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    EDI Transaction Files

    Acctivate has previously supported the ANSI EDI X12 standard, XML and other various file formats. These formats were difficult to troubleshoot and integrations with EDI service providers were complicated as each customer, trading partner and service provider had different requirements. Acctivate now only supports a tab-delimited text file format for exchanging EDI transactions. ANSI EDI X12 and other formatting will be done by the VAN used with Acctivate.

    We partnered with TrueCommerce in 2008 to develop a standard integration that could be scaled to hundreds and eventually thousands of companies using Acctivate and looking for a seamless EDI integration. TrueCommerce recommended that we use their tab-delimited text file format for sending and receiving EDI transactions. This universal, single file format has allowed Acctivate to successfully integrate with hundreds of unique trading partners.

    As a bonus, we found that the tab-delimited text files were much more "human readable" when compared to ANSI X12. Please read our View EDI Transaction Files documentation below to learn how to locate and view Acctivate EDI transaction files.

    Other popular EDI providers, such as SPS Commerce, B2B Gateway, and GCommerce have also added support for our tab-delimited format. We have also worked with numerous lesser known EDI providers and VANs. It is also possible to import and export our tab-delimited text files without an EDI service provider. The other party would need to implement the Acctivate file specification explained below

    View EDI Transaction Files

    Acctivate can read and generate tab-delimited text files which are used to exchange data with EDI service providers. The contents of the text files are viewable in standard text editors, such as Notepad; however, Microsoft Excel can provide a convenient way to review the EDI transaction data for accuracy. Follow the steps

    1. Locating EDI Transaction files
      If you've completed the EDI Configuration in Acctivate, you can use the EDI menu at the top of Acctivate to select the Open EDI File Directory option. This will open the directory where the EDI files are imported from and exported to.

    2. Opening an EDI transaction file in Notepad
      The file extension for Acctivate EDI transaction files is TXT. Simply double-click on the TXT file, once located in Windows Explorer. The file should open in Notepad or the default text editor in Windows.

      Notepad is not the ideal application to review EDI transaction files. We recommend using Microsoft Excel to view the transaction.

      Warning

      Microsoft Excel can unnecessarily reformat the EDI transaction data when using the "Save" command. Therefore, we strongly recommend that you make a copy of the TXT file outside of your EDI transaction folder. First, press CTRL+A in Notepad to select all of the contents of the EDI transaction file. Then press CTRL+C to copy the contents to your clipboard.

    3. Viewing EDI transaction in Microsoft Excel
      Open Microsoft Excel and place your cursor in the first field and press CTRL+V to paste the contents from Notepad into Excel. By default, Microsoft Excel uses column letters, such as A-Z, instead of column numbers. The Acctivate EDI specification refers to column positions, not letters. Therefore, we recommend that you temporarily adjust Excel to use column numbers (i.e. R1C1 style) Instructions for Microsoft Excel 2010:

      • Click File from the Excel Ribbon toolbar
      • Choose Options from the list on the left to open the Excel Options window
      • Click Formulas in the list on the left
      • Check the R1C1 reference style option and click OK

    Use the guides below to locate and identify EDI transaction file contents.

    850 Transaction File

    The 850 transaction is commonly referred to as a Customer Purchase Order since it is initiated by your customer. However, the EDI Purchase Order will be imported as an Acctivate Sales Order.

    The file structure for the EDI Customer Purchase Order is:

    • The Header Row (Row Type “H”) is the first row in a Customer Purchase Order. The transaction header row includes the customer name, addresses, contact info, and special instructions.
    • Item Rows (Row Type “I”) appear for each item in the order. This row contains multiple product identifiers, transaction quantity, price, reference and special instructions.

    Header Row (used once per order)

    Position Data Data Type (Length) Notes
    1 Row Type String (1) “H” for Header row
    2 Transaction Type String (3) “850” for Transaction Type
    3 Accounting ID String (41) Acctivate Trading Partner ID
    4 Customer PO String (20) Sales Order PO
    5 PO Date Date Sales Order Date, also captured in EDI Orders table. Local date format (e.g., MM/DD/YYYY in US) or YYYYMMDD
    6 Invoice Number Ignored
    7 Accounts Receivable Account Ignored
    8 Ship To Name String (41) Ship Address 1
    9 Ship To Address – Line One String (41) Ship Address 2
    10 Ship To Address – Line Two String (41) Ship Address 3
    11 Ship To City String (31) Ship City
    12 Ship To State String (21) Ship State
    13 Ship To Zip Code String (13) Ship Zip
    14 Ship To Country String (31) Ship Country
    15 Mark for Store Number String (41) The Mark for Store Number is compared against the all the Ship To Locations of the customers associated with this trading partner in order to find a matching customer.

    Once a customer has been matched based on this location, this location will be used for the sales order's Ship To unless this customer also has a Ship To address that matches the Ship-to Location ID (H row, position 41).

