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VAI/S2K 753/754 Question and Answer

11th May 2020

Many Cleo Clarify and Cleo EDI Integrator users have integrated with VAI’s S2K solution

As these organizations have business requirements of utilizing the x12 EDI 753 and 754 transactions, there more questions than answers.

Below are some of the questions and answers we have come across

1. How do the VAI753S & VAI754 EDI Tables get populated from within S2K?

The mapping file data from the VAI753S gets populated from running the data extraction programs that are associated with the document when taking the Extract EDI Documents to Send option from the EDI Daily Transactions menu.The mapping files for the VAI754R application file set get populated when the inbound 754 document is successfully translated inn Extol.

2. What is the correct process to use to pull out the 753 data to send via EDI?

First, you’ll need to set up the S2K trading partner and the trading partner/document records for both the 753 & 754. For the 753 you’ll need to access the additional information screen the contact name & information.

Second, take option for EDI 753 Routing Request - Select Orders/Print Report from Manual EDI Functions - Applications. This option will allow single or global loading of orders for a particular company/customer for a routing request. Only one control number can be processed at a time. To view existing control numbers enter a control number. To load a new control number leave blank.If there are no open control numbers for a customer, you have the option for global load. The global load will automatically load all orders matching the selection criteria within the range of requested ship dates. You will need to enter an expected ship date in MMDDYY format.
After pressing enter any orders meeting the selection criteria are displayed. In the case of regular entry, you will see the following screen prompting you to add orders manually that you wish to request routing information. The functionality of this screen is very similar to shipment creation that you may be familiar with in the shipping module of S2K. Within this screen orders can be added & deleted as necessary.  The screen shows the number of cartons, pieces, weight & cubic measure which is critical information fro the 753 document.

When all orders have been added, press F7 for the summary screen. This screen will display total orders selected, total cartons, total pieces, total gross weight, total cubes, ship via, and expected ship date. The ship via value defaults to the customer’s ship via code. The expected ship date defaults to the entry from the global load if the global load option is taken. Both the ship via & expected ship date can be overridden at this point in the process. Pressing enter completes the routing request for this control number. F3 will exit out of the process completely. F4 allows search of valid ship via codes. F6 will print the routing request report. F9 will delete the routing request, and F12 will bring you back to the previous screen.

Third, take option for Print Route Request / Select for 753 Processing from Manual EDI Functions - Applications. This option will allow the printing of the routing request report by company & customer range, and also update the routing request to be sent as an EDI document. You’ll update the value for Select to Send EDI 753 from ‘N’ to 'Y’. At this point the data for the 753 routing request is ready for data extraction. To extract and send the 753 you would take the Extract EDI Documents to Send option from the EDI Daily transaction menu.

3. How would this information tie in with the 940’s that are sent to the warehouse?

The data does not tie in to the 940 documents. The 940 documents are sent to the warehouse during pick ticket processing. The 753 is sent when you are providing a list of orders that can be shipped and you are requesting from the trading partner routing information.

4. When we receive back the 754 data what is the correct way this data gets processed into S2K from EDI?

The inbound 754 data will be processed when the Process Received EDI Documents procedure executes. Programs will run in the processing stream to perform editing & validation of the received data, and also print the inbound routing instructions. In order to update open orders with the load number & other routing information received in the 754 document, you will need to take the option to Update Open Orders with Load Number from EDI 754 from the EDI daily transactions - Manual Functions - Applications menu. The process: updates the consolidated location or the distribution center in the customer order if they have changed in the 754; The carrier information is updated in customer order ship via; and the transmitted 754 load number is written to a data base file so it  will be available to return to the trading partner on the 810 & 856 if required.  

5. How would the information from the 754 be tied in with the 856’s that are sent out which would need to include the routing data sent in the 754?

If the 754 data requests changes to shipping they would need to be applied to shipping files, either by waiting for the 754 to be returned prior to manually running the order verification process, or updating the shipment data after it is built  by various functions available within the shipping menu in customer orders daily transactions. The three main data elements that could be affected by data in the 754 is: the consolidated located or distribution center that shipment will be shipped to; the carrier method (ship via); and the 754 load number that the trading partner may require on the 856 and/or the 810 documents.

6. How do I populate these EDI tables from within S2K File Maintenance?

These tables, and I assume you mean the mapping files for these documents, do not get populated from S2K File Maintenance. The 753 data gets populated from the EDI 753 Routing Request - Select Orders/Print Report from EDI Daily Transactions - Manual Functions - Applications. The 754 data gets populated from the successful translation of the 754 document received from your trading partner(s).

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