Orderful
Below is the complete Orderful EDI Integration Guide for XoroERP, written strictly in the same tone, structure, and operational depth as the SPS Fulfillment EDI documentation.
1. Overview
The Orderful EDI Integration in XoroERP enables automated exchange of EDI documents between trading partners and XoroERP. This integration supports order import, shipment confirmations, ASN processing, and inventory synchronization while ensuring controlled, traceable, and error-resilient data flow.
The Orderful integration is designed for operations and support teams to manage EDI transactions efficiently without manual intervention.
How Orderful EDI Works with XoroERP
Orderful acts as the communication layer between the trading partner and XoroERP. Orders are fetched from the configured trading partner, validated based on system rules, and dropped into XoroERP for fulfillment. Shipment confirmations, ASNs, and invoices are then generated from XoroERP and sent back through Orderful to the trading partner.
The integration ensures:
Structured EDI document flow
Controlled release of purchase and sales orders
Accurate inventory synchronization
Centralized monitoring through the Operations Page
2. Workflow
2.1 Order Import Flow
Purchase orders are fetched for the configured trading partner.
Orders are dropped into the defined store and location.
Based on configuration, purchase orders may be auto-released and optionally split by location.
Item identifiers such as UPC or GTIN are used to match items.
2.2 Shipment Confirmation Flow
Once orders are fulfilled in XoroERP, shipment confirmations are generated.
Document 856 is sent to the trading partner either individually or in a batch based on the configuration.
2.3 ASN Processing Flow
If enabled, ASNs are processed and acknowledged through import and send document configurations.
2.4 Inventory / SKU Synchronization
Inventory sync runs automatically after midnight when enabled.
Inventory is filtered by tags and stores as configured.
Daily sync ensures trading partner inventory remains up to date.
2.5 Error Retry & Status Update
Failed records are logged in the Logs tab.
Errors can be retried after correction without reprocessing successful transactions.
3. Settings
These settings define how orders, acknowledgments, shipments, invoices, and inventory are processed with the trading partner.
3.1 Data Export Settings
The following accounts and configurations will be used in XoroERP. This can be changed later.
Field Name
UI Control
Description
Store
Dropdown
Specifies the XoroERP store where incoming orders received from the trading partner via Orderful will be created and managed.
Location Name
Dropdown
Defines the default warehouse location in XoroERP where imported orders will be placed for fulfillment and inventory allocation.
Default SKU
Text Field
Specifies a fallback SKU that XoroERP will use when item matching fails during order import, ensuring the EDI order is not rejected due to missing or unmatched item data.
Trading Partner – Macy’s
Dropdown
Identifies the trading partner (e.g., Macy’s) for which EDI orders will be fetched and processed through the Orderful integration.
Enable Test Mode
Checkbox
When enabled, all EDI send and receive transactions are processed in test mode through Orderful, allowing validation without affecting live orders or inventory.
Split Orders by Location
Checkbox
Splits imported EDI orders into separate XoroERP orders based on warehouse location, enabling location-specific fulfillment and processing.
Sync Purchase Order to Xoro
Checkbox
Enables the import of purchase orders from the trading partner via Orderful into XoroERP. Enabling this option reveals the Auto Release Purchase Orders setting.
Auto Release Purchase Orders
Checkbox
Automatically releases imported purchase orders in XoroERP after synchronization, removing the need for manual release.
Restrict Close and Create for Orders
Checkbox
Restricts manual creation or closure of orders in XoroERP, ensuring orders are managed strictly through the Orderful EDI workflow.
3.2 Auto Wave Sales Orders
Field Name
UI Control
Description
Auto Release Sales Orders
Checkbox
Automatically releases sales orders in XoroERP immediately after they are created through the Orderful EDI integration. Enabling this option reveals the Auto Wave Sales Orders setting.
Auto Wave Sales Orders
Checkbox
Automatically creates fulfillment waves for eligible sales orders once they meet the configured allocation and fulfillment criteria, eliminating the need for manual wave creation.
WaveCreateCode
Dropdown
Defines the inventory allocation rule applied when sales orders are automatically waved. The selected option controls how and when inventory is reserved for order fulfillment.
Allocate Full Order Only
Selection Option
Allocates inventory only if all order lines and quantities are fully available, ensuring complete orders are fulfilled together.
Allocate Full Quantity Only Per Line
Selection Option
Allocates inventory for each order line only when the full quantity for that line is available, allowing partial order fulfillment by line.
Allocate What Is Available
Selection Option
Allows partial allocation based on available inventory, enabling orders to be waved and fulfilled even when stock is limited.
3.3 EDI Document Controls
Field Name
UI Control
Description
Send Document 855
Checkbox
Enables XoroERP to send the EDI 855 (Purchase Order Acknowledgment) to the trading partner via Orderful, confirming that purchase orders have been received and accepted for processing.
