Load External Supplier Invoice via EDI Message

Explanation

This activity makes it possible to load external supplier invoices into the external supplier invoice interface using an EDI Message. This activity is not performed in a single window in IFS Cloud, rather it requires software set up that can handle EDI messages combined with basic data in IFS/Connectivity and in IFS/Enterprise. The purpose of this help file is simply to emphasize that external supplier invoices can be loaded not only from a file, but also using standardized EDI messages

Prerequisites

• Software that handles EDI messages must be set up and the conversion between EDI and IFS format must be established.
• A connection between the EDI software and IFS Connectivity must be established.
• Basic data must be set up in IFS/Connectivity.
• Basic data must be set up in IFS/Enterprise.
• Basic data must be set up in IFS/Invoice. One of these basic data parameters is called "Invoice Load Type." It defines the load type that is to be used to get a default invoice type for the EDI load. The parameter "Automatic EDI Approval" controls whether EDI invoices should be checked and supplier invoices created in IFS/Invoice immediately after load. Note that for a load type, it is possible to define how the Check and Create steps are handled for external supplier invoices, but these settings do not apply to EDI invoices, even if a load type is specified in the EDI basic data.

System Effects

As a result of this activity, EDI-based external supplier invoices will be loaded into the external interface for supplier invoices. The external invoices can now be examined, checked, and corrected. The final step is that supplier invoices can be created in IFS/Invoice. Note that if the basic data parameter "Automatic EDI Approval" is selected, both the Check and Create steps will be executed automatically after load. But if something goes wrong in the Check or Create steps, then the external interface windows can be used to correct the incorrect data and to manually perform the required steps.