Step 3: Implement EDI Messages

Purchase Order

• One PO CSV file can include multiple PO, and each PO can have multiple schedule lines. Each PO needs to be in a block of lines.
• In case of Order update where you want to delete a text an empty value is not sufficient, you need to transmit a "/"
• AirSupply Order Collaboration require the good receipt quantities. Please use the field "PO_ReceivedQty" to update your PO with the cumulated received quantity. If you want to close a PO even not all ordered quantities have been receipt, you can set the field "PO_FinalDelivery" to 1 (TRUE)
• If you want to initially transfer PO which are already confirmed and/or partially shipped/received, please ask your SupplyOn consultant
• The Purchase Order Response includes as well a header line. Please implement the integration of this data with a check of the header line, because in case of a new version, the changed header line is the only indicator for the update. We will communicate via release notes planned updates, but for a robust inbound processing you should check always the header line

PO cancellation
There are two options for cancelling PO schedule lines. Either the order schedule line is canceled in the customer’s ERP system and a deletion flag is transferred to AirSupply in the csv message or the customer cancels the order schedule line directly in AirSupply. When cancelling from the ERP system, the following must be taken into account. If the PO schedule line has already been accepted by the supplier, the supplier can reject the cancelation request and the status of the PO schedule line in AirSupply is OPEN (confirmed) again. In this case, a PO response message is sent to the customer ERP system. Based on this data (PO_Status = OPEN / PO_LocalOperator = Supplier Reject), the cancelation must be reversed in the ERP system so that the ERP system and AirSupply contain the same data.

This effort can be avoided by only canceling the PO schedule lines directly in AirSupply. If the cancellation is accepted by the supplier in AirSupply, the PO schedule line can then also be automatically deleted in the ERP system using the data from the PO response message (PO_Status = CANCELLED / PO_LocalOperator = Supplier Accept) .

PO response message
In the AirSupply application the customer and supplier collaborate to agree on the delivery date and quantity. When an agreement is made for a PO schedule line, the AirSupply application sends a PO response message to the customer. Based on the data in the PO response message, the customer can automatically update the PO schedule line in their ERP system. For the update of the PO schedule line in the ERP system, it is necessary to know, what the customer and supplier have done in AirSupply. Therefore, the PO response message contains the fields “PO_Status” (AirSupply status) and “PO_LocalOperation” (action that has changed the status). With these two fields the following logic can be implemented to update the PO schedule in the ERP:

• If the “PO_Status” is "CANCELLED", the PO schedule line must be deleted.
• If the “PO_Status” is "NOP" or “PO_LocalOperation” is "customer rejected", update the date and quantity, but don’t set a confirmation flag.
• For all other values, set the confirmation flag for the PO schedule line. The date and quantity must also be adjusted. If you allow the PO to be deleted from the ERP system, the PO schedule line must be marked as not deleted.
• In AirSupply you can also use the “accept but penalize” function to keep the original statistical delivery date in the ERP system. In this case, check the local operator for “Customer Penalize” in the PO response message and use the “PO_AgreedPromDate” field to update only the new delivery date.

AirSupply Customer csv Purchase Order Example: Download as csv

AirSupply Customer csv Purchase Order Respone example: Download as csv