Auto Acknowledge Order
Checkbox
Automatically acknowledges orders once the 855 document is generated and transmitted.
Third Party Client Code
Import 855
Checkbox
Allows XoroERP to import EDI 855 acknowledgment documents received from the trading partner through Orderful and update order status accordingly.
Send Document 856
Checkbox
Enables XoroERP to send EDI 856 (Advance Ship Notice) documents through Orderful, providing shipment details such as items shipped, quantities, and tracking information.
Send Document 856 in Batch
Checkbox
Sends multiple EDI 856 shipment confirmations together in batch mode, improving performance when processing high shipment volumes.
Send Document 810
Checkbox
Enables XoroERP to send EDI 810 (Invoice) documents to the trading partner through Orderful for billing and financial reconciliation.
Allow Document from Different Source
Checkbox
Allows XoroERP to accept and process EDI documents received through Orderful from multiple external systems associated with the same trading partner, instead of enforcing a single source endpoint.
Allowed Customer
Text Field
Specifies the customer codes whose EDI documents are allowed to be processed through this Orderful integration. Only documents linked to these customers will be accepted. Multiple values must be separated using the `
3.4 General Settings
Field Name
UI Control
Description
Use Purchase Order Number as Customer Purchase Order Number
Checkbox
Stores the Purchase Order number received from the trading partner via Orderful as the Customer Purchase Order Number in XoroERP, ensuring reference consistency between EDI data and internal orders.
Item Identifier Code
Dropdown
Specifies the item identifier (such as UPC, GTIN, or other EDI-standard codes) used to match incoming order lines with items in XoroERP, ensuring accurate item mapping during order import.
Use Prepack Item While Dropping Order
Checkbox
Processes incoming EDI orders using prepack logic by grouping component items into predefined packs during order creation, supporting bundled or prepack items sent by trading partners.
Recalculate Taxes
Checkbox
Recalculates taxes in XoroERP during order creation instead of using tax values from the EDI file, ensuring taxes are applied according to XoroERP’s internal tax configuration.
Apply Pricing Rule
Checkbox
Applies XoroERP pricing rules to imported EDI orders, allowing system-defined pricing, discounts, or contracts to override prices received from the trading partner.
Filter Name
Dropdown
Selects the order attribute used to filter incoming EDI orders during import, controlling which orders are created in XoroERP.
Operator
Dropdown
Defines the comparison logic applied to the selected filter attribute, such as equals, contains, or greater than.
Value
Text Field
Specifies the value used to evaluate the filter condition; only orders matching the defined criteria are imported into XoroERP.
3.5 Inventory Sync Settings
Field Name
UI Control
Description
Enable Daily Inventory Sync
Checkbox
Enables a once-per-day full inventory synchronization from XoroERP to Orderful, executed shortly after midnight. The sync sends inventory levels from the previous day, providing trading partners with a consistent daily inventory snapshot.
Inventory Field
Dropdown
Selects the XoroERP inventory metric sent through Orderful, such as available, on-hand, allocated, or other system-defined inventory values. The selected field determines how inventory quantities are represented to trading partners.
Sync Inventory of Items Containing Following Tags
Multi-Select / Text Field
Limits inventory synchronization to items that contain specific tags, allowing controlled sharing of approved or relevant inventory through Orderful.
Sync Inventory from All Stores
Checkbox
Synchronizes inventory from all stores configured in XoroERP, enabling centralized inventory reporting to trading partners.
Sync Inventory of Items from Following Stores
Multi-Select Dropdown
Restricts inventory synchronization to selected stores only, allowing inventory to be shared from specific warehouses or locations instead of all stores.
3.6 Import / Export Settings
These settings control how XoroERP integrates with Orderful, including job scheduling, automation, and error notifications. They ensure that import and export processes run on time, follow the correct time zone, and provide visibility into integration issues for reliable day-to-day operations.
Time Zone & Automation Settings
Time Zone
Dropdown
Defines the time zone used for all scheduled Orderful import and export jobs. All automated Orderful processes—such as order export, shipment confirmation import, inventory sync, and status updates—run according to this selected time zone to ensure consistent execution timing.
Enable Auto Import/Export
Checkbox
Enables XoroERP to automatically run Orderful import and export jobs based on a configured schedule. When disabled, all Orderful -related processes must be triggered manually from the Operations page.
Integration Start Date
Date Picker
Specifies the date from which automated Orderful jobs begin running. No scheduled tasks will execute before this date.
Hour
Dropdown
Defines the hour of execution for scheduled Orderful jobs, based on the selected time zone.
Min
Dropdown
Defines the minute of execution within the specified hour.
Auto Import Start Time Offset
Numeric Input
Allows a negative minute offset to run Orderful import jobs earlier than the scheduled time, helping accommodate upstream processing delays.
