EDI Setup is part of the A/P Module.


The EDI Setup page displays Vendor-specific configurations for Invoices imported through VMS (Vendor Management Solutions).


VMS-imported Invoices will automatically flow into the A/P Module in an automated batch. When Invoices are received with new Vendor, Location, Receive Unit, or Simple Charge information, mappings must be manually assigned in Radar.

Invoices with pending mappings will not fully import until pending mappings have been completed, and will not be available on reports or exports.


During initial VMS configuration, all EDI mappings and scheduled run times are set up by the R365 VMS Team. After initial VMS configuration, maintaining additional mappings is a Superadmin's responsibility.


The EDI Setup page contains the following configurations:

Security


Only a Superadmin with added 'Can edit EDI Mapping' access can configure EDI Setup.

 

EDI mapping is an added privilege for Superadmins and must be assigned in the User Manager. 

  • Important Note – Superadmins have full access to the A/P Module. To avoid privilege conflicts, only the ‘Can edit EDI Mapping’ privilege should be assigned.


Navigation

Begin with navigating to the Accounts Payable Module by clicking on the module in the Waffle Menu. This will load the Invoice Batch page.


Next, open the Setup drop-down. Select EDI Tools, followed by EDI Setup.


  • Note: Only Superadmins have access to the EDI Setup page.


Overview


1) Filter – The 'Scheduled Run Time', 'Mapping', and 'Locations to Ignore' tables will display configurations based on the filters selected.

  • Show Deactivated? – Choose to display Deactivated EDI Feed

  • EDI Vendor – Choose the Vendor to display

2) Scheduled Run Times – Displays configured automatic import times for the selected Vendor.

  • Note: Scheduled Run Times are configured during initial VMS setup

3) Mapping Table – Displays current mapping for selected Vendor and Mapping Type.

  • Note: Mapping Type is changed with the Mapping drop-down


4) Locations to Ignore – Displays Locations that are ignored for the selected Vendor.


Scheduled Run Times


Scheduled Run Times are the times each day that Radar will attempt to automatically import Invoices from the configured Vendor.


Caution: Initial Run Times are configured during the VMS setup process and new Run Times can only be added by the R365 Support Team. Use caution when editing or removing Scheduled Run Times.


Adjusting Scheduled Run Times

  1. Select Vendor from the EDI Vendor filter drop-down
  2. Click the Pencil icon to edit the Run Time
  3. Enter the new Run Time
  4. Click 'Update' to save and apply changes, or click 'Cancel' to discard changes

Removing Scheduled Run Times

  1. Select Vendor from the EDI Vendor filter drop-down
  2. Click the X icon
  3. Click 'OK' to delete the Run Time, or 'Cancel' to retain the Run Time


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Location Mapping


A single VMS integration can provide Invoices for multiple Locations. Location Mapping will link the Vendor Location ID to the Ctuit Location ID. Once linked, the 'Short Name' and 'Name' for the Location will be displayed.



1) Upload New – Click to add multiple new Location Mappings.


2) Add New – Click to add a single new Location Mapping.

3) Location Mapping table – Displays completed and incomplete Location Mappings.

4) Show Location Helper – Click to display a listing of available Locations.


Broken Location Mapping


Vendors with one or more missing Location Mappings will have an alert present under the EDI Vendor filter.



Example of a missing Location Mapping:



Fixing Broken Location Mapping

  1. Select the Vendor from the 'EDI Vendor' filter drop-down
  2. Select 'Location' from the 'Mapping' drop-down

  3. Click the Pencil icon  for the Location with the missing Ctuit Location ID, Short Name, and Name
  4. Enter Location Number
  5. Click ‘Update’ to save mapping, or click ‘Cancel’ to close without saving


Ignoring Broken Location Mapping


If an invoice has been imported for a Location that is not available, the mapping can be ignored. Invoices associated with this Location will be ignored.

  1. Select the Vendor from the 'EDI Vendor' filter drop-down
  2. Select 'Location' from the 'Mapping' drop-down
    Graphical user interface, application Description automatically generated

  3. Click the hand icon for the appropriate Vendor Location ID

  4. Confirm that the Location should be ignored


Location Mappings that are ignored will be marked with the 'Ctuit Location ID' of -1 and 'Short Name' of IGNORE


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Vendor Mapping


Some VMS integrations can provide Invoices for multiple Vendors. Vendor Mapping will link the Incoming Vendor ID to the Client ID. Once linked, the Short Name and Name for the Vendor will be displayed.



1) Add New - Click to add a new Vendor Mapping


2) Vendor Mapping table – Displays completed and incomplete mappings.


Broken Mappings


Vendors with broken Vendor Mappings will have an alert present under the EDI Vendor filter. 


Fixing Broken Mappings


  1. Select the Vendor from the 'EDI Vendor' filter drop-down
  2. Select 'Vendor' from the 'Mapping' drop-down
  3. Click the Pencil icon for the Vendor with the missing Client ID, Short Name, and Name
  4. Search for an existing Vendor
  5. Select the appropriate Vendor
  6. Click ‘Update’ to save mapping, or click ‘Cancel’ to close without saving


Ignoring Broken Location Mapping


If an Invoice has been imported for a Vendor that is not available, the mapping can be ignored. Invoices associated with this Vendor will be ignored.

  1. Select the Vendor from the 'EDI Vendor' filter drop-down
  2. Select 'Vendor' from the 'Mapping' drop-down
  3. Click the hand icon for the appropriate Incoming Vendor Location ID

  4. Confirm that the Vendor should be ignored

Vendors that have been ignored will have 'IGNORE' for the Client ID


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Unit Mapping


Some VMS integrations provide additional Receive Unit details. Unit Mapping is used to map the Receive Units provided through VMS to existing Receive Units in Radar. 


Unit Mapping is not available by default, and must be configured by R365 Support. For more information about Unit Mapping, please contact R365 Support.


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Simple Charge Mapping


Some VMS integrations provide details for specific charges that are not associated with Inventory Items, such as shipping, taxes, and keg deposits. 


Simple Charge Mapping is not available by default, and must be configured by R365 Support. For more information about Simple Charge Mapping please contact R365 Support.

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Locations to Ignore


Locations to Ignore is used to temporarily ignore already-mapped Location Mapping for a Vendor. This is often used when a single Location is temporarily closed and has multiple Location Mappings within a single Vendor.



Adding Locations to Ignore

  1. Click 'Add New'
  2. Search for the appropriate Location
  3. Select desired Location
  4. Click 'Add' to save the change, or click 'Cancel' to close without saving



Removing Locations to Ignore

  1. Click the Red Xicon for the appropriate Location



  2. Confirm that the Ignored Location should be deleted from the Ignore List
     


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