EDI Testing System (ETS)User Guide

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Table of Contents

1Introduction........................................................................................................................32Accessing BCF EDI Testing Suite.....................................................................................43Create User Account.......................................................................................................... 54Login.................................................................................................................................. 65Change Password............................................................................................................... 76Forgot Password.................................................................................................................87Forgot User ID................................................................................................................... 98Select Vendor (Vendor Profile Not Created)...................................................................109Select Vendor (Vendor Profile Created)..........................................................................1110 Update User Info..........................................................................................................1211 Create Vendor Profile.................................................................................................. 1312 Vendor Profile..............................................................................................................1713 View Messages............................................................................................................ 1814 Add New Message....................................................................................................... 1915 View Contact Info........................................................................................................2016 View More EDI Info.................................................................................................... 2117 Edit Profile................................................................................................................... 2218 Take 824 Quiz..............................................................................................................2319 View Survey Results....................................................................................................2520 Schedule Test............................................................................................................... 26

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1 Introduction

Burlington Coat Factory has created an automated system to test the ElectronicData Interchange (EDI) capabilities of all vendors. This system will provide theability to manage, monitor and report on the EDI testing status of each vendor.BCF requires that every merchandise supplier (whether or not they currentlyexchange EDI documents with Burlington Coat Factory) to be certified with ournew transaction sets. The transaction sets we currently require are:

• Purchase Order (EDI 850)

• Invoices (EDI 810)

• Advance Ship Notice (EDI 856)

• UCC-128 Bar Code Label

• Acknowledgment (EDI 997)

• Data Content Validation (EDI 824) - *(Optional)

Following is a detailed guide to explain how to use this new system effectively to test andverify EDI compliance with BCF.

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2 Accessing BCF EDI Testing Suite

Here is the link to access the BCF EDI Testing Suite:

https://edi.coat.com/certify/

When you first access the site, this is the page that is displayed: It is referred to as theLogin page.

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3 Create User Account

The first step in using this system is to create a user account:

• Click on the Create a user account? link on the system Login page.

• User ID – enter a user id you will use to login to the system.• First Name – enter your first name.• Last Name – enter your last name.• Email Address – enter your email address which will be used by the system to

communicate any email messages.• Phone – enter your phone number.• Company – enter the name of your company.

When you have entered the required information, click on the Submit button. You willthen see a notification letting you know that your system password will be emailed to youshortly. It is very important to verify that the email address entered is correct, as this isthe only method used to provide a password which will allow you to login to this system.

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4 Login

After you receive the email giving you a password, you will be able to login to the systemusing the user id you created and the generated password.

• User ID – enter the user id you created.• Password – enter the password that you received in the email.

Click on the Go button to login.

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5 Change Password

It is a good idea to change the generated password to one that you create on your own sothat you will remember the password in the future. To do this, click on the ChangePassword link on the Login page.

• What is your User ID? – enter your user id.• What is your current password? – enter your current password.• What is your new password? – enter your new password.

Note: The new password needs to be at least 6 characters, with some combinationof letters and numbers. The new password cannot contain any character stringwhich is the same as your user id. For example, if my user id is ‘donna’, mypassword cannot be ‘donna1’. A valid password would be ‘abc123’ or ‘5a4b3c’.If the new password is not in the correct format, you will receive an errormessage.

• Please confirm your new password? – enter your new password again.

Click on the Submit Change button. You will be notified that an email is to be sent toyour email address confirming the password change.

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6 Forgot Password

If you forget your password, the system allows you to request a new password so that youmay login. Click on the Forgot Password link on the Login page.

• User ID – enter your user id.

Click on the Get Password button. You will be notified that a new password will beemailed to your email address shortly.

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7 Forgot User ID

If you forget your User ID, the system allows you to request your user id so that you maylogin. Click on the Forgot User ID link on the Login page.

• Email Address – enter your email address.

Click on the Get User ID button. You will be notified that your user id will be emailedto your email address shortly.

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8 Select Vendor (Vendor Profile Not Created)

After you login, the first page displayed is the Select Vendor page. This page is used todisplay and search for your BCF vendors. Please note that as a new user to the system,you have no vendors displayed under your user id yet. You will need to create a vendorprofile for each vendor you represent in order to display them on this screen (Please referto the Create Vendor Profile section of this document for further details).

