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INTEGRATING EDI INTO SAGE 100 ERPUSINGBusiness Computer Associates, Inc.(305) 477-9515sales@bcainc.com
IntroductionAt SWK Technologies our roots date back to 1987 as one of the first companies to offer EDIintegration with Sage accounting and ERP software. We are a Sage Software reseller, Sage TopPerformer and Sage President’s Circle member for successive years. Also, as a Sage GoldDevelopment Partner we havesuccessfully integrated EDI with Sage100 ERP, Sage 500 ERP and Sage ERP X3for hundreds of companies through ourQuick FactsMAPADOC product. SWK has gainedYear founded: 1987thorough knowledge of the SageNumber of employees: 70product line and we know what it takesManagement Team:to integrate EDI.SWK goes to great lengths to examinethe business needs of our clients beforerecommending a solution. Weunderstand how Sage ERP products workand understand what it takes technicallyto integrate EDI. Being a Sage resellerJeff Roth, CEOGary Berman, EVPHellene Thurston, Channel SalesTarget markets: DistributionManufacturingWholesaleDistribution method: Value Added ResellersNumber of customers: 350 Activeand offering EDI integration softwareand services provides a uniqueIntegrating EDI into Sage ERP Systems using MAPADOCcombination that customers appreciate.1
Product InformationEDI Componentsexperts in EDI integration and work closely with many third party EDI products and services.SWK has partnered with the SPS Commerce to offer an end-to-end cloud EDI service integratedwith Sage 100 ERP. Likewise, we work with many of the popular in-house PC based EDI products.Customers do not have to depend on a programmer to use MAPADOC. Customers can be selfsufficient and do the mapping or enlist the services of SWK. When customers need help, theycall upon SWK as the first line of support for all EDI components, not just MAPADOC.In addition to integrating EDI with Sage 100 ERP, MAPADOC integrates with the Accelloswarehouse management systems, shipping solutions (Scanforce & StarShip Link) and labelingsoftware (Codesoft & Loftware). This offers manufacturers and distributors a single integratedsolution managed and supported by SWK.Integrating EDI into Sage ERP Systems using MAPADOCSWK offers a ‘one stop shop’ for companies looking for one or more EDI components. We are2
Product InformationMAPADOC Sage 100 EditionMAPADOC is built for integration with Sage 100ERP. MAPADOC is written in ProvideX which is thesame programming language and developmentenvironment used by Sage Software to createSage 100 ERP. By following Sage Software’sarchitecture, MAPADOC is technically interwovenand has the same look and feel of other functionsin the Sage 100 ERP menu structure.Cloud EDISWK has partnered with SPS Commerce to form an end-toend EDI solution that combines the SPS Commerce cloud EDIservice with SWK’s MAPADOC integration software andservices. SPS Commerce handles all the EDI requirements forthe customer, and SWK integrates the documents into thecustomer’s Sage 100 ERP system. Together, we work closelyto ensure the solution is installed and fully tested to thecustomer’s satisfaction.Alternatively, SWK is a reseller of many popular third party EDI products that specialize in inhouse EDI connectivity and translation. If a customer has already purchased a different EDIproduct, SWK will work with that product to leverage the customer’s investment and ensure theintegration with Sage 100 ERP runs smoothly.These are the third party EDI connectivity and translation products available from SWK:Integrating EDI into Sage ERP Systems using MAPADOCIn-House EDI3
Product InformationMAPADOC FeaturesMAPADOC is user-friendly software that reduces data entry time and costs by eliminating thevendors by automating routine tasks quickly and efficiently.By using MAPADOC, customers gain the ability to maintain trading partner maps without theneed for a programmer. MAPADOC includes wizards and other functions that reduce mappingtime considerably. These features improve the flow of EDI data from trading partners and theintegration with Sage 100 ERP:Integrating EDI into Sage ERP Systems using MAPADOCneed to re-key data into Sage 100 ERP. This improves communications with customers and4
Product InformationSales Order Creation. MAPADOC turns EDI 850 purchase orders received from customers intosales orders in Sage 100 ERP. Each trading partner produces an EDI purchase order that looksdifferent and MAPADOC maps it correctly into Sage 100 ERP. Customers have the flexibilitythrough MAPADOC to apply business rules when creating the sales orders. For example, one EDI850 purchase order can produce multiple sales orders and a unique range of sales ordernumbers can be assigned to each customer. All incoming data is validated and any exceptions toIntegrating EDI into Sage ERP Systems using MAPADOCthe business rules are reported.5
Product InformationInvoice Creation. MAPADOC creates EDI 810 invoices based on posted invoices in Sage 100ERP. MAPADOC reformats the invoice to correctly match the EDI invoice requirements of eachtrading partner. Customers have the flexibility through MAPADOC to apply business rules whencreating the invoices. For example, multiple invoices can be consolidated into one EDI 810invoice and when applicable, MAPADOC will generate EDI credit and debit memos. All outgoingIntegrating EDI into Sage ERP Systems using MAPADOCdata is validated and any exceptions to the business rules are reported.6
Product InformationGenerate ASNs. An Advanced Ship Notice is a very complicated EDI document. MAPADOCautomates the creation of ASNs and includes many options to make the process flexible to yourTurnaround data. Sage 100 ERP does not always have a home in its database for all fields thatarrive on an inbound EDI document. The trading partner expects the data in those fields to besent back in other EDI documents later. MAPADOC gives the user the option to store this data inUser Defined Fields (UDFs) so the data can be retrieved and sent later in outbound documents.Cross-reference tables. Often one trading partner will transmit data such as a shipping codeand expect their trading partner to know the description for that code. MAPADOC includes avariety of cross-reference tables where it will look-up one value such as a shipping code, andreturn another value prior to integrating the transaction with Sage 100 ERP.Integrating EDI into Sage ERP Systems using MAPADOCshipping needs. Sage 100 ERP invoices can be generated based on the contents of the ASN.7
Product InformationData Validation. MAPADOC provides data validation during both inbound and outbounddocument integration to ensure that the data flowing in and out of the system is accurate.Users have the ability to validate transactions before they are processed so that any incorrectIntegrating EDI into Sage ERP Systems using MAPADOCdata can be corrected and/or setup before transactions are processed.8
Product InformationAutomotive. This enhancement handles the specific needs of companies in the automotiveindustry. When a trading partner sends a Planning Schedules (EDI 830) or Shipping Schedules(EDI 862), an intermediate schedule is created in Sage 100 ERP. Sales Orders can be created fromthe intermediate schedule as needed. If the trading partner sends a new 830 or 862, theintermediate schedule is updated accordingly. Detailed exception reports indicate whenschedules have been updated and which sales orders have been affected. The automotiveenhancement also handles tracking cumulative shipped quantities along with specificautomotive requirements for shipping labels and ASN/DESADV documentsLabel Printing. MAPADOC prints UCC-128 labels according to each trading partner’sspecifications by passing the data to third party label printing software (see “Add-ons”).Unattended Processing. Many functions in MAPADOC will operate in unattended mode. Thismeans repetitive tasks or events can be scheduled to run without intervention. For example,after a sales journal is updated, MAPADOC can automatically create an EDI invoice to be sent tothe customer.Additional EnhancementsSWK has enhanced Sage 100 ERP with features that improve functionality and makes it easier toperform supply chain management tasks. These additional enhancements are available to Sage100 ERP version 4.x users:or thousands of products with similar characteristics, it can be time consuming and tedious toenter products one at a time through Item Maintenance (IM). The item product matrixenhancement allows the entry of common product characteristics into a single screen andreplicate hundreds of entries in the item product database quickly. This is ideal for apparel,hardware, lighting, paints & finishes, jewelry and other industries that manufacture or distributeproducts in a range of sizes, colors or other common characteristics.Sales Order Bill of Lading. This enhancement produces VICS compliant bill of ladingdocuments directly from the SO Shipping Menu. After selecting one or more SO invoices theyare consolidated into a single bill of lading. Additional information not found in the SO can beentered to complete the bill of lading including trailer number, pro number, SCAC code, Shipfrom SID number and more.Multi-Bin Advanced Distribution. Sage 100 ERP has a limit of one bin location per item perwarehouse. This enhancement tracks an unlimited number of bin locations showing detailsIntegrating EDI into Sage ERP Systems using MAPADOCApparel / Inventory Item Product Matrix. For manufacturers and distributors with hundreds9
Product Informationabout the exact location, quantity in the bin and quantity available for distribution. Thisenhancement is present in several Sage 100 ERP modules.Sales Order Item Deletion. If an item is no longer available or has reduced inventory on hand,each active sales order containing that item must be updated one at a time when using SalesOrder Data Entry. With this enhancement, the item(s) can be deleted from a range of salesorders all on one screen. Optionally, the quantity ordered can be set to a maximum on eachsales order based on the inventory on hand.Sales Order Bulk Change. With this enhancement, one or more fields can be changed on arange of sales orders all on one screen. The field to be changed is selected and the new Usersnew value to be assigned is entered. Changing the following fields is available: Order Status,Order Date, Ship/Expire Date, Ship Via, FOB, Terms Code, and any Sales Order HeaderUser-Defined field (UDF).Add-ons: Warehouse Management Systems, ShippingSolutions and Labeling SoftwareSWK offers manufacturers and distributors a single integrated solution through add-on softwarefor the warehouse.MAPADOC is integrated with a variety of warehouse management systems and shippingsolutions. Orders, ASNs and shipment data flow back and forth between MAPADOC and theMAPADOC also passes product data to labeling software for printing labels, bar codes and RFIDtags directly at the warehouse.Integrating EDI into Sage ERP Systems using MAPADOCapplication, thus eliminating re-keying of data and reducing errors.10
