE OF EDI DATA FLOW

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The image to the right is an example of a very complex EDI flow path. Each trading partner requires different EDI documents depending on the nature of the setup. At the right, you will see the document flow for box store retailers, online retailers, ecommerce shopping carts, Third Party Logistics and factories with B2BGateway in the middle servicing each and every document.

810 – Invoice 846 – Inventory Inquiry 850 – Outgoing PO / Incoming SO 852 – Product Activity Data 856 – Advanced Shipping Notice 860 – Purchase Order Change 940 – Warehouse Ship Order 945 – Warehouse Ship Advice

850 856 850 810 846 846

(Box store retailer) (ecommerce shopping cart) (factory) (Third party logistics – 3PL) (SAGE user) (Online retailer)

EDI 101 FOR SAGE | B2BGATEWAY.NET

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What does EDI mean to the SAGE user?

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‘Standard’ business documents will go directly into your Sage software solution (50, 100 ERP, 200, 500 ERP and ERP X3) without a single key stroke. You will also be able to automatically send documents to your business partners without the cost of human intervention and possible error.

Who needs EDI?

Suppliers and distributors to the following industries are most often required to use EDI to do business. Here is a short list of common EDI trading partners that may require you to trade using EDI. B2BGateway.Net is not just a data mover but rather an online data conversion engine. Each trading partner (TP) will read documents differently therefore in order for your Sage to “read” them correctly, B2BGateway’s servers “translate” these documents into a format that is compatible to your Sage system.

EDI 101 FOR SAGE | B2BGATEWAY.NET

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Di Different QB QB / B2B In Integrations

  • Sage 50 US / CA / EU: This product was previously

known as Peachtree Accounting (US) or Simply Accounting (CA) but has been rebranded as Sage 50.

  • Sage 100 ERP US: Formally known as MAS90 (Master

Accounting Software) which was developed in the

  • 90s. This product continues to target the wholesale

distribution industry. These have been split into standard and advanced platforms.

  • Sage 200 UK: This product is perfect for growing UK

businesses because it is highly customizable and can be installed online or on premise.

  • Sage 500 ERP US: Sage 500 replaces ERP MAS 500

and is a complete enterprise management solution that was developed to help progressive companies streamline operations.

  • Sage ERP X3 Global: This product was specifically

designed to meet the needs of mid-sized businesses based in

  • ne
  • r

more markets. It improves performance by giving real time overview of every part of your business.

B2bgateway integrates with the following SAGE products

EDI 101 FOR SAGE | B2BGATEWAY.NET

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B2bgateway EDI integration for sage 100 demo

EDI 101 FOR SAGE | B2BGATEWAY.NET

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B2BGateway has been offering EDI and supply chain integration solutions to Sage users consistently since 1999 is a Sage Universal Developer. Here are some other interesting facts about our EDI experience:

  • Works with most Sage products (new and old) worldwide.
  • B2BGateway processes over $30-billion

dollars in client / TP transactions each month.

  • Thousands of client / TP partner relationships worldwide.
  • Hundreds of B2BGateway / Sage mutual clients including

Exodus Direct, Contech, Midwest Rake and many more.

The B2B difference – unparalleled experience

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EDI 101 FOR SAGE | B2BGATEWAY.NET

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At B2BGateway, we designed our EDI system to be a scalable, cloud-based and fully-integrated system to help save you time and money.

The B2B difference – full featured capabilities

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EDI DI Cap apabilit itie ies

  • Full cloud-based integration to Sage removes

the need to re-key data.

  • B2BGateway EDI is fully-integrated with your

Sage and sits on your desktop.

  • Automates the Sage users supply chain

processes and shortens their ‘Order to Payment’ cash cycle with their trading partners.

  • Can handle all data standards and

communication protocols required internationally including ANSI X12, EDIFACT, Tradacoms, oioUBL, XML, VAN, AS2, FTP, etc. Add Additional Fea eatures

  • Free 997 FAs (Functional Acknowledgements)

handled by our staff on the Sage users behalf.

  • Advance Ship Notice (ASN) and GS1 / UCC-

128 label and warehouse support services.

  • Integrates with eCommerce platforms and

3PLs

EDI 101 FOR SAGE | B2BGATEWAY.NET

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Example of EDI flow with Box Store retailers

(SAGE user)

850 – Purchase Order 860 – Purchase Order Change 852 – Product Activity Data 856 – Advanced Ship Notice UCC / GS1-128 Labels 810 – Invoice

*Combination of VAN and AS2 used to demonstrate communication methods*

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EDI 101 FOR SAGE | B2BGATEWAY.NET

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Example of EDI flow with online retailers

850 – Purchase Order 846 – Inventory Advice 856 – Advanced Ship Notice 810 – Invoice

*VAN communication method used*

(SAGE user) 12

EDI 101 FOR SAGE | B2BGATEWAY.NET

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EXAMPLE OF EDI DATA FLOW – working with a 3pl

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Let’s focus on the integration with a 3PL or Third Party Logistics provider and some other trading

  • partner. A 3PL integration requires special, industry specific documents so let’s take a look at the typical

EDI document flow.

