Electronic Data Interchange (EDI)
FAQ
- How do I request new EDI vendors?
- How do I process an EDI VECE?
- How do I process an EDI credit?
- How do I process an EDI purchase order (PO)?
- I vouchered EDI invoices in CAS yesterday, however my voucher did not appear in SCON today for processing. What happened to my voucher in SCON?
- My agency desires to identify EDI invoices at a level lower than Purchasing Responsibility Center?
- How do I add a new account for an EDI vendor?
- Why can't I reject an EDI invoice for a utility vendor?
- I have not received an expected EDI invoice?
- I cannot process my VECE transaction in SCON? I am receiving errors that my object code is invalid?
How do I request new EDI vendors?
In
order to implement EDI both the State of Ohio and the vendor must agree on the
terms of EDI. Things such of the following must be discussed:
What document types will be exchanged?
Who will pay for these transfers?
How will transactions be mapped?
What form of communication will be used?
Dates to begin.
The discussions are very technical in nature. It is not necessary for agency officials to understand all aspects of EDI. However, agency officials should contact vendors to determine if they are interested in implementing EDI and who will be the primary contact for the EDI implementation. If an agency has a vendor who is interested in implementing EDI contact Greg Miller at (614) 466-3459 or greg.miller@obm.state.oh.us with the vendor name, phone number, & CAS vendor number.
How do I process an EDI VECE?
OBM
provides training to all agencies. For information about scheduling training
contact Greg Miller at (614) 466-3459 or greg.miller@obm.state.oh.us.
How do I process an EDI credit?
EDI
credit invoices are used for goods only. These invoices are used to correct
previously sent invoices that are in error.
EDI credit invoices are not
used for utility vendors. Utility vendors will correct minor billing problems on
subsequent bills.
In CAS, EDI credit invoices must be vouchered with
other debit vouchers for the same vendor and purchasing RC so that the amount
exceeds $.01. Net negative amounts cannot be vouchered in CAS.
If you
have a credit invoice that corrects an open debit invoice for the same amount,
reject both of them. These documents will be sent back to the vendor. Explain
the nature of the rejection in the description field in CAS.
How do I process an EDI purchase order
(PO)?
Processing an EDI PO is similar to processing a paper PO.
However, EDI PO's should not be printed from CAS and sent to
the vendor. EDI PO's are sent directly to the vendor.
The following
fields are required for EDI PO's in addition to all requirements of paper
PO's:
EDI Billing Account Number (See CAS Inquiry QECOM08 for your EDI Billing accounts)
Vendor Catalog Number
Agency Contact Name and Phone Number
Both Ship To and Bill To Address fields
If you have any questions about EDI PO's contact Greg Miller at (614) 466-3459 or greg.miller@obm.state.oh.us.
I vouchered EDI invoices in CAS yesterday,
however my voucher did not appear in SCON today for processing. What happened to
my voucher in SCON?
First ensure that CAS assigned a voucher number
to your EDI invoices. Review query QECOM01 or QECOM07 to determine if a voucher
number has been assigned. If a voucher number has been assigned, then the
problem relates to a CAS system problem. In this case, contact Greg Miller at
(614) 466-3459 or greg.miller@obm.state.oh.us. If no
voucher number has been assigned, wait until the next day to allow CAS to update
SCON and the EDI database with accurate information. The EDI voucher should
appear in SCON the day after they are vouchered on QECOM05.
My agency desires to identify EDI invoices at a level
lower than Purchasing Responsibility Center?
EDI invoices can be
identified at a level lower than Purchasing RC by use of an optional routing
number that is contained on the EDI account table that agencies can view through
QECOM08. This routing number is an alphanumeric field that is 10 characters in
length. Contact Paula Brown at (614) 466-2182 or paula.brown@obm.state.oh.us.
How do I add a new account for an EDI
vendor?
Coordinate with the EDI vendor to be sure that they have
established your account so that you may order from it. Once the account number
has been assigned and established by the vendor, coordinate with your agency EDI
administrator to obtain your appropriate Purchasing RC. Once you and your
administrator have determined the appropriate routing information, send this to
Paula Brown at paula.brown@obm.state.oh.us.
If
you have already received a paper invoice for an EDI vendor, forward a copy of
the invoice along the appropriate Purchasing RC through inter-office mail to
Paula Brown. Paula will coordinate establishing the account in EDI. Paula will
coordinate with each EDI vendor to establish the account for EDI billing.
Why can't I reject an EDI invoice for a utility
vendor?
Presently, EDI vendors supplying utilities to the State do
not accept rejected invoices from State agencies. All billing problems must be
dealt with on a prospective basis. Most credits are contained on the subsequent
months invoice. Each agency should work directly with EDI vendors to resolve
billing problems.
I have not received an expected EDI
invoice?
First point of resolution is to call Greg Miller at (614)
466-3459 or e-mail at greg.miller@obm.state.oh.us. Greg
will work with you to troubleshoot the problem. Several failures in the EDI loop
can cause an invoice to be misdirected or lost. This does not happen often,
however, it does occur. OBM has access to the appropriate systems to identify
the problem and to determine an appropriate course of action.
I cannot process my VECE transaction in SCON? I
am receiving errors that my object code is invalid?
The CAS coding
lines in a VECE transaction are similar to those in VOCE transactions. Any
problems with coding a VECE should be directed to OBM's Help Desk.
