IMPORTANT: Ace Hardware EDI processing is changing with the Summer 2020 Release. When you have build 3872 or later, you will be transitioned to the new system which automatically processes all EDI data (except for invoices) overnight. Until the transition is complete, this KBA will contain instructions for the older and new system.

You will know you have the new system when you run EDI and a window that tells you files have been downloaded does not appear. You will also notice that EDI runs much faster because most of the processing was completed overnight. You can read more about the new Ace EDI processing here

This KBA contains the following overview and procedures:

Use the following procedures after you not have the official Summer Release Build 3872

Use the following procedures if you do not have the official Summer Release Build 3872.

Build 3872 and later: Overview: Ace EDI processing

Ace Hotsheets are automatically processed overnight

Paladin EDI automatically updates your inventory and customer data with the latest Ace Hotsheets and maintenance updates at 4 am local time with these 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.

Some manual EDI processing is still required

Ace  EDI invoices must be processed manually

Note: Ace does not provide invoice numbers with the new system (build 3872 or later), so 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, see How to process Ace Hardware EDI invoices and delayed price updates in Paladin.

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.

Ace Delayed Prices Hotsheet EDI Reporting screenshot

To view a file’s delayed price details in Excel, click the its magnifying glass. 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.

Excel EDI Report Showing Pending Price screenshot

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.Ace Delayed Prices Hotsheet EDI Reporting screenshot

 

Build 3872 and later: How to send a purchase order to Ace Hardware

  1. On the top ribbon, click the PO module or press F4.
  2. 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. This feature must be set up on the File > Setup > Supplier Select More , and then select the Ace RSC Code for your preferred location.
  3. In the Supplier list, select Ace Hardware.
  4. When you are ready to send the purchase order to Ace Hardware, on the bottom ribbon, click Confirm PO or press F8.
  5. Then, click Buy or press F1.
  6. Enter a PO number or use the default number, and then click Next.
  7. In the PO Complete  window, click  Done. Your next purchase order will automatically upload to Ace Hardware.
  8. Check your email account for a confirmation message from Ace Hardware.

Build 3872 and later: How to process Ace Hardware EDI invoices and delayed price updates in Paladin 

Note: When the Summer Release is Ace Hotsheets and maintenance files are processed overnight. Only price updates that increase the price (‘delayed price updates’) will be processed along with EDI invoices in this procedure.

  1. On the top ribbon, click the Inventory module or press ALT+ 3.
  2. On the bottom ribbon, click EDI or press F9.
  3. Click Download Files.
  4. If prompted, in the EDI Maintenance Processing window, select Ace Hardware, and then click OK.
  5. 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.
  6. When EDI file processing is complete, a Cancel Backorder window will appear, even when no backorders are present. Click Yes to complete EDI processing.
  7. To access EDI data reports, click Reporting.
  8. In the Reporting window, highlight any row, and then click Generate Report to view EDI processing details. 

Prior to build 3872: How to send a purchase order to Ace Hardware

  1. On the top ribbon, click the PO module or press F4.
  2. 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.
  3. In the Supplier list, select Ace Hardware.
  4. On the bottom ribbon, click Confirm PO or press F8.
  5. On the bottom ribbon, click Buy or press F1.
  6. Enter a PO number or use the default number, and then click Next.
  7. In the PO Complete window, click Done.  Your next purchase order will automatically upload to Ace Hardware.
  8. Check your email account for a confirmation message from Ace Hardware.

Prior to build 3872: How to download Ace Hardware EDI files in Paladin Point of Sale

Note:  All EDI files, including invoices and hotsheets, will be downloaded at the same time.

  1. On the top ribbon, click the Inventory module or press ALT+ 3.
  2. On the bottom ribbon, click EDI or press F9.
  3. The Major Ace EDI Changes window may appear. After you read the message, you can enter your password to stop it from appearing again. This cancels the message for your account only. Each employee with access to EDI features will see this message until they enter their password. Click OK to close the message.New Ace download process message
  4. In the EDI Maintenance Processing window, verify that Ace appears in the first box, or select it from the list of EDI suppliers, and then press OK to download the EDI files.aceedidownloadfiles
  5. When the Download Complete window appears with the downloaded files, follow one of these steps:
    • Press Continue to automatically process the downloaded files in this order:
      • Invoices
      • Hotsheets
      • Promos
    • Click Exit to return to the EDI Processing window, and then follow the procedures in one of the following procedures:
      • How to manually process an Ace Hardware invoice file
      • How to manually process an Ace Hardware Hotsheet

      Note: If Paladin Point of Sale can identify a Hotsheet or invoice EDI file, it will add the prefix HOTSHEET or INVOICE to the filename.

      acedownloadcomplete

  6. In the EDI Processing window, messages and a progress bar will appear. 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.fileprocessingstatus
  7. When EDI file processing is complete, this message will appear: All processing on the file is complete, please see event log and report for any errors.edifileprocessingcomplete
  8. To review the reports for processed EDI files, click Reporting.
  9. To create a report, highlight any row, and then click Generate Report.

How to manually process an Ace Hardware invoice file

If you did not automatically process invoice files after you downloaded them, use this procedure:

  1. Follow the steps above titled How to download and process Ace Hardware EDI files in Paladin Point of Sale, and then click Exit after the files are downloaded.
  2. In the EDI Processing window, click the Browse button, and then open the Ace folder.
  3. Select an invoice file. Invoice files typically have the prefix INVOICE_.
  4. Click Open, and then click Process EDI file..
  5. Select the purchase orders that you want to close, and then select Close Selected POs.
  6. To review the reports associated with your invoice file, click Reporting.

How to manually process an Ace Hardware Hotsheet

If you did not automatically process Hotsheet files after you downloaded them, use this procedure:

  1. Follow the steps above titled How to download and process Ace Hardware EDI files in Paladin Point of Sale.
  2. When the files are downloaded, click Exit after the files are downloaded, click Exit.
  3. In the EDI Processing window, click Browse, and then open the Ace folder.
  4. Select a Hotsheet file, which typically as HOTSHEET as a prefix.
  5. Click Open, and then click Process EDI File.
  6. To review the reports associated with your Hotsheet file, click Reporting.
  7. To create a report, highlight any row, and then click Generate Report.

If you have questions or suggestions about this information, contact support@paladinpos.com.

*Content is subject to change. For the most recent version, visit the Help Portal.
Printed on: 1/15/21