Debbie Shaver, of Starbucks, comes from a mainframe background, and as
such exhibits "legacy" thinking. She maintains that "...when you send
data from one system to another, you ALWAYS implement some kind of
control totals/audit procedures to make sure all the data got there
correctly." Debbie wants to know how "...I make sure ALL the invoices
our suppliers sent to our VAN actually make it into our AP system, and
how do I make sure ALL the payment transactions actually make it to the
bank?"
Of course, Debbie knows about Functional Acknowledgement reconciliation
using 997s, which is automatically handled by her translator. A 997 FA
is like a "return receipt requested" with certified mail - it merely
says the trading partner got it. There have been all sorts of good
suggestions, including use of the application acknowledgement - the X12
824 - to confirm that the invoice or payment has actually been accepted.
Jim Divoky reminded us of the appropriate (application) acknowledgements
for some transaction sets, including the 824 when there is no specific
response message. Since neither the 810 nor the 820 has a specific
response, the 824 would be applicable.
Jim's chart also included the underrated 831 Application Control Totals
transaction as a possible response to one or more 820 payments, batched
or not, including dollar totals and transaction counts.
The X12 831 Application Control Totals Transaction Set can be used for
transmitting control totals for pretty much any transaction set, like
the invoice. Though the 831 is a Finance type transaction, and usually
it's used by the payer to tell the bank the totals for all the payments
he's made that day, there's no law that says your supplier can't use it
to tell you how many invoices you should've received (within some time
period) and their total dollar value. Conversely, you could tell them
with the 831 how many you *DID* receive and their value.
William J. Kammerer
FORESIGHT Corp.
4950 Blazer Memorial Pkwy.
Dublin, OH USA 43017-3305
(614) 791-1600
Visit FORESIGHT Corp. at http://www.foresightcorp.com/
"Commerce for a New World"
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