    The Store is stored in EDI Orders table, visible on the Additional Info tab of the Enter Sales Order window.
    16 Bill To Name String (41) Bill Address 1
    17 Bill To Address – Line One String (41) Bill Address 2
    18 Bill To Address – Line Two String (41) Bill Address 3
    19 Bill To City String (31) Bill City
    20 Bill To State String (21) Bill State
    21 Bill To Zip Code String (13) Bill Zip
    22 Bill To Country String (31) Bill Country
    23 Bill To Code Ignored
    24 Ship Via String (25) Sales Order Ship Via
    25 Ship Date Date Requested Ship Date. Local date format (e.g., MM/DD/YYYY in US) or YYYYMMDD
    26 Terms Code String (31) Terms Code
    27 Note String (4095) Comment
    28 Product Group String (255) Stored in EDI Additional Information table
    29 Department Number String (5) Stored in EDI Additional Information table
    30 Mark For Code String (255) Stored in EDI Additional Information table
    31 Cancel Date Date Stored in EDI Additional Information table. Local date format (e.g., MM/DD/YYYY in US) or YYYYMMDD
    32 Do Not Ship Before Date Sales Order Don’t Ship Before. Local date format (e.g., MM/DD/YYYY in US) or YYYYMMDD
    33 Do Not Ship After Date Sales Order Don’t Ship After. Local date format (e.g., MM/DD/YYYY in US) or YYYYMMDD
    34 Allowance Percent 1 Decimal Accumulated with other allowances for Sales Order Discount
    35 Allowance Amount 1 Decimal Accumulated with other allowances for Sales Order Discount
    36 Allowance Percent 2 Decimal Accumulated with other allowances for Sales Order Discount
    37 Allowance Amount 2 Decimal Accumulated with other allowances for Sales Order Discount
    38 Allowance Percent 3 Decimal Accumulated with other allowances for Sales Order Discount
    39 Allowance Amount 3 Decimal Accumulated with other allowances for Sales Order Discount
    40 Not Used
    41 Ship-to Location ID String (41) If provided, the Ship To Location ID in this field will be used for the order if it exists for the customer that was matched using the Mark for Store location (H row, position 15). Typically this would be a Distribution Center that services the Mark for Store location.
    42 Merchandise Type Code String (255) Stored in EDI Additional Information table
    43 Contact Name String (50) Sales Order Contact Name
    44 Contact Phone String (50) Sales Order Contact Phone
    45 Contact Fax String (50) Sales Order Contact Fax
    46 Contact Email Address String (99) Sales Order Contact Email
    47 Ship-to Attention String (41) Ship Attention
    48 Salesperson String (5) Sales Order Salesperson ID
    49 Requested By String (50) Sales Order Requested By
    50 Approved By String (50) Sales Order Approved By
    51 Customer Contact Name Ignored
    52 Reference String (30) Sales Order Reference
    53 Reference 2 String (30) Sales Order Reference 2
    54 Job Reference String (20) Sales Order Job Reference
    55 Special Instructions String Sales Order Special Instructions
    56 Shipping Instructions String Sales Order Shipping Instructions

    Item Row

    Position Data Data Type (Length) Notes
    1 Row Type String (1) “I” for Item Row
    2 Line Number Integer Stored in EDI OrderDetail table. Will be used on the 856 and 810 transactions.
    3 Vendor Product ID String (159) Find Product by Product ID (or Alt Product ID)
    4 Buyer Product ID String (159) Find Product by Customer Product ID
    5 UPC String (31) Find Product by UPC
    6 Description String (4095) Sales Order Line Description
    7 Quantity Decimal Sales Order Quantity
    8 Unit of Measure String (5) Sales Order Quantity Unit (see IgnoreUOM and SetPriceUnit configuration options)
    9 Unit Price Decimal Sales Order Line Price
    10 Item Retail Price Ignored
    11 Item Allowance Amount Decimal Converted to Line Discount %
    12 Item Allowance Percent Decimal Line Discount %
    13 Reference String (20) Sales Order Line Reference
    14 Special Instructions String Sales Order Line Special Instructions

    856 Transaction File

    Acctivate can export shipment notifications to your customers via EDI. This transaction is the Advance Ship Notice, or ASN. It may also be referred to as an EDI 856 transaction.

    The shipment is typically created either by the shipping workstation interface (e.g. FedEx or UPS) or the Acctivate Package Manager.

    The Acctivate ASN export includes support for three shipment structures. You'll hear more about these formats during your EDI implementation. The format refers to the structure and sequence of the rows contained in the transaction file. This shipment structure is configured per trading partner. Please read the linked articles below for each ASN format.

    1. Standard Pack: A common format for the Acctivate EDI Advance Ship Notice is "Standard Pack". Standard Pack ASNs are appropriate when each carton in a shipment contains a single SKU.

      The Standard Pack ASN follows the "SOIP" file structure:

      • The Shipment Row (Row Type "S") is the first row in an Advance Ship Notice. The shipment row contains the shipment address, carrier, service, total weight and other shipment summary information.
      • Sales Order Rows (Row Type "O") are created for each sales order contained in the shipment. Typically, there is one sales order contained in the shipment, but Acctivate does support consolidated, multi-order shipments.
      • Item Rows (Row Type "I") are included for each item in the shipment. Multiple product identifiers are included, along with the quantity and item dimensions.
      • Lot/Serial Rows (Row Type "L") for the selected lot or serial numbers are included in the shipment. All lot/serial numbers for an item will appear under a single Item Row.
      • Pack Rows (Row Type "P") will appear for each carton for the item within the shipment. The Package ID (SSCC-18) is included in the Pack Row, along with the pack quantities, store number, tracking number and weight.
    2. Pick and Pack: A common format for the Acctivate EDI Advance Ship Notice is "Pick and Pack". Pick and Pack ASNs are appropriate when shipment cartons contain multiple products/SKUs.

