Advanced Tools such as Electronic Data Interchange For the Produce Industry

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EDI - Electronic Data Interchange / E-Commerce

Produce Magic Software takes the work out of EDI for our customers.       EDI, Electronic Data Interchange, is included in the price with Produce Magic Software! We do not feel that EDI is an optional module for produce companies. Many produce companies may not need EDI right now, but we feel it is changing rapidly. Experts felt 33% of produce transactions have gone through EDI by the end of 2002, and over 50% by 2009-10, and much more in e-commerce since. We feel that almost every produce company will be required to do extensive EDI for some of their buyers within the next year or two, including the new Walmart tags, and other large customers of yours have or now are getting on the EDI bandwagon. We write our own EDI translation software to the specifications of the trading partner or their Value Added Network, so third party EDI translation software is not normally needed. In some rare cases, the trading partner or Value Added Network may refuse to provide the needed file format information, which would require getting their third party software for the conversion. To date, trading partners and Value Added Networks have been cooperative and have provided the file format information so we could interface directly to their flat file formats, without going through their third party software for the conversion. We write the needed programs to put the data in the flat file formats needed by the trading partner and their Value Added Network. That makes the conversion from  our software company's, Produce Magic Software, information to the needed EDI format very simple and fast. We charge a low flat rate per trading partner to interface Produce Magic Software to their needed EDI files and Value Added Network, provided the trading partner will supply the flat file formats that are needed. Our low flat rate per trading partner is very reasonable since some interfaces can be complicated and could take hundreds of hours of custom programming. In some cases, third party EDI conversion software might be required by the trading partner or their Value Added Network at an additional cost, but that is normally not needed. This flat rate does not include setting up the Product Code translations, but that is a simple process to take care of. 


 Product Code Translation For Trading Partners.  We have Product Code translation files that allows our customers to input the trading partner’s Product Codes and Product Description and each of the company’s Product Codes and Descriptions which can be used to supply that Product Code. In many cases, multiple Supplier Product Codes can be used to fill one buyer Product Code. Buyer’s Product Codes are often not nearly as defined as supplier’s Product Codes. A buyer’s Product Code might be defined as “Large Fuji Apple”. The supplier might have a dozen different Product Codes of different grades and different sizes that can be used to supply the Large Fuji Apples for the buyer. In those cases, there could be a dozen translation entries for the one buyer's Product Code. In many cases, buyers only order ten or twenty Product Codes from the supplier, so it is easy to build the Product Code translation table. Salespeople normally know what company Product Codes can be used to supply each of the Product Codes requested by the buyer. When an EDI translation match is found in Order Entry, the buyer’s Product Code is inserted into the Reference field so it prints on the various documents, such as: the Invoice, Confirmation of Order, Confirmation of Shipment (Passing), etc. 


 PEIB’s Coding for Fresh Produce and Produce Marketing Association EDI Standards.  We support PEIB’s Coding for Fresh Produce and Produce Marketing Association EDI Standards. PLU Codes are supported for bulk produce. UPC Codes for packaged produce – Including Item Number, Region Area (COOL), Variety, Grade, and combined size/weight/count attributes. PLU and UPC codes can be entered in the Product Codes where they are required. That allows printing them on various required documents: SCC-14 UPC Case Codes – SCC-14 Designation (01), 12 Digit Core # (7 digits for the Case Vendor and 5 digits for the database key to cross reference), 1 digit Check Digit. SSCC-18 License Plate – SSCC-18 Designation (00), Package Type (Such as 1 for Pallet), 7 digit Company Prefix, 9 digit Serial No, 1 digit Check Digit. Many fresh-cut produce products contain supplier defined UPC item codes and are handled in the same manner as grocery dry goods in EDI transactions. 

 

EDI Formats That Are Supported By Produce Magic Software, and recommended by Produce Marketing Association:  ANSI X12 EDI Standard Uniform Communication Standards (UCS), administered by the Uniform Code Council (UCC) Voluntary Inter-industry Commerce Standards (VICS). 

  • 875 Grocery Products Purchase Order – This document is normally generated by the buyer and transmitted to the supplier. When the supplier is responsible for maintaining specific inventory levels, this can be generated by the supplier and transmitted to the buyer’s system for approval.
  • 810 Billing Notice –This document is primarily used as an “Invoice” for payment generation to the supplier, but it could also be used by the buyer for receipt planning. This document could also be used as a “Passing” to provide notification to the buyer that the product was shipped and to provide shipping information and when to expect it. 
  • 857 Shipping and Billing Notice – This document replaces the “Passing” that many suppliers fax to the buyer. It provides notification to the buyer that the product was shipped and includes shipping information and when to expect it. This document is used by the buyer for both receipt planning and payment generation. 
  • 820 Payment Order / Remittance Advice – Sent to a financial institution set up to handle 820 EDI transactions so they can mail a check to the payee, or do direct deposit to the payee. 
  • 888 Item Maintenance – Can be used to synchronize product codes for the two trading partners (buyer and supplier). In most cases, it is much easier for buyers and suppliers to synchronize Product Codes by faxing or emailing product codes lists and descriptions. 
  • 997 Functional Acknowledgement – Notification to the sender that a particular document was received and that it passed syntax requirements. It does not indicate that the receiver will act on the transaction, just that it was received and passed syntax requirements. 

