• If you're deploying the Workday delivered EDI 855 Connector.
• More context is provided to the overall process between Workday and GHX.

Slides: EDI 855 Mini Series

Review the Next Level: EDI 850 Configuration, Life Cycle, and Common Troubleshooting.

Custom Reports are valuable tools that can be tailored to meet the specific requirements of each organization for reviewing, analyzing, and acting on purchase order acknowledgements. Before using, review Getting Started with Customer Central and Configuration Catalog.

A few preconfigured custom reports that provide a good starting point:

• Inbound EDI Connector Errors
• PO Lines with POA Exception
• Status of Acknowledged Purchase Order Lines with Changes

Workday only accepts the BAK01 values listed below. If you need to process files with additional values in the BAK01 a custom preprocessor will be needed. 

• 01 - Cancellation
• 04 - Change
• 06 - Confirmation
• 44 - Partial Acknowledgement

Below are some potential problems you might encounter and solutions to resolve them. 

• Validation error occurred. Can't enter duplicate External Name if Allow Multiples flag isn't enabled for Item Identifier mapped. This occurs when you have multiple product/service IDs passed in the EDI 855 and they are mapped to the same item identifier type. To resolve:
  • Enable the Allow Multiples option on the Maintain Item Identifier Type setup for the corresponding item identifier. 
• Validation error occurred. Invalid value for External Name…This error occurs when the Integration Item Identifier mapping doesn't have a valid internal value populated for the item identifier. To resolve:
  • Make sure to first try using the Universal Item Identifier display name with no spaces, if that doesn't work, use the Universal Item Identifier reference ID. 
  • Use internal value GTIN when mapping for UK values.
  • Use internal value ZZ when mapping for ZZ values (Mutually Defined).
• Validation error occurred. Acknowledgement already exists. Only existing lines on the Purchase Order Acknowledgement can be updated. This error occurs when multiple POAs are submitted with the same acknowledgement number (BAK08). Workday only allows multiple acknowledgements for a PO line when each acknowledgement has a unique BAK08 acknowledgement number. Options to resolve:
  • Option 1: Request your supplier to amend the inbound file by incrementing the supplier acknowledgement number (BAK08).
  • Option 2: Create a preprocessor to increment the BAK08 value so it's always unique.

1. Enable Purchase Order Acknowledgements in the Edit Tenant Setup - Financials to allow POAs to be created in the tenant.
2. (Optional) If you don’t want to allow multiple POAs for a purchase order line, select the Disable Multiple Purchase Order Acknowledgements option.

1. Use the Edit Tenant Setup - Financials task to set up a sequence generator and create a sequential ID for each POA created in Workday. 
   1. Many options are available to create a unique ID. 
2. (Optional) Make the IDs unique to the individual company. 
   1. Use the Edit Company ID Definitions task where you can configure the sequence ID generator for each company.

The POA business process is configured to accommodate any reviews and approvals needed before a POA is created with an approved status.

1. (Optional) Add a review or approval step for a worker to review POAs before having the POA created.
2. (Optional) For advanced funcitionality, after the BP completions step, add the Automatic Updates from POAs service step to enable: Auto Close Purchase Order Line on Rejection and Auto Create Change Order.
   1. For more details on automatic updates see the Workday Administrator Guide Steps: Automate Changes from Purchase Order Acknowledgments 

1. Configure Item Identifier Types that you anticipate to receive on the EDI 855 PO1 and ACK segments using the Product/Service ID.
   1. Common Item Identifiers: GTIN, Manufacturer, Supplier Catalog Number, or Mutually Defined values. 
   2. Select the Universal Item Identifier that best matches the identifier used.

1. Use the Create Integration System task and select the Purchase Order Acknowledgement EDI 855 inbound integration template.
2. Configure the integration attributes. 
   1. From the View Integration System task, select the related action for the Inbound EDI 855 Purchase Order Acknowledgment.
   2. Select the Configure Integration Attributes task.
   3. There are 3 configurable integration attributes are available:
      1. Interchange Sender ID: Defines the value that will be populated in the ISA06 segment when the ISA05 segment is set to ZZ. Typical Configuration: Populated with mutually defined value provided by interchange (Example: GHX).
      2. Validate Receiver ID: Validates the company’s receiver ID against the PO company’s DUNS number (Industry code setup). Typical Configuration: Not selected.  
      3. Validate Sender ID: Validates the supplier’s sender ID (GS02) against the PO supplier’s EDI integration name (alternate name setup).Typical Configuration: Not selected. 

You can set up the EDI 855 integration to capture item identifier types configured in Step 4 and incorporate them into the POA created within Workday. Benefits include:

• Visibility into item identification details when reviewing the POA.
• Information available for reporting.

1. In the Integration System, select the Configure Integration Maps task.
2. Configure the External and Internal Values:
   1. Internal value: Value that is sent from the supplier on the EDI ACK line.
   2. External value: The reference ID or Display Name of the Universal Identifier associated with the item identifier.

This service allows Workday to connect, locate, and import EDI 855 files from external parties. To create the business process for the business integration system:

1. Go to the Integration System, Business Process, Create, Copy, or Link Definition.
2. To create new, under Business Process Type, select None of the above. 
3. Edit the business process by adding a step.
4. Set the Order to occur before the defaulted Fire Integration Step.
5. Select Service as the Type.
6. Select Document Retrieval in the Specify column.
7. Select OK to save edits.
8. View Business Process Definition and on the step that you just added, select the Configure Document Retrieval Service button.
9. Retention Policy: Specify the number of days to retain files retrieved in Workday. Common Setting: 180
10. Retrieval Settings: Select Retrieve Files from External Location.
11. Files: File Name Option, File Name/Pattern. Common setting: 855
    1. Work with your EDI interchange to identify the naming convention of your EDI 855 files to know what you should populate here.
    2. Transport: Specify the transport type. Common setting: SFTP.
       1.  The SFTP transport type will prompt you to provide: SFTP Address, Directory, User ID, and Password.

For each supplier using Purchase Order Acknowledgements, you’ll need to specify they're expected to be sent.

1. Using the Create Supplier or Create Supplier Change task, navigate to the Contracts and Purchase Orders tab of the supplier. 
2. Select the Procurement Setup tab. 
3. Under the purchase order options section, set the Acknowledgement Expected field to Yes.