Error Handling & Notifications
Receive Import Error Notifications by Email
Checkbox
When enabled, XoroERP sends instant email alerts whenever a Orderful import or export job fails, allowing immediate awareness of integration issues.
Instant Error Email(s)
Text Input
This field becomes available when the Receive Import Error checkbox is enabled. Comma-separated list of email addresses that receive real-time Orderful error notifications.
Send Daily Error Email
Checkbox
Enables a daily consolidated summary email containing all Orderful import/export errors for the day.
Daily Error Email(s)
Text Input
This field becomes available when the Daily Error Email(s) checkbox is enabled. Comma-separated list of email addresses that receive the daily Orderful error summary.
Error Email Filter Keywords
Text Input
Allows filtering out specific log messages using comma-separated keywords or wildcard patterns (e.g., *Inventory*) to reduce alert noise from known or non-critical issues.
4. Operations Page
Header Options
Import Data – Manually trigger the import of EDI documents from Orderful into XoroERP using the selected date range.
Start Date – Defines the beginning of the date range for importing EDI documents from trading partners.
End Date – Defines the end of the date range for importing EDI documents from trading partners.
Import – Executes the import process based on the specified date range and selected document types.
Import Data Fields
These fields define the scope of data imported from trading partners through Orderful.
Start Date Specifies the beginning of the date range for importing EDI documents. Only documents created or updated on or after this date are considered during import.
End Date Specifies the end of the date range for importing EDI documents. Documents beyond this date are excluded from the import run.
Import Button Manually triggers the import of EDI documents from Orderful into XoroERP based on the selected date range. This is commonly used for on-demand imports, historical reprocessing, or validation during setup and troubleshooting.
Previous Exports
View a history of EDI documents processed through the Orderful integration, with options to track status, review errors, and reprocess records as needed.
5.1 Orders
The Orders tab manages the import and tracking of purchase orders and sales orders exchanged with trading partners through Orderful.
Purpose
To track, process, and resolve issues related to order synchronization between trading partners and XoroERP via Orderful.
Fields / Displayed Data
Order # – Unique identifier assigned to the order in XoroERP.
Trading Partner – Indicates the trading partner from which the order was received.
Document Type – Identifies the EDI document type (e.g., Purchase Order 850).
Last Execution Date – Timestamp of the most recent import or processing attempt.
Message – Displays validation errors, mapping issues, or processing status messages.
Options
Run – Reprocesses the selected order records through the Orderful integration.
Mark as Resolved – Marks the order as successfully processed to prevent duplicate handling.
Mark as Unresolved – Reopens a previously resolved order for reprocessing.
Filters / Checkboxes
Hide Resolved Records – Hides orders already marked as resolved.
Show Errors Only – Displays only orders that encountered processing errors.
5.2 Purchase Order
The Purchase Orders tab specifically tracks inbound purchase order documents received from trading partners through Orderful.
Purpose
To monitor the import and processing of purchase orders into XoroERP.
Fields
Purchase Order # – Trading partner’s purchase order reference.
Trading Partner – Source of the purchase order.
Last Execution Date – Timestamp of the most recent processing attempt.
Message – Displays processing or validation details.
Options
Run – Reprocesses selected purchase orders.
Mark as Resolved – Marks successfully imported purchase orders.
Mark as Unresolved – Reopens purchase orders for reprocessing.
Usage Example
If a purchase order is missing in XoroERP, users can review this tab to confirm whether it failed during import and retry processing.
5.3 ASNs
The ASNs tab manages outbound Advance Ship Notices (EDI 856) sent from XoroERP to trading partners via Orderful.
Purpose
To track the creation and transmission of ASNs and ensure shipment details are communicated successfully.
Fields
ASN # – Unique ASN identifier.
Order Reference – Associated order number.
Last Execution Date – Timestamp of the last export attempt.
Message – Displays export status or errors.
5.4 Invoices
The Invoices tab tracks outbound invoice documents (EDI 810) sent to trading partners through Orderful.
Purpose
To ensure invoice data is successfully transmitted for billing and reconciliation.
Fields
Invoice # – Unique invoice reference.
Last Execution Date – Timestamp of the export attempt.
Message – Displays transmission status or errors.
5.5 Logs
The Logs tab tracks all Orderful EDI activities, providing a complete audit trail of document imports, exports, and system actions.
Purpose
To monitor, troubleshoot, and verify all EDI interactions between XoroERP and trading partners.
Columns / Information Displayed
Execution Date – Date and time of the EDI operation.
Document Type – Order, Purchase Order, ASN, or Invoice.
Trading Partner – Source or destination of the document.
Reference # – Associated order, ASN, or invoice reference.
Message – Detailed processing, warning, or error information.
Filters & Options
Do Not Show Resolved Records – Hides entries already marked as resolved.
Filter by Document Type – Filters logs by Orders, ASNs, or Invoices.
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