LESSON INFO

Audience

  • Receiving operators who process inbound product using existing receiving orders created via EDI.
  • Receiving leads and supervisors who verify receiving accuracy.
  • Facility admins who troubleshoot missing or invalid customer, facility, or address configuration that blocks EDI-created receiving orders.

Prerequisites

  • You can navigate to Receiving → Receiving Orders in the web app.
  • Your site has EDI enabled for the customer and is generating inbound Receiving Orders.
  • Relevant data used by EDI mapping exists and is active:
    • Customer can be resolved by code.
    • Facility can be resolved by facility code.
    • Ship-To and Sold-To codes can be resolved for that customer.
    • Product Types can be resolved.
    • Inventory Status names can be resolved.
    • Measurement Units referenced by EDI can be resolved.

Skills you’ll build

  • You can confirm that an EDI file produced a Receiving Order and line items.
  • You can receive EDI-created line items into inventory with the correct location.
  • You can verify downstream readiness for shipping selection (received, not shipped, and not on hold).

LESSON OUTLINE

What EDI creates and what you control

  • Incoming Receiving Order creates Receiving Orders and line items.
    • Each EDI XML file contains documents for a single customer.
    • Each EDI element represents a line item with a single inventory item.
  • What you do in the UI
    • You do not create the receiving order here.
    • You confirm the EDI-created order exists and then perform the Receive into Inventory action.

Procedure

  1. Go to Receiving → Receiving Orders.
  2. Locate the order using the grid search or query builder.
    • Use references you have from the EDI payload, such as Order Number or BOL.
  3. Open the order (Edit Receiving Order).
  4. Review the order and line items before receiving.
    • Confirm Customer and Facility are correct.
    • Check whether any line items appear to be on hold due to invalid Ship-To.
  5. Receive items into inventory.
    • Use Receive Selected.
    • In the Receive Into Inventory step, select the inventory location.
  6. Confirm the receipt.
    • Confirm line items show a received date or time.
    • Confirm the order shows a received date.

Safe edits

  • Add attachments and comments on the Receiving Order.
  • Correct receiving location at the time of receiving using the Receive Into Inventory step.
  • Escalate instead of editing data fields ad hoc during receiving.
    • If codes do not resolve (customer, facility, Ship-To, Sold-To, product, status, units), the right fix is typically a configuration change.

Verification

  1. In Receiving Orders, confirm the target order exists and shows expected customer and facility.
  2. Receive one line item (Receive Selected) into a known staging location.
  3. Re-open the order and confirm the selected line item has a received timestamp.
  4. (Optional downstream check) In Shipping Orders → New Shipping Order, confirm the received item becomes eligible for selection only when:
    • Received flag is set.
    • Shipped flag is not set.
    • The item is not already referenced by another Shipping Order Line.
    • The item status can ship.

COMMON ISSUES

    • Likely cause

      • EDI file did not process, or processed to an error folder.

      • Customer code did not match a customer.

      • Facility code did not match a facility.

      • BOL or order identifiers were truncated or changed.

    • Checks

      • Search Receiving Orders by both Order Number and BOL.

      • Confirm the customer exists and has the expected Code.

      • Confirm the facility exists and has the expected Code.

    • Fix

      • Contact an administrator for assistance in reprocessing the EDI transaction.

    • Likely cause

      • Ship-To code was not found for the customer.

    • Checks

      • Confirm the Ship-To exists under the customer and the code matches what EDI sent.

      • Confirm the Ship-To is active.

    • Fix

      • Add or correct the Ship-To record for the customer, then contact an administrator for assistance in reprocessing the EDI transaction.

    • Likely cause

      • Required dropdowns only list active records (for example, facility, carrier, Ship-To, Sold-To).

      • Product Type, Inventory Status, or Measurement Unit in EDI cannot be resolved.

    • Checks

      • Verify the relevant records exist and are active.

      • Verify EDI values do not exceed defined length limits.

    • Fix

      • Activate or correct the relevant record.

      • If EDI values are too long (for example, BOL is limited in outbound mappings), align source-system data or mapping according to site conventions.