Sending Purchase Orders via EDI allows for the vendor to process the order faster. Without an EDI integration, purchase orders are sent to the email address on the vendor record and then the contact inputs the received order into the vendor’s system. With EDI vendor Integration, submitted purchase orders are directly sent to the vendor's system for processing.
Ensure to complete the prerequisites so that vendors and their vendor items are set up correctly before creating and submitting an order.
Setup Videos
Available EDI Vendors
Only select vendors support Purchase Order EDI Integrations. For a complete list of vendors that support invoice and/or purchase order EDI Integrations, refer to the Vendor Integration List.
Prerequisites
Complete the following steps before submitting orders via EDI:
Step 1: Request a Vendor Integration
1 ) Submit a ticket with R365 Support to configure the Integration for each vendor that will receive purchase orders via EDI.
When submitting the request, select the following responses to the questions:
Which product do you need help with? - Integrations (POS, EDI, Bank, API, etc.)
Which selection best describes your issue? - Vendor Integrations
Which additional selection best describes your issue? - Purchase Order / Order Guide Integration
Then, use the text box to provide details about your request and submit the ticket. A member of the R365 Integrations Support Team will then reach out to the vendor.
Step 2: Confirm Vendor Record Setup
The R365 Integrations Support Team will adjust the vendor record(s) associated with the purchase order EDI Integration. It is recommended to review these configurations before submitting purchase orders.
To review EDI Integration for a vendor:
1 ) Open the desired vendor record.
Open the Accounting application.
Expand Accounts payable.
Select Vendors.
Click the correct vendor record from the list.
2 ) Navigate to the Vendor Additional Info tab.
3 ) Confirm the following on the Vendor Additional Tab:
External Vendor Identifier - Displays the vendor-provided ID number used to identify your organization in the vendor's system.
Entry - Is set to 'by Item.'
Food Service Distributor- Displays the Food Service Distributor that will be receiving the purchase order
Only the vendors listed in the previous section are currently available for Outbound EDI Integration.
Distributor Division - Displays the specific division of the company that will fulfill the purchase order. If the selected Food Service Distributor does not have any divisions, this field will not be displayed.
4 ) Navigate to the Location tab.
5 ) On the Location tab, confirm the specific Vendor Account Number as noted by the vendor for each location.
If there is no grid displayed, the system will reference the External Vendor Identifier entered on the 'Vendor Addition Info' tab.
Step 3: Update Unit of Measure Values on the Vendor Item Record
1 ) Open the vendor item that needs to be updated.
Classic Vendor Item
Open the Inventory application.
Expand Items.
Select Vendor items.
Click a vendor item from the list.
New Vendor Item (In Beta)
Open the Inventory application.
Expand Items.
Select Items.
Navigate to the Vendor Items tab.
Click a vendor item.
2 ) Ensure that the vendor item being ordered via EDI has units of measure (UofM) set to Case or Each.
Vendors require that all vendor items ordered via EDI have a Purchase UofM based on the case size for that item. In addition to this, the vendor may invoice your restaurant by weight, volume, or each. Because of this, the Purchase UofM (and Split UofM if applicable) for each Vendor Item must be updated on their Vendor Item Record.
All units of measure (UofM) must be set to Case or Each or have a Split UofM correlated to a case. If not, the vendor may assume the quantity entered is per case, causing a larger shipment than expected.
Classic Vendor Item
New Vendor Item (In Beta)
Repeat until all necessary vendor items have been updated.
Entering a Purchase Order
When entering purchase order, it is important to note that all Units of Measure should be based on a 'Case' of the item. As part of the vendor item setup, ensure that the item's Purchase UofM is set to either Case or Each. In general, vendors only accept orders for items by case. Some items are allowed to be ordered as an Each but never by weight.
Vendors will invoice by weight, but they expect to receive orders by Case or Each. If you attempt to order an item by its weight, most vendors will change the weight UofM to be Case, but the quantity will remain unchanged. To avoid any issues with ordering, be sure to setup the appropriate UofM's on Vendor Item records.
When allowed, the Split UofM can be used. This will display the Unit of Measure as a selector where the Split UofM can be selected. Even if the purchase UofM is used as the unit of measure, the vendor may invoice based on the Split UofM. Therefore, it is important to enter a Split UofM as needed on the Vendor Item record.
Submitting a Purchase Order
When choosing a vendor on the purchase order form, vendors in the drop-down listing will either display a plug icon or no icon to dictate whether that vendor is setup as an EDI vendor or not, respectively.
When a vendor is selected, one of the following transmission type icons will be displayed next to the listed vendor. Hover over the icon to view the details.
- Indicates that the vendor was set up as an EDI vendor and has a direct connection with R365.
- Indicate that the vendor is set up with an API connection.
- Indicates that the vendor was not set up as an EDI vendor but has an email address entered for the vendor.
- Indicates that the vendor was not set up as an EDI vendor and does not have an email address entered for the vendor.
When the PO is finalized and initially saved, the header functions will include a Send button, which will send the PO according to its transmission type when clicked.
EDI Vendors - The Purchase Order will be submitted directly to the vendor's system to be processed.
Non-EDI Vendors with Email Address - The purchase order will be sent to the email address on the vendor record. The contact who receives this order will then have to submit the order into the vendor's system.
Non-EDI Vendors without an Email Address - The purchase order will not send.
Rejected Purchase Orders
When a PO is sent to an EDI Vendor, it will be directly submitted to the vendor's system. While an unsuccessful submission is unlikely, a submitted purchase order may be rejected by the vendor. Rejected purchase orders will display one of the following statuses:
Sending Failed
Rejected
If a purchase order was rejected and contains one of the above statuses, reach out to R365 Support to learn how to resolve the issue.