EDI Setup

Article • 4/2/2026 • 14 min read

Before processing EDI transactions, you must complete the following setup tasks:

In addition to the above setup process, there are a few more additional steps:

General Setup

To perform the general setup of the M2M EDI, follow these steps:

  1. Open the EDI Setup (XEDI) Window using one of the following methods:
    • On the Utilities tab, in the Company Setup group, and click Module Setup > EDI Setup.
    • Type XEDI in the Navigation search bar and click Enter.
  2. Click the General tab. General setup includes:
    • General Information Setup
    • Aptean EDI One Credentials Setup
  3. In the General Information section, specify the following fields and options:
    • EDI Qualifier: Type the EDI Qualifier provided by EDI One.
    • ID: Enter the identifier provided by EDI One.
    • GS1 Company Prefix: Configure the GS1 identifier, used with the RPUCC128 report.
    • Allow SO EDI Only For EDI: Select this checkbox to ensure that the fields on the EDI Header and EDI Items tabs of the Sales Order (SO) window are populated solely by EDI document automation. Manual changes will not be allowed.
    • Check Null Ship To: Select this checkbox to verify that the imported data includes the ship-to address key.
    • Ignore Inbound SAC: Select this checkbox to bypass Special Allowance or Charge (SAC) code data input lines.
    • Split EDI Outbound Files: Select this option to enable the splitting of EDI outbound files.
    • Decimal Implication: Choose one of the following options:
      • Use M2M FFF Implied Decimals: Use M2M implied Fixed File Format (FFF) decimal positions.
      • Use Fixed Length Decimals: Use specified fixed length decimal positions.
  1. Click Save to save the settings.
  2. In the Aptean EDI One Credentials section, specify the following fields and options:
    • Tenant Id: Enter the unique identifier assigned to your tenant.
    • Secret Key: Enter the secret key provided by EDI One.
    • API Key: Enter the API key assigned to your account.
  3. Click Test Authentication to verify the credentials.
  4. Click Save to apply the settings.

Inbound Transactions Setup

The Inbound tab of the EDI Setup (XEDI) window contains sections for configuring different types of inbound transactions. Currently, only 830 (Planning Schedules with Release Capability) and 850 (Purchase Order) are certified for use.

The sections available in the Inbound tab are:

To set up EDI inbound transactions, follow these steps:

  1. Open the EDI Setup (XEDI) window using one of the following methods:
    • On the Utilities tab, in the Company Setup group, click Module Setup > EDI Setup.
    • Type XEDI in Navigation search bar, and click Enter.
  2. Click the Inbound tab. Configure the settings for each transaction type in the appropriate section:

820 - Payment Order/Remittance Advice

830 - Planning Schedules with Release Capability

840 - Request For Quotation

850 - Purchase Order

860 - Purchase Order Change

862 - Shipping Authorization

  1. Click Save to apply and save the setup settings for the inbound transactions.

Outbound Transactions Setup

The Inbound tab of the EDI Setup (XEDI) window contains sections for configuring different types of inbound transactions.

To configure EDI outbound transactions, follow these steps:

Open the EDI Setup (XEDI) Window using one of the following methods:

  1. On the Utilities tab, in the Company Setup group, click Module Setup > EDI Setup.
  2. Type XEDI in the Navigation search bar and click Enter.
  3. Click the Outbound tab. Configure the settings for each transaction type in the appropriate section:

810 - Invoice

Prepayment Credit Memo

Export All Memo Lines: Select this checkbox to export all memo lines.

846 - Inventory Advice

855 - Purchase Order Acknowledgment

856 - Ship Notice/Manifest

861 - Receiving Advice/Acceptance Certificate

862 - Shipping Schedule

865 - Purchase Order Change Acknowledgment

Note: Only 80 characters in a memo line are exported.

  1. Click Save to apply and save the setup settings for outbound transactions.

Sales Order EDI Labels Setup

Use the EDI Setup (XEDI) window to set up and customize the Sales Order (SO) EDI labels. This setup allows you to define and modify the field labels that appear in the Sales Order EDI tabs.

Follow these steps to configure the labels:

Configuring EDI Labels in XEDI

To configure EDI labels in XEDI:

  1. Open the EDI Setup (XEDI) window using one of the following methods:
  1. Navigate to the Sales Order tab within the EDI Setup window.
  2. In the Header and Detail tabs, customize the labels for the sales order.
  3. Click Save to save the changes.

Note: This label customization will appear in the Sales Order EDI Header screen of the respective Sales Order.

