JD Document Integration

The JD Document Integration is an extensible solution for importing/exporting files that contain document style data for, e.g., invoices, credit notes, and warehouse receipts for JDPrism, parts invoices, warranty notes, and wholegoods. It is used to process all XML, CSV, and JSON file data coming from John Deere via DTF in a staging table which buffers the data before writing them to the related documents.

In this chapter, you can find the following sections:

• Setup
  • JD Document Integration setup
  • Job queues setup
    • Import documents job queue
    • Process documents job queue
• User Guide
  • Document File Log
  • Searching for document-related parameters
  • Viewing processed document file data
  • Manually processing document files
    • Processing Wholegood Invoices
    • Processing Wholegood Invoices from Other Vendors
    • Processing Wholegood Credit Memos
    • Processing Wholegood Debit Memos

Setup

The JD Document Integration must be set up to import, process, and export multiple different document files. Please perform the setup in the following order:

• JD Document Integration setup
• Job queues setup
  • Import documents job queue
  • Process documents job queue

JD Document Integration setup

First, the basic interface setup must be performed. Please proceed as follows:

• Open the Interface List table in John Deere DBS 365 and select the JDDOCUMENTS entry.
• In the General FastTab:
  • Activate the Interface Log toggle switch to keep a record of all JD Document Integration activities via the Log button in the menu bar.
• In the Mapping Setup FastTab, fill the Parts Invoice Item Charges and Wholegoods Item Charges tables by clicking on the corresponding names. These setups are needed for the parameters.

• In the Parameters FastTab, enter the following information in the Value field to prepare the interface:
  • IncludePDFImport: Specifies whether a document file (PDF file extension), carrying the same unique file name as the imported staging table record source file, will be imported and saved.
    Possible values: 0 (deactivated) or 1 (activated)
    The PDF file is available in the PDF Document Viewer FactBox after successful import. We recommend downloading the PDF file via this or the Attachments FactBox to have the best visibility of content.
    Default value: 0
  • JDPrism:
    • JDPrismActive: Activates the import of JDPrism files. For JDPrism processes, please check the DPMORD and DPMXFER subsections.
      Possible values: 0 (deactivated) or 1 (activated)
      Default value: 0
    • JDPrismDPMORDArchivePrefix: only required if JDPrismActive = 1
      Enter the storage path where JDPrism DPMORD files will be archived to after importing them into John Deere DBS 365. For DPMORD processes, please check the DPMORD file processing subsection.
      Default value: DPMORD
    • JDPrismDPMORDFileFilter: only required if JDPrismActive = 1
      Enter the specific file filter that will manage the JDPrism DPMORD import. For DPMORD processes, please check the DPMORD file processing subsection.
      Default value: *DPMORD*
    • JDPrismDPMXFERArchivePrefix: only required if JDPrismActive = 1
      Enter the storage path where JDPrism DPMXFER files will be archived to after importing them into John Deere DBS 365. For DPMXFER processes, please check the DPMXFER file processing subsection.
      Default value: DPMXFER
    • JDPrismDPMXFERFileFilter: only required if JDPrismActive = 1
      Enter the specific file filter that will manage the JDPrism DPMXFER import. For DPMXFER processes, please check the DPMXFER file processing subsection.
      Default value: *DPMXFER*
    • JDPrismPOAutoRelease: only required if JDPrismActive = 1
      Activates the release of the created purchase orders from the DPMORD file import upon document creation. For DPMORD processes, please check the DPMORD file processing subsection.
      In case the automatic release fails, the purchase is still registered in John Deere DBS 365, and no error message is created. To double check the release, please open the corresponding document, and manually release the document, if needed.
      Possible values: 0 (deactivated) or 1 (activated)
      Default value: 0
    • JDPrismTOAutoRelease: only required if JDPrism_Active = 1
      Activates the release of the created transfer orders from the DPMXFER file import upon document creation. For DPMXFER processes, please check the DPMXFER file processing subsection.
      In case the automatic release fails, the transfer is still registered in John Deere DBS 365, and no error message is created. To double check the release, please open the corresponding document, and manually release the document, if needed.
      Possible values: 0 (deactivated) or 1 (activated)
      Default value: 0
  • Parts invoices:
    • PartsInvoiceActive:
      Please make sure to define the Deere Trading Type value before proceeding as some parameters are automatically initialized based on this selection.
      Activates the import of parts invoice files. Possible values: 0 (deactivated) or 1 (activated)
      Default value: 0
    • PartsInvoiceArchivePrefix: only required if PartsInvoiceActive = 1
      Enter the specific archive prefix that is applied during file movement on Azure Blob Storage.
      Default value: PARTSINVOICE
    • PartsInvoiceFileFilter: only required if PartsInvoiceActive = 1
      Enter the specific file filter that is applied during file import.
      Default value: 4800_DL48* (Netherlands) for commercial invoices and 2700_DL27* (Germany) for domestic invoices (depending on the Deere Tradig Type value on the John Deere Setup page)
  • Parts receipts:
    • PartsReceiptArchivePrefix: only required if PartsReceiptImportActive = 1
      Enter the specific archive prefix that is applied during file movement on Azure Blob Storage.
      Default value: PARTSRECEIPT
    • PartsReceiptFileFilter: only required if PartsReceiptImportActive = 1
      Enter the specific file filter that is applied during file import.
      Default value: *RECEIPT*|*OUTBOUND*
    • PartsReceiptImportActive: Activates the import of parts receipt files. Possible values: 0 (deactivated) or 1 (activated)
      Default value: 0
  • Warranty notes:
    • WarrantyNotesActive: Activates the import of warranty note files. Possible values: 0 (deactivated) or 1 (activated)
      Default value: 0
    • WarrantyNotesArchivePrefix: only required if WarrantyNotesActive = 1
      Name of the archive subfolder for warranty note files.
      Default value: WARRCLAIM
    • WarrantyNotesFileFilter: only required if WarrantyNotesActive = 1
      File filter for reading correct warranty note files from the Azure Blob Storage.
      Default value: @*_WRR*
    • WarrantyNotesRunScheduled: only required if WarrantyNotesActive = 1
      Activates repeated import of warranty note files as a scheduled task in the job queue.
      Possible values: 0 (deactivated) or 1 (activated)
      Default value: 0
  • Wholegood credit/debit memos:
    • WholegoodCredDebMemoActive: Activates the import of wholegood credit memo files. Possible values: 0 (deactivated) or 1 (activated)
      Default value: 0
    • WholegoodCredDebMemoArchivePrefix: only required if WholegoodCredDebMemoActive = 1
      Enter the specific archive prefix that is applied during file movement on Azure Blob Storage.
      Default value: WHOLEGOODSCREDITDEBITMEMO
    • WholegoodCredDebMemoFileFilter: only required if WholegoodCredDebMemoActive = 1
      Enter the specific file filter that is applied during file import.
      Default value: *SAP.XML
  • Wholegood invoices:
    • WholegoodInvoiceActive: Activates the import of wholegood invoice files. Possible values: 0 (deactivated) or 1 (activated)
      Default value: 0
    • WholegoodInvoiceArchivePrefix: Enter the specific archive prefix that is applied during file movement on Azure Blob Storage.
      Default value: WHOLEGOODINVOICE
    • WholegoodInvoiceFileFilter: Enter the specific file filter that is applied during file import.
      Default value: *SAP.XML

