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What does this section deal with ?
This section deals with the EDI server responses when your file is checked, validated prior to adding to the system. These are designed for customers of the warehouse to be advised of an issue with their EDI document.
If you are using the API then there are other responses you will receive prior to this which are API responses and not covered in this section.
What is the process
The process of checking and passing the information into the WMS is fully automated, there is only a need for the warehouse to become involved if the data sent has any issues identified in stage 3
Process
The EDI message is sent to the warehouse
File validation takes place (File check)
Failure is rejection of file and email sent to customer
Pass means stage 3
Order validation takes place (Item check)
Order is placed into warehousing either
Orders Held
Awaiting Picking
What do we check
As is normal industry practise we validate information we are sent to ensure that it meets the requirements, we have a multi tier approach
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It is not possible to code for every possible issue an inbound file may cause and sometimes error messages are not helpful, but they should be sent to the warehouse customer services to deal with further. |
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What do we notify you for ?
Noitifications are sent to the customer by the system (however the warehouse have to enter a valid single email address for each customer in order for you to receive it)
Initial receipt of the file notification (this is optional and normally not switched on)
Notification of any issues within the file or contents (you will always be sent this)
How do we know if the order is available in the WMS
Once the file is loaded into the warehouse system you can then request an orders processed report which confirmed what the orders received were and what was processed on them.
Examples of
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emails
These emails examples are sent by the EDI system to customers, it is fully automated
Example Email | |
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Confirmation of Receiving. This is just our system saying we have something to process. At this point we have not checked or validated the information in the file. |  |
File Failure This is a complete failure of the file. The file will not be processed and is usually due to a complete failure of the information in the file. You should not resend, but contact the warehouse for assistance however most of the time you have to speak to your own developer to resolve this. |  |
Item Failure There is a problem with a line on your order or some details of the order header are incorrect. |  |
Using the API
This section deals with the EDI server responses when your file is checked, validated prior to adding to the system. These are designed for customers of the warehouse to be advised of an issue with their EDI document.
If you are using the API then there are other responses you will receive prior to this which are API responses and not covered in this section.
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Introduction
As is normal with most advanced web services, incoming submissions go through several stages of validation and various responses can be received should the submission fail at any of these stages.
First the file itself is validated
Second the elements (Sales Orders, Purchase Orders, Products etc) are validated.
As part of the approval process, we add approved accounts into a control table where we can control a number of settings and permissions, this process is carried out by Ontech / Vision support after testing.
The warehouse operator has the ability to maintain the email address for this approval as well as the sending of file receipt messages, but they have no other abilities to control other aspects of this control.
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File receipt confirmation:
Depending on your setup, you can be configured to receive this email confirmation or not.
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This email only confirms that the file has been received and nothing more, this is before any validation takes place.
The message body will look similar to below:
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Stage 1 - File level validation:
Incoming files are queued and validated.
The initial validation checks that submitted files:
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Are constructed correctly as per their file type (valid CSV / valid XML).
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Meet our expected file format.
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Should the submission fail, an email will be sent to you with a message body similar to below:
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Stage 2 - Item level validation:
Should your submission pass the first stage of validation, it will move on to the second Stage.
Here we're checking the individual records within the file submitted.
If you've sent in a Sales Order file, then we're checking each individual Sales Order within.
If it's a Product file, then each individual product, and so on....
The validations which occurs here are specific to each file type, but to give a basic idea of what occurs:
We're performing the more advanced checks to ensure what has been sent in is logical (e.g. a Sales Order sent in for delivery, but with no delivery address).
That the data submitted exists in our system (where necessary.
For example: A Purchase Order sent in with values and currencies, but the currency code submitted is invalid and does not exist in our system.
Should the submission fail these checks, you will receive an email with a message body similar to below:
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In this instance, some of the items within the file could have failed validation and others passed.
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