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TrueAuto: The Meaning of Document Status
TrueAuto: The Meaning of Document Status

Here is how to get a better understanding of each document status in TrueAuto!

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Written by TrueAuto Support
Updated over a month ago

Product: TrueAuto

Article link: https://kb.trueauto.truecommerce.com/en/articles/9219366-trueauto-the-meaning-of-document-status-in-trueauto-platform

Are you curious about the status of a document after it has been sent through TrueAuto? What does "EDI Created" mean? What if the document status becomes "EDI Sent"? In fact, each document holds a specific meaning crucial for understanding the transaction's progress. Read on to learn more.

NOTE: Codes and other data in some screenshots within this article have been intentionally blurred out.

Understanding EDI Document Status

Document statuses in TrueAuto indicate the current stage of a document within its lifecycle. Whether it is a firm order, forecast order, shipment, or invoice, each status provides insight into the progress or issues affecting the document.

For example, if an Invoice document remains in the Invoice EDI Created status even after being sent, it indicates that the transmission failed, and the document retains its previous status.

Understanding these statuses helps users:

  • Monitor transaction progress

  • Identify and resolve errors

  • Optimize workflows for efficiency and accuracy

Field Definitions of Document Statuses in TrueAuto

Supplier

Customer Firm Orders

  • New: Record is untouched by any user

  • Viewed: Record has been opened and saved by a user

  • Report Printed: Record has been printed in the report

  • Assigned to Shipment: Record has been assigned to the Advance Shipping Notice (ASN)

  • Labels Created: Labels have been generated

  • Labels Scanned: Labels have been printed

  • Documents Printed: Documentation has been printed

  • Staged: Allows the user to generate Product Activity records without generating EDI

  • Shipment EDI Created: ASN has been generated

  • Shipment EDI Sent: ASN has been transmitted

  • Cancelled: Record has been cancelled by a user

  • Assigned To Invoice: Record has been assigned to the Invoice

  • Invoice EDI Created: Invoice has been generated

  • Invoice EDI Sent: Invoice has been transmitted

  • Assigned To PO: Record has been assigned to the PO Acknowledgement

  • PO EDI Created: PO Acknowledgement has been generated

  • PO EDI Sent: PO Acknowledgement has been transmitted

Customer Forecast Orders

  • New: Record is untouched by any user

  • Viewed: Record has been opened and saved by a user

  • Cancelled: Record has been cancelled by a user

Customer Shipments

IMPORTANT: Regarding Outbound documents (EDIs 856/810), if vendors encounter the EDI created or <blank> statuses persisting without changes for an extended period, it indicates errors (e.g. data issues: missing mandatory fields, using incorrect format, etc.) or pending issues (e.g. system-related matters: pending CIP actions due to high traffic or timeout problems).

  • New: No orders have been assigned to the ASN yet

  • Viewed: Record has been opened and saved by a user

  • Orders Assigned: Firm Orders posted on the ASN, nothing else has been done

  • Labels Created: Container labels have been generated

  • Labels Scanned: Container labels have been printed against this ASN

  • Documents Printed: Shipping Documents have been printed

  • Staged: Allows the user to generate Product Activity records without generating EDI

  • EDI Created: ASN has been created

  • EDI Sent: ASN has been sent (no ACK expected)

  • Cancelled: Record has been cancelled by a user

  • Accepted (Acknowledged): Document has been fully accepted by the Trading Partner without any error

  • Accepted (Application): Document content has been fully accepted by the Trading Partner without any error

  • Rejected (Acknowledged): Document has been rejected by the Trading Partner

  • Rejected (Application): Document content has been rejected by the Trading Partner

  • Accepted with Errors (Acknowledged): Document has been accepted with errors by the Trading Partner

  • Accepted with Errors (Application): Document content has been accepted with errors by the Trading Partner

Customer Invoices

IMPORTANT: Regarding Outbound documents (EDI 856/EDI 810), if vendors encounter the "EDI created" or <blank> statuses persisting without changes for an extended period, it indicates errors (e.g. data issues: missing mandatory fields, using incorrect format, etc.) or pending issues (e.g. system-related matters: pending CIP actions due to high traffic or timeout problems).