When all requirements are met (green or grey values in the Parameters and Mapping Setup FastTabs), users can enable the interface via the Activate Interface button of the JDDOCUMENTS Interface Card.

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Job queues setup

These job queues are automatically created during the JD Document Integration setup, so it is not necessary to create them manually. When activating the JD Document Integration, a smart notification is displayed from where the job queues could be opened directly, if necessary.

• Import documents job queue
• Process documents job queue

Import documents job queue

This job queue is used to import documents coming from John Deere. Processing is done using the Process documents job queue.
In case the job queue was changed or reset, please follow below instructions to recreate the recommended settings:

• Open the Job Queue Entries table in John Deere DBS 365 using the quick search (ALT+Q).
• Click on the New button to create a new job queue entry.
• In the General FastTab of the Job Queue Entry Card page, do the following:
  • In the Object Type to Run field, select the Codeunit value.
  • In the Object ID to Run field, select the 5575157 value.
  • Optional In the Description field, enter a unique job queue description, if needed, e.g., JD Document Import.
  • Optional In the Earliest Start Date/Time field, enter the date and time the job queue should run the next time. If no value is selected, the job queue will run as soon as Status = Ready.
• In the Recurrence FastTab of the Job Queue Entry Card page, do the following:
  • Activate the toggle switches for all weekdays.
  • In the Starting Time field, enter a time before the usual business hours to have documents imported, which were submitted in the night by John Deere.
    Recommended value: 05:00:00 (05:00:00 AM)
  • In the Ending Time field, enter a time after the usual business hours. It is also possible to stop the job queue earlier in case John Deere does not submit documents during the business hours.
    Recommended value: 23:00:00 (11:00:00 PM)
  • In the No. of Minutes between Runs field, enter a time span which does not deteriorate system performance or keep employees waiting for documents.
    Recommended value: 5

The job queue entry is finished and has Status = On Hold.

