Reviewing and Editing EDI 845 Pricing Contract Detail

Review and edit the detail of pricing contract information the system receives on EDI 845 Price Authorization Acknowledgment documents. Each line on the Contract Detail window displays the data relevant to each product and product group included in the selected contract. The system uses the UPC# to locate matching product records in Eclipse and uses the group ID to locate matching sell groups in the Sell Group Translation window associated with the 845's group profile in Trading Partner Maintenance. The system sorts the queue entries in the following order:

• Products not found.

• Matching products, sorted by price line and then product sequence within price line.

• Groups not found.

• Matching groups, in alphabetical order.

The system creates a sell matrix cell for each matched line when you run the contract update. Before running the update, you need to review and edit the contract detail.

Use the views in the Contract Detail window to review and scan for errors and edit the contract detail. As you are reviewing details, the lines in error display with an icon in the Error field. Move your cursor over the icon to display the error message. You can also select the item in error and select View > View Error messages. Use the Error icon as a way to scan the list for the items that require your attention before updating the contracts.

Note: You can double-click the Error column heading to sort all the lines with errors to the top of the queue.

To review and edit EDI 845 pricing contract detail:

1. Display the Selection Criteria window in one of the following ways and enter the selection criteria:

2. From the System > System Programming > EDI > EDI Review Queues menu, select EDI 845 Review Queue.

3. From the Purchase >Queues menu, select EDI 845 Review Queue.

2. Select a contract you want to review or edit and select View >Contract Detail to display the EDI/Product Group view of the Contract Detail window.

Note: The window has four views. Select Options > Change View to select a different view.

3. Review and edit the data displayed in the EDI/Product Group view to resolve "product not found" and "group not found" errors by updating the Product file and the Sell Group Table in Trading Partner Maintenance, as needed.

   After making the required updates and before viewing the other views, return to the queue and select Edit >Requeue to reprocess the 845.

   Leave product/group "not found" entries in the queue if you do not want to create matrix cells for those products/groups. When you run an update, the system ignores these entries. You can also use the Alt-Delete keys to delete line items for products you do not sell.

   Field	Description
   Error	Move your cursor over the icon in this field to display the error for the line item. This field is blank for items received without errors.
   Group/Product	Eclipse description of the product or product sell group. Products The system uses the UPC# from the 845 to locate matching product records in Eclipse. If the system cannot find a matching product, it displays the following message: ** Product Not Found **. In this case, select Edit >Product Maint to access Product Maintenance and use the UPC# or the vendor catalog number to search the Product file for a matching record. When you find a match, select Additional Data > UPC Code Maintenance within Product Maintenance and enter the UPC# in the Primary UPC or Secondary UPC field in the UPC Codes Maintenance window. Product Groups The system uses the group ID to locate matching sell groups in the Sell Group Translation window associated with the 845's group profile in Trading Partner Maintenance. If the system cannot find a matching product group, it displays the following message in this field: ** Group Not Found **. In this case, you need to update the Sell Group Translation window to include the group ID.
   UPC #	Product's universal product code. Data from the 845 populates this field.
   Price Line	Eclipse price line to which the product or product group belongs. Data from the Eclipse product record or the product sell group populates this field.
   Vendor Group / Catalog #	Vendor's product group ID or product catalog number. Data from the 845 populates this field.
   Matrix	Indication whether a sell matrix cell for this product, product group, customer and branch exists in the Eclipse system. An asterisk (*) in this column indicates that a sell matrix cell exists.

4. Review and edit the data in the Rebate Cost view, to set the cost rebate for stock sales of the designated products to the designated customers.

   The vendor contract designates either a net cost, which displays with a dollar sign ($), or a formula for calculating the cost rebate. Enter the Eclipse cost basis the system uses to calculate the rebate amount.

   Field	Description
   Error	Move your cursor over the icon in this field to display the error for the line item. This field is blank for items received without errors.
   Group/Product	Eclipse description of the product sell group or product.
   Cost Basis	Eclipse cost basis to use in calculating the rebate amount. You cannot enter Ord COGS or Ord Comm as the cost basis in this field as they apply to sell prices only. This field is required. Note: If the vendor specifies a net cost rebate, the system does not use the cost basis entered here, but the program still requires you to enter one.
   Cost	Net cost rebate, which displays with a dollar sign ($), or a formula for calculating the cost rebate. Data from the 845 populates this field.
   Price Date	Price sheet date that determines the value of the cost basis used in the formula for calculating the cost rebate. Data from the 845 populates this field, only if the vendor provides the data. If this field is left blank, the system does not upload a date into the matrix. You can edit this field, if needed.
   Effective Date	Start date of the sell matrix cell the system creates for this line item. Data from the 845 populates this field and is view only.
   Expiration Date	End date of the sell matrix cell the system creates for this line item. Data from the 845 populates this field and is view only.
   Matrix	Indication whether a sell matrix cell for this product or product group exists in the Eclipse system. An asterisk (*) in this column indicates that a sell matrix cell exists.

