EDI Implementation Guide
Revision #: V1.1
Last Revised: 27th June 2011
Business Author: Phelim Barry
Page 2 of 17
EDI Implementation Guide V1.1
Table of Contents
1.
Executive Summary ...........................................................................................................3
2.
EDI Overview ....................................................................................................................4
3.
Implementing EDI with VMware .......................................................................................5
4.
5.
6.
3.1.
Getting Started ............................................................................................................... 5
3.2.
System Requirements
3.3.
Implementation Steps...................................................................................................... 5
Trading Partner Check List ................................................................................................6
4.1.
Contact Information ........................................................................................................ 6
4.2.
Planning Requirements .................................................................................................... 6
4.3.
Implementation Requirements .......................................................................................... 6
Supported Platforms .........................................................................................................7
5.1.
X12 ............................................................................................................................... 7
5.2.
EDIFACT ........................................................................................................................ 7
5.3.
XML ............................................................................................................................... 7
5.4.
CSV ............................................................................................................................... 7
5.5.
Trading Grid For Excel ..................................................................................................... 7
Communication Methods ...................................................................................................8
6.1.
Valued Added Network (VAN) ........................................................................................... 8
6.2.
Direct Connect ................................................................................................................ 8
7.
User Acceptance Testing…………………………………………………………………………………………9
8.
Technical Specifications………………………………………………………………………………………..10
8.1.
X12 ............................................................................................................................. 10
8.2.
EDIFACT ...................................................................................................................... 12
8.1.
XML ............................................................................................................................. 16
8.2.
CSV ............................................................................................................................. 16
Appendix : .................................................................................................................................17
Page 3 of 17
EDI Implementation Guide V1.1
1. EXECUTIVE OVERVIEW
This document is designed to offer guidelines to assist you with implementing EDI with VMware.
Audience
The primary audience for this document is intended to be the EDI trading partners IT or Technical staff. It also
contains information useful to other areas of the business who will be involved in the EDI process.
Scope
The scope of this document is to provide a general overview of EDI. The specifics for each trading partner
implementation will be managed on a case by case basis.
Contact Information
All questions can be routed to either your VMware Partner manager or to your assigned contact at VMware.
Page 4 of 17
EDI Implementation Guide V1.1
2. EDI OVERVIEW
VMware is proactively working with our Channel to maintain a productive and efficient order process. Electronic
Data Interchange (EDI) ordering offers many benefits to distributors, resellers and end users. Recently VMware
has expanded the methods of transmitting via EDI to enable broader partner adoption.
EDI Explained
Electronic Data Interchange is the computer to computer transmission of business related documents using a
defined standard format.
Benefits of Transacting via EDI
Competitive Advantage
Reduced Order Processing Time
Improved Data Quality/PO Quality
Reporting
Competitive Advantage
1. All major global distributors order using EDI
2. Resellers and end users will experience faster delivery and order confirmations
Reduced Order Processing Time
1. Enables VMware to reduce the standard booking SLA to less than 72 hours
2. An Order Analyst can book twice the number of orders in the same time period when they are sent via
EDI
3. New license orders can be booked 10 times faster than their non EDI equivalents
4. EDI new license orders take as little as a minute to process
Improved Data Quality/PO Quality
1. EDI order templates ensure all required information is included on an order
2. Order templates include data validation checks on mandatory fields
3. Order Analysts can stage EDI orders and clean order data in the workflow to minimize rejects and rework
for the partner
Reporting
1. Automatic daily report of all orders placed through EDI
2. Detailed reports for system rejected and vendor analyst rejected orders
3. Quarterly order count and status
4. Order responses sent within 2 hours
Page 5 of 17
EDI Implementation Guide V1.1
3. IMPLEMENTING EDI WITH VMWARE
3.1.
Getting Started
Before engaging in an EDI project the Partner should have full backup and commitment from senior management
to see the project through to close. Then the following review should be taken:
1) A review of all information currently being traded between both parties.
2) A review of how and where information is generated and stored.
3) What specific information is required for existing documents and from what systems.
Once this review is complete then any changes that are required to implement EDI can be identified such as:
1) Possible addition of new data to database systems or data cleanup activities
2) Development of interfaces between internal systems
3) Other external requirements
3.2.
System Requirements
Some or all of the following basic components may be required depending on your chosen solution and existing
capabilities.
1) Hardware - PC and Communications equipment
2) Software – Communications and EDI translator
3.3.
