Convert in EDI mailbox

Owned by Hauke Gulich
Last updated: Sept 05, 2024 by Bärbel Neitzel
5 min read

Contents

Convert

The conversion generates a new file from the transmitted data.

Select one or more file(s) by activating the checkboxes in the search result. To select all datasets, click the context menu item Select all.

Several data sets can be marked and converted into separate files. These are listed one below the other in the pop-up window.

Select the context menu item Convert. The mask Convert files opens.

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Field description

Field

Function

Field

Function

Open

Selection of whether or not the file opens directly after the conversion.
If you convert a consol with files for different branches, only the consol file will open.

File number

Display of the original file number of the EDI dataset you have received.

Order date

Correct the order date if necessary.

File no. definition

The file number definition recorded for the selected module in the basic data is pre-assigned automatically. Manual changes are possible.

Mode

Depending on the mode you have selected for the new file, the Address qualifier in the basic data takes effect.

Preallocations recorded in the basic data for the function Convert order are taken into account upon acceptance of the order.

Sector
Branch
Main department
Sub department

Select the sector, branch (for import only), main and sub department.

→ The branch comes from the basic data Employees.
→ Sector, main and sub departments come from the Employees Options.

Reload addresses

If this checkbox is active, the addresses are imported again from the basic data.

Convert file

Click OK to start the conversion.

If you do not have the authorizations necessary for the branch, main and/or sub department of the transmitted file, you will not be able to accept or cancel the dataset.

When accepting a file from the EDI mailbox, the system draws the addresses from the address preallocation in the basic data, provided that the dataset does not yet contain addresses.

The eFile from the EDI file is copied to the destination file upon conversion.

When creating a seafreight export HB/L file, a corresponding number is set as HB/L number, if the function Set HB/L number from file number is active.
Exception: An HB/L number is already included in the receiving data.

Copy field contents

In the mask Convert files you can also copy the field contents of the columns into all lines.

This function is used for consol container files/consol files and the corresponding HB/L or HAWB shipments.

Edit the corresponding field in a file line and select the following context menu items: 

  • Seafreight: Transfer field contents into all lines

  • Airfreight: Transfer field contents into all HAWBs of the consol 

Convert consol

Consol files with included house/sub files are displayed separately in the search result.

→ Activate the checkbox of the consol file to select the consol and all included files.

You can convert the consol separately from the house files or vice versa. The relation between consol and house will remain.

Transfer of calculation data

When converting a file, it is possible to transfer calculation data, if available.

This requires an entry in the global_sett_t database table.

Basically all data tables can be inserted. It is important that the data table has a client and the data field fk_eakopf_posnr.
Several tables can be specified, separated by semicolons.

Convert files together into one file

It is possible to create a file from several EDI data records.

Select the data records and use the function Convert files together into one file in the context menu.

The mask for conversion opens.

  • Here you will find the fields as described in Convert and the additional checkbox Headfile.

  • Select which record should be converted. From this, the header data and addresses are taken over.

The description of goods is written from all selected records in the new file. Dangerous goods data, if available, are also taken over.

All selected records that are not marked as main file will remain as EDI record data in the EDI-Mailbox.

References from all data records are taken over.

When this function is executed, all references that are stored in the addresses of the EDI data records to be converted are transferred to the new file.       

Convert to split file

Authorization object: EDIINMASTER 

There is the option to transfer a dataset as split file.

To do so, select a dataset and select the context menu item Convert to split file. The mask Convert files into main file opens.

Here you do the usual settings for the new file.

Field description

Field

Function

Field

Function

Create acct. sheet

Activate this checkbox to create an account sheet in the split file.

eAkte

The eFile from the EDI file is transferred into the destination file. The eFile from the main file is transferred if this checkbox is active.

BHT

Activate the checkbox to transfer the contents of the main file into the split file.

  • When performing the split the usual way (through File → open → split file), the program will open a mask, asking whether the goods description, eFile entries and BHT orders are to be copied as well. With the function described in this chapter, these data are copied automatically.

  • Airfreight files cannot be used as main files.

Copy file and convert to split file

Only with Authorization object EASAMMELXXX: a main file containing B/L type = XXX is to be copied and converted to a split file.

Select the required data record.
Select Copy file and convert to splitfile in the context menu.
Enter the main file, as well as the file that is to be copied as a splitfile.
Make the usual settings for the new file.
→ Also see Convert in split file and Field description for information.

View of new file numbers

In new files

If a data record is converted into a new file in the EDI mailbox, the file number of the original, converted EDI data record is displayed on the Info tab of the newly created file in the field Converted from file.

Double-clicking on the field opens the displayed file.

This function is also carried out if conversions are made via the following menus:

To use the function, a status type is required in ADMIN → STATUS TYPES in which the EDI mailbox conversion filling rule is active.

In the EDI mailbox

In the EDI mailbox, all new items can be displayed for a converted EDI file.

  • For this purpose, the field reference from the eastatus_t table must be included in the result display in the EDI mailbox.

  • In the search, the field reference type from the table eastatus_t must be filled with the value POS_WANDEL for the search.

If you do not enter these values for the search, the results are displayed per status and not per newly entered record (ATTENTION: multiple display of the individual files). 

A converted file can be opened in the result display via the context menu item Converted file.