      This ASN format typically requires use of the Acctivate Package Manager to specify which items are contained within each carton. However, it is possible to use this format for shipments with single product/SKU cartons if the EDI Trading Partner requires it.

      The Pick and Pack ASN follows the "SOPI" file structure:

      • The Shipment Row (Row Type "S") is the first row in an Advance Ship Notice. The shipment row contains the shipment address, carrier, service, total weight and other shipment summary information.
      • Sales Order Rows (Row Type "O") are created for each sales order contained in the shipment. Typically, there is one sales order contained in the shipment, but Acctivate does support consolidated, multi-order shipments.
      • Pack Rows (Row Type "P") will appear for each carton within the shipment. The Package ID (SSCC-18) is included in the Pack Row, along with the pack quantities, store number, tracking number and weight.
      • Item Rows (Row Type "I") are included for each item in the carton/pack. Multiple product identifiers are included, along with the quantity and item dimensions.
    3. No Pack: A less common format for the Acctivate EDI Advance Ship Notice is "No Pack". The No Pack ASN is very simple and can be used for any shipment, regardless of the contents of cartons.

      This ASN format only includes the shipment summary information and the items contained within the shipment. There is no information provided for the cartons.

      The No Pack ASN follows the "SOI" file structure:

      • The Shipment Row (Row Type "S") is the first row in an Advance Ship Notice. The shipment row contains the shipment address, carrier, service, total weight and other shipment summary information.
      • Sales Order Rows (Row Type "O") are created for each sales order contained in the shipment. Typically, there is one sales order contained in the shipment, but Acctivate does support consolidated, multi-order shipments.
      • Item Rows (Row Type "I") are included for each item in the shipment. Multiple product identifiers are included, along with the quantity and item dimensions.
      • Lot/Serial Rows (Row Type "L") may be included for selected lot or serial numbers are included in the shipment. All lot/serial numbers for an item will appear under a single Item Row.

    Below you can find the specifications of each row type. Except for the sequence of the rows, mentioned above, most of the row data is the same.

    Shipment Row (used once per shipment)

    Position Data Data Type (Length) Value
    1 Row Type String (1) "S" for Shipment row
    2 Transaction Type String (6) Varies depending on the Trading Partner's shipment structure:
    • "856SOPI" for SOPI and SOI shipment structures
    • "856SOIP" for SOIP the shipment structure.
    3 Shipment ID String (30) Acctivate Shipment Number
    4 SCAC String (4) SCAC from Carrier (Config Mgr)
    5 Carrier Pro Number String (30) Carrier Reference from Shipment
    6 Bill of Lading String (30) BOL from Shipment on first Carrier Reference from first Carton
    7 Scheduled Delivery Date CCYYMMDD
    8 Ship Date Date CCYYMMDD
    9 Ship To Name String (41) Address line 1 from Shipment
    10 Ship To Address - Line One String (41) Address line 2 from Shipment
    11 Ship To Address - Line Two String (41) Address line 3 from Shipment
    12 Ship To City String (31) City from Shipment
    13 Ship To State String (21) State from Shipment
    14 Ship To Zip String (13) Postal / Zip from Shipment
    15 Ship To Address Code Not supported
    16 Routing String (35) Routing from Shipment
    17 Ship To Type Not supported
    18 Packaging Type String (12) "Carton"
    19 Gross Weight Real Gross Weight from Shipment
    20 Gross Weight UOM String (5) "LB" or "KG"
    21 Total Cartons Shipped Integer Number of Cartons/Packs in Shipment
    22 Carrier Trailer Number Not supported
    23 Trailer Initial Not supported
    24 Ship From Name String (59) Company Name from Config Mgr (Company Info)
    25 Ship From Address - Line One String (41) First address line from Config Mgr (Company Info)
    26 Ship From Address - Line Two String (41) Second address line from Config Mgr (Company Info)
    27 Ship From City String (31) City from Config Mgr (Company Info)
    28 Ship From State String (21) State from Config Mgr (Company Info)
    29 Ship From Zip String (13) Postal / Zip from Config Mgr (Company Info)
    30 Ship From Address Code Not supported
    31 Vendor Number String (15) EDI Identifier for your company, configurable per Trading Partner (e.g., Duns #, UCC EDI #, Phone)
    32 Distributor Address Code Not supported
    33 Transportation Method String (2) (blank), A=Air,C=Consolidation,M=Motor (Common Carrier),P=Private Carrier,U=Private Parcel Service
    34 Buyers Address Code Not supported
    35 Product Group Not supported
    36 Ship To Code Not supported
    37 Ship To Location ID String (41) Ship To Location ID from Shipment
    38 Status Not supported
    39 Routing Sequence Code String (1) B=Origin/Delivery Carrier (Any Mode)
    40 Time Shipped Time Time (HH:MM)
    41 ASN Creation Date Date Shipment Date (CCYYMMDD)
    42 Carrier String (25) Sales Order Carrier
    43 CarrierService String (25) Sales Order Carrier Service

