EDI Setup (Invoice Driven)

There are several pieces of information that are needed in order to set up EDI for your vendors that can do EDI:

• Vendor name
• Vendor phone number
• Your account number with the vendor

Once you have gathered this information, please email it to a Petrosoft representative, and our tech will contact the vendor to get EDI setup and working.  Once EDIs are coming into your account, then you can start to build the Price Book.

Fixing Invoices

To fix the invoices, follow the steps:

1. When EDIs are coming into your account, the first screen will look like this:

   

   You can find your invoices in the Merchandise section. The invoice number will be for EDI and non-EDI invoices.

2. In the Merchandise section, click your store. You will be taken to the invoice screen.

   This screen lists all your invoices that will have come into CStoreOffice® from your EDI vendor(s) or invoices that you have entered into CStoreOffice®, in this case the EDI vendor is Hackney.
   

3. Select the largest EDI invoice (if only one invoice is listed then select it) and click it to open it up. When you click on an invoice it will open up at the bottom of the screen.
4. Notice the item labeled Incomplete Items.  This is here because the items listed here are not complete and are missing information. The items could be missing: CR Department, Category, Retail price or all three of those. On your first EDI invoice, there will be hundreds of incomplete items. As you work through your invoices this number will continue to drop, after a couple of weeks, you should only have a couple of items per invoice that are incomplete.
5. Click the Incomplete Items line and it will open up the list of all items that are missing information (depending on how many items are incomplete, this can take awhile to open).

   For example, there can be no CAT or CR Dep listed for the items. To fix the missing items, select them by clicking the item.

   You can click on more than one item. This will let you fix a bunch of items as a group instead of one at a time.

6. Once you have selected the items, right-click an item under the CAT heading. A selection window will pop up.

   

7. Click Change Category. In the displayed window, click the arrow and a list of your categories will appear. Click the correct category for the item; then click Submit.
   
8. After you click Submit, a window will be displayed. If you have made several changes, click OK and the page with the invoice will reload with the new information. Once the page reloads, you will have to click the Incomplete items line again.

Once all the incomplete items have a category, you must then do the same procedures to give all incomplete items a CR Department. Remember, an item is incomplete when it is missing one or more of the following: Category, CR Department or Retail Price.

After giving all incomplete items a category and CR department, you then must check the retail pricing.

If you find an item with the incorrect retail pricing, you can change it by right-clicking the item name and then selecting Change Invoice Retail.

Do not select Change Retail as this will change the retail price that you sell the item for at the cash register.

Accepting Invoices

After you have made all your corrections to your invoice, you then must accept the invoice in CStoreOffice®.

To do this, look at the bottom of the invoice screen: you will see the Accept button:

When you click that button, the invoice will be put into CStoreOffice® and will disappear from the list of invoices at the top of the screen.