Sending Purchase Orders via EDI allows for the Vendor to process your order faster. Currently, Purchase Orders are sent to the email address on the Vendor record and then that contact inputs your order into their system. With EDI Vendor Integration, submitted Purchase Orders are directly sent to the Vendor's system for processing.
Important Note: Ensure to complete the prerequisites so that Vendors and their Vendor Items are setup correctly before creating and submitting an order.
Available EDI Vendors
At this current time, only the following Vendors can be set up for an EDI Vendor Integration:
For the full list of of Vendors with Invoice and/or Purchase Order EDI Integrations, please refer to the Vendor Integration List.
Complete the steps listed below before submitting orders via EDI.
Step 1: Contact R365
Contact your Coach or CSM to enable this feature for your database.
Step 2: Submit a Ticket with R365 Support
Submit a ticket with R365 Support. When submitting the request, select 'Vendor Integrations' to best describe the issue. A member of the R365 Integrations Support team will then reach out to the Vendor.
Step 3: Update Your Vendor Record(s) – 'Vendor Additional Info' Tab
To enable EDI Integration for a Vendor, its Vendor record will need to be updated. Start by opening the desired Vendor record and navigating to the 'Vendor Additional Info' tab. On this tab, first ensure that the 'Entry' field is listed as 'by Item'. The following fields will then need to be updated:
- External Vendor Identifier - Your Vendor-provided Customer number/reference used to identify you in the Vendor's system
- Food Service Distributor- The Food Service Distributor that will be receiving the Purchase Order
- Note: Only the Vendors listed in the previous section are currently available for Outbound EDI integration
- Distributor Division - The specific division of the company that will fulfill the order. If the selected Food Service Distributor does not have any divisions, this field will not be displayed
Step 4: Update Your Vendor Record(s) – 'Location' Tab
Next, navigate to the 'Location' tab and enter in the specific Vendor Customer Number as noted by the Vendor for each Location. This can be done by selecting a Location and then entering in the unique identifier values in the 'Vendor Account Number' field. Click 'Add' to add the details to the grid below. Repeat this for all Locations that use this Vendor.
- Note: If there is no grid displayed, the system will reference the External Vendor Identifier entered on the 'Vendor Addition Info' tab.
Ensure to save the Vendor record before closing.
Step 5: Update the Vendor Item Record – Unit of Measure Values
Vendors require all Vendor Items ordered via EDI to have a Purchase UofM based on a case of the item. In addition to this, the Vendor may invoice your restaurant by weight, volume, or Each. Because of this, the Purchase UofM and Split UofM, if possible, for each Vendor Item must be updated on their Vendor Item record.
Ensure to save each Vendor Item record before closing.
Entering a Purchase Order
When entering Purchase Order, it is important to note that all Units of Measure will be based on a 'Case' of the item. As part of the Vendor Item setup, ensure that the item's Purchase UofM is set to either 'Case' or 'Each'. In general, Vendors only accept orders for items by case. Some items are allowed to be ordered as an 'Each but never by weight.
Vendors will invoice by the weight, but they expect to receive orders by 'Case' or 'Each'. If you attempt to order an item by its weight, most Vendors will change the weight UofM to be 'Case', but the quantity will remain unchanged. To avoid any issues with ordering, be sure to setup the appropriate UofM's on Vendor Item records.
The User does have the option to use the Split UofM, when allowed. This will display the Unit of Measure as a selector where the Split UofM can be selected. Even if you do use the Purchase UofM as your Unit of Measure, the Vendor may invoice you based on the Split UofM. Therefore, it is important to enter a Split UofM as needed on the Vendor Item record.
Submitting a Purchase Order
When choosing a Vendor on the Purchase Order form, Vendors in the drop-down listing will either display a plug icon or no icon to dictate whether that Vendor is setup as an EDI Vendor or not, respectively.
When a Vendor is selected, one of the following three Transmission Type icons will be displayed next to the listed Vendor:
- - This means that the Vendor was set up as an EDI Vendor and has a direct connection with R365
- - This means that the Vendor was not set up as an EDI Vendor but has an email address entered for the Vendor
- - This means that the Vendor was not set up as an EDI Vendor and does not have an email address entered for the Vendor
- Note: Users can hover over the listed icon for specific details
When the PO is finalized and initially saved, the header functions will include a 'Send' button, which will send the PO according to its Transmission Type when clicked.
- EDI Vendors - The Purchase Order will be submitted directly to the Vendor's system to be processed
- Non-EDI Vendors with Email Address - The Purchase Order will be sent to the email address on the Vendor record. The contact who receives this order will then have to submit the order into the Vendor's system
- Non-EDI Vendors without an Email Address - The Purchase Order will not send
Rejected Purchase Orders
After the User sends the PO to an EDI Vendor, it will be directly submitted to the Vendor's system. While an unsuccessful submission is unlikely, a submitted Purchase Order may be rejected by the Vendor. Rejected Purchase Orders will display one of the following statuses:
- Sending Failed
If a Purchase Order was rejected and contains one of the above statuses, reach out to R365 Support to learn how to resolve the issue.