The EDI invoicing process in Epicor is generally done behind the scenes with little to no intervention from the user. However, occasionally some kind of hiccup occurs. This may require a mass reprint of invoices to send out via EDI. For example, your network may have gone down just as your EDI invoices were processing. If those files never made it to your VAN or to the trading partner, you have to send a large number of files back out. Traditionally, we’ve accomplished this by assigning one person to sit in front of their computer, with a list of the impacted invoices, manually printing them one-by-one.

an image of the electronic data interchange principals used to allow Entrust EDI users to mass re-print edi invoices.

Mass Re-Printing Of EDI Invoices

There is a “Mass Print AR invoices” report in Epicor. However, this doesn’t work for EDI. The file generated ends up being one giant file with multiple records in it. Unfortunately, EDI maps cannot process a file like this.

A solution that we’ve recently been using successfully, has been to do a DMT update of the open invoices in question. Complete this at an “off” time for invoicing to maintain the normal flow of invoicing.

The process starts by identifying the outstanding invoices, and pulling them out of Epicor via DMT. The invoices will be opened in Excel for editing.  Once you have a working Excel spreadsheet to work from, it’s then time to start the update process.  Begin by setting the Auto-print BPM in Epicor to trigger off of the “document printed” field (InvcHead.DocumentPrinted) if the field is “true”.  Using DMT, reset all of the values in that field to FALSE and load DMT back in.  Your invoices are all now reset to not print.  Next, change your excel file to set that same document printed flag as TRUE and reload DMT.  This will trigger the BPM to fire and should result in the EDI output being generated.

If you have more than 200 files, it’s best to complete this task in sections. Try not to exceed 200 files per pass. This will minimize and control the load on EDI mapping software.

Finally, validate the invoices have made it through mapping and successfully arrived at the trading partner or at the VAN.

About Encompass Solutions

Encompass Solutions, Inc. is an ERP consulting firm, NetSuite Solution Provider and Epicor Gold Partner that offers professional services in business consulting, project management, and software implementation. Whether undertaking full-scale implementation, integration, and renovation of existing systems or addressing the emerging challenges in corporate and operational growth, Encompass provides a specialized approach to every client’s needs. As experts in identifying customer requirements and addressing them with the right solutions, we ensure our clients are equipped to match the pace of Industry.

In Electronic Document Interchange (EDI), an EDI 810 is the electronic version of a traditional paper invoice. Used primarily in the manufacturing and retail industries, an EDI 810 Invoice is sent by the vendor or supplier to a retail partner or distributor to request payment for products and/or services.

encompass solutions EDI Doc Type 810

While the EDI 810 invoice is the most commonly utilized electronic invoice, there are multiple EDI documents supporting invoicing. In addition to the 810, EDI 880 and EDI 894 are commonly used. The former invoices grocery products specifically and the latter is utilized for vendor managed inventory (VMI) models.

EDI 810 Format


EDI 810 Invoice Key Data

The EDI 810 Invoice contains several key data elements that help route the correct information during a transaction. These data are:

  • Invoice number
  • Purchase order number
  • Invoice date
  • Product and service identifiers, including UPC/EAN/GTIN, as well as their quantities
  • Item price

It is not uncommon for additional data to be included in an EDI 810, depending on the client’s needs and level of customization. Additional data may include:

  • Carrier and service levels
  • Invoice terms
  • Ship to and remit to locations
  • Vendor number
  • Charges and/or allowances
  • Taxes
  • Buyer item number
  • Vendor part number
  • Shipping information

EDI 810 Invoice Benefits

Utilizing the EDI 810 invoice offers several benefits to both the supplier and the purchaser. These benefits will depend on the transaction’s level of automation and integration on either party’s system. These benefits can include:

  • Increased efficiency, reduced time to complete transactions, and decreased volume of paper flow
  • Less time spent in manually submitting invoices on the supplier’s end
  • Less time spent manually entering invoices on the purchaser’s end
  • Increased resources to focus on value-added work for both supplier and purchaser
  • A significant reduction, if not outright elimination, on errors associated with manual entry
  • Reconciliation against orders/shipments to verify correct invoice amounts
  • Better order fulfillment
  • Faster payment

For more information on Encompass Solutions’ EDI offerings, read more about our Rapid EDI Implementation.

About Encompass Solutions

Encompass Solutions is a business and software consulting firm that specializes in ERP systems, EDI, and Managed Services support for Manufacturers and Distributors. Serving small and medium-sized businesses since 2001, Encompass modernizes operations and automates processes for hundreds of customers across the globe. Whether undertaking full-scale implementation, integration, and renovation of existing systems, Encompass provides a specialized approach to every client’s needs. By identifying customer requirements and addressing them with the right solutions, we ensure our clients are equipped to match the pace of Industry.