WebSource/Retailers is 1 EDI Source's proprietary web-based EDI system that allows retailers to provide EDI capabilities to suppliers that otherwise are not able to do EDI. By providing a Web-based interface to non-compliant suppliers, it is possible to achieve near 100% EDI compliance in a very short period of time. The EDI enabling of all non-compliant suppliers happens transparently to the retailer because the WebSource system acts as an EDI gateway, both accepting outbound EDI data from the retailer’s EDI system and sending EDI data back to it.
WebSource handles all EDI transaction sets and all EDI versions (including EDIFACT). Following are descriptions of several of the most commonly used transaction sets. As your management team, 1 EDI Source, Inc. will manage all hardware and software, test and implement all WebSource suppliers, and handle the day-to-day operations of the WebSource EDI helpdesk.
850: Purchase Order
The most common retail EDI transaction set is the 850 purchase order. Implementation of WebSource EDI suppliers usually starts with this transaction set.
Although the 850s for the WebSource suppliers could go through a traditional VAN, it is recommended that the WebSource suppliers’ EDI data be siphoned off to an external file and transferred to the WebSource system via AS2, FTP or some comparable method. Transferring the file directly eliminates costly VAN fees and delays.
The 850 EDI file is then injected into the WebSource SQL Server tables. The retailer can choose on a global or supplier basis whether to receive a functional acknowledgment when WebSource receives the 850 or when the supplier opens the 850 in their WebSource mailbox. It is most common to allow WebSource to generate the functional acknowledgments for several reasons:
- If WebSource generates the functional acknowledgment, it serves as a good indicator that the file transfer between the retailer’s system and the WebSource system was successful.
- WebSource EDI suppliers may not check their WebSource mailbox as often as direct EDI suppliers. Unless the timeframe for acknowledgement was extended for WebSource suppliers, this would cause the the retailer's EDI system to report an unacknowledged transmission group.
- Once a configurable timeframe has been exceeded, the WebSource management system has exception reporting/e-mailing that alerts both 1 EDI and the WebSource supplier that the supplier has data in their WebSource mailbox that needs to be addressed. This functionality serves as WebSource’s own acknowledgement system. If there is no response from the supplier, 1 EDI calls to inform the supplier that there is data in their WebSource mailbox.
After the 850 is injected into the WebSource SQL tables, the WebSource supplier is optionally notified via e-mail that there is new data in their WebSource mailbox. If desired, a copy of the purchase order can actually be included within the body of the e-mail notification. Upon checking their WebSource mailbox, the supplier can be optionally prompted to acknowledge the terms and conditions of their new purchase order.
The format of the on-line/printable version of the purchase order is completely customizable to the retailer’s specifications. All pertinent EDI fields are accounted for and presented in an aesthetically acceptable format.
860: Purchase Order Change Request
When an 860 is sent from the retailer to a WebSource supplier, several levels of validation take place. First, the WebSource administration system checks to make sure that the purchase order has not yet shipped. If it has, automated processes can report that back to 1 EDI and/or the retailer directly. If the referenced purchase order has not shipped, the supplier will be sent an urgent e-mail detailing the change and prompting them to administer the change in their WebSource mailbox.
Upon logging into their WebSource mailbox, the supplier must respond to each purchase order change request before gaining access to their primary mailbox functions. The following configurable options are available: Accept change to purchase order, Purchase order has already shipped – do NOT accept change, Do NOT accept purchase order change – other reason.
810/856: Invoice/Advance Shipment Notice
THe data for 810s and 856s can be put in by the WebSource supplier starting from scratch or via the 850 turnaround. In either case, the entry screens are streamlined to facilitate easy data entry. There are three turnaround options available to the WebSource supplier for the 850 turnaround from the retailer: 810 Only, 856 Only, and 810/856 Combo. Information for the 810 and 856 forms will default from information on the 850 whenever possible.
Data entry into the 810 and 856 WebSource entry screens is strictly governed by application-level validation routines that the retailer defines. This minimizes the potential for transaction errors being passed onto the retailer. WebSource data entry screens are customizable on both a global and a user level.
810s and 856s that are entered into the WebSource system are then either sent instantly to the retailer or put on a global/user delay. If no global or user delay is set, the outbound documents are picked up during the next sweep of the tables. If a global or user delay is set, the WebSource user has the ability to edit or delete the transaction set any time up to when the send delay has been met. Even if a delay is set, an option to send immediately is always available in the WebSource Outbox.
WebSource administrators also have the ability to create and edit outbound documents for WebSource suppliers without having to log in as the actual supplier. This is useful when acting as a service bureau (fax-to-EDI). WebSource administrators have the ability to specify, via a drop-down list, the WebSource supplier for which they are going to do data entry. The outbound transaction sets available to that supply are then available to the WebSource administrator for selection.
812: Credit/Debit Adjustment
812s can be used to detail chargeback information to suppliers. Since this data is not intended to be turned around and is not generally mapped into an application on the supplier’s side, the data is by default presented in a report format. It is not necessary for the 812 data to go into the supplier’s WebSource mailbox. The WebSource user has the ability to opt only to receive e-mail notifications of EDI 812s.
824: Application Advice
824s can be used to detail transaction set errors to suppliers. As with the 812, this data is not intended to be turned around nor is it generally mapped into an application on the supplier’s side. The WebSource user has the option of only receiving e-mail notifications of EDI 824s. Due to the extensive EDI-level validation and application-level validation performed by both the WebSource system and EDI Complete, it is rare that this transaction set is pertinent to the WebSource end user. In most cases, any 824s are routed immediately to 1 EDI for analysis. The most common error reported in an 824 for a WebSource supplier is “Invalid Item Number”. This only occurs on non-turnaround transaction sets (direct entry) when item level validation is turned off and drop-down list boxes are likewise not used.
820: Payment Order/Remittance Advice
820s are handled in a very unique way with WebSource. When the user clicks on an inbound 820 in their WebSource Inbox, they are presented with a graphical representation of the check as well as a detailed report of the invoice payments and chargebacks. As electronic banking and reporting is often a feared concept among small suppliers, much time and effort has been spent by 1 EDI to provide the WebSource user with a familiar feel to the printout of the check and associated check detail.
Additionally, the check detail can also be downloaded from their WebSource mailbox in a comma-delimited format. This allows the data to be easily opened in Excel or some other package for sorting and possible system integration.
852: Product Activity Data
The 852 data generated weekly by the retailer can be viewed as a report or downloaded as a feed file for 1 EDI’s 852 Reporting product. The WebSource report is a representation of this week’s data in a readable format. 852 Reporting, however, allows the user to view 852 data for any time period in a wide variety of formats. The interface is easy to use and the reports are extremely powerful.