Viewing Customized Labels in Sales Orders

Once you have customized the EDI labels in the EDI Setup window, you can view these changes and edit further in the Sales Orders window:

  1. Navigate to Sales Orders.
  2. Go to More Actions and select Sales Order EDI Header.
  3. The customized labels will be reflected in the Sales Order EDI Header screen. You can customize further if needed.

Purge Temporary EDI Records

Temporary records are generated when exceptions occur during the import of EDI documents. Over time, the number of these records may increase. It is recommended to periodically purge these records.

Use the Purge Temporary EDI Records tab, in the EDI Setup (XEDI) window to specify the type of temporary EDI records that you want to purge.

To specify the EDI record types to purge:

  1. Open the EDI Setup (XEDI) window using one of the following methods:
    • On the Utilities tab, in the Company Setup group, click Module Setup >EDI Setup.
    • Type XEDI in Navigation bar, and click Enter.
  2. Click the Purge Temporary EDI Records tab.
  3. Select the appropriate checkboxes for the document types for which you want to purge the temporary records:
    • 820 - Payment Order / Remittance Advice
    • 830 - Planning Schedule with Release Capability
    • 840 - Request For Quotation
    • 850 - Purchase Order
    • 860 - Purchase Order Change
    • 862 - Shipping Authorization
  4. Click Purge All to purge the selected records.

Note: The Purge All button will be enabled only when at least one checkbox is selected.

A confirmation popup will appear with the message: Do you want to delete the temporary EDI records for the selected EDI type?

  1. Click Yes to confirm purging the records. Click No to cancel the operation.

Tip: If you click Yes, the records will be purged, and information about the purged data will be displayed.

M2M Format Mapping

Using M2M format mapping, you must create at least one grouping for the intermediate file generated for each transaction type you plan to process. Groupings determine the data elements on a customer-by-customer basis or for many customers having the same element requirements during the import/export process.

Before you attempt to create a grouping, it’s important that you understand the following terms:

Element: A specific location in M2M is referred by table and field.

Grouping: A subset of elements for transaction import or export.

Intermediate file: A collection of transactions that EDI imports from or exports to.

Groupings describe to the parser the data elements that are to be imported in the inbound intermediate file. Therefore, by simply changing the grouping, you can change the data elements that M2M’s EDI processes.

Standard Groupings

The standard XGROUPs for the five documents available in version 8.0 can either be used as is or copied to create customized groupings:

Inbound

Outbound

The standard groupings include the minimum required fields for the document set.

Customized Grouping

You can create a customized grouping from the EDI M2M Format Groupings (XGROUP) window. To do this, copy the standard grouping, customize it, and save it as a new customized grouping.

To create a customized grouping:

  1. Open the EDI M2M Format Groupings (XGROUP) window using one of the following methods:

    • On the Electronic Data Interchange tab. In the General Information group, click Master Data > EDI M2M Format Groupings.
    • Type EDI M2M Format Groupings (XGROUP) in the navigation bar and click Enter.

  2. In the header tool bar, click Copy.

  3. In the Group ID field, type a unique transaction ID for the grouping. To ensure uniqueness and easy identification, consider assigning a group ID that combines the document number and the EDI trading partner number. If the trading partner has multiple facilities, include the facility number in the EDI group ID as well.

  4. In the EDI Type field, select INBOUND or OUTBOUND.

  5. In the Transaction Type field select a tansaction number.

    Based on the transaction numbers selected from the transaction type field, the appropriate fields will be displayed in a grid in alphabetical order.

  6. In the Select column, select or clear the check boxes to include or remove elements from the grouping.

  7. Click Save.

Tip: You can create multiple groupings for each transaction set.

New Grouping

You can create a new grouping from a customized grouping. To create a new grouping:

  1. Open the EDI M2M Format Groupings (XGROUP) window using one of the following methods:

    • On the Electronic Data Interchange tab. In the General Information group, click Master Data > EDI M2M Format Groupings.
    • Type EDI M2M Format Groupings (XGROUP) in the navigation bar and click Enter.

  2. Navigate to the customized grouping and click New.

    Note: The New button will only be visible when you are on a customized grouping page. It will not be available on a standard grouping screen.

  3. In the Group ID field, type a unique transaction ID for the grouping. To ensure uniqueness and easy identification, consider assigning a group ID that combines the document number and the EDI trading partner number. If the trading partner has multiple facilities, include the facility number in the EDI group ID as well.

  4. In the EDI Type field, select INBOUND or OUTBOUND.

  5. In the Transaction Type field select a tansaction number.

    Based on the transaction numbers selected from the transaction type field, the appropriate fields will be displayed in a grid in alphabetical order.

  6. In the Select column, select or clear the check boxes to include or remove elements from the grouping.

  7. Click Save.

Tip: You can create multiple groupings for each transaction set.