5. If the pricing contract includes cost rebates for direct orders, review and edit the data in the Direct Cost view.

   Use this view only if the contract offers you a cost rebate for direct orders.

   The vendor contract designates either a net cost, which displays with a dollar sign ($), or a formula for calculating the cost rebate. In either case, enter the Eclipse cost basis the system uses to calculate the rebate amount.

   Field	Description
   Error	Move your cursor over the icon in this field to display the error for the line item. This field is blank for items received without errors.
   Group/Product	Eclipse description of the product sell group or product.
   Cost Basis	Eclipse cost basis to use in calculating the rebate amount. Eclipse cost basis to use in calculating the rebate amount. You cannot enter Ord COGS or Ord Comm as the cost basis in this field as they apply to sell prices only. This field is required. Note: If the vendor specifies a net cost rebate, the system does not use the cost basis entered here, but the program still requires you to enter one.
   Cost	Net cost rebate, which displays with a dollar sign ($), or a formula for calculating the cost rebate. Discounts are identified with a minus sign (-). Data from the 845 populates this field.
   Price Date	Price sheet date that determines the value of the cost basis used in the formula for calculating the cost rebate. Data from the 845 populates this field, only if the vendor provides the data. If this field is left blank, the system does not upload a date into the matrix. You can edit this field, as needed.
   Effective Date	Start date of the sell matrix cell the system creates for this line item. Data from the 845 populates this field and is view only.
   Expiration Date	End date of the sell matrix cell the system creates for this line item. Data from the 845 populates this field and is view only.
   Matrix	Indication whether a sell matrix cell for this product, product group, customer, and branch exists in the Eclipse system. An asterisk (*) in this column indicates that a sell matrix cell exists.

6. If the vendor specifies the contract sell price or if you want to adjust your standard selling price for the customer, use the Sell Price view.

   Note: If you want to create cost only matrix cells for the contract, use this view to set the Cost column (Override Cost Only flag) to Yes.

   Field	Description
   Error	Move your cursor over the icon in this field to display the error for the line item. This field is blank for items received without errors.
   Group/Product	Eclipse description of the product sell group or product.
   Cost	Indication whether the matrix type for this line item's sell matrix cell is Override Cost Only. The system populates this field with the value entered in the Cost Only field on the Contract Upload Settings window for this contract in Customer Maintenance or the Cost Only Matrix field on the trading partner's Additional Doc Info window for the 845 in Trading Partner Maintenance. The field in Customer Maintenance takes precedence over the field in the additional doc info. Yes - The matrix cell the system creates will an O type matrix, which does not allow you to set a selling price. When you set this field to Yes, you cannot access the Formula field. No - The matrix cell the system creates will be a N type matrix, which allows you to set the selling price as well as the cost. Note: If you change an N to Y, the system clears the Formula field.
   Price Basis	Eclipse price basis used in calculating the selling price. Enter Ord COGS to use the cost of goods sold price basis which is the true cost of merchandise that includes any expense you incurred to sell the product. Enter Ord Comm to use the commissions cost basis. This field is required. Note: The system validates this field with the price basis associated with the price line to which the product belongs.
   Formula	Formula for calculating the selling price for the product. This system populates this field as follows: The system uses data from the 845, if the vendor sends a formula for calculating the selling price. If the vendor does not send a formula, the system uses the value entered in the Formula field on the Contract Upload Settings window for the generic customer contract record in Customer Maintenance. If the Formula field is blank, the system uses the value entered in the Default Selling Formula field on the EDI Add'l Doc Info window for the 845 defined for the group profile in Trading Partner Maintenance. You can also populate this field with your own formula.
   Price Date	Price sheet date that determines the value of the price basis used with the formula for calculating the selling price. Data from the 845 populates this field, only if the vendor provides the data. If this field is left blank, the system does not upload a date into the matrix. You can edit this field, as needed.
   Effective Date	Start date of the sell matrix cell the system creates for this line item. Data from the 845 populates this field and is view only.
   Expiration Date	End date of the sell matrix cell the system creates for this line item. Data from the 845 populates this field and is view only.
   Matrix	Indication whether a sell matrix cell for this product, product group, customer, and branch exists in the Eclipse system. An asterisk (*) in this column indicates that a sell matrix cell exists.
   End Use Customer Name	View customer name on contract. The field value will read "Multiple" is there is more than one customer associated with the product.

7. To delete rows from the contract, select the row or rows you want to delete, right-click and select Delete Row.

When you close the Contract Detail window, select Yes to the save prompt to make the deletions permanent. If you select No, the system returns the items you deleted to the contract.

8. Save your changes and exit the window.

Note: After returning to the EDI 845 Contract Upload Queue screen, use the Update Items hot key to process the changes you entered.

More Options When Reviewing and Editing EDI 845 Pricing Contract Detail

The Contract Detail window also offers the following options for reviewing and editing 845 pricing contract details:

See Also:

Reviewing and Processing EDI 845 Pricing Contracts