Implementation Steps
The general steps for implementing an EDI solution are:
1) Planning
a. Gaining approvals/support
b. Establishing a Project Plan
c. Assigning business and technical contacts
d. Agreeing technical formats for documents and communications.
2) Development
a. Developing/Selecting EDI software
b. Creating mapping rules from your business applications to the appropriate file format
3) Testing
a.
b.
c.
d.
Test Communication links
Test Inbound File transmission / content to VMware (VMware will provide test scenarios)
Test outbound file transmission / content from VMware
Test File receipt if appropriate
4) Implementing
a. Stop paper transactions
b. Enable all necessary elements
c. Begin EDI transacting
Page 6 of 17
EDI Implementation Guide V1.1
4. TRADING PARTNER CHECK LIST
4.1.
Contact Information
Establish Business Contact Details
Establish Technical Contact Details
Complete Trading Partner Profile Document
4.2.
Planning Requirements
Define Transaction Set Requirements
Define Required Data Elements
Define Timing/Frequency of Documents
Establish Communication Process
4.3.
Implementation Requirements
Complete Testing Phase
Provide Sign-off
Move Process to Production
Page 7 of 17
EDI Implementation Guide V1.1
5. SUPPORTED PLATFORMS
VMware has invested heavily in recent times to expand our EDI capabilities and is now well placed to offer
attractive solutions for all sizes of trading partners using industry standards such as X12 and EDIFACT formats.
5.1.
X12
The X12 format was established in 1979 by the American National Standards Institute working with the Accredited
Standards Committee. They developed uniform standards for the electronic transmission of business documents
between trading partners. Although primarily used in North America, the X12 format is also being used in other
geographies.
VMware supports the following X12 messages:
5.2.
850
Purchase order
855
Purchase Order Acknowledgement
810
Invoice
EDIFACT
The EDIFACT format was established in 1986 by the United Nations Economic Commission for Europe and
similar to X12 has a defined set of standards for the electronic transmission of business documents. It is the most
widely used EDI format in Europe.
VMware supports the following EDIFACT messages:
5.3.
ORDERS
Purchase order
ORDRSP
Purchase Order Response
INVOIC
Invoice
XML
Together with GXS, VMware has developed a custom XML solution for the transmission of data in XML format.
5.4.
CSV
Together with GXS, VMware has developed a custom CSV solution for the transmission of data in CSV format.
Page 8 of 17
EDI Implementation Guide V1.1
6. COMMUNICATION METHODS
EDI standards do not specify how the data should be transmitted between trading partners. Any computer-tocomputer means will suffice. The most commonly used means are the use of a Value Added Network (VAN) or a
Direct Connection.
Since engaging with GXS, VMware can now offer the following two methods of transmitting EDI documents with
our trading partners
6.1.
VAN
VANs provide virtual "mailbox" services to handle transmission of electronic business documents, such as
purchase orders, between trading partners.
6.2.
Direct Connection
A direct connection between VMware and our trading partners for the transmission of business documents is
possible using industry standard protocols such as FTPs or AS2. This eliminates the need for a VAN mailbox but
also loses out on the advantages that VANs provide such as resending of documents, report etc.
A representative from GXS will engage with each of our trading partners to discuss these options and work with
them to implement whichever option is best suited.
Page 9 of 17
EDI Implementation Guide V1.1
7. TESTING REQUIREMENTS
Once communications have been establish and tested between the Trading Partner and VMware, the business
teams from the Trading Partner and VMware will carry out User Acceptance Testing (UAT).
This testing is intended to validate all order scenarios and ensure all required data elements are being passed
back and forth between both parties. Sign off from bother parties on UAT is required to move to production.
7.1.
User Acceptance Testing
The attached is a sample test plan that may be used for UAT.
Sample Test Plan
Page 10 of 17
EDI Implementation Guide V1.1
8. DOCUMENT SPECIFICATIONS
This section lists the technical mapping specifications for each of VMware’s supported EDI methods
8.1.
X12
1) 850
– Purchase Order
The 850 document is the electronic version of the Purchase Order sent by the Trading Partner.
