This article provides instruction and information on the following:
- Overview: Ace EDI processing
- How to view pending price updates
- How to send a purchase order to Ace Hardware
- How to process Ace Hardware EDI invoices and delayed price updates in Paladin
- Ace Hotsheets and other EDI files process automatically overnight
- Multi-store: How to set Ace Hardware EDI price updates
- Ace Hardware EDI non-transmission message for credit POs
- Ace EDI processing message – Invalid data
- Disable Description 2 Advisory Messages during Ace EDI
Note: After successfully downloading EDI, follow the steps in the following KBA to generate your bin tags or shelf tags: Batch and print EDI price changes on full sheet bin tags or shelf tags
Overview: Ace EDI processing
Note: Ace Hotsheets and maintenance files are automatically processed overnight.
Paladin EDI automatically updates inventory and customer data with the latest Ace Hotsheets and maintenance updates at 4 am local time with the following exceptions:
- If a new price is higher, the price update will be delayed until you manually run EDI. This safeguard helps prevent a checkout price from being unexpectedly higher than the bin tag price on your store shelf.
- If a price is set by a reference margin, the item cost will be updated, but the price update will be delayed until you manually run EDI.
- Ace invoices will not be processed until you manually run EDI.
To prevent Ace EDI from overwriting Description 2 with messages regarding the item being canceled or discontinued:
- In Paladin, from the main menu, select File > Setup.
- Select the Company tab.
- In the Ace EDI pane, check Disable Description 2 Advisory Message during Ace EDI.
- Click Save, then click Close.
Figure 1: Disable Description 2 Advisory Message during Ace EDI
Note: Your Ace EDI price update settings in Paladin Configuration (File > Setup > Supplier tab) will always be respected. For example, if your settings only allow price updates if the price is higher, the automatic Hotsheet processing will not lower any prices.
Note: Some manual EDI processing is still required. Ace EDI invoices must be processed manually.
Note: Ace does not provide invoice numbers; therefore, the Invoice ID column will be blank in the Reporting window.
When you run EDI to process invoices, delayed price updates are also made. To learn how, refer to the How to process Ace Hardware EDI invoices and delayed price updates in Paladin section of this article.
How to view pending price updates
You can view the pending price increases prior to running EDI. To do this, in the EDI Processing window, before you click Download Files, click Reporting. In the EDI Reporting window, look for files with a red X in the Pending Prices column. The files contain delayed price updates.
Figure 2: EDI Reporting window/Pending Prices
To set parameters to view pending price updates in Excel:
- In Paladin, on the main menu, select File > Setup.
- Open the Company tab.
- In the EDI pane, under Ace EDI, uncheck Revert to PDF Reporting.
- Click Save, then click Close.
Figure 3: Paladin Configuration/Revert to PDF Reporting unchecked
To view a file’s delayed price details in Excel, click the magnifying glass next to the file. In the Excel report, items with pending price updates will have an “X” in the Pending Price column. For these items, the listed retail price is the new price that will be applied when you manually run EDI processing. The current price in your inventory does not appear.
Figure 4: Excel report/Pending Price column
After you manually run EDI, and price increases are applied, the red X icon in the Pending Price column will change to a green checkmark.
Figure 5: EDI Reporting window/Price increase applied
Note: If an item has updates rejected due to supplier ownership (Ace not Supplier 1), a subreport tab is added to the Excel report labeled Nonprimary Supplier Rejection (this subreport is only available for the Excel version of EDI Reporting not in the PDF method of reporting).
Figure 6: Excel subreport in Nonprimary Supplier rejection tab
How to send a purchase order to Ace Hardware
- In Paladin, on the top ribbon, select the PO module.
- In the Purchase Order tab, do one of the following options:
- Create a PO.
- Recall a PO that you previously saved or that was automatically created, such as a Suggested Order PO.
Optional: If you want to sort an Ace PO by RSC availability, before you click Recall, select Supplier Stock Check. Ace Hardware must be selected for the supplier.
- In the Supplier list, select Ace Hardware.
- When you are ready to send the purchase order to Ace Hardware, on the bottom ribbon of the module, click F8 Confirm PO.
- Click F1 Buy.
- Enter a PO number or use the default number, then click Next.
- In the PO Complete window, click Done. Your next purchase order will automatically upload to Ace Hardware.
- Check your email account for a confirmation message from Ace Hardware.
How to process Ace Hardware EDI invoices and delayed price updates in Paladin
Note: Only price updates that increase the price (“delayed price updates”) will be processed along with EDI invoices in this procedure.
- In Paladin, on the top ribbon, select the Inventory module.
- On the bottom ribbon of the module, click F9 EDI.
- Click Download Files.
- If prompted, in the EDI Maintenance Processing window, select Ace Hardware, then click OK.
- In the EDI Processing window, messages will inform you about the data being processed. Watch for messages that require your attention. For example, if a duplicate invoice is identified, EDI processing will stop until you decide whether to continue or cancel.
