Introduction
This is the module for handling EDI invoice. EDIs are digital invoices that you receive when you buy something in a shop; the shop sends a digital invoice to an EDI provider who forwards it to your Microbizz system where it may be assign to a task and the lines in the EDI invoice may become product use on the task. An EDI includes information about the seller and about the products that was bought and their prices.
The Invoices module also provides handling of EDIs, but a different, older format for EDIs that are received via a different EDI provider.
EDIs may be sent to E-conomic or other similar systems.
What's in this module?
The EDIs go through various phases whilst being processed in Microbizz, typically from "incomplete" to "approval" to "assigned"; you may define additional phases. Each phase defines who are allowed to move the EDI to the next phase, some phases may only be relevant to EDIs the match certain criteria.
Product numbers may be blacklisted. This prevents certain product use from being created from EDI lines.
Filters may defined and used when searching for EDIs, or when displaying a list of EDIs on a start page, or they may be used to limit which EDIs go through a phase.
You may attach notes and files to each EDI, and you can see a list of all the phases the EDI has passed through.
Get started
To start using the EDI module you will need to tell Ventu which EAN/GLN and tax numbers that you use. EDIs are only imported if they match the setup in Microbizz. You can also import an EDI by sending it to XXXX@sanna.microbizz.dk where XXXX is your Microbizz contract number. Or you can import an EDI XML file from within Microbizz.
If you used the old EDI module then the EDIs from there can be viewed in the Invoices > Archive menu in the new module.
We support integration to E-conomic - when an EDI is booked it is sent to E-conomic.
Workflows
Approval phases
You will probably want to set up one or more phases to control who are allowed to approve EDIs in different situations.
When an EDI is received it will start in the first approval phase, unless the EDI is incomplete. If it is incomplete you will need to fill in the missing details.
If you are allowed to approve an EDI in a given phase then the Approve button will appear. Clicking on the button will move the EDI to the next phase. When the EDI has been through all phases it is “ready for assignment”, which is where you will typically assign it to a task. After that the EDI becomes assigned.
Booking
There are 3 booking states: unbooked, booked and faulty. Booked means that the EDI has been sent to E-conomic or similar, faulty means that E-conomic or similar has rejected it. You book an EDI by pressing the “Post” button.
Blacklist
You can blacklist product numbers to prevent lines from being converted into product use. The black list is available in the Configuration menu.
Reject
Rejecting a EDI will move it outside of the approval flow. You may move it back in by marking it as pending. When you reject an EDI you will asked it you want to send a message to the EDI sender to inform them of the rejection.
Expense accounts
Expense accounts are used for indicating the purpose of EDI lines and more. They can be imported from E-comomic or setup manually in the Data+ module. Read more here.