850 technical Specification Document:
VMware_850_4010_
v2.doc
850 Example:
ISA*00*
*00*
*Qualifier*Partner’s ID* Qualifier *VMware ID*YYMMDD*HHMM*U*00401*ISA
Number*0*P*>~
GS*PO* Partner’s ID * VMware ID *CCYYMMDD* HHMM *GS Number*X*004010~
ST*850*ST Number~
BEG*00*DS*PO Number** CCYYMMDD~
CUR*SE*USD~
REF*CO* Reseller PO Number* ~
REF*CR* Customer Reference (Reseller ID)* ~
REF*V1* Volume Purchase Agreement Number (VPP Number)* ~
REF*OT* Marketing ID*~
REF*CT* Contract Number ~
REF*Q1*SnS Quotation Number ~
REF*4N*SPF Number~
REF*EU*End User PO Number~
REF*11*Entitlement Account Number~
REF*1V*Vendor Sales Order Number~
REF*ABE*ELA Quote Number~
REF*AAT*Reference # 1~
REF*2U*Reference # 2~
REF*4P*Reference # 3~
REF*AQ*Reference # 4~
REF*CI*Reference # 5~
PER*IC*Contact Name*TE*Phone Number~
SAC*A*F670 ***Amount*Allowance Percent Qualifier*Percent*Rate*UOM*QTY**Allowance Method
of Handling Code*Ref. Iden*Opt Num*Desc*~
ITD*14*3*****45~
DTM*011*CCYYMMDD*~
TD5**2*SCAC CODE**Free Form Description~
N9*K6*SPECIAL INSTRUCTIONS~
MSG*SPECIAL INSTRUCTIONS~
N1*ST*Free Form Name~
N3*Address Information~
N4*City Name*State or Province Code*Postal Code*Country Code~
N1*EN* Free Form Name ~
N3*Address Information~
N4*City Name*State or Province Code*Postal Code*Country Code~
Page 11 of 17
EDI Implementation Guide V1.1
PER*IC*Free Form Name*TE*Telephone Number*EM*Email Address~
PER*SV*Free Form Name*TE*Telephone Number*EM*Email Address~
PER*ST*Free Form Name*TE*Telephone Number*EM*Email Address~
PER*AM*Free Form Name*TE*Telephone Number*EM*Email Address~
N1*DU* Free Form Name ~
N3*Address Information~
N4*City Name*State or Province Code*Postal Code*Country Code~
PER*IC*Free Form Name*TE*Telephone Number*EM*Email Address~
PO1*Line Item Number*Qty*UOM*Unit Price*Basis for Unit Price*VP*Vendor Part *BP*Buyer Part~
PID*F****Free Form Description~
REF*AS*FAC or Serial Number~
REF*06*Instance Number~
REF*7D*Reference Number 1~
REF*2I*Reference Number 2~
REF*44*Reference Number 3~
REF*6E*Reference Number 4~
REF*6W*Reference Number 5~
SAC*A*F670 ***Amount*Allowance Percent Qualifier*Percent*Rate*UOM*QTY**Allowance Method
of Handling Code*Ref. Iden*Opt Num*Desc*~
MSG*Free Form Message Text~
CTT* Line Item Count* Hash Total~
SE*Hash Total*ST Number~
GE*Hash Total*GS Number~
– Purchase order Acknowledgement
2) 855
The 855 is the EDI document sent back to the Trading partner indicating receipt of the Purchase Order and
indicates if the Purchase Order has been Accepted or Rejected by VMware.
855 Technical Specification Document:
VMware_855_4010_
v2.doc
855 Example:
ISA*00*
*00*
*12*EEC6504755146 *01*RECEIVER ID
*090420*1607*U*00401*000015235*0*P*>~
GS*PR*EEC6504755146*RECEIVER ID*20090420*1607*15235*X*004010~
ST*855*15235~
BAK*00*AD*PO NUMBER*PO ACK DATE~
REF*CO*VMware Order ID~
PO1*2*2*YR*UNIT PRICE*QT*VP*VMware Part*BP*BUYER PART~
ACK*IA*2*YR~
PO1*1*2*EA*UNIT PRICE*QT*VP*VMware Part*BP*BUYER PART~
ACK*IA*2*EA~
CTT*2~
SE*9*15235~
GE*1*15235~
IEA*1*000015235~
Page 12 of 17
EDI Implementation Guide V1.1
– Invoice
3) 810
The 810 is the electronic version of the VMware Invoice that is sent once a Purchase Order has been processed
by Revenue.
810 Technical Specification Document:
DRAFT_VMware_810
_4010_v1.doc
8.2.