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Process documents job queue

This job queue is used to process the documents imported using the Import documents job queue to update the values in the related John Deere DBS 365 documents.
In case the job queue was changed or reset, please follow below instructions to recreate the recommended settings:

• Open the Job Queue Entries table in John Deere DBS 365 using the quick search (ALT+Q).
• Click on the New button to create a new job queue entry.
• In the General FastTab of the Job Queue Entry Card page, do the following:
  • In the Object Type to Run field, select the Codeunit value.
  • In the Object ID to Run field, select the 5575109 value.
  • Optional In the Description field, enter a unique job queue description, if needed, e.g., JD Document Processing.
  • Optional In the Earliest Start Date/Time field, enter the date and time the job queue should run the next time. If no value is selected, the job queue will run as soon as Status = Ready.
• In the Recurrence FastTab of the Job Queue Entry Card page, do the following:
  • Activate the toggle switches for all weekdays.
  • In the Starting Time field, enter a time before the usual business hours, but some time after the Import documents job queue to give John Deere DBS 365 time to import all documents before processing.
    Recommended value: 06:00:00 (06:00:00 AM)
  • In the Ending Time field, enter a time after the usual business hours, but some time after the Import documents job queue to give John Deere DBS 365 time to import all documents before processing.
    Recommended value: 23:15:00 (11:15:00 PM)
  • In the No. of Minutes between Runs field, enter a time span which does not deteriorate system performance or keep employees waiting for documents.
    Recommended value: 15

The job queue entry is finished and has Status = On Hold.

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User Guide

The Document File Log table shows all files that were imported and processed.

When clicking on the Document Log Entries button, the data imported from the document file is displayed in detail. The Document Log table also features a search functionality. To see all data transmitted to the unposted document, click on the Show Detailed Data button. To open the document where the data was copied to in John Deere DBS 365, click on the Show Document button.

The Mark Entry as Handled button is used to select the Handled checkbox for the selected line. Handled means that the selected document log entry is no longer needed to be processed.

If you want to read further, please check the following subsections:

• Document File Log
• Searching for document-related parameters
• Viewing processed document file data
• Manually processing document files
  • Processing Wholegood Invoices
  • Processing Wholegood Credit Memos
  • Processing Wholegood Debit Memos

Document File Log

The Document File Log table shows a list of all file movements of the JD Document Integration along with the document type, direction, Azure Blob Storage location, status, etc. It is opened by clicking on the Log button in the menu bar of the Document Interface Card page.

Below, please find a description of the individual table columns:

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Searching for document-related parameters

When clicking on the Document Log Entries button in the menu bar of the Document File Log table, the Document Log table of the selected document entry is opened.

In addition to the Document File Log table, the following additional columns are available in the Document Log table:

The following parameters are available in the Search Value column:

• For JDPrism documents, the JDPrism coordination number for DPMORD files is mentioned.
• For parts invoices, the corresponding John Deere invoice number and destination is mentioned.
• For parts receipts, the corresponding packing list and delivery note numbers available in that one document file are mentioned.

• For warranty notes, the service order number from John Deere DBS 365, John Deere warranty claim number, serial number of the service item, and SAP claim number are mentioned.
• For wholegood invoices, the corresponding John Deere invoice number, COMAR number, and serial number of the service item are mentioned.

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Viewing processed document file data

If needed, you can view all record data which were processed from a document file in detail. Please proceed as follows:

• Open the Document Log table in John Deere DBS 365 using the quick search (ALT+Q), and select the document file for which you want to see detailed data.
• Click on the Show Detailed Data button in the menu bar.
• For each document type, a different table or page is displayed with one or more lines or FastTabs showing all record details:

The Document Log table can have the following Status values:

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Manually processing document files

In case a file must be imported manually, please proceed as follows:

• Open the Document Interface Card page in John Deere DBS 365 using the quick search (ALT+Q), and click on the Document Files > Import Document Files button.
• Confirm the dialog by clicking on Yes, and click on the Document Files > Process Documents button to process the document files imported beforehand.

Information about processing wholegood documents can be found in the following subsections:

• Processing Wholegood Invoices
• Processing Wholegood Credit Memos
• Processing Wholegood Debit Memos

Processing Wholegood Invoices

First, the Wholegood invoice file is loaded into the staging table. The staging table values are then processed and copied to the related wholegood purchase invoices.

