ORDERS_IMP – Setup
This topic describes how to set up the ORDERS\IMP transaction.
Setting Up the Import Path
To set up the import paths for importing the partner data of the ORDERS_IMP transaction code, navigate to EDI Import Paths within COSMO EDI.
For more information on how to set up import paths, see Setup Import Paths.
The EDI Import Paths page is accessed using the Tell Me feature. Choose the 
icon, enter EDI Import Paths, and then select the related link.
Setting Up the EDI Partner
To set up the partner for whom you want to carry out the import of sales orders, navigate to EDI Partners within COSMO EDI.
Enter the number of the partner in the Partner Identification No. field and your own number in the Internal Identification No. field.
The EDI Partners page is accessed using the Tell Me feature. Choose the icon, enter EDI Partners, and then select the related link.
Setting Up the Partner Transaction
Activate the import of sales orders for the partner by creating an EDI partner transaction for this partner with the ORDERS_IMP transaction code and setting the Active checkbox. Choose Home > Transactions in the partner and set up the new transaction for the partner.
Once the transaction has been set up, the Sales Order Import field in the partner should be selected. This indicates that the partner has been defined for the import of orders.
Setting Up the Customers
After you have set up the partner, you must assign the customers who belong to the partner to this partner. To do this, enter the partner code in all customers that you want to assign to the partner. Also enter the number that uniquely identifies the customer in the customer. COSMO EDI can use this unique number to identify the Sell-to-customer and invoice (Bill-to-customer), for example, in order to create the sales order later.
If your partner can have several customers for receiving goods or invoices, you must enter the same partner code in each of the customers. This is necessary, for example, if several branches of a customer order from you.
Setting Up Ship-to Addresses
If delivery to your customers' orders is to be made to different addresses, you must set up these ship-to addresses in the customer, assign the partner there as well and enter a number that uniquely identifies the ship-to address.
Setting Up the Items
Your customer can send you either an EAN, PZN (Pharma Central Number) or your item number when ordering items from you via COSMO EDI. You can set up all these different numbers in Microsoft Dynamics 365 Business Central using the references.
In this example, a customer item number was set up in the first line and a barcode (in this example a 13-digit EAN code) in the second line. Because a barcode applies equally to all customers, it is of course preferable to a customer-specific item number. In addition, you have the possibility to store the PZN in the item. This number is for medicinal products and is also valid for one item across all customers.
Depending on which number the customer gives you, COSMO EDI tries to identify the item in Microsoft Dynamics 365 Business Central. If the customer transfers your own item number to you, you may even be able to do without setting up the item references completely.
Setting up the references for an item also means that the Base EAN and Default Sales EAN fields in the EDI FastTab of the Item Card are filled automatically as soon as you have created a reference for the stored units. In the case of EDI Base EAN, this is a reference of reference type Bar code for the base unit of the item. In the case of EDI Default Sales EAN, this is a reference of reference type Bar code for the sales unit of the item.
Setting Up the Partner Transaction
Some settings for the import of orders with the transaction type ORDERS_IMP must be made in the Partner Transaction Setup.
These settings concern the handling of the transferred addresses of the customer, the consignee (delivery address) and the invoice as well as the type of search method for the ordered item and whether the prices and descriptions transferred by the partner should be adopted.
The relevant fields on the EDI Partner Transaction Card are described in the following table.
| Field | Description |
|---|---|
| Prices and Conditions | Select this checkbox if you want to use the prices and conditions provided by the customer to create the order line. In this case, the price of the new line proposed by Microsoft Dynamics 365 Business Central is overwritten by the price transferred by the customer. |
| Use Item Description | Select this checkbox if you want to use the description of the item provided by the customer to create the order line. In this case, the price of the new line proposed by Microsoft Dynamics 365 Business Central is overwritten by the price transferred by the customer. |
| Force Sales / Purchase Person | If you choose this option, the system checks whether a salesperson has been specified by your customer when importing the order data. If so, this salesperson can be determined via the partner data mapping. If this is not the case, you cannot process the order. |
| Item Identification Type | In this field, you can specify which numbers the application should search for the item for the order line to be created. Select from the following options: - EAN or PZN or Customer Item No*.* or Item No.* - The application uses all transferred numbers to find the item in Microsoft Dynamics 365 Business Central. - EAN or PZN or Customer Item No.* - The system searches for all transmitted numbers except the item number itself (supplier item number). Choose this option if you are sure that your customer will not send you your own item number. - EAN or PZN - Only the EAN and the PZN are searched for. Customer and supplier item numbers are not taken into account, regardless of whether they were transmitted. - EAN - Only the EAN is searched for. All other numbers are not taken into account when searching for the item. |
| Manual Buyer Address | If you select this checkbox, the application will transfer the address data of the Sell-to Customer not from Microsoft Dynamics 365 Business Central but from the transferred data. |
| Buyer Address Handling | The option Use Delivery Party to identify Buyer indirect - if not existing search customer directly ensures that the information and identification numbers from the delivery address transferred are used to determine the sales to customer for the order. If the option is blank, the information on the customer is assumed and used directly to find the customer. |
| Delivery Address Handling | In this field, you can decide how the application should deal with the transferred delivery address data. In this case, it is necessary to make a difference between a delivery address manually transferred by the customer without identification number and a delivery address with identification number (GLN). Manual addresses are re-entered each time, as they cannot be uniquely identified by a number. Select from the following options: - Use manual address if given else GLN if different from buyer GLN - If a manual address without identification number was transmitted by the customer, this will be taken over into the order as delivery address. If this is not the case, the transferred identification number of the delivery address will be used if it differs from that of the buyer. - Use manual address if given else GLN - The manual address will also be used if available and in any case the identification number of the delivery address if no manual address has been provided even if it does not differ from that of the buyer. - Use GLN - The identification number of the delivery address is always used. If no delivery address is found with the delivery address, the order cannot be created. Manual address information is ignored and not accepted. - Use GLN if different from Buyer GLN - The identification number of the delivery address is only used if it is different from that of the buyer. - Suspend - All delivery address details of the customer are ignored and the settings on the customers in Microsoft Dynamics 365 Business Central are used for order creation. |
| Invoice GLN Handling | In this field, you can decide how the application should proceed with a possibly transferred identification number of the invoice recipient to determine the Bill-to Customer. Select from the following options: - only if different from Buyer GLN - The invoice GLN is only used if it is unequal to the buyer GLN. - Use GLN - The GLN invoice is generally used if it exists. - Ignore GLN - The GLN invoice is not used, even if it is specified. If, for example, you always want to use the settings from your master data for the invoice recipient (Bill-to Customer No. in the customer) for the order when importing orders, you must select this option. This prevents the bill-to party specified by the customer from being displayed and always uses the bill-to party defined for Sell-to Customer. |
| Packaging Unit Handling | To use the units, you can select from the following options: - Packaging unit as specified by partner - you use the unit that your customer sends you. You must be able to determine this unit using the partner data mapping. If this is not the case, you cannot process the order. - Use Base Unit of Measure - You use the base unit of the item and ignore any unit transmitted by your customer. |
| Send Application Acknowledge Message (APERAK) | Select this checkbox to have the application confirm to your customer that the transmitted order has been received by electronic confirmation of receipt (APERAK). |
| Document Nos. | Here you define a number series for creating orders that differs from that in the Sales Setup. |
| Responsibility Center | Enter the unit of responsibility for which the order is to be created here. |
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