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Monitor EDI sales order journal

Use the EDI sales order staging journal to monitor the EDI sales orders.

If you use staging in your EDI process for sales orders, the 'Sales - XML to EDI order' message imports the received sales orders into the EDI sales order journal.
These EDI sales orders are validated according to the applicable journal validation setup. If the applicable validation rules are:
  • Met, the EDI sales order is automatically approved. The approved EDI sales orders are processed by the 'Sales - EDI order to Order' message batch.
  • Not met, an error or warning is given. Before the EDI sales order can be processed further, review the errors and warnings, and take appropriate actions.


Seller Seller Imported  EDI sales orders Imported  EDI sales orders View EDI sales orders View EDI sales orders Use the EDI sales order staging journal to monitor the EDI sales orders.If you use staging in your EDI process for sales orders, the sales orders that you receive with the 'Sales - XML to EDI order' message are stored in the EDI sales order journal.If you monitor EDI sales orders, the statuses are important. For more information on these statuses, refer to 'EDI staging journal statuses'. Procedure 1. Go to EDI > Common > EDI sales order. 2. To show all EDI sales orders, clear the Show errors check box. 3. To view the details of an EDI sales order, in the list, find the desired record and click the link. 4. Sub-task: View line information. 5. In the Lines section, find and select the desired record. Review the line information. 6. Expand the Line details section. 7. Click the Inventory dimensions tab. 8. You can include charges in the import of a sales order line to the EDI sales order staging journal. If the imported sales order line has charges defined, you can view these charges on the EDI charges tab of the Line details section. Click the EDI Charges tab. Note: The charges, as imported to an EDI sales order staging journal, are stored in a separate table: BisEdiSalesMarkupTrans. 9. Click the Business integration error tab. 10. Click the Journal validations tab. 11. Sub-task: View header information. 12. In the Lines or header field, enter 'Header'. In the General section, review the main header information. 13. Expand the Order information section. 14. In the Addresses section, you can view the addresses of the EDI sales order. 15. You can include charges in the import of a sales order to the EDI sales order staging journal. If the imported sales order has charges defined, you can view these charges in the EDI charges section of the EDI sales order header. Expand the EDI Charges section. Note: The charges, as imported to an EDI sales order staging journal, are stored in a separate table: BisEdiSalesMarkupTrans. 16. Close the page. 17. Close the page. Notes On the staging document (the document that is used to create the staging journal), you can indicate that a staging journal is split if lines are rejected. To do so, on the document header, set the 'Split on error' field to 'Yes' and fill in 'Split percentage' field.On creation of an EDI staging journal, when line validations are not met, the staging journal can be split into two staging journals. If the staging journal is split, separate staging journals are created with the:Approved lines. So, these lines can be processed further.Rejected lines.Whether a staging journal is split, depends on the defined split percentage and the number of rejected lines. If the percentage of rejected lines is:Lower than the split percentage, the staging journal is split into a staging journal with approved lines and a staging journal with rejected lines.Higher than the 'split percentage', the staging journal is not split. So, only one staging journal is created with the journal status 'Rejected'.You can also manually split a staging journal with approved and rejected lines. As a result, an additional staging journal is created to which the rejected lines are moved. To do so, on the EDI sales order page, on the Action Pane, on the EDI order tab, click Split journal. Is the journal status  Rejected? Is the journal status  Rejected? Does the EDI sales order  have errors or warnings? Does the EDI sales order  have errors or warnings? Solve EDI sales order validation errors Solve EDI sales order validation errors If you use staging in your EDI process for sales orders, the sales orders that you receive with the 'Sales - XML to EDI order' message are stored in the EDI sales order journal. These EDI sales orders are validated according to the applicable journal validation setup. If the applicable validation rules are not met, an error or warning is given. Before the EDI sales order can be processed further, review the errors and warnings, and take appropriate actions. If journal validation errors are given, you have these options: Solve the errors. You can solve validation errors in: The EDI sales order, where you can make the appropriate changes. Microsoft Dynamics 365 for Finance and Operations. For example, if the setup must be changed to solve the error. Cancel the EDI sales order, line, or address with errors. You cannot accept headers, lines, or addresses with errors. If you do so, and approve the EDI sales order, the header, line, or address with errors is again set to Rejected. If the errors are solved or lines or addresses with errors are canceled, approve the EDI sales order. Procedure 1. Go to EDI > Common > EDI sales order. 