    Order Row

    Position Data Data Type (Length) Value
    1 Row Type String (1) "O" for Order row
    2 Accounting ID String (15) Acctivate Trading Partner ID for Customer
    3 PO # String (25) Customer PO Number from Sales Order
    4 PO Date Date CCYYMMDD
    5 Invoice # String (40) The first invoice associated with this shipment
    6 Order Weight Real Total weight of cartons (or items for Pick/Pack) for this order in the shipment
    7 Store Address Code String (41) Store Location from first carton for this Sales Order in Shipment
    8 Buyer Name Not supported
    9 Order Lading Quantity Not supported
    10 Department # String (5) Department Number from original EDI Purchase Order
    11 Destination Address Code Not supported
    12 Packaging Type String (12) CTN=Carton, CTN25=Carton, CTN25=Corrugated Carton, CTN31=Fiber Carton, CTN76=Paper Carton, PLT76=Pallet
    13 Lading Quantity Real Number of Cartons for this Sales Order in Shipment
    14 Store Name Not supported
    15 Store Number String (41) Store Location from first carton for this Sales Order in Shipment
    16 Buyer Address Code Not supported
    17 Vendor Order # String (40) Acctivate Sales Order Number
    18 Merchandise Type Code String (255) Merchandise Type Code from original EDI Purchase Order
    19 Product Group String (255) Product Group from original EDI Purchase Order
    20 Reference String (30) Reference from Acctivate Sales Order
    21 Reference 2 String (30) Reference 2 from Acctivate Sales Order
    22 Job Reference String (20) Job Reference from Acctivate Sales Order

    Pack Row

    Position Data Data Type (Length) Value
    1 Row Type String (1) "P" for Pack row
    2 UCC-128 String (20) Package ID (option to include “00” prefix)
    3 Pack Size Integer Not supported
    4 Inner Packs per Outer Pack Integer Outer Pack Qty from Carton / Pack
    5 Pack Height Real Not supported
    6 Pack Length Real Not supported
    7 Pack Width Real Not supported
    8 Pack Weight Real Weight of Carton / Pack
    9 Qty of UPCs within Pack (Inner Pack Qty) Real Inner Pack Qty from Carton / Pack
    10 UOM of UPCs String (12) "Each", "Case", "Dozen", or "Pound"
    11 Pack Size UOM Not supported
    12 Store Name Not supported
    13 Store Number String (41) Ship To Location ID from Carton / Pack
    14 Tracking # String (50) Carrier Package ID from Carton / Pack
    15 Gross Volume Decimal Volume from Product Specs tab X Shipped Qty in Carton
    16 Gross Volume UOM Not supported

    Item Row

    Position Data Data Type (Length) Value
    1 Row Type String (1) "I" for Item row
    2 User Item ID String (159) Product ID from Acctivate Product record
    3 Trading Partner Item ID String (159) Buyer Product ID from original EDI Purchase Order
    4 UPC # String (159) UPC from Acctivate Product record
    5 Item Description String Description from Acctivate Sales Order line
    6 Quantity Real Varies depending on the Trading Partner's shipment structure:
    • SOPI: Total Quantity for this Item, for this carton/pack
    • SOIP: Total Quantity for this Item from all cartons/pack
    7 UOM String (5) Stocking UOM from Product
    8 Shipped Quantity Real Same as above “Quantity”
    9 Pack Size Not supported
    10 Pack UOM String (12) "Each", "Linear Foot", "Ounce", "Pounds Gross", or "Square Foot"
    11 Inner Packs per Outer Pack (Outer Pack Qty) Integer Outer Pack Qty from Product Specs tab
    12 Line # Integer Line Number from original 850 EDI Purchase Order transaction. If no line number was provided with the 850, the Acctivate sales Order line number will be used
    13 Buyer's Catalog # Not supported
    14 Volume Decimal Volume from Product Specs tab
    15 Volume UOM Not supported
    16 Weight Not supported
    17 Today's Date Date CCYYMMDD
    18 Reserved Not supported
    19 Unit Price Decimal Price from Sales Order line in stocking unit
    20 Reference String (20) Reference from Sales Order line
    21 Length Decimal Length from Product Specs tab
    22 Height Decimal Height from Product Specs tab
    23 Width Decimal Width from Product Specs tab

    Lot/Serial Numbers (optional, included in "No Pack" and "SOIP" shipments created in Packaging Manager)

    Position Data Data Type (Length) Notes
    1 Row Type String (1) "L" for Lot number, but also used for Serial Numbers
    2 Lot Number String (25) Control
    3 Quantity Decimal
    4 Expiration Date Date Exp Date from Acctivate Lot/Serial Inventory in YYYYMMDD format
    5 Reference String (50) Reference from Acctivate Lot/Serial Inventory
    6 Specification String Specification from Acctivate Lot/Serial Inventory
    7 Weight Decimal Actual Weight of Lot/Serial number, from Acctivate Sales Order
    8 Length Decimal Actual Length of Lot/Serial number, from Acctivate Sales Order

    810 Transaction File

    Acctivate can export sales invoices to your customers via EDI. This transaction is commonly referred to as the EDI 810 transaction.

