Convert Partner Data
Before you export the data from Microsoft Dynamics 365 Business Central into a file using COSMO EDI and send it to your partner, you must check in which message format and/or structure your partners need the files. Many partners provide a guideline, in which, in addition to the message formats used by the partner, a more or less detailed description of the message structure and any individual requirements of the partner are listed. Ask your partner for a current guideline, so that the message formats and individual requirements can be determined and implemented by COSMO EDI. We are pleased to request this information from your partner for you.
If, by posting the EDI journals, data from Microsoft Dynamics 365 Business Central is to be exported into a file and sent to your partner, data must be converted into a standardized internal format in step 1, with which COSMO EDI can process it. This standardized internal format is called the EDI in-house format. In the second step, the data is then converted from the EDI in-house format into the message format of the partner, the so-called outhouse structure.
In addition, the second step is highlighted in color, which then converts the data of the EDI in-house format into the message format of the partner.
Convert Outgoing Messages to the In-House Format
During the first step to transfer outgoing data from Microsoft Dynamics 365 Business Central to the partner - the conversion of the data into the EDI in-house format - COSMO EDI uses the export mapping. For more information on the functions and options for export mapping, refer to the relevant topic. This topic only provides a basic overview of the functionality and role of the export mapping within COSMO EDI.
The export mapping works as a "translator" between Microsoft Dynamics 365 Business Central data and the EDI in-house format. When posting the EDI journal, COSMO EDI reads the export mapping in parallel and transfers the data from Microsoft Dynamics 365 Business Central into the EDI in-house format based on the rules defined in the export mapping.
Without a valid and correct export mapping, the conversion of Microsoft Dynamics 365 Business Central data into the EDI in-house format and the subsequent transfer to the outhouse structure for the creation of partner data is only possible if your partner wants his messages to be provided directly in the EDI in-house format.
When to Use an Export Mapping?
In general, you always need an export mapping if the data to be exported must be available for your partner in a format different from the EDI in-house format. This case will be the standard unless you are exchanging data with a partner who also uses COSMO EDI and/or can otherwise process the data directly in EDI in-house format. In such cases, COSMO EDI can transfer the data directly in in-house format without conversion via export mapping, since the partner can already process the data in in-house format.
If we assume that the partner data must not be available in EDI in-house format, you basically need an export mapping for each different message format and transaction type to transfer the EDI in-house format into the outhouse structure of your partner. If different partners use the same message format to process the same transaction, you only need one export mapping.
| Partner | Description | Transaction type in COSMO EDI | Message format | New Export Mapping? |
|---|---|---|---|---|
| A | Export invoices | INVOIC_EXP | EANCOM D96A | Yes |
| B | Export invoices | INVOIC_EXP | EANCOM D96A | No (see A) |
| C | Export invoices | INVOIC_EXP | SAP iDOC | Yes |
| D | Export invoices | INVOIC_EXP | SAP iDOC | No (see C) |
| E | Export shipments | DESADV_EXP | VDA | Yes |
| F | Export purchase orders | ORDERS_EXP | TRADACOM | Yes |
Even though a partner uses the same message format as another partner (see above, A and B both use EANCOM D96A), transferring partner data still requires individual adjustments in the export mapping. In this case, a second export mapping must be created and adapted to the individual partner despite the same message format. This is easily possible in COSMO EDI.
Convert In-House Format into Partner Format
After the EDI journal has been posted and the data from Microsoft Dynamics 365 Business Central has been transferred into the EDI in-house format in the first step of the conversion, the data must finally be transferred into the format of your partner in the second step of the conversion. For this purpose COSMO EDI uses the outhouse structure, which is an image of the partner format.
The outhouse structure works as a "translator" between the data in EDI in-house format and the data to your partner. In the first step of the conversion, COSMO EDI reads the export mapping in parallel and transfers the data from Microsoft Dynamics 365 Business Central into the EDI in-house format based on the rules defined in the export mapping. In the second step of the conversion, the data from the EDI in-house format is then transferred to the data of the outhouse structure and converted into the partner format based on the rules defined there.