2. In the list, find the desired EDI sales order with journal status Rejected and click the link. 3. Click Edit. 4. Sub-task: Solve line validation errors. 5. In the Lines section, in the list, select a line with errors. 6. In the Lines section, click Validation errors and review the errors for the selected line. 7. Close the page. 8. To solve an error, make the appropriate changes to the line or line details. If an error cannot be solved, you can cancel the line. As a result, if the EDI sales order is again validated, this line is skipped. In the Lines section, in the Status field, select 'Canceled'. Note: If an error is caused by setup, you can solve the error in Microsoft Dynamics 365 for Finance and Operations. 9. Sub-task: Solve address validation errors. 10. In the Lines or header field, enter 'Header'. 11. In the Addresses section, in the list, select the desired address. 12. In the Addresses section, click Validation errors and review the errors for the selected address. 13. Close the page. 14. To solve an error, make the appropriate changes to the address. If an error cannot be solved, you can cancel the address. As a result, if the EDI sales order is again validated, this address is skipped. In the Addresses section, in the Status field, select 'Canceled'. Note: If an error is caused by setup, you can solve the error in Microsoft Dynamics 365 for Finance and Operations. 15. Sub-task: Solve header validation errors. 16. On the Action pane, on the EDI order tab, click Validation errors and review the errors for the EDI sales order header. Note: In this validation errors overview, all validation errors and warnings of the EDI sales order are shown. Only the ones for the 'EDI sales order' table apply to the header. 17. Close the page. 18. To solve an error, make the appropriate changes to the header. You can do so in the General section and the Order information section. Expand the Order information section. Note: If an error is caused by setup, you can solve the error in Microsoft Dynamics 365 for Finance and Operations. 19. On the Action pane, on the EDI order tab, in the Actions group, click Cancel. 20. Close the page. 21. Close the page. Solve EDI sales order validation warnings Solve EDI sales order validation warnings If you use staging in your EDI process for sales orders, the sales orders that you receive with the 'Sales - XML to EDI order' message are stored in the EDI sales order journal. These EDI sales orders are validated according to the applicable journal validation setup. If the applicable validation rules are not met, an error or warning is given. Before the EDI sales order can be processed further, review the errors and warnings, and take appropriate actions. If journal validation warnings are given, you have several options: Accept the header, line, or address with warnings. Solve the warnings. You can solve validation warnings in: The EDI sales order, where you can make the appropriate changes. Microsoft Dynamics 365 for Finance and Operations. For example, if the setup must be changed to solve the warning. Cancel the EDI sales order, line, or address with warnings. If all warnings are solved, accepted, or canceled, approve the EDI sales order. Procedure 1. Go to EDI > Common > EDI sales order. 2. In the list, find the desired EDI sales order with journal status Rejected and click the link. 3. Click Edit. 4. Sub-task: Solve line validation warnings. 5. In the Lines section, in the list, select a line with warnings. 6. In the Lines section, click Validation errors and review the warnings for the selected line. 7. Close the page. 8. In the Lines section, in the Status field, select 'Accepted'. 9. To solve a warning, make the appropriate changes to the line or line details. If a warning cannot be solved, you can cancel the line. As a result, if the EDI sales order is again validated, this line is skipped. In the Lines section, in the Status field, select 'Canceled'. Note: If a warning is caused by setup, you can solve the warning in Microsoft Dynamics 365 for Finance and Operations. 10. Sub-task: Solve address validation warnings. 11. In the Lines or header field, enter 'Header'. 12. In the Addresses section, in the list, select the desired address. 13. In the Addresses section, click Validation errors and review the warnings for the selected address. 14. Close the page. 15. In the Addresses section, in the Status field, select 'Accepted'. 16. To solve a warning, make the appropriate changes to the address. If a warning cannot be solved, you can cancel the address. As a result, if the EDI sales order is again validated, this address is skipped. In the Addresses section, in the Status field, select 'Canceled'. Note: If a warning is caused by setup, you can solve the warning in Microsoft Dynamics 365 for Finance and Operations. 17. Sub-task: Solve header validation warnings. 