How do I import an EDI invoice?
Streamlining Your Inventory Management with EDI Invoice Importing
Written by Michael Cook
Updated at February 28th, 2024
Introduction
Electronic Data Interchange (EDI) is a standardized method for electronically transferring documents, such as invoices, between businesses. In the context of XSite, importing an EDI invoice allows for the efficient and accurate entry of invoice data directly into the system, streamlining the inventory management and purchase order processes.
Importing an EDI Invoice in XSiteIO
- Navigate to the ‘Price Book’ section found in the side menu, select ‘Inventory’, and click on the ‘Purchase Orders’ tab.
- Locate the dropdown menu labeled ‘Site(s)’ at the top of the interface. Use this menu to select the specific site for which you are seeking transaction details.
- Adjacent to the site tab is the ‘Supplier’ dropdown menu. Select the appropriate supplier from whom the EDI invoice has been received.
- Click on the ‘New PO’ button. From the options presented, select the type of EDI invoice you are importing.
- In the interface that appears, you can either click on the dotted box to navigate to and select the EDI file saved on your computer or drag and drop the file directly into the box.
Important: It’s critical to use the EDI file as provided by the supplier without altering its format to ensure data integrity. - Once the EDI file is imported, select the order number from the ‘Number’ column to review the automatically populated items for accuracy. You have the option to manually add additional items to the purchase order if necessary.
- Under the ‘Financial’ subsection, input any applicable discounts and taxes related to the purchase order. This ensures accurate financial tracking and budgeting.
- Within the ‘General’ subsection, look for the ‘Expected/Received’ field. Here, input the date you expect to receive the order.
- In the ‘Details’ area, select the method of payment that will be used for this purchase order. This is essential for accounting and financial reconciliation purposes.
- Specify the shipping company in the ‘Ship Via’ section and include ‘Freight on Board’ and ‘Terms’ if applicable. This clarifies shipping responsibilities and ensures transparent communication.
- Enter the name of the individual authorizing the purchase in the ‘Buyer’ field as a form of digital signature.
- Provide details of the company handling shipping in the ‘Freight’ section. You can also add any relevant notes regarding the order for future reference.
- The ‘New Products’ subsection will list any duplicate or new items. Review each item to determine if it already exists in the system or if it needs to be added to the price book.
- Click the blue ‘Save’ button located at the top of the screen. This action finalizes the import and incorporation of the EDI invoice into XSite.
Importing an EDI invoice in XSite Classic
- Navigate to the ‘Inventory’ section found in the side menu and click on the ‘Purchase Orders’ tab.
- Locate the dropdown menu labeled ‘Site’ at the top of the interface. Use this menu to select the specific site for which you are seeking transaction details.
- Adjacent to the site tab is the ‘Supplier’ dropdown menu. Select the appropriate supplier from whom the EDI invoice has been received.
- Click on the blue ‘Create/Import’ button. From the options presented, select the type of EDI invoice you are importing.
Note: If the invoice is from Coremark, choose 'Import EDI'. - In the interface that appears, you can either click on the grey box to navigate to and select the EDI file saved on your computer or drag and drop the file directly into the box.
Important: It’s critical to use the EDI file as provided by the supplier without altering its format to ensure data integrity. - Once the EDI file is imported, select the order number from the ‘Number’ column to review the automatically populated items for accuracy. You have the option to manually add additional items to the purchase order if necessary.
- Under the ‘Financial’ subsection, input any applicable discounts and taxes related to the purchase order. This ensures accurate financial tracking and budgeting.
- Within the ‘General’ subsection, look for the ‘Expected/Received’ field. Here, input the date you expect to receive the order.
- In the ‘Details’ area, select the method of payment that will be used for this purchase order. This is essential for accounting and financial reconciliation purposes.
- Specify the shipping company in the ‘Ship Via’ section and include ‘Freight on Board’ and ‘Terms’ if applicable. This clarifies shipping responsibilities and ensures transparent communication.
- Enter the name of the individual authorizing the purchase in the ‘Buyer’ field as a form of digital signature.
- Provide details of the company handling shipping in the ‘Freight’ section. You can also add any relevant notes regarding the order for future reference.
- Specify the shipping company in the ‘Ship Via’ section and include ‘Freight on Board’ and ‘Terms’ if applicable. This clarifies shipping responsibilities and ensures transparent communication.
- The ‘New Products’ subsection will list any duplicate or new items. Review each item to determine if it already exists in the system or if it needs to be added to the price book.
- Click the blue ‘Save’ button located at the top of the screen. This action finalizes the import and incorporation of the EDI invoice into XSite.