You can only do without an outhouse structure for converting the EDI in-house format into your partner's message format if your partner wants to provide his messages directly in EDI in-house format.
Assign the Outhouse Structure for Export Mapping
The outhouse structure to be used for the conversion of the in-house format into the partner format is simply assigned to the corresponding export mapping.
To open the export mappings, navigate to EDI Export Mappings within COSMO EDI.
The EDI Export Mappings page is accessed using the Tell Me feature. Choose the 
icon, enter EDI Export Mappings, and then select the related link.
For the mapping, enter the outhouse structure code to be used in the export mapping.
Import Provided Export Mappings
Note that you will create new export mappings very rarely. If you purchase or extend COSMO EDI to export partner data in new message formats, the necessary export mappings are usually supplied as a text file by COSMO CONSULT. You must transfer this text file to Microsoft Dynamics 365 Business Central.
Navigate to EDI Export Mappings within COSMO EDI and choose Import.
The EDI Export Mappings page is accessed using the Tell Me feature. Choose the icon, enter EDI Export Mappings, and then select the related link.
In the dialog that appears, select the file to be transferred in the File name field and choose the Open button to transfer the provided export mappings. Now you can use the provided export mappings.
Import Provided Outhouse Structures
Note that you will create new outhouse structures very rarely. If you purchase or extend COSMO EDI to export partner data in new message formats, the necessary outhouse structures are usually supplied as a text file by COSMO CONSULT. You must transfer this text file to Microsoft Dynamics 365 Business Central.
Navigate to EDI Outhouse Structures within COSMO EDI and choose Import.
The EDI Outhouse Structures page is accessed using the Tell Me feature. Choose the icon, enter EDI Outhouse Structures, and then select the related link.
In the dialog that appears, select the file to be transferred in the File name field and choose Open to transfer the provided outhouse structures.
Now you can use the provided outhouse structures.
Setup of Export Paths
You must provide the data to your partner as a file. This file must be stored in a directory accessible to COSMO EDI.
To specify the directories and names of the files under which COSMO EDI will store the data to be exported for your partners, navigate to EDI Export Paths.
The EDI Export Paths page is accessed using the Tell Me feature. Choose the icon, enter EDI Export Paths, and then select the related link.
The partner is specified when setting up the export paths, so that you can respond to the individual requirements of your partners regarding the naming of the files to be created and save the files in partner-related directories.
By specifying %WorkDateTime% and %FileNo% in the file name to be created, you can have COSMO EDI automatically generate a unique file name.
The fields for the setup of the data to be exported into the EDI Export Paths are described in the following table.
| Field | Description |
|---|---|
| Partner No. | Here you enter the number of the partner to which the export path is to apply. |
| Transaction Type | Here you enter the transaction type to which the export applies. |
| Subtype | Select from the following options: - <Blank> - There is no subtype for this transaction type - Invoice list - The subtype exists only for the Invoice option (transaction INVOIC_EXP) and indicates that the file to be created contains the data of the invoice list, which COSMO EDI creates, saves and exports separately. - Catalogue data, products, documents, bills of material, document usage, confirmations - These subtypes belong to the Product Data Management (PDM) module of COSMO EDI and should therefore be explained in more detail in a separate section or manual. |
| Type of Data Mapping | Specifies how data is mapped. The options are: - Inhouse (No Mapping) - The file should be saved in the in-house format and does not need to be converted into another partner format. This is the case, for example, if your partner also uses COSMO EDI and/or can process data directly in the in-house format. - Mapping - The file must be saved in a different message format and converted to the in-house format in the first step and to the partner format in the second step. This will be the standard option. |
| Mapping Code | Here you enter the export mapping code which you have to use if you have to convert the data for your partner into another format. The export mapping converts the Microsoft Dynamics 365 Business Central data into the in-house format required for COSMO EDI. The in-house format is then converted to the final partner format with the help of the outhouse structure stored in the export mapping. The export mapping selected here must match the transaction type you have defined. For this reason, only export mappings that match the transaction stored in the Transaction Type field are offered for selection. |