• By Name – allows you to search by vendor name.Note: you can enter % for wild card searches. For example, if you want to searchfor all vendors beginning with the letter ‘v’, you can enter ‘v%’ and then click onthe search button to display the vendor list which meets this criteria.

• By Status – allows you to search by vendor status.• By vendor number – allows you to search by vendor number.• By vendor department – allows you to search by vendor department.• From-To – allows you to search by date range of vendor actions.

Click on the Create Vendor Profile link to create your vendor profile. After the profileis created, you will then see the vendor in the Select Vendor table (see next section).

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9 Select Vendor (Vendor Profile Created)

Here is the Select Vendor page after a vendor profile is created. You will see that thevendor is displayed in the table at the bottom of the screen.

• Vendor Name – this link will display the vendor’s profile.• Status – displays the current status for this vendor.• Last Message Date – displays the date of the last message created for this vendor.• View Messages – this link will display the vendor’s messages.

Please note that you can create as many vendor profiles as needed. For example, if youhave multiple companies, you will need to create a unique vendor profile for eachcompany.

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10 Update User Info

This page allows you to update your user information. From the Select Vendor page,click on the Update User Profile link at the bottom of the page.

You are able to edit any or all of the fields:• First Name• Last Name• Email Address• Phone• Company

After you have made your changes, click on the Edit Profile button to save changes.You are either notified that your changes were updated successfully or that an erroroccurred.

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11 Create Vendor Profile

BCF requires that certain vendor data be in our system before EDI testing can begin.Create vendor profile allows the user to enter this required data. Click on the CreateVendor Profile link at the bottom of the Select Vendor page.

Parent Company Info:• Parent Company Name – the name of your parent company (required).• Address 1 – address 1 of your company’s headquarters (required).• Address 2 – address 2 of your company’s headquarters.• City – city of your company’s headquarters (required).• State/Country – State/Country of your company’s headquarters (required).• Zip – zip code of your company’s headquarters (required).• Phone Number – phone number of your company’s headquarters (required).• Phone Extension - phone ext. of your company’s headquarters.• Fax Number – fax number of your company’s headquarters.• Vendor D-U-N-S® Number – your company’s D-U-N-S® Number.• Production PO# - a 7-digit PO # used for BCF by your company (required).

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Primary EDI Contact: the person who is contacted for production and test transactions • Title – your contact’s title.• First Name – your contact’s first name (required).• Last Name – your contact’s last name (required).• Contact Type – select your contact’s job type (required).• Email Address – your contact’s email address (required).• Phone Number – your contact’s phone number (required).• Phone Extension – your contact’s phone extension.• Fax Number – your contact’s fax number.• Time Zone – your contact’s time zone.• Transaction Types – select the EDI transactions that your company supports.

If your test contact is the same as your production contact, check the same as productiontest box. This will populate the test contact fields with the same information you alreadyentered for the production contact.

If you need to enter additional contacts, click on the Add More Contacts button.

After you have entered all required information, click on the Continue button to go to thenext page.

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Division 1 Info – enter your company’s division data in this section of the profile. Allfields are required.

• Division Name – your company’s division name.• Buyer Name – name of the buyer this division deals with.• Vendor # - BCF vendor # for this division.• Department – BCF department for this division.• Production Qual ID – EDI Qualifier ID used by this division in production.• Production Comm ID – EDI Communications ID used by this division in

production.• Production GS ID – EDI GS ID used by this division in production.• Are your test IDs the same as your production IDs? – Click this if you use the

same Qual/Comm IDs in test as you use in production. You do not need to fill outthe Test ID fields when you click this box, they will be automatically populatedwith the same ID data you entered for production.

• Test Qual ID - EDI Qualifier ID used by this division in test.• Test Comm ID - EDI Communications ID used by this division in test.• Test GS ID - EDI GS ID used by this division in test.• VAN – select the van used by this division.• UPC – select the UPC level used by this division.• Type of PO – select the PO types used by this division.

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If you need to enter additional divisions, click on the Add More Divisions button.

After you have entered all required information, click on the Continue button to go to thenext page which is Vendor Survey.

Answer all of the questions on the Vendor Survey page. Click on the Submit Profilebutton to save entries and create the vendor profile. You are notified that an email will besent to your email address confirming your profile has been created.

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12 Vendor Profile

The Vendor Profile page displays a brief description of the division data you entered inthe Create Vendor Profile section. From the Select Vendor page, click on the vendorname link in the table.