    The file structure for the EDI Sales Invoice is:

    • The Header Row (Row Type "H") is the first row in a Customer Invoice. The transaction header row includes the customer name, addresses, contact info, special instructions, related shipment information and transaction total amounts.
    • Item Rows (Row Type "I") appear for each item on the invoice. This row contains multiple product identifiers, quantity, price, reference and special instructions.
    • Lot/Serial Rows (Row Type "L") may be included for any lot or serial numbers are included. All lot/serial numbers for an item will appear under a single Item Row.
    • Tracking Number Rows (Row Type "T") may be included when a tracking number exists for a related shipment

    Invoice Row (used once per invoice)

    Position Data Data Type (Length) Notes
    1 Row Type String (1) "H" for Header
    2 Transaction Type String (3) "810"
    3 Accounting ID String (41) Acctivate Customer ID/Name
    4 Invoice # String (40) Acctivate Invoice Number
    5 Invoice Date Date YYYYMMDD format
    6 PO # String (40) Trading Partner (Customer) PO
    7 Bill of Lading String (50) First of 1) Bill of Lading from last Shipment, 2) Tracking from last Carton or 3) Tracking from Invoice. Note: Options 1 and 2 come from a shipment created in Packaging Manager with a status of 'Shipped'.
    8 SCAC String (4) SCAC from the last shipment
    9 Ship To Name String (41) Ship to Address line 1 (Ship To Location Description for CYMA edition)
    10 Ship To Address - Line One String (41) Ship To address line 2 (Ship To address line 1 for CYMA edition)
    11 Ship To Address - Line Two String (41) Ship To address line 3 (Ship To address line 2 for CYMA edition)
    12 Ship To City String (31) Ship To address city
    13 Ship To State String (21) Ship To address state
    14 Ship To Zip Code String (13) Ship To address zip
    15 Ship to Country String (31) Ship To address country
    16 Ship-to Location ID String (41) Typically DC or Store Number
    17 Bill to Name String (41) Bill To address line 1
    18 Bill to Address - Line One String (41) Bill To address line 2
    19 Bill to Address - Line Two String (41) Bill To address line 3
    20 Bill to City String (31) Bill To address city
    21 Bill to State String (21) Bill To address state
    22 Bill to Zip Code String (13) Bill To address zip code
    23 Bill to Country String (31) Bill To address country
    24 Bill to Code String (2) Not supported
    25 Ship Via String (25) Shipping Method (e.g., Ground)
    26 Ship Date Date YYYYMMDD format
    27 Terms String (31) Payment Terms (e.g., "Net 30")
    28 Note String (4095)
    29 Weight Decimal Weight from cartons in related shipment(s) or item weights if no shipment(s)
    30 Total Cartons Shipped Decimal Cartons from related shipment(s) or item quantity if no shipment(s)
    31 Shipping Charge Decimal Total Amount of Invoice Lines for default shipping product from Sales Orders options in Config Mgr. Note: Any invoice lines for this item will not be included as "I" rows
    32 Terms Discount Amount Decimal Early Payment Discount. Use 52-57 for allowances
    33 Tax Amount Decimal Sales Tax Amount
    34 Department Number String (5) Department from original EDI Purchase Order
    35 Product Group String (255) Product Group from original EDI Purchase Order
    36 Trade Discount Amount Decimal Total Discount at bottom of Invoice. Total of Allowances from Customer PO if applicable.
    37 Order Date Date YYYYMMDD format
    38 Transportation Method String (2) Transportation Type from most recent shipment
    39 Invoice Type String (2) Currently Unused (blank)
    40 FOB String (25) FOB pulled from the Shipment tab of the Sales Order
    41 Branch ID String (15) Acctivate Branch ID
    42 Store # String (41) Store from original EDI Purchase Order
    43 Branch Name String (50) Branch name from Configuration
    44 Branch Address 1 String (41)
    45 Branch Address 2 String (41)
    46 Branch Address 3 String (41)
    47 Branch City String (31)
    48 Branch State String (12)
    49 Branch Zip String (13)
    50 Branch Country String (31)
    51 Merchandise Type Code String(255) Merchandise Type Code from original EDI Purchase Order
    52 Allowance 1 Amount Decimal Allowance 1 from original EDI Purchase Order
    53 Allowance 1 Percent Decimal Allowance 1 from original EDI Purchase Order
    54 Allowance 2 Amount Decimal Allowance 2 from original EDI Purchase Order
    55 Allowance 2 Percent Decimal Allowance 2 from original EDI Purchase Order
    56 Allowance 3 Amount Decimal Allowance 3 from original EDI Purchase Order
    57 Allowance 3 Percent Decimal Allowance 3 from original EDI Purchase Order
    58 Vendor Order # String (22) Acctivate Sales Order Number
    59 Reference String (20) Acctivate Sales Order/Invoice Reference
    60 Reference 2 String (20) Acctivate Sales Order/Invoice Reference 2
    61 Job Reference String (20) Acctivate Sales Order/Invoice Job Reference
    62 Due Date Date Payment Due Date based on Terms
    63 Sub Total Decimal Invoice Total, prior to Trade Discount Amount and Tax
    64 Total Amount Decimal Invoice Total, after Discount and including Tax
    65 Terms Due Number of Days Decimal The number of days until invoice is due. i.e. 30 when Net 30 terms.
    66 Terms Discount Number of Days Decimal The number of days until payment must be made in order to receive a discount. i.e. 10 when terms "2% 10 Net 30".
    67 Terms Discount Due Date Date yyyymmdd. The date in which payment must be made in order to receive the Terms Discount.
    68 Terms Discount Percentage Decimal The terms code percentage discount. i.e. 2 when terms "2% 10 Net 30".