Note: Paladin closes all filled POs; therefore, only open POs appear in the Matching Purchase Orders pane of the Find PO window.
- When EDI file processing is complete, a Cancel Backorder window opens even when no backorders are present. Click Yes to complete EDI processing.
- To access EDI data reports, click Reporting.
- In the Reporting window, highlight any row, then click Generate Report to view EDI processing details.
Ace Hotsheets and other EDI files process automatically overnight
Using Paladin integration with Ace Hardware, Paladin EDI automatically updates your inventory with the latest Ace Hotsheets and maintenance updates overnight. This significantly reduces EDI processing times for store owners, and the bulk of the inventory updates will be made before you arrive at your store.
Ace EDI invoices must still be processed manually, and any Hotsheet price increases will also be delayed (not processed) until you manually run Ace EDI (Inventory module > EDI > Download Files).
The default time to process Ace Hotsheets is at 4 am local time, but can be set to any other time in File > Set up >Supplier tab > Suppliers pane. From the Run Ace Hotsheets at list, select a time to run hotsheets.
Note: The time choice is hour of day (military time) with the range being 0 to 23.
Figure 7: Run Ace Hotsheets at list
Paladin EDI will process the latest Ace Hotsheet and maintenance updates, including inventory and customer account changes, with the following exceptions:
- If a new price is higher, the price update will be delayed until you manually run EDI. This safeguard helps prevent a checkout price from being unexpectedly higher than the bin tag price on your store shelf.
- If a price is set by a reference margin, the item cost will be updated, but the price update will be delayed until you manually run EDI.
- Ace invoices will not be processed until you manually run EDI.
Note: Your Ace EDI price update settings in Paladin Configuration (File > Setup > Supplier tab) will always be respected. For example, if your settings only allow price updates if the price is higher, the automatic Hotsheet processing will not lower any prices.
You can view the pending price increases prior to running EDI in the EDI Reporting window.
To do this, in the EDI Processing window, before you click Download Files, click Reporting. In the EDI Reporting window, look for files with a red X in the Pending Prices column. These files contain delayed price updates.
Figure 8: EDI Reporting window/Pending Prices
To view a file’s delayed price details in Excel, click the magnifying glass next to the file. In the Excel report, items with pending price updates will have an “X” in the Pending Price column. For these items, the listed retail price is the new price that will be applied when you manually run EDI processing. The current price in your inventory does not appear.
Figure 9: Excel report/Pending Price column
After you manually run EDI, and price increases are applied, the red X icon in the Pending Price column will change to a green checkmark.
Figure 10: EDI Reporting window/Price increase applied
Note: If an item has updates rejected due to supplier ownership (Ace not Supplier 1), a subreport tab is added to the Excel report labeled Nonprimary Supplier Rejection (this subreport is only available for the Excel version of EDI Reporting not in the PDF method of reporting).
Figure 11: Excel subreport in Nonprimary Supplier rejection tab
Multi-store: How to set Ace Hardware EDI price updates
Note: This is multi-store only.
To set Ace Hardware EDI retail price updates:
- In Paladin, from the main menu, select File > Setup.
- Select the Company tab.
- In the EDI section, check Ace Invoices Update Retails (Multi-store).
Note: Ace Invoices Update Retails (Multi-store) must be checked for all multi-stores.
- Click Save, then click Close.
When selected, Ace Hardware EDI invoice processing updates inventory item retail prices using on the Update Retails option selected for Ace Hardware.
To set this option:
- In Paladin, from the main menu, select File > Setup.
- Select the Supplier tab.
- In Suppliers pane, in the Suppliers list, select Ace Hardware.
- In the Updated Retails pane, under Invoice, enable Yes.
- The Update Retails pane, under Maintenance + Price Change, enable Yes. The update applies to both Hotsheets and invoices.
- Click Save, then click Close.
Ace Hardware EDI non-transmission message for credit POs
Paladin Ace Hardware EDI processing does not transmit negative credit purchase orders (POs) to Ace Hardware. To make this clear, a message stating this appears when you process a negative purchase order (Figure 11).
Figure 12: Supplier Messages/negative PO
Ace EDI processing message – Invalid data
If you see the message shown in Figure 11 when you process a recent Ace Hardware Hotsheet, click OK to close the EDI Processing message window. The message was displayed because the file contained a row of invalid data that was skipped. All the other rows in the Hotsheet were processed.
Figure 13: EDI Processing window/Ace Processing message
Disable Description 2 Advisory Messages during Ace EDI
To prevent Ace EDI from overwriting Description 2 with messages regarding the item being canceled or discontinued:
- In Paladin, from the main menu, select File > Setup.
- Select the Company tab.
- In the Ace EDI pane, check Disable Description 2 Advisory Messages during Ace EDI.
- Click Save, then click Close.
Figure 14: Disable Description 2 Advisory Messages during Ace EDI
If you have questions or suggestions about this information, contact support@paladinpos.com.