Releases are typically sent and received using EDI, which is an international protocol that defines means and methods for electronic transmission of documents. EDI can be used to transmit a variety of documents, but most common are purchase orders and supplier schedules, sales orders and customer schedules, invoices, and advance shipping notices (ASNs).

EDI eCommerce is QAD’s globally deployable EDI solution, providing EDI functions with reduced installation and support requirements. EDI eCommerce processes international EDI document standards with most major third-party EDI communications or translation software—referred to collectively as EC subsystems—currently on the market.

See User Guide: EDI eCommerce for more information on setting up and using that module.

For customer schedules, EDI-enabling software is used to pull the releases from a customer’s computer network or an e-mail address the customer has designated. The document is then imported into the system using EDI eCommerce and mapped into a customer schedule maintenance program. Purpose codes within the EDI document determine how it is processed; for example, as an add, append, delete, or test.

For supplier schedules, EDI eCommerce translates the schedule into an EDI format that can be read by the supplier’s system, which is then transmitted as a flat file and imported by the supplier.

Many customers require that an advance ship notice (ASN) be communicated when a shipment is made. The system fulfills this requirement by storing the ASN information from the shipment confirm transaction in the database. EDI eCommerce then converts the ASN information to a format acceptable to the customer’s EC subsystem for transmission to the customer. Some customers also require that invoices be sent via EDI; other customers do not require an invoice and pay from the ASN.

Similarly, if you require your suppliers to send an ASN, you import that information using EDI eCommerce. When an ASN is received, it creates a purchase order shipper. When the shipment itself arrives, all you need to do is confirm it and adjust quantities if needed.