The following prechecks are performed by John Deere DBS 365 before the wholegood invoice can be imported:

• Check for multiple invoice items: if multiple invoice items are available, an error entry is created in the Document File Log table.
• Check for available invoice number: if the Invoice No. value already exists in posted/unposted purchase invoices, an error entry is created in the Document File Log table.
• Check for available serial number: if the Serial No. value is empty, an error entry is created in the Document File Log table.
• Check if the net price equals: BMC unit price + unit price sum – discount rate sum

If all prechecks are successfully completed, the wholegood invoice is processed as follows:

1. John Deere DBS 365 browses the posted warehouse receipts for the matching Serial No. value:
   1. If an entry with matching serial number is found, a purchase invoice header is created processing the data from the staging table.
   2. If no entry with matching serial number is found, an error entry is created in the Document File Log table.
2. After mapping the data from the staging table in the purchase header, John Deere DBS 365 searches the right warehouse receipt lines for the invoice.
   1. If a matching purchase receipt line record is found, the data is copied to the purchase invoice lines.
   2. If no matching purchase receipt line record is found, an error entry is created in the Document File Log table.
3. The Direct Unit Cost value is overwritten/updated in the purchase invoice line with the Total to Pay value from the staging table.
4. Additional information is fetched from the Wholegood Invoice Sales Discounts staging table.
   1. If there are entries, John Deere DBS 365 considers the Discount Description field for each entry and tries to find a matching entry in the Item Charge Mapping table and creates a new purchase line with the mapped item charge to fill the Quantity value with 1 and the Direct Unit Cost Excl. VAT value with the value from the Discount Rate field of the Wholegood Invoice Sales Discounts staging table.
   2. If there are no matching entries available in that table, an error entry is created in the Document File Log table.

Processing Wholegood Invoices from Other Vendors

As it is possible that a wholegood invoice is coming from a vendor different from the vendor the order was created for, the VAT ID value in the XML file is checked against the VAT ID of the General > John Deere Manufacturer Code value on the John Deere Setup page. In the created document, the VAT ID value is copied from the jdUinNo XML tag for domestic wholegood invoices and from the vatRegNo XML tag for commercial invoices. If the VAT ID value does not match the VAT Registration No. value of the vendor that was identified in the General FastTab of the purchase invoice, an error message is created in the Document File Log table.

When importing a wholegood XML file, John Deere DBS 365 tries to match the posted purchase receipt and the posted purchase invoice for the item charges with the original invoice number from the staging table. When finding an unposted/posted purchase invoice with matching Original Invoice No. value and matching John Deere Manufacturer Code value (John Deere Setup page), the Order Type value from the posted purchase invoice is used in the General FastTab of purchase credit memos (for wholegood credit memos) or purchase invoices (for wholegood debit memos).

Processing Wholegood Credit Memos

As soon as a wholegood credit memo is imported and processed in the staging table, the information is copied to the related document as follows:

1. John Deere DBS 365 browses for the correct warehouse receipt to match the resulting item charges of the XML document via the original purchase invoice number.
   1. If multiple invoice items are available, an error entry is created in the Document File Log table.
   2. If a Credit Memo Number value already exists in a purchase invoice, an error entry is created in the Document File Log table
2. A new purchase credit memo is created using the trade vendor defined in the John Deere Manufacturer Code field on the John Deere Setup page as well as the Document Date and Vendor Credit Memo No. values from the Wholegood Credit Memo Header staging table.
3. A new purchase line is created with Comment type and Description = Orig. Inv. No.: ['Orig. Invoice Number' value from the 'Wholegood Credit Memo Header' staging table].
4. For each invoice component, the following information is added:
   1. Material Code value
   2. Purchase line in the Lines FastTab with the following values:

1. John Deere DBS 365 is checking all purchase invoice documents for the Orig. Invoice Number value from the Wholegood Credit Memo Header staging table.
   1. If documents are found, John Deere DBS 365 is checking whether or not there are purchase invoice lines with filled Service Item No. value (see table below).
   2. If no documents are found, no further item charge assignment is done.

Processing Wholegood Debit Memos

As soon as a wholegood debit memo is imported and processed in the staging table, the information is copied to the related document as follows:

1. John Deere DBS 365 browses for the correct warehouse receipt to match the resulting item charges of the XML document via the original purchase invoice number.
   1. If multiple invoice items are available, an error entry is created in the Document File Log table.
   2. If a Debit Memo Number value already exists in a purchase invoice, an error entry is created in the Document File Log table.
2. A new purchase invoice is created using the trade vendor defined in the John Deere Manufacturer Code field on the John Deere Setup page as well as the Document Date and Vendor Invoice No. values from the Wholegood Debit Memo Header staging table.
3. A new purchase line is created with Comment type and Description = Orig. Inv. No.: ['Orig. Invoice Number' value from the 'Wholegood Debit Memo Header' staging table].
4. For each invoice component, the following information is added:
   1. Material Code value
   2. Purchase line in the Lines FastTab with the following values:

1. John Deere DBS 365 is checking all purchase invoice documents for the Orig. Invoice Number value from the Wholegood Debit Memo Header staging table.
   1. If documents are found, John Deere DBS 365 is checking whether or not there are purchase invoice lines with filled Service Item No. value (see table below).
   2. If no documents are found, no further item charge assignment is done.