18. On the Action pane, on the EDI order tab, click Validation errors and review the warnings for the EDI sales order header. Note: In this validation errors overview, all validation errors and warnings of the EDI sales order are shown. Only the ones for the 'EDI sales order' table apply to the header. 19. Close the page. 20. To solve a warning, make the appropriate changes to the header. You can do so in the General section and the Order information section. Expand the Order information section. Note: If a warning is caused by setup, you can solve the warning in Microsoft Dynamics 365 for Finance and Operations. 21. In the Lines or header field, enter 'Lines'. 22. In the General section, in the Status field, select 'Accepted'. 23. On the Action pane, on the EDI order tab, in the Actions group, click Cancel. 24. Close the page. 25. Close the page. Item cross reference  required? Item cross reference  required? Add an item cross reference Add an item cross reference You can get validation errors or warnings on the received item number, name, or bar code in the EDI sales order. This can be another number, name, or bar code than you use for the related item. For example, a customer sends an external bar code to order the item.In this case, you can add an item cross reference. An item cross reference indicates which item to deliver for an external item number, name, or bar code. For example, the customer has ordered paracetamol with a bar code of a brand that you don't have. But you have the same paracetamol in another brand. With the item cross reference between the bar code of the ordered brand and your item, the sales line can be approved on validation.The search sequence for the applicable item cross reference is from specific to general:Origin, Customer, Item, External itemOrigin, Item, External itemItem, External item Procedure 1. Go to EDI > Common > EDI sales order. 2. In the list, find the desired EDI sales order and click the link. 3. In the Lines section, click Item cross reference. 4. Click New. 5. In the Origin field, enter or select a value. 6. In the Customer account field, enter or select a value. 7. In the Item number field, enter or select the item to which the external item number, name, or bar code applies. 8. In the GLN code field, enter the external item number, name, or bar code for the item. 9. Close the page. 10. Close the page. 11. Close the page. Notes You can only use item cross references for customers for which you allow item cross references in the party setup. To do so, on the Customers page, on the Action pane, on the Customer tab, in the EDI group, click Party setup. In the Items section, set the Item cross reference field to Yes. Approve EDI sales orders  Approve EDI sales orders  If all errors and warnings of an EDI sales order are solved, accepted, or canceled, you must approve the EDI sales order. The EDI sales order is again validated according to the applicable journal validation setup. If the applicable validation rules are met, the EDI sales order journal status is set to Approved. Approved EDI sales orders are processed by the 'Sales - EDI order to Order' message batch. Procedure 1. Go to EDI > Common > EDI sales order. 2. In the list, find and select the desired record. 3. On the Action pane, on the EDI order tab, in the Actions group, click Approve. 4. Close the page. Approved  EDI sales orders are processed  Approved  EDI sales orders are processed  Did errors occur  on processing  EDI sales orders? Did errors occur  on processing  EDI sales orders? Solve EDI sales order processing errors Solve EDI sales order processing errors When an EDI sales order is processed with the 'Sales - EDI order to order' message, errors can occur. If an error occurs:The EDI sales order is not processed.The EDI sales order message status is set to Error.The error is logged in the EDI sales order journal Infolog.You can solve processing errors and have the EDI sales order processed again. Procedure 1. Go to EDI > Common > EDI sales order. 2. Sub-task: View processing errors. 3. In the list, find and select an EDI sales order which message status is Error. 4. Click Show Infolog. Note: To see the Infolog message details, click the link in the shown message. 5. Sub-task: Solve processing errors. 6. In the list, click the link in the selected row. 7. Click Edit and make the appropriate changes. 8. If all processing errors are solved, you can have the EDI sales order processed again. In the General section, in the Message status field, select 'To be processed'. Note: As a result, the EDI sales order is automatically picked up by the 'Sales - EDI order to Order' message batch. 9. Close the page. 10. Close the page. Open related sales order for EDI sales order Open related sales order for EDI sales order For each EDI sales order with message status Processed, you can open the related sales order from the EDI sales order journal. Procedure 1. Go to EDI > Common > EDI sales order. 2. To show the processed EDI sales orders, clear the Show errors check box. 3. In the list, find and select the desired processed EDI sales order. 4. Click Sales order. 5. Close the page. 6. Close the page. End End Yes No Errors Warnings Yes No No Yes