    Item Row

    Position Data Data Type (Length) Notes
    1 Row Type String (1) "I" for Item
    2 Line # Integer Line Number from original 850 EDI Purchase Order transaction. If no line number was provided with the 850, the Acctivate sales Order line number will be used
    3 User Item ID String (159) Acctivate Product ID
    4 Trading Partner Item ID String (159) This is the product ID sent by the trading partner on the original 850 (I row, Position 4).
    5 UPC# String (31) UPC from original EDI Purchase Order or Acctivate Product
    6 Description String (4095) Acctivate Product Description
    7 Quantity Decimal Quantity invoiced (see ExportInSalesUnit configuration option)
    8 Unit of Measure String (5) Unit of measure for the invoice quantity (may also apply to the unit price, see ExportInSalesUnit configuration option)
    9 Unit Price Decimal Unit price. (see ExportInSalesUnit configuration option)
    10 Size (PO402) Decimal Currently unused
    11 Pack (PO401) Decimal Outer Pack Qty from Acctivate Product
    12 GTIN # String (31) Currently unused
    13 Item Allowance Decimal Item Allowance from EDI Purchase Order
    14 Item Allowance Percent Decimal Item Allowance from EDI Purchase Order
    15 Item Retail Price Decimal Retail Price from EDI Purchase Order
    16 Shipping Status Currently unused
    17 Line Amount Decimal Quantity * Unit Price, less any allowances
    18 Bill of Lading String (50) First of: Shipment BOL, Carton Tracking # or Invoice Tracking #. Note: Options 1 and 2 come from a shipment created in Packaging Manager with a status of 'Shipped'.
    19 Inner Pack Quantity Decimal Inner Pack Qty from Acctivate Product
    20 Reference String (20) Acctivate Sales Order/Invoice Line Reference
    21 Length Decimal Length fromAcctivateProduct
    22 Height Decimal Height from Acctivate Product
    23 Width Decimal Width from Acctivate Product
    24 Weight Decimal Weight from Acctivate Product
    25 Volume Decimal Volume from Acctivate Product

    Lot/Serial Numbers (optional)

    Position Data Data Type (Length) Notes
    1 Row Type String (1) "L" for Lot number, but also used for Serial Numbers
    2 Lot Number String (25) Control
    3 Quantity Decimal Quantity in stocking unit.
    4 Expiration Date Date Exp Date from Acctivate Lot/Serial Inventory in YYYYMMDD format
    5 Reference String Reference from Acctivate Lot/Serial Inventory
    6 Specification String Specification from Acctivate Lot/Serial Inventory
    7 Weight Decimal Actual Weight of Lot/Serial number, from Acctivate Sales Order
    8 Length Decimal Actual Length of Lot/Serial number, from Acctivate Sales Order

    Tracking Numbers (optional)

    Position Data Data Type (Length) Notes
    1 Row Type String (1) "T" for Tracking
    2 Tracking Number String (50) Carrier tracking number

    940 Transaction File

    Acctivate can export warehouse shipping orders to your 3PL (Third Party Logistics) provider via EDI. This transaction is commonly referred to as the EDI 940 Warehouse Shipping Order transaction. The EDI 940 reflects the Acctivate Sales Order detail lines for a given warehouse. An individual Customer Sales Order may have some items that are shipped by the 3PL and others that are shipped direct from inventory at your warehouse. For example, your primary inventory may be stocked and shipped by the 3PL provider, but orders for accessories may be shipped directly from your office.

    The format of the 940 transaction file is:

    • The Header Row (Row Type "H") is the first row in a Warehouse Shipping Order. The transaction header row includes the information from the Customer Sales Order, including the billing and shipping information, addresses, special instructions and dates.
    • Item Rows (Row Type "I") appear for each item on the sales order(s). This row contains multiple product identifiers, quantities, reference and special instructions.

    Customer orders are processed and shipped by the 3PL provider. The 3PL will then send an EDI Warehouse Shipping Advice transaction file (945 Transaction) including details of the shipment.

    Header Row (used once per order)

