Process and Response

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.

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

Incoming Process

Stage	Step	Description	Notifications These are for ALL order or those sending via API or EMAIL
1	Customer Sends	Customer sends order xml via email or API
2	System Initial Receipt	Order is received through email or via the API into the EDI system	Sent via EMAIL - you can opt to have the system confirm it received a file from you through email, this is not an indication that it has been processed, just that it has been received. Sent via API - generic error codes could be returned.
3	XML Validation	We check that the file is authorised, your order types allowed and that the information can be read into the system.	Sent via EMAIL - Email will be returned stating “FILE LEVEL VALIDATION FAILURE” Sent via API : inbound response error codes could be returned If you receive the notification then the warehouse staff will not know and may be unable to assist you
4	Order is submitted to the queue.	Depending on the time of day and the volume of traffic this could take from a few seconds in the queue to a few hours
5	Order Validation	Checks are made for specific validation of fields, mandatory fields are in the file and product code / rotation number are existing for the customer. Warehouse EDI team can update and resolve items to allow it to progress	ALL : email is sent with an item level failure notification.
6	Order is passed to WMS	Order moves from the EDI system to the WMS system
7	WMS Validation	Final Checks are made on the order, if there is an issue it is placed on HOLD e.g. Credit Checks, deferment checks, stock availability. The warehouse orders team will update the order on your behalf.	ALL : Warehouse Orders team generate a held order email or they manually email you or call you about the order being held. You are also able to see this on the HELD orders EDI report.
8	Order is released to warehouse for picking

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 emails

These emails examples are sent by the EDI system to customers, it is fully automated

Example Email

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.

XML File Failure

This is a complete failure of the xml 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.

This email is replaced by the API responses codes which are send in the event of a XML failure

Order Item Failure

There is a problem with a line on your order or some details of the order header are incorrect.

API customers will continue to receive this response via email as inbound orders are processed on FIFO basis and busy systems can take a few seconds to over an hour to process an incoming XML order.

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 in addition to the XML File Failure API responses. API Responses contains a list of common and specific responses you may receive.