| Purpose & Benefits |
|---|
| This function lets you export Sales Invoices to an ASCII CSV text file to the specifications of Freeway Commerce’s Spectrum Pro system for onward transfer by your EDI system (e.g. Spectrum Pro or the Atlas MX+) to your customers. |
If you have not already done so, please familiarise yourself with the EDI Setup Procedures. A form is displayed as shown below so that you can make your export selections by ticking the Process box beside those invoices to be exported:
Important Note
Note that the system automatically excludes invoices and credit notes for non-EDI customers.
There are four filters so that you can select which potential invoices to export. Process them as follows:
Note that this form is similar to other Order Document Processing forms.
| # | Field | Default | Entry | Action/Description |
|---|---|---|---|---|
| 1 | Invoice Date | Period of Sales Ledger Date | Yes | The system defaults the date to be in the period in which the TAS Sales Ledger Date is. If you need Custom Date, e.g. for periods before 4 years past, Double-click in the date fields to get a pop-up calendar Date Picker. |
| 2 | Customer Code | All | Yes | The system defaults the range to start at the first EDI customer found in TAS and to end at the last TAS customer found. If you want Single or specific Range, complete the From and To fields as required; they default to the first and last Customer Code on the system. Use the usual navigation/lookup (F2) methods. |
| 3 | Invoice Export Status | Not Exported | Yes | Select ‘Exported’ if you need to re-export previously exported Invoices/Credit Notes. |
| 4 | Invoice Number | All | Yes | The system defaults the range to start at the first EDI invoice number found in TAS and to end at the last TAS invoice number found, all within the Invoice Date Range selected. If you want Single or specific Range, complete the From and To fields as required; they default to the first and last Document Number on the system within the Invoice Date range. Use the usual navigation/lookup (F2) methods. |
Once you are happy with your selections, click the Export button to continue. It creates the Export ASCII CSV file (overwriting any existing one) in the default folder location, with the file name, both as set up in the EDI section of Maintain Central Information. As each Sales Invoice record (not previously exported, unless Invoice Export Status in the Filters is set to Exported) is exported it is flagged as having been successfully exported for EDI purposes.
The Export ASCII CSV file is created in line with the TAS Data Transfer version of the Freeway Commerce specification.
Important – Text Lines
This function exports text lines contained within the body of Invoices/Credit Notes. These lines have a product code of ” – ” (a dash) and zero quantity/values. If your EDI Customer does not accept such text lines, please make sure that Freeway Commerce’s Spectrum Pro, Atlas’s MX+ or other software is set up to ignore such ” – ” product codes and/or lines which are zero value.
NB: As described above in relation to Text Lines, the Spectrum Pro and Atlas MX+ software programs include a switch where zero value lines can be ignored when invoices are sent to customers; with this switch set to ‘On’ the DN and POD lines in the export CSV file do not appear in the EDI message file sent on to your EDI customer.
EDI Delivery Note Numbers
There are three options for creating/adding Delivery Notes numbers to EDI Invoices. They are as follows:
- MultiTAS program 611: A legacy feature, MultiTAS will set the Delivery Note number to the description of that product if the product code ‘DN’ is found in the Order body lines. More information in the Appendix.
- MultiTAS program 624: Delivery Notes created in will automatically be associated with orders – thus they do not need to be added retrospectively in program 616
- MultiTAS program 616: Delivery Note Numbers can be added to invoices before they are exported.
EDI Proof of Delivery Details
There are three options for creating/adding Proof of Delivery references to EDI Invoices. They are as follows:
- MultiTAS program 611: A legacy feature, MultiTAS will set the Proof of Delivery reference to the description of that product if the product code ‘POD’ is found in the Order body lines. More information in the Appendix.
- MultiTAS program 611: Alternatively, if enabled in Maintain Central Information, Proof of Delivery details can be entered at the time of the order by completing the appropriate fields, which appear in the central row of fields (beside Expected Ship Date etc).
- MultiTAS program 616: Proof of Delivery reference numbers (AND dates) can be added to invoices before they are exported.