Overview

PDF to EDI is a service provided by LBMX that allows suppliers to email system generated PDF invoices and have the data extracted and translated to meet their trading partners’ format and receipt methods.

This User Guide includes the following:

a description of LBMX’s PDF to EDI testing process
the criteria and scenarios that the supplier must include in PDF documents for testing
required data elements for invoices
notes on production invoices sent via PDF to EDI
LBMX support information

PDF to EDI Testing Process

Here is the typical process that a supplier can expect to follow during their onboarding.

1 - Samples: The supplier emails the required invoice scenarios to support@lbmx.com for validation.

NOTE: Documents must be system-generated PDFs, not scanned images

NOTE: The PDF samples must be intended for the Group with which the supplier is connecting

2 - Verification: LBMX verifies that the PDFs are compatible with the LBMