Common setup

Which documents are supported?

Category (EDICAT)

Documents that can be exchanged using EDI are defined as categories.
In this version, they are used in the sales and purchase of goods and services.

Each category is based on a category type predefined in Sage X3. The following documents are currently impacted:

  • Sales orders and invoices

  • Sales deliveries

  • Receipt notifications of sales deliveries (in creation and deletion mode)

  • EU declaration (for the generation of the Intrastat declaration in XML format)

  • Purchase invoices

Several categories are predefined and available in Sage X3.

You can define an unlimited number of categories for each category type.
The main features of the category are the following:

  • The category type
  • The action that needs to be performed: sending or receiving the document. Depending on the action to be performed, the category configuration can vary,
  • The operation performed: in any case, this is a creation, except for notifications of receipt of sales deliveries when it may be a deletion.

You can limit the generation of EDI outbound messages in this category by entering a function code. The functional authorizations linked to the user function profile are then used to limit the generation of EDI outbound messages to only some sites or site groups for example.

Each category must be linked to a triggering table. This table is the main table of the category. The suggested table is the main table linked to the data class being used.

The fields of this table can be used:

  • As selection criteria or filters to be set when launching the generation processing of EDI outbound messages in this category.

  • As a reference to apply controls to the rights and authorizations for outbound transmission. For example, you need to specify if the site control applies to the sales site, the delivery site, the financial site, etc.

    These fields are also used by the system to find the EDI identification number. Matching the reference of the application to an EDI identification number means that the authorization to perform an EDI exchange is granted for the site, BP, etc.

Category creation is controlled. When the category is properly defined, it is automatically validated. The validity control applies namely to the Send action: all authorization fields for the outbound messages must be defined, especially those that are predefined: BP, BP address, company and site.

A category must be valid in order to be assigned to an EDI partner, itself linked to a flow. This information is displayed in the EDI partners and Flows sections.

You can authorize the exchange of document duplicates for this category. Authorizing duplicates allows you to exchange the same document several times.
With the management of exceptions, you can restrict duplicate authorizations by legislation. For invoices, this management of exceptions is however subject to authorizations, which can be limited by legislation (See parameter EXDSALINV - Exceptions in sales invoice (TC chapter, EDI group)).

Once it has been defined, the category is assigned to:

  • One or several EDI partners.

    In the EDI partners section, you can view the list of partners using this category.

  • One or several flows.

    In the Flows section, you can view the list of flows the category is assigned to.

The category is also used in the:

  • Processes.

    In the Launch section, you can view the list of processes performed for this category.

How to perform exchanges?

Protocols (EDIPTC)

Exchanging with a BP consists in sending and/or receiving flows. This exchange is compliant with the standards related to the transmission type used during the exchange. These standards are defined in a communications protocol.

Two predefined types of protocol are available in Sage X3:

  1. The Directory type protocols

    These protocols are based on file exchanges performed via exchange directories and declared volumes.
    Two protocols are available to exchange sequential files. These protocols are used by partners of the same name: EDICOM and TENOR:

    • EDICOM
    • TENOR

    To exchange XML files, the available protocols are:

    • FACTURAE

      This is the protocol used by the fictional FACTURAE partner for exchanges with the Spanish public administration.

    • CHORUS

      This is the protocol used by the fictional CHORUS partner to send invoices to the French public administration. XML files are generated in UBL format.

    • EDISOHXML

      This is the protocol used by the fictional EDISOHXML partner to receive sales orders sent directly by a customer.

    • EDIDEB

      This is the protocol used by the fictional EDIDEB partner to generate XML files for the Intrastat declaration.

    • XRECHNUNG

      This is the protocol used by the fictitious XRECHNUNG partner to generate and send invoices in XML format to the German federal administration.

    If necessary, you can define other protocols of this type: enter the address of each volume in the temporary storage space used for exchanges.

    The address must correspond to a directory contained in the installation server of the application. You can enter it:

    • As a complete path
    • As a relative path from the installation directory of the operation folder

  2. The Email type protocols

    You can only send (and not receive) files with these protocols.

    When using Email type protocols, enter the following elements:

    • The value of each parameter used to send the email, including:
      • SMTP: the notification server previously defined at the Administration > Servers level.
      • THEME: the notification theme previously defined at the Administration > Collaboration > Notification level.
    • The destination email addresses. You can either enter the customer’s email address directly or enter it as a variable:
      • [BPA]WEB(1): To specify that this is the first email associated with the customer’s address.
      • [CNT]WEB: To specify that this is the customer’s default contact email.

    • The subject, the message body and the signature.

    • The notification title and sub-title are optional.

    Once it has been defined, the protocol is linked to:

    • One or several EDI partners.

      In the EDI partners section, you can view the list of partners using this protocol.

    • One or several flows.

      In the Flows section, you can view the list of flows linked to this protocol.

Who are the EDI partners?

Partners (EDIPARTNER)

Currently, several EDI partners are predeclared in Sage X3.
These are our two universally known partners:

  • EDICOM
  • TENOR

The other partners are not exactly EDI translators, but they are fictional declared partners to exchange files with:

  • EDISOHXML: To receive sales orders in XML format sent by a customer.

  • FACTURAE: To exchange with the Spanish public administration.

  • CHORUS: To exchange with the French public administration.

  • XRECHNUNG: To exchange with the German federal administration.

  • EDIDEB: To send files for the Intrastat declaration to the customs department.

You can declare other partners. For each new partner, you need to specify:

  • The level where the setup of associations is controlled for this type of EDI partner: In all cases, the control is performed at the third-party/company level, except for the EDIDEB partner who is controlled at company level.
  • The categories of the exchanged documents
  • The protocols used in each category

The partner that you select during the definition of flows will determine the categories of exchanged documents and the transmission method.

Once declared and defined, a partner must be granted authorizations in order to perform exchanges with companies, sites and BP. These authorizations take the form of associations:

  • By Company

    In the Companies section, you can view the list of companies linked to this partner.

  • By Site

    In the Sites section, you can view the list of sites linked to this partner.

  • By BP

    In the BPs section, you can view the list of BP linked to this partner.

Finally, the flows linked to this partner for a given association of BP/companies, are displayed in the Flows section.