Reviewing and Processing EDI 845 Pricing Contracts

EDI vendor trading partners use 845 Price Authorization Acknowledgments to send you information about special pricing contracts for selling designated products to designated customers. Use this information to create new sell matrix cells that establish the rebate cost that the vendor gives you and the selling price you use with those customers.

When the system receives an 845 from an EDI vendor, the system places the contract information in the EDI 845 Contract Review Queue.

Note: Users must be assigned the EDI.IN.REVIEW authorization key to access the review queue.

The system uses the contract number to search the Name, Index, and Additional Keywords fields in Customer Maintenance for a matching customer contract record and sets the status of the queue entry, in the Status column, to one of the following:

• Review (or Reviewed) - The system found a matching customer contract record, and the contract details are ready for review.

• Updated -  A contract for which you have run an update. When the 845 comes in, the system checks for an existing matrix cell that has pricing and rebate information. If the system finds a current matrix cell, that existing cell is expired as of the effective date of the new cell. The system then creates a new cell with the same type as the old one that was expired. The new rebate cost information is added to the new cell and the pricing information is copied over from the old, expired cell. Select View >Contract Detail from the 845 Contract Review Queue to review these line items. When all items on a contract are updated, the system removes the contract from the queue.

Use the Expire All Matrix Cells When EDI 845 Contracts Are Imported control maintenance record to automatically expire all existing matrix values a day before new matrix created based on the imported EDI 845 effective date. For detailed information and examples, see EDI Control Maintenance Records in the online help documentation.

Set the Update Rebate View Dates When An EDI 845 Processes control maintenance record to update Effective Dates and Expiration Dates for both Cost view and Rebate view in the sell matrix. Use caution as this may change your rebate costs. For detailed information, see EDI Control Maintenance Records in the online help documentation.

• Not found - The system could not find a matching customer contract record. Create or identify a customer contract record and requeue the 845 before you can process the contract details.

To review EDI 845 price contracts in the 845 Review Queue:

1. Display the Selection Criteria window in one of the following ways:

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

• From the Purchase > Queues menu, select EDI 845 Contract Uploadto display the EDI 845 Review Queue.

2. Enter the selection criteria and click OK to display 845 documents that meet the criteria.

   Field	Description
   Branch/Tr/All	The branch, branches, or territory for which you want to display items in the EDI review queue. This is the branch to which the 845 contract update applies. This field defaults to All.
   Vendor	Vendor that sent the 845.
   User	User ID of the user assigned to review incoming 845s. This field defaults to your user ID. To review 845s for all users, leave this field blank. You must have Level 1 authorization in the EDI.IN.REVIEW authorization key to view your own entries in the queue. Level 2 authorization is required to view other users' entries.
   Contract	Pricing contract number.
   Received Start Date	First received date for which to view 845s. For example, if you want to review all 845 contracts received in July 2007, enter 07/01/07 in this field and 07/31/07 in the Select End Date field.
   Received End Date	Last received date for which to view 845s. For example, if you want to review all 845 contracts received in July 2007, enter 07/01/07 in the Select Start Date field and 07/31/07 in this field.
   Status	Contract status: All - All contracts. This is the default. Reviewed - New contracts ready for review. Updated - Contracts for which you have run an update and error messages need to be reviewed. No Match - Contracts for which the system did not find a match.

The system displays the following information about the selected 845s display on the EDI 845 Review Queue window:

3. To review and edit the detail of a contract, select a contract and select Edit >Contract Detail from the to display the Contract Detail window.

4. To update the contract in the Eclipse system, select the check box in the first column and select File > Process to display the Contract Update screen.

The system creates a sell matrix cell for each contract detail line item and then removes the line item from the 845 contract detail. Any line item for which the system could not create a matrix cell remains in the contract detail, from which you can review the errors. After the system updates the items, it displays an error message indicating how many items processed successfully.

Note: If you prefer to view the errors prior to processing any records, select File > Scan For Errors to display the error messages prior to entering items into the matrix.

If you do not want to create a matrix cell for a single line item, you can manually remove the line item from the contract detail right-click on the row and select Delete Rows. If you do not want to create matrix cells for all the line items, you can return to the queue and select the check box for that contract and use the File > Delete to remove the 845 entry.

If the system creates a matrix cell for every line item in the 845, it removes the 845 entry from the queue.

More Options for Reviewing and Processing EDI 845 Pricing Contracts

The 845 Contract Upload Review Queue also offers these options for reviewing and processing 845 pricing contracts:

See Also:

Receiving 845 Price Authorization Acknowledgments Overview