Partner Data Mapping
COSMO EDI offers the option of comparing certain data between you and your partners on a transactional basis. Typical areas are e.g. the unit codes, country codes, currency codes, carrier codes etc. which must be clearly identified both by you and your partners so that there are no misunderstandings when communicating, e.g. ordered quantities or transmitted prices.
| Partner data mapping during import | Partner data mapping during export |
|---|---|
| If your customer sends you an order with COSMO EDI and orders the quantity of an item with the PCE unit code, but your unit code is PIECE, you need a possibility to connect the data of your partner with your data in Microsoft Dynamics 365 Business Central, so that the correct unit code PIECE is used when importing the order. | If your customer expects the currency code in an invoice created by you with the currency code DOLLAR and transmitted to him by COSMO EDI and expects the unit code USD for US dollars, then you need a possibility to connect your data with the data of your partner so that the partner can process your sent data without errors. |
The EDI Partner Data Mappings page is accessed using the Tell Me feature. Choose the 
icon, enter EDI Partner Data Mappings, and then select the related link.
Here you can set up the mapping of the data between you and your partners for the different areas.
The fields for setting up the partner data mapping on the EDI Partner Data Mapping page are described in the following table.
| Field | Description |
|---|---|
| Transaction Type | Select the transaction for which the partner data mapping is to apply. If this field is left empty, the partner data mapping applies to all transaction types. |
| Reference Type | Specifies for which type the mapping is to apply. The options are: - Partner - The mapping is valid for the one partner specified in the Reference No. field or for all partners if the Reference No. field is left blank. - Partner Group - The mapping is valid for all partners in the one partner group specified in the Reference No. field or for all partner groups if the Reference No. field is left blank. |
| Reference No. | Depending on the entry in the Reference type field, enter a partner or a partner group for which the mapping is to apply. If this field is left empty, the mapping automatically applies to all partners. |
| Type | You select the type of mapping in the upper area of the form. The selected type applies to all displayed and newly created data records and acts as a filter. The mapping types in COSMO EDI are: - Invoice Receiver - Assign the identification number of your partner for the invoice recipient of his order to the number of the customer in Microsoft Dynamics 365 Business Central. - Shipping Agent - Assign your delivery code to that of your partner or vice versa so that you can, for example, inform your partner in the transmitted delivery note of the assigned shipping agent with the number of the partner. - Unit of Measure - The unit codes transferred in an order from your partner must be assigned to the units stored in Microsoft Dynamics 365 Business Central. - Currency - Because you may be using different currency codes than your partners, you must compare them with each other, for example, when transferring an invoice or receiving an order. - Country - To use the same country codes as your partners, for example, for delivery addresses, assign the country codes according to your partners' specifications. - Shipment Method - You can use this type for transmitting the shipment condition or EDI terms of delivery. - Shipping Type - You can use this method for transmitting the shipment method. - Salesperson/Purchaser - Use this method to compare the sales and purchasing codes used by your partners with those stored in Microsoft Dynamics 365 Business Central. - Campaign - To match the campaign or promotion deal number between you and your partners you can use this method. - Error No. - Conversion of the internal error numbers to the error number of the partner, e.g. when importing APERAK messages to confirm the data exchange. - G/L Account - You can use this type for transferring G/L account items, for example, in sales invoices. Your G/L account number is then assigned the number of the customer. - Resource - You can use this type for transferring resource lines, for example, in sales invoices. Your resource number is then assigned the number of the customer. - Item Charge - You can use this type for transferring item charge, for example, in sales invoices. The customer number is then assigned to your item charge. - Payment Terms - To exchange the payment terms with your partners. - Language - To exchange the language code with your partners. |
| Mapping Type | - Mapping - If the data to be transferred should or must first be assigned before it is transferred, you must select this option in the Mapping type field. - Direct Usage - If the data you exchange with your partner can be used directly and does not need to be assigned beforehand, select this option. |
| No. Partner | Enter the data value used by the partner. For example, if your partner uses the unit code PCE for a piece and you need to assign it to the unit code PIECE you use in Microsoft Dynamics 365 Business Central, enter PCE into the No. Partner field. |
| Internal Code | Specifies the data value you use in Microsoft Dynamics 365 Business Central. For example, if your partner uses the unit code PCE for a piece and you need to assign it to the unit code PIECE you use in Microsoft Dynamics 365 Business Central, enter PIECE into the Internal Code field. |
| Standard Code for Partner No. | If several possible mapping entries are found, the entry that is selected in the Standard Code field for Partner No. is preferred. |
| Comment | Here you can enter any comment that describes the mapping. |
Partner Data Mapping for a Group of Partners
There are several reasons why it makes sense to create partner groups in connection with the partner data mapping in COSMO EDI. The specifications for the data to be compared with each other usually come from your partner or through the data format group used by your partner, such as EANCOM, VDA or ODETTE. In data format groups, certain codes for the use of units, currencies, countries, and so on, are predefined in code lists defined there. If several of your partners belong to the same data format group, the same specifications for the data to be adjusted apply to all these partners. For example, for all partners who exchange data with you according to EANCOM, the unit code for an item piece must be PCE. For data format groups such as VDA, ODETTE, etc., in turn, other firmly defined specifications for the data mapping apply. If you exchange data with several partners of the same retail chain, it is possible that this retail chain has defined its own specifications. In all these cases, you exchange data with partners that belong to a data format group. Here it is useful to create a partner group and assign it to all partners belonging to the partner group. You can then set up the partner data mapping for the partner group and thus ensure that the setup applies to all partners belonging to the same partner group.