EDIFACT
1) ORDERS
– Purchase Order
The EDIFACT ORDERS document is the electronic version of the Purchase order
ORDERS Technical Specification:
VMware_ORDERS_D
97A_v2.doc
ORDERS Example:
UNA:+.? '
UNB+UNOC:2+VMWAREID:QALF+MAGIRUSID:QUALF+YYMMDD:HHMM+ICN'
UNH+NUMBER+ORDERS:D:97A:UN'
BGM+105+PO Number+9~
DTM+4:CCYYMMDD:102~
FTX+AAI+++Free Text Description+EN~
RFF+ABO:Reseller ID~
RFF+ADL:Reseller PO Number~
RFF+AJS:VPP Number~
RFF+ACD:Marketing ID~
RFF+CT:Contract ID~
RFF+PR:Special Price Form~
RFF+AGN:SnS Quote Number~
RFF+ADE:Entitlement Account Number~
RFF+UO:ELA Quote Number~
RFF+TN:Vendor’s Sales order number~
RFF+VS:HDR Reference Number 1~
RFF+SQ:HDR Reference Number 2~
RFF+RC:HDR Reference Number 3~
RFF+PD:HDR Reference Number 4~
RFF+OR:HDR Reference Number 5~
NAD+ST++Name and Address+Name+Street+City++Post Code+Country Code~
CTA+OC+?:Contact Name~
Page 13 of 17
EDI Implementation Guide V1.1
COM+Email Address:EM'~
COM+?+Phone Number:TE'
NAD+DU++Name and Address+Name+Street+City++Post Code+Country Code~
CTA+OC+?:Contact Name~
COM+Email Address:EM'~
COM+?+Phone Number:TE'
NAD+EN++Name and Address+Name+Street+City++Post Code+Country Code~
CTA+OC+?:Contact Name~
COM+Email Address:EM'~
COM+?+Phone Number:TE'
CTA+PSC+?:Contact Name~
COM+Email Address:EM'~
COM+?+Phone Number:TE'
CTA+SSC+?:Contact Name~
COM+Email Address:EM'~
COM+?+Phone Number:TE'
CTA+LAC+?:Contact Name~
COM+Email Address:EM'~
COM+?+Phone Number:TE'
NAD+BT++Name and Address+Name+Street+City++Post Code+Country Code~
CTA+OC+?:Contact Name~
COM+Email Address:EM'~
COM+?+Phone Number:TE'
CUX+2:USD'~
ALC+A+’ORAN ID’:’Free Form Description’+++~
ALI+++97~
QTY+1:20~
RNG+1+EA:20:50~
PCD+1:2.5~
RNG+1+EA:20:50~
MOA+204:5000~
RNG+3+EA:3000:5000~
RTE+1:5.5~
RNG+1+EA:20:100~
LIN+00010++Part Number:MF~
PIA+1+000000000001373022:BP~
IMD+F++:::Free Form Description~
QTY+21:5~
DTM+2:CCYYMMDD:102~
PRI+CAL:49~
RFF+SE:Serial Number~
RFF+AAG:Item Reference Number 1~
RFF+AAO:Item Reference Number 2~
RFF+ACE:Item Reference Number 3~
RFF+ADV:Item Reference Number 4~
RFF+AEK:Item Reference Number 5~
ALC+A+’ORAN ID’:’Free Form Description’+++~
ALI+++97~
QTY+1:20~
RNG+1+EA:20:50~
PCD+1:2.5~
RNG+1+EA:20:50~
MOA+204:5000~
RNG+3+EA:3000:5000~
RTE+1:5.5~
RNG+1+EA:20:100~
UNS+S~
CNT+2:1~
Page 14 of 17
EDI Implementation Guide V1.1
UNT+xx+UNH Number~
UNZ+1+UNB Number~
2) ORDRSP
– Purchase Order Response
The ORDRSP is an EDI document sent back to the Trading partner indicating receipt of the Purchase Order and if
it has been Accepted or Rejected by VMware.
ORDRSP Technical Specification:
DRAFT_VMware_OR
DRSP_D97A_v1.doc
ORDRSP Example:
Accept:
Within the BGM segment code ‘AP’ indicates Accepted Indication that the referenced offer or transaction (e.g.,
cargo booking or quotation request) has been accepted.