    Position Data Data Type (Length) Notes
    1 Row ID String (1) Constant Value "H"
    2 Transaction ID String (3) Constant Value "940"
    3 Accounting ID String (15) Partner ID
    4 Report Type Code String (1) Constant Value "N"
    5 PO # String (22) Customer PO
    6 Depositor Order # String (22) Acctivate Order Number
    7 Store # String Mark for store number from 850
    8 Department # String (30) Department number from 850
    9 Vendor # String (30) Account Number
    10 Customer # String (41) Customer ID
    11 Merchandise Type String (30) Not Used
    12 Priority Rating String (30) Not Used
    13 Special Instructions String (255) Special Instructions
    14 Shipping Instructions String (255) Shipping Instructions
    15 Payment Method String (2) Not Used
    16 Requested Date Date Requested Ship Date inYYYYMMDD format
    17 Cancel After Date Date Cancel Date from 850
    18 Transportation Method String (2) Merchandise Type Code From 850
    19 SCAC String (4) SCAC from Carrier (e.g., FDE for FedEx)
    20 Ship Via String (25) Ship Via
    21 Ship To Name String (41) Ship Address Line 1
    22 Ship To Address 1 String (41) Ship Address Line 2
    23 Ship To Address 2 String (41) Ship Address Line 3
    24 Ship To City String (31) Ship Address City
    25 Ship To State String (2) Ship Address State
    26 Ship To Zip String (13) Ship Address Zip
    27 Ship To Code Type String (2) Not Used
    28 Ship To Code String (80) Ship Location ID
    29 Ship From Name String (60) Branch Name
    30 Ship From Address 1 String (55) Branch Address Line 1
    31 Ship From Address 2 String (55) Branch Address Line 2
    32 Ship From City String (30) Branch Address City
    33 Ship From State String (2) Branch Address State
    34 Ship From Zip String (15) Branch Address Zip
    35 Ship From Code Type String (2) Not Used
    36 Ship From Code String (80) Not Used
    37 Bill To Name String (60) Bill Address Line 1
    38 Bill To Address 1 String (55) Bill Address Line 2
    39 Bill To Address 2 String (55) Bill Address Line 3
    40 Bill To City String (30) Bill Address City
    41 Bill To State String (2) Bill Address State
    42 Bill To Zip String (15) Bill Address Zip
    43 Bill To Code Type String (2) Not Used
    44 Bill To Code String (80) Not Used
    45 PO Date Date Order Date in YYYYMMDD format
    46 Don't Ship Before Date YYYYMMDD format
    47 Don't Ship After Date YYYYMMDD format
    48 Reference String (20) Reference
    49 Reference 2 String (20) Reference 2
    50 Job Reference String (20) Job Reference
    51 Product Group String (30) Product Group from 850
    52 Mark For Store Number String (30) Mark For Code from 850
    53 Salesperson ID String (5) Salesperson ID
    54 Customer Contact Name String (50) Contact Name
    55 Customer Contact Phone String (50) Contact Phone
    56 Customer Contact Fax String (50) Contact Fax
    57 Customer Contact Email String (99) Contact Email
    58 Order Total Amount Decimal (15) Total Amount
    59 Order Subtotal Amount Decimal (15) Subtotal Amount
    60 Order Sales Tax Amount Decimal (15) Sales Tax Amount
    61 Customer Company Name String (41) Company Name
    62 Ship To Country String (31) Ship Address Country
    63 Order Branch ID String (15) Branch

    Item Row

    Position Data Data Type (Length) Notes
    1 Row ID String (1) Constant Value "I"
    2 Line # String (6) Incremental Number, not Sales Order line
    3 UPC Case Code String (31) UPC from Product
    4 Vendor Item # String (159) Product ID
    5 Buyer's Item # String (159) Customer's Product ID
    6 Description String (4,095) Description
    7 Stocking Qty Decimal Quantity Ordered in Stocking Unit
    8 Stocking UOM String (5) Stocking Unit
    9 Order Qty Decimal Quantity Ordered in Sales Order Unit
    10 Order UOM String (5) Sales Order Unit
    11 Length Decimal Sales Order Line Length
    12 Height Decimal Product Height
    13 Width Decimal Product Width
    14 Weight Decimal Sales Order LineWeight
    15 Volume Decimal Product Volume
    16 Inner Pack Qty Decimal Inner Pack Quantity
    17 Outer Pack Qty Decimal Outer Pack Quantity
    18 Alternate Product ID String (159) Alternate Product ID
    19 Customer UPC Code String (31) UPC from 850
    20 Reference String (20) Reference from Sales Order Line
    21 Special Instructions String (255) Special Instructions from Sales Order Line
    22 Warehouse ID String (8) Warehouse ID
    23 Customer Product ID String (159) Customer Product ID
    24 Customer Product Description String (4,095) Customer Product Description
    25 Line Price Decimal (15) Price
    26 Extended Line Amount Decimal (15) Extending Amount

    Control Row

    Position Data Data Type (Length) Notes
    1 Row ID String (1) Constant Value "C"
    2 Row Count Integer Count of the total number of rows (lines) in the file, including the control row

    945 Transaction File

    To complete the EDI Warehouse Shipment cycle (begins with EDI 940 export) Acctivate also supports the EDI 945, or the Warehouse Shipping Advice document. Below you will see the details for the fields included or that could be used from your 3PL/Logistics Company.

    The format of the 945 transaction file is:

    • The Header Row is designated by the row type "S" and is the first row in a Warehouse Shipping Advice. The transaction header row includes the information from the Shipment as placed by the 3PL. This includes the 3PL name, Partner Name, Shipment Information, Basic Billing Information. There will be an "S" line per individual shipment if more than one.
    • Pack Rows (Row Type "P") appear for each pack/carton within the shipment. A shipment may be made up of several packs. A pack row may be omitted if all the items shipped are part of the same shipment.
    • Item Rows (Row Type “I”) appear for each item in the Shipment(s) or Pack. This row contains all products within the designated Shipment. If there are multiple lots for a single item row, then the full item row will be repeated.