The EDI Partner Groups page is accessed using the Tell Me feature. Choose the icon, enter EDI Partner Groups, and then select the related link.
To switch to your partners and assign the appropriate partner group to them, open the EDI Partners.
The EDI Partners page is accessed using the Tell Me feature. Choose the icon, enter EDI Partners, and then select the related link.
Examples for Setting Up the Partner Data Mapping
The setup of the partner data mapping for the Units is described here as an example. For more information on the transaction-specific setup, please refer to the relevant topics.
- In the first line, the Transaction Type and the Cross Reference No. are not specified. This means that this mapping applies to all transactions and all partners. The CARTON unit stored in Microsoft Dynamics 365 Business Central should therefore be connected to the CT unit for all transactions and all partners.
- In the second line the L unit from Microsoft Dynamics 365 Business Central is also connected to the LT unit of the partners for all transactions and partners.
- The mapping of the third line is valid for all transactions but only for the partners of the EANCOM partner group. Here the PIECE unit from Microsoft Dynamics 365 Business Central is to be connected to the PCE unit of the partners.
- In the fourth line, the units should be used directly without an assignment for all transactions with the partners of the RETAIL CHAIN partner group. This means that you receive the unit codes of the partners of this partner group in the same way as the partner sends them to you without changing his data by means of a mapping. This requires, among other things, that you have created all unit codes that the partners of this partner group send you in Microsoft Dynamics 365 Business Central, otherwise an error message regarding non-existing unit codes would appear when transferring the order lines.
- In the fifth line, only for the ORDERS_IMP transaction type, it is specified that for all partners of the RETAIL CHAIN partner group, the PACK unit from Microsoft Dynamics 365 Business Central should be connected to the PCE unit of the partner. This setting is therefore different from the mapping set up in the fourth line, but only applies when importing orders and only for the PCE unit.
As you can see, the information in the fourth and fifth lines is contradictory. In the fourth line it is specified that all units of all partners of the RETAIL CHAIN partner group should be used directly in all transactions without mapping. In the fifth line, you specify that the PACK unit from Microsoft Dynamics 365 Business Central is to be linked to the PCE unit of the partners for the ORDERS_IMP transactions of all partners of the RETAIL CHAIN partner group. The fifth line therefore represents the exception to the fourth line. In order for COSMO EDI to use the correct line of partner data mapping, it must be searched and analyzed in a defined multi-level hierarchy.
The Six Levels of the Hierarchical Search of Partner Data Mapping
As described in the section above, setting up partner data mapping in certain constellations requires a multi-level hierarchical search, for example, to take exceptions into account.
COSMO EDI uses a defined sequence when searching for the mapping to be used and runs through the search for a mapping in maximum 6 levels.
If a mapping is found, the search for a partner data mapping ends at this point.
If a mapping is found first for the current transaction and the current partner, it is used and the search ends.
If none is found, the second search is for a mapping to the current transaction and the current partner group. If one is found, the search ends and the found mapping is used.
The third level then searches for the current transaction and <empty> partner code, the fourth level for <empty> transaction and current partner, the fifth level for <empty> transaction and current partner group, and the sixth and final level for <empty> transaction and <empty> partner.
For all levels, the search for a partner data mapping ends at the level where a mapping is found. This ensures that the line with the most detailed settings is used for the mapping.
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