  • New: Record is untouched by any user

  • Viewed: Record has been opened and saved by a user

  • Orders Assigned: Firm Orders posted on the ASN. Nothing else has been done

  • Locked: Record has been finalized and cannot be edited further without explicit permission or unlocking by a user

  • Invoice EDI Created: Invoice has been generated

  • Invoice EDI Sent: Invoice has been transmitted

  • Cancelled: Record has been cancelled by a user

  • Accepted (Acknowledged): Document has been fully accepted by the Trading Partner without any error

  • Accepted (Application): Document content has been fully accepted by the Trading Partner without any error

  • Rejected (Acknowledged): Document has been rejected by the Trading Partner

  • Rejected (Application): Document content has been rejected by the Trading Partner

  • Accepted with Errors (Acknowledged): Document has been accepted with errors by the Trading Partner

  • Accepted with Errors (Application): Document content has been accepted with errors by the Trading Partner

Customer PO Acknowledgements

  • New: Record is untouched by any user

  • Viewed: Record has been opened and saved by a user

  • Orders Assigned: Firm Orders posted on the ASN. Nothing else has been done

  • EDI Created: PO Acknowledgement has been generated

  • EDI sent: PO Acknowledgement has been transmitted

  • Cancelled: Record has been cancelled by a user

  • Accepted (Acknowledged): Document has been fully accepted by the Trading Partner without any error

  • Accepted (Application): Document content has been fully accepted by the Trading Partner without any error

  • Rejected (Acknowledged): Document has been rejected by the Trading Partner

  • Rejected (Application): Document content has been rejected by the Trading Partner

  • Accepted with Errors (Acknowledged): Document has been accepted with errors by the Trading Partner

  • Accepted with Errors (Application): Document content has been accepted with errors by the Trading Partner

Customer Inventory Advices

  • New: Record is untouched by any user

  • Viewed: Record has been opened and saved by a user

  • Cancelled: Record has been cancelled by a user

  • EDI Created: Inventory Advice has been generated

  • EDI Sent: Inventory Advice has been transmitted

  • Accepted (Acknowledged): Document has been fully accepted by the Trading Partner without any error

  • Accepted (Application): Document content has been fully accepted by the Trading Partner without any error

  • Rejected (Acknowledged): Document has been rejected by the Trading Partner

  • Rejected (Application): Document content has been rejected by the Trading Partner

  • Accepted with Errors (Acknowledged): Document has been accepted with errors by the Trading Partner

  • Accepted with Errors (Application): Document content has been accepted with errors by the Trading Partner

Customer

Supplier Receiving Advices

  • New: Record is untouched by any user

  • Viewed: Record has been opened and saved by a user

  • Cancelled: Record has been cancelled by a user

  • Receiving Advice EDI Created: Receiving Advice has been generated

  • Receiving Advice EDI Sent: Receiving Advice has been transmitted

  • Accepted (Acknowledged): Document has been fully accepted by the Trading Partner without any error

  • Rejected (Acknowledged): Document has been rejected by the Trading Partner

  • Accepted with Errors (Acknowledged): Document has been accepted with errors by the Trading Partner

Supplier Demand Requests

  • New: Record is untouched by any user

  • Updated: Record has been updated by a user

  • Schedule Sent: Record has been transmitted

  • Shipped (Partial): Record has been shipped but not in full in which the shipped quantity < the requested quantity

  • Shipped (Full): Record has been fully shipped in which the shipped quantity >= the requested quantity

  • Received (Partial): Record has been received but not in full in which the received quantity < the requested quantity

  • Receive (Full): Record has been fully received in which the received quantity >= the requested quantity

  • Receiving Advice Sent: Receiving Advice has been transmitted

  • Invoice (Partial): The invoiced quantity < the request quantity

  • Invoice (Full): The invoiced quantity >= the request quantity

  • Remittance Advice Sent: Remittance Advice has been transmitted

  • Cancelled: Record has been cancelled by a user

Supplier Shipment Receiving

  • New: Record is untouched by any user

  • Updated: Record has been updated by a user

Supplier Invoices

  • New: Record is untouched by any user

  • Viewed: Record has been opened and saved by a user

  • Orders Assigned: Firm Orders posted on the ASN, nothing else has been done

  • Locked: Record has been finalized and cannot be edited further without explicit permission or unlocking by a user

  • Invoice EDI Created: Invoice has been generated

  • Invoice EDI Sent: Invoice has been transmitted

  • Cancelled: Record has been cancelled by a user

  • Accepted (Acknowledged): Document has been fully accepted by the Trading Partner without any error

  • Accepted (Application): Document content has been fully accepted by the Trading Partner without any error

  • Rejected (Acknowledged): Document has been rejected by the Trading Partner

  • Rejected (Application): Document content has been rejected by the Trading Partner

  • Accepted with Errors (Acknowledged): Document has been accepted with errors by the Trading Partner

  • Accepted with Errors (Application): Document content has been accepted with errors by the Trading Partner

By understanding the significance of each document status, stakeholders can navigate the TrueAuto platform with confidence, leveraging its capabilities to optimize processes, reduce costs, and drive business success. Furthermore, customers can send an email to the TrueAuto Support team for any issue arising after they get a clear view of the status of their documents.

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