From this page, you are able to access several system functions which will be detailed onthe following pages of this guide:

• View Contact Info• View More EDI Info• View PROD Info• Edit This Profile• Take 824 Quiz• View Survey Results

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13 View Messages

This section allows you to view and create messages for the selected vendor. From theSelect Vendor page, click the View Messages link next to the vendor name you want toselect.

• Search Text – allows you to search for specific text in emails posted for thisvendor.

• Read Full Message – allows you to see the entire message displayed in a newscreen.

• Return to Vendor Profile – will return you to the vendor profile screen.• Add New Message – allows you to create a new message. • View All Message – allows you to view all message after you’ve done a search

and are not seeing all the messages.

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14 Add New Message

This screen allows you to create and post messages for the selected vendor. From theView Messages page, click on the Add New Message button.

• Message Type – select the message type for this message.• Message Group – select the message group you want to view this message.• Additional Recipients – enter any additional email addresses of people you also

want to receive this message.• Subject – enter the subject for this message.• From email – enter your email address. This field is only required if you are

including additional recipients to this message.• Private Message – check this box is you want to post this message as private.• Production – check this box if this message refers to production.

Enter your message in the space provided. Click the Post Message button to save andpost your message. You will be returned to the View Messages page and the newlyposted message is displayed. If you enter message text and then decide that you do notwant to post the message, click the Return to Messages button and the message will notbe posted.

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15 View Contact Info

This page allows you to view the production and test contacts you entered in createvendor profile. From the Vendor Profile page, click on the View Contact Info link.

If you need to change any contact information, click the Return to Vendor Profilebutton and then click the Edit This Profile button.

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16 View More EDI Info

This section provides links to our BCF EDI support documents as well as links to all EDItransaction specifications. From the Vendor Profile page, click on the View More EDIInfo link. Please note that this page will open in a new browser window on your desktop.

To return to the ETS application, close this new browser window.

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17 Edit Profile

This section allows you to make edits to the company profile you created. From theVendor Profile page, click on the Edit This Profile button.

You can edit data in all three sections of the profile by clicking the links at top:• Edit Parent Company & Contacts• Edit Divisions• Edit Survey Results

When you have completed making your edits, click on the Submit Changes button tosave your changes.

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18 Take 824 Quiz

The 824 Quiz is a quick question and answer quiz which is used to determine if youunderstand how the BCF Application Advice (824) transaction works. This transaction isan optional transaction we offer which will send Invoice (810) and Advance Ship Notice(856) transaction errors electronically for your notification. To complete the quiz, youmust first be sent an electronic 824 for which you will use to answer the questions.

From the Vendor Profile page, click on the Take 824 Quiz button.

• If you have received your 824 test transaction, click Yes. You will be directed tothe Quiz (See below).

• If you have not received your 824 test transaction, click No. An email will be sentto the BCF EDI Coordinator, who will then contact you regarding the 824 quizrequest.

• If you are not ready to take the 824 Quiz, click on the Return to Vendor Profilebutton, which will take you back to the vendor profile page.

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Using the test 824 transaction you received, answer all quiz questions. When you havecompleted the quiz, click on the Submit Quiz button to save your answers. To clear allanswers and start again, click on the Clear Answers button. If you are not ready to takethe quiz, click on the Return to Vendor Profile button, which will take you back to thevendor profile page.

If you need help with the 824 or do not understand any part of the quiz, click on thetutorial link at the top of the page. The tutorial will provide a step by step walkthroughof the 824 transaction.

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19 View Survey Results

This section allows you to view the results of the survey you entered when your vendorprofile was created. From the Vendor Profile page, click on the View Survey Resultsbutton.

This page will not allow you to edit the survey results. If you need to edit your surveyresults, click the Return to Vendor Profile button and then from the Vendor Profilepage click on the Edit Profile button. You will then be able to click on the Edit SurveyResult link at the top of page to edit the survey.

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20 Schedule Test

After BCF EDI receives your legal letter and it has been approved by our Legaldepartment, you will be approved to begin testing EDI transactions. Fist you will need torequest which EDI transactions you want to test. From the Vendor Profile page, click onthe Schedule Test button.

• Begin/End Dates – enter dates for starting and ending test period.• Transactions to test – select which transactions you want to test. Multiple

transactions may be selected.• PO Types to test – select which type of PO you want to test.

After you have completed this page, click on the Schedule Test button to save yourselections. A message will automatically be generated to alert EDI Coordinators of therequested test.

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