    Shipment Record (used once per shipment)

    Position # Data Data Type (Length) Notes
    1 Row Type String (1) "S"
    2 Transaction Type String (3) "945"
    3 Accounting ID Lookup Trading Partner
    4 Report Type Code Ignored
    5 Consignee Ship ID String (30) 3PL Shipment Number.
    6 Sched Ship Date Date Actual Date Shipped. YYYYMMDD
    7 Depositor Order # String (22) Acctivate Sales Order Number
    8 Shipment # String (12) Ignored. Acctivate Shipment Number
    9 Consignee PO # String (22) Ignored. Customer Order Number
    10 Master Link Reference String (22) Ignored
    11 Payment Method List (2) Ignored. (PP=Prepaid (by Seller); CC=Collect; PC=Prepaid but Charged to Customer; =)
    12 Requested Delivery Date Date Scheduled Delivery Date. YYYYMMDD
    13 Requested Ship Date Date Shipment Date. YYYYMMDD
    14 Time Shipped Time Ignored. Optional Time portion of Shipment Date.
    15 Transportation Method List (2) Transportation Type (H=Customer Pickup; M=Motor (Common Carrier); R=Rail; U=Private Parcel Service)
    16 SCAC String (4) Lookup Carrier by SCAC
    17 Routing String (35) Routing
    18 Master Bill of Lading # String (30) Bill of Lading
    19 Carrier Pro # String (30) Carrier Reference
    20 Consolidation Code String (1) Ignored
    21 # of Pallets String (3) Ignored
    22 Quantity Shipped Integer (10) Number of Pieces
    23 Total Weight String (10) Gross Weight
    24 Weight UOM String (2) Gross Weight Unit
    25 Depositor Name String(60) Acctivate Company Name
    26 PO # String(30) Lookup Acctivate Sales Order by Customer PO
    27 Order Date Date Ignored
    28 Freight Charges Integer (15) Shipping Charge
    29 Ship To Name String (60) Ship Address Line 1
    30 Ship To Name 2 String (60) Ship Attention
    31 Ship To Address 1 String (55) Ship Address Line 2
    32 Ship To Address 2 String (55) Ship Address Line 3
    33 Ship To City String (30) Ship Address City
    34 Ship To State String (2) Ship Address State
    35 Ship To Zip String (15) Ship Address Zip
    36 Ship To Country String (3) Ship Address Country
    37 Ship To Code Type List (2) Ignored. (91=Assigned by Seller or Seller's Agent; 92=Assigned by Buyer or Buyer's Agent; 93=Code assigned by the organization originating the transaction set; 94=Code assigned by the organization that is the ultimate destination of the transaction set; 9=D-U-N-S+4: D-U-N-S Number with Four Character Suffix; ZZ=Mutually Defined; 1=D-U-N-S Number: Dun & Bradstreet; =)
    38 Ship To Code String (80) Ignored
    39 Warehouse Name String (60) Ignored
    40 Warehouse Code Type List (2) Ignored. (1=D-U-N-S Number: Dun & Bradstreet; 9=D-U-N-S+4: D-U-N-S Number with Four Character Suffix; 91=Assigned by Seller or Seller's Agent; 92=Assigned by Buyer or Buyer's Agent; UL=UCC/EAN Location Code; ZZ=Mutually Defined; =)
    41 Warehouse Code String (80) Ignored
    42 Carrier Service String (25) Carrier Service
    43 Billing Option String (50) User defined carrier billing options. Used to exclude shipping charges from invoice.

    Pack/Carton Record

    Position # Data Data Type (Length) Notes
    1 Row type String (1) "P"
    2 UCC-128 # String (48) SSCC-18
    3 Application ID and Data String (48) Ignored
    4 Pallet # String (48) Ignored

    Item Record

    Position # Data Type(length) Notes
    1 Row Type String (1) "I"
    2 UPC Case Code String (112) Find item on SO by UPC
    3 Vendor Item # String (48) Find item on SO by Product ID
    4 UPC # String (48) Find item on SO by UPC
    5 Qty Shipped String (10) Qty Shipped per Line
    6 Qty Ordered String (15) Qty Ordered as seen in Acctivate
    7 Qty Difference String (9) Ignored
    8 Order UOM List (5) Sales OrderUnit of Measure
    9 Unit Price Decimal (30) Ignored
    10 Status List (2) Ignored. (CC=Shipment Complete on (Date); CP=Partial Shipment on (Date): Considered No Backorder)
    11 Change Reason List (2) Ignored. (01=Out of Stock; 02=Equipment Cut; 03=Booking Location Request; 04=On Hold; 05=Order Discrepancy; 06=Receiving Location Request; 07=Inventory Discrepancy; 08=Material Shortage; 09=Substitution; 10=Diverted Item; 11=Loading Error; 12=Inbound Carrier Failure; 13=Product Allocation Exceeded; 14=Improperly Sized Order; 15=Wrong Equipment; 16=Insufficient Equipment Space; 17=Discontinued Item; 20=Late Stock Transfer; 21=Inadequate Lead Time; 22=Stock Transfer Not Set Up; 23=Item Not Stocked at Shipping Location; 24=Product Withdrawn; 25=Addition Requested by Customer; 26=Bacteria Clearance; ZZ=Mutually Defined)
    12 Lot # String (12) Match existing
    13 Tracking # String (30) Update Pack Tracking Number
    14 Serial # String (30) Match existing or Add New
    15 Weight String (10) Accumulate for Total Pack Weight
    16 Note String (30) Ignored
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