Activities

Name Responsible Description

View EDI sales orders

Seller

 		Use the EDI sales order staging journal to monitor the EDI sales orders.
If you use staging in your EDI process for sales orders, the sales orders that you receive with the 'Sales - XML to EDI order' message are stored in the EDI sales order journal.
If you monitor EDI sales orders, the statuses are important. For more information on these statuses, refer to 'EDI staging journal statuses'.

Solve EDI sales order validation errors

Seller
If you use staging in your EDI process for sales orders, the sales orders that you receive with the 'Sales - XML to EDI order' message are stored in the EDI sales order journal.
These EDI sales orders are validated according to the applicable journal validation setup. If the applicable validation rules are not met, an error or warning is given. Before the EDI sales order can be processed further, review the errors and warnings, and take appropriate actions.
If journal validation errors are given, you have these options:
  • Solve the errors. You can solve validation errors in:
    • The EDI sales order, where you can make the appropriate changes.
    • Microsoft Dynamics 365 for Finance and Operations. For example, if the setup must be changed to solve the error.
  • Cancel the EDI sales order, line, or address with errors.
You cannot accept headers, lines, or addresses with errors. If you do so, and approve the EDI sales order, the header, line, or address with errors is again set to Rejected.
If the errors are solved or lines or addresses with errors are canceled, approve the EDI sales order.

Solve EDI sales order validation warnings

Seller
If you use staging in your EDI process for sales orders, the sales orders that you receive with the 'Sales - XML to EDI order' message are stored in the EDI sales order journal.
These EDI sales orders are validated according to the applicable journal validation setup. If the applicable validation rules are not met, an error or warning is given. Before the EDI sales order can be processed further, review the errors and warnings, and take appropriate actions.
If journal validation warnings are given, you have several options:
  • Accept the header, line, or address with warnings.
  • Solve the warnings. You can solve validation warnings in:
    • The EDI sales order, where you can make the appropriate changes.
    • Microsoft Dynamics 365 for Finance and Operations. For example, if the setup must be changed to solve the warning.
  • Cancel the EDI sales order, line, or address with warnings.
If all warnings are solved, accepted, or canceled, approve the EDI sales order.

Add an item cross reference

Seller
You can get validation errors or warnings on the received item number, name, or bar code in the EDI sales order. This can be another number, name, or bar code than you use for the related item. For example, a customer sends an external bar code to order the item.
In this case, you can add an item cross reference. An item cross reference indicates which item to deliver for an external item number, name, or bar code. For example, the customer has ordered paracetamol with a bar code of a brand that you don't have. But you have the same paracetamol in another brand. With the item cross reference between the bar code of the ordered brand and your item, the sales line can be approved on validation.
The search sequence for the applicable item cross reference is from specific to general:
  1. Origin, Customer, Item, External item
  2. Origin, Item, External item
  3. Item, External item

Approve EDI sales orders 

Seller
If all errors and warnings of an EDI sales order are solved, accepted, or canceled, you must approve the EDI sales order. The EDI sales order is again validated according to the applicable journal validation setup. If the applicable validation rules are met, the EDI sales order journal status is set to Approved. Approved EDI sales orders are processed by the 'Sales - EDI order to Order' message batch.

Solve EDI sales order processing errors

Seller

 		When an EDI sales order is processed with the 'Sales - EDI order to order' message, errors can occur. If an error occurs:
  • The EDI sales order is not processed.
  • The EDI sales order message status is set to Error.
  • The error is logged in the EDI sales order journal Infolog.
You can solve processing errors and have the EDI sales order processed again.

Open related sales order for EDI sales order

Seller

 		For each EDI sales order with message status Processed, you can open the related sales order from the EDI sales order journal.

See also

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