UNA:+.?*'
UNB+UNOA:1+6504755146EMEA:12+RECEIVERID+110510:0215+36449'
UNG+ORDRSP+6504755146EMEA:12+ RECEIVERID+110510:0215+36449+UN+D:97A'
UNH+36449+ORDRSP:D:97A:UN'
BGM+231+123456++AP'
DTM+137:20110510'
RFF+VN'
RFF+OP:028079'
DTM+171:20110510'
NAD+BY+PartnerName::91'
LIN+1+5+VS-STD-G:MF'
PIA+5+VS4-STD-G-SSS-C:BP'
IMD+F++:::BASIC SUPPORT/SUBSCRIPTION FOR VMWA'
QTY+21:1'
PRI+CAL:27.27:CA'
RFF+VN'
RFF+OP:028079'
LOC+92'
QTY+113:1'
LIN+4+5+VS-STD-G:MF'PIA+5+VS4-STD-G-SSS-C:BP'
IMD+F++:::BASIC SUPPORT/SUBSCRIPTION FOR VMWA'
QTY+21:2'
PRI+CAL:199.09:CA'
RFF+VN'
RFF+OP:028079'
LOC+92'
QTY+113:2'
LIN+2+5+VS-STD-G:MF'
PIA+5+VS4-STD-G-SSS-C:BP'
IMD+F++:::BASIC SUPPORT/SUBSCRIPTION FOR VMWA'
QTY+21:2'
PRI+CAL:79.64:CA'
RFF+VN'
Page 15 of 17
EDI Implementation Guide V1.1
RFF+OP:028079'
LOC+92'
QTY+113:2'
LIN+3+5+VS-STD-G:MF'
PIA+5+VS4-STD-G-SSS-C:BP'
IMD+F++:::BASIC SUPPORT/SUBSCRIPTION FOR VMWA'
QTY+21:2'
PRI+CAL:79.64:CA'
RFF+VN'
RFF+OP:028079'
LOC+92'
QTY+113:2'
UNS+S'
CNT+2:4'
UNT+46+36449'
UNE+1+36449'
UNZ+1+36449'
Reject:
Within the BGM segment code ‘RE’ indicates Accepted Indication that the referenced offer or transaction (e.g.,
cargo booking or quotation request) is not accepted.
UNA:+.?*'
UNB+UNOC:1+6504755146EMEA:12+2396370490001:9+110510:0317+27524+ '
UNG+ORDRSP+6504755146EMEA:12+2396370490001:9+110510:0317+27524+UN+D:97A'
UNH+27524+ORDRSP:D:97A:UN'
BGM+231+283262++RE'
DTM+137:20110506'
RFF+VN'
RFF+OP:283262'
DTM+171:20110510'
NAD+BY+PartnerName::91'
UNS+S'
CNT+2:0'
UNT+10+27524'
UNE+1+27524'
UNZ+1+27524'
3) INVOIC
- Invoice
The INVOIC is the electronic version of the paper invoice that is currently sent for processed orders. This can be
sent in parallel with paper invoices if required.
INVOIC Technical Specification:
DRAFT_Vmware_INV
OIC_D97A_v1.doc
INVOIC Example:
Page 16 of 17
EDI Implementation Guide V1.1
8.3.
XML
1) XML
– Purchase Order
The XML document is the electronic version of the Purchase Order sent by the Trading Partner to VMware.
XML document Technical Specification Document:
VMWARE_850_XML_
SPEC_FINAL.xls
XML sample Purchase Order
8.4.
CSV
1) CSV
– Purchase Order
The CSV document is the electronic version of the Purchase Order sent by the Trading Partner to VMware.
CSV document Technical Specification Document:
VMWARE_850_CSV_
SPEC_FINAL.xls
csv sample Purchase Order
CSV850Sample.xls
Page 17 of 17
EDI Implementation Guide V1.1
Appendix A: Document Repository
Version
No.
Date
Name (Alias)
Description of Change
V1.1
June 2011
EDI
Implementation
Guide
Base Version
Appendix B: Open and Closed Issues
ID
Issue
Resolution
Responsibility
Appendix C: Glossary/ Definitions
Term
Definition
Appendix D: Related Documents/References
Document
Document Location
VMware EDI Distributor Survey
Blank EDI
Survey.doc
EDI Profile (X12)
X12_Partner_OnBoar
ding_Template.doc
EDI Profile (EDIFACT)
EDIFACT_Partner_O
nBoarding_Template.doc
Target
Date
Impact Date