| Path | Here you define the directory and the file name that COSMO EDI should create during export. To achieve uniqueness when creating the file name, you can insert the following variables in the file name: - %WorkDateTime% - This specification is used as a placeholder for the current date (yyyymmdd) and time (hhmmsshhh) and will be replaced by it when the file is created. - %FileNo% - This specification is used as a placeholder for the next consecutive file number. The next consecutive file number is determined when the file is created and replaces this placeholder. |
| Archive Path | Enter a path where the application will store a copy of the created file. This specification is optional and recommended if the dial-up software deletes the generated file from the directory during or after the transfer. When an archive path is defined and a copy is made, the file will still be available after the data transfer. |
| Consecutive No. | The last used consecutive file number is saved here. This number is increased by 1 when the next file is created and replaces the placeholder %FileNo% to make the file to be created unique. |
| Maximum Consecutive No. | If this maximum consecutive number is reached when determining the next consecutive file number, the application starts over from 1 again for the next consecutive file number. |
| Prefix Interchange Control Reference | With many message formats it is necessary to enter a data interchange reference number in the file to be transmitted. This number then makes the data transfer for the current transaction unique. This is usually a numerical value that is automatically generated for you by COSMO EDI. If this data interchange control reference is now to be preceded by a value, you can do this by using the Prefix Interchange Control Reference field. The value entered here is then added as a prefix to the next data interchange reference number and inserted into the file to be transferred. |
| Old Consecutive No. | With many message formats it is necessary to enter a data interchange reference number in the file to be transmitted. This number then makes the data transfer for the current transaction unique. This is usually a numerical value that is automatically generated for you by COSMO EDI. In the Old Consecutive No. field the last transmitted data interchange reference number is stored for the current partner and the current transaction. The next file to be created for the partner and this transaction then is given the new data interchange reference number by increasing the Old Consecutive No. by 1. |
When setting up the EDI export paths, it is vital to ensure that the combination: Transaction Type > Export Mapping Code (Message format) > Outhouse Structure matches. If this is not the case, this will cause an error when converting the partner data into the EDI in-house format (by export mapping) and then into the partner format (by the outhouse structure) and you will not be able to create the partner's files.
Assignment of the File Name for Files to be Exported
Some examples of how to set up the file name assignment of files to be exported are shown below. We assume that you want to export a file on 02.10.2011 at 14.30,33,555:
| Path | Consecutive No. | Maximum Consecutive No. | Result |
|---|---|---|---|
| C:\File%WorkDateTime%.txt | 1 | 100 | C:\File2011143033555.txt |
| C:\File-%FileNo%-.txt | 1 | 100 | C:\File-1-.txt |
| C:\File-%FileNo%-.txt | 100 | 100 | C:\File-1-.txt |
| C:\File. %WorkDateTime% | 1 | 0 | C:\File.2011143033555 |
| C:\File.%FileNo% 1 | 1 | 0 | C:\File.1 |
| C:\File.%FileNo% | 100 | 0 | C:\File.101 |
If you enter 0 in the Maximum Consecutive No. field, this means that there is no limit to the maximum consecutive number.
Assigning Export Mappings to the Data to be Exported
If you have set up the necessary mappings for converting the data from Microsoft Dynamics 365 Business Central into the EDI in-house format (by the export mappings) and the transfer into the partner format (by the outhouse structure), you must enter the export mappings in the export paths.
The selected lines in the example below were assigned different export mapping codes because the files to be created must have different message formats (EANCOM, VDA, TRADACOM). The exchange of intercompany purchase orders has also been set up here, whereby no data conversion is necessary when exchanging intercompany documents between two COSMO EDI systems, which is why here the Type of Data Mapping field contains the Inhouse (No Mapping) option.
In addition, the files to be exported are created per transaction type in a directory assigned to the partner. This ensures that the created files are stored separately by transaction and partner.
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