EDI Formats Not Directly Supported But Could Be Implemented If Needed. 

  • 855 Purchase Order Acknowledgement – Supplier informs Buyer that they received the '875 Purchase Order' and acknowledging that the Supplier intends to fulfill the order. The 855 Purchase Order Acknowledgement can also be used by the buyer to place an order (replacing the 875 Purchase Order). 
  • 856 Ship Notice / Manifest – Used for Shipping Manifest or Bill of Lading. This document contains all of the SSCC-18 (pallet tags), when they are used.
  • 880 Grocery Products Invoice – Basically this is the EDI equivalent of a faxed or printed & mailed invoice requesting payment.

 Any Non-Standard Format Could Be Required By the Buyer. The EDI formats listed above include the ones that are recommended by the Produce Marketing Association. But in many cases, buyers will have their own unique EDI format that requires customizing.  Our low flat rate per trading partner includes the customizing needed, provided the trading partner will supply the flat file formats that are needed.


Two EDI Formats Could Be Used For The Entire EDI Interface.  In many cases, the 875 Grocery Products Purchase Order and the 857 Shipping and Billing Notice are sufficient for the Vendor Purchase Order from the buyer to the Supplier and the Passing and Invoice from the supplier to the buyer. These two documents would need to suit the requirements of both trading partners, of course.   The buyer often dictates what formats are required. 

  • 875 Grocery Products Purchase Order – This can be generated by the supplier and transmitted to the buyer’s system for approval. It can also be generated by the buyer and transmitted to the supplier.
  • 857 Shipping and Billing Notice – This document replaces the “Passing” that many suppliers fax to the buyer. It provides notification to the buyer that the product was shipped and includes shipping information and when to expect it. This document is used by the buyer for both receipt planning and payment generation. 


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Other Valuable Tools

  • Produce Magic Software can be used by ANY size company, even one user, or thousands!
  • The Same Information Can Be Seen And Edited In Multiple Languages  - in Real Time with Real Time Inventory
  • Order Numbering And Inventory Lot Numbering: Sales Orders numbers, Purchase Order numbers and inventory lot numbers can be defined to use in specific ranges, as needed.
  • Customizing Users, Customers, Vendors, including any Authorization Levels
  • Automatic Sales or Promo Pricing
  • In-House or Cloud Hosting
  • Use Scanners, Readers, Window Tablets
  • Print, Fax, Email: documents, pictures, files
  • Attach documents, pictures, certifications to Purchases, Sales, Inspections
  • Templates for Sales, Purchasing, Inspections, Promos, per Vendor/Customer and Commodities
  • Do your own (value added) Inspections
  • One-button Recalls, forward and backward
  • Multi-sites, locations, subsidiaries all together for authorized users
  • Sales screens with mini inventory summaries and customer credit info
  • Remote users, including customers, and/or growers
  • Pallet movement tracking, cross-docking, slotting, etc.
  • Crew Picker Programs for Farms, Field Tracking
  • Grower Accounting, Consignments
  • Flexible Reports by date range, by commodity or Produce Code, by Salesperson, by customer and/or vendor.
  • Electronic Data Interchange (EDI), e-commerce and many more, just ask!

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How Can We Help You?

Just ask.  We have been doing this for over 33 years as of January 1, 2019 specifically for the Produce/Perishable Industry.  We have spent the majority of time in Research and Development of our  software company to make this the most powerful, flexible and overall "robust" tool for you.  


Everything is there in Produce Magic Software for your real time inventory needs, e-commerce, and any other requirements.  We also have on staff senior level programmers who understand the Produce Industry well and can answer your questions to customize your pressing needs or additional wants such as Electronic Data Interchange (EDI) .  Our Support Office has senior management-level consultants to help explain and show you how Produce Magic works for you and your company and any help with any issues you may be having.  Our Senior Staff is at the ready 365/24/7 for any customer emergency.  Since we know the Produce Industry and software, you have the additional benefit in being confident in our historical base knowledge of hardware as well.  If you are a smaller company, and cannot afford IT, no problem.  We can talk you through most issues and we can instruct, or correct many items you may be having trouble with online and in a secure manner.  Most importantly, we become part of YOUR Team!

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Produce Magic Software

1901 First Street, San Diego, CA 92101

(619) 693-5680

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There's much to see here on our software company's website. So, take your time, look around, and learn all there is to know about us: electronic data interchange, e-commerce , and other topics in the Produce Industry. We hope you enjoy our site and take a moment to drop us a line.  We are here to serve you, answer your questions and get to know each other better for a long-lasting business relationship.

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