Product InformationTransaction Sets & MapsMAPADOC is built around maps for EDI transaction sets such as an 850 and 810. A map is atrading partner’s adaptation of an EDI transaction set. SWK has the most integrated EDIdocuments available in the marketplace for Sage 100 ERP through a library of nearly onethousand maps that are available to customers at no extra cost. New maps are frequently addedto the library to meet the expanding business needs of customers. Some tweaking andcustomization of maps may be necessary for an additional cost depending on a customer’s Sage100 ERP installation.InboundOutbound(850) - Purchase Order(810) - Invoice(860) - Purchase Order Change(850) - Purchase Order(810) - Invoice(856) - Advance Ship Notice(754) - Routing Instructions(753) - Request for Routing Instructions(812) - Credit/Debit Adjustment - for report(832) - Catalogs(820) - Remittance Advice(846) - Inventory Inquiry/Advice(830) - Planning Schedule Report(855) - Purchase Order Acknowledgement(852) - Product Activity - for report(870) - Order Status Report(945) - Warehouse Shipping Advice(940) - Warehouse Ship Order(816) - Store Listing(211) - Carrier Bill of Lading(867) - Product Resale ReportIntegrating EDI into Sage ERP Systems using MAPADOCThese EDI transactions sets have been integrated into MAPADOC for Sage 100 ERP:11
About SWK Technologies, Inc.SWK Technologies, Inc. is aunique IT consulting companyproviding strategies and solutionsto meet its clients’ information andbusiness management needs.As a Sage Software Partner,SWK Technologies offers best ofbreed solutions for accounting andbusiness management, humanresources and payroll, customerrelationship management (CRM),job management, and warehousemanagement.Specializing in collaborativecommerce, the communicationand cooperation betweensuppliers and customers, SWKTechnologies is the publisher ofMAPADOC, an embedded EDIsolution for Sage 100 ERP andSage 500 ERP. MAPADOC EDI isused successfully by companiesin dozens of industries tradingwith hundreds of different tradingpartners.SWK Technologies, Inc.5 Regent StreetSuite 520Livingston, New Jersey 07039www.mapadoc.com“Now we accomplish all of this withinSage 100 ERP. It is an accurate, integratedprocess rather than separate tasks,”saysArevalo.Before implementing MAPADOC, onefull-time employee was required to handlethe tasks involved in processing EDI. As a“We literally cut the time spenton EDI processing in half. We aresaving money and time. We canuse the time saved in other vitalareas of the operation.”result, the company attributes significanttime savings to MAPADOC. “We literallycut the time spent on EDI processing inhalf,” says Arevalo. “We are saving moneyArevalo also praises the ongoing supportand time. We can use the time saved inshe receives from SWK Technologiesother vital areas of our operation.”consultants. “They are quick, responsiveand very easy to reach. We have learnedSmooth Implementationto make many of the changes to thedreamGEAR analyzed several EDImaps on our own, but when we have aproducts, including MAPADOC. “Whenquestion, SWK Technologies is still ourwe spoke to SWK Technologies, we got abest resource for answers.”good feeling about the company and theirproduct,” says Arevalo. “They impressedTrusted Solutionus with their level of expertise with EDI“I wish I would have discoveredand with their experience implementing it.”MAPADOC sooner — it has made my lifeso much easier,” says Arevalo. “This is theThe switch to MAPADOC went smoothly,best decision we have made regardingwith quick approval obtained from eachour distribution operation.”trading partner. “SWK was very efficientand organized, gathering all the dataArevalo says that dreamGEAR has beenwe needed to make the transition andcontacted by other EDI providers. “I tellensuring all the maps were in completethem: ‘You’re too late, we are very happycompliance,” she says. “They plannedwith MAPADOC.’”well and executed perfectly. Now weare running all 20 of our trading partners’business through the product.” 2011 SWK Technologies, Inc. All rights reserved. MAPADOC and the MAPADOC product and service names mentioned herein are registered trademarks or trademarks of SWKTechnologies, Inc. The Sage logo and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. Allother trademarks are the property of their respective owners.
In addition to integrating EDI with Sage 100 ERP, MAPADOC integrates with the Accellos warehouse management systems, shipping solutions (Scanforce & StarShip Link) and labeling software (Codesoft & Loftwar