1. A Purchase Order (850 850) is sent from Trading Partner to the Sage user and is imported into Sage as a Sale Sales Order (850 850). 2. The Sales Order is pulled from Sage based on pre-determined criteria and sent as a Warehouse Ship Order (940 940) to the 3PL. 3. The 3PL returns a Warehouse Ship Advice (94 945) which B2BGateway sends to the TP (if required) as an Advance Ship Notice (856 856) and also fulfills the sales order in Sage. 4. The sageuser creates an Invoice (810 10) in Sage and based

  • n

the query rules established it will be pulled by B2BGateway and sent to the TP as an Invoice (810 810).

(Third party logistics – 3PL)

(2) Warehouse ship order (3) Warehouse Ship Advice

(1) Purchase order (Box store retailer)

(SAGE user)

(1) Sales order

(3) Fulfilled Sales Order

(3) Advance ship notice

(4) invoice

(4) Invoice

(2) Warehouse ship order

EDI 101 FOR SAGE | B2BGATEWAY.NET

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When does EDI become a need?

If your organization uses eCommerce platforms such as Magento, Volusion, 3dcart and so on to run your online shopping carts: The following items are often required when trading with popular eCommerce sites:

  • 850 – Purchase Order
  • 810 – Invoice
  • 846 – Inventory Advice / Inquiry

Ecommerce platforms

The Sage users uses B2BGateway EDI to get their 850 Purchase Orders from their Online Shopping Cart powered by Volusion into their Sage software without the need to re- key data.

850 - PO 850 - PO (online shopping cart)

Current client setup

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EDI 101 FOR SAGE | B2BGATEWAY.NET

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B2BGateway has been providing excellent customer service to all of our clients, including Sage and we will continue to do so in the future.

The B2B difference – first class customer service

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Available Sup Support

  • Setup phase dedicated project manager
  • Rapid Response Team available for when

issues need immediate attention.

  • Support is available 24/7 all year

long and in your time zone.

  • These support features are included

in the monthly fee at no extra cost. B2BGateway has developed two new teams to help clients with setting up and maintaining their trading partner relationships. These new teams have been established at B2BGateway in order to reduce response times and decrease relationship setup times. The first is the Rapid Response Team, known as RRT and the second is the Setup Team.

EDI 101 FOR SAGE | B2BGATEWAY.NET

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B2BGateway has developed a number of improvements during 2013.

The B2B difference – recent improvements to our systems

Rap apid Res esponse Tea eam The RRT as it’s commonly called was introduced to enhance our existing support system and to reduce task resolution times. Since the RRT was implemented, responses to tickets are down to an average of 2-hours and 46-minutes. Se Setup Que Queue Pro rogress ss Bar Bars In order to expedite our existing setup queue system and to provide our clients with more transparency in the setup process, B2BGateway is proud to announce our new Setup Queue. This system has been designed with progress bars and detailed information to keep our clients “in the know” and on track with each setup they initiate.

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EDI 101 FOR SAGE | B2BGATEWAY.NET

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B2BGateway has developed a number of improvements during 2013.

The B2B difference – recent improvements to our systems

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EDI 101 FOR Sage | B2BGATEWAY.NET

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B2BGateway has developed a number of improvements during 2013.

The B2B difference – recent improvements to our systems

War arehouse Sup Support Si Site 2.0 2.0 Our WSS 1.0 was lacking some key features so we decided to start from the bottom up and created a faster, smarter and more efficient WSS making it easy for warehouse employees to get

  • rders out correctly and on time. Once logged

in, the personalized layout learns from your every move. On Onli line Inq Inquir irie ies and and Sup Support Chat hat Since EDI is done on the computer, why should you have to pick up the phone to contact support? Now you don’t have to! Our new instant chat features for both sales and support questions allows leads and clients to speak directly to a sales or support staff member

  • immediately. Alternatively, they can send a note

and it will be directed to the appropriate party and addressed within 24 business hours.

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EDI 101 FOR SAGE | B2BGATEWAY.NET

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Simple pricing always available on our website.

The B2B difference – pricing structure

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SETUP FEES Organizational Setup Fee (one time fee) $300 / $750 / $999 Trading Partner Fee (One time setup fee per trading partner) $300 / $600 / $750 RECURRING FEES Basic Service Fee $89 / $149 / $149 per month EDI Transactional Fee $0.06 / SKU line 997 Functional Acknowledgements (fully managed) Free

PRIC PRICING

  • Our pricing is posted on our website (b2bgateway.net/pricing.asp)
  • All (318+) EDI X-12 Transaction sets are supported at one low price
  • Free Cross Reference Tables
  • 6 cents per line item on a document

EDI 101 FOR SAGE | B2BGATEWAY.NET

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Questions and answers

Ask any questions you’d like using the chat box feature within WebEx. I am here to answer all your questions and am available at 401-491-9595 x 2101.

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EDI 101 FOR SAGE | B2BGATEWAY.NET

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W W W . B 2 B G A T E W A Y . N E T | 4 0 1 - 4 9 1 - 9 5 9 5 | S A L E S @ B 2 B G A T E W A Y . N E T

United States +1 401 491 9595 Sales@B2BGateway.net Denmark +45 22 23 99 88 Australia +61 29007 2497 United Kingdom +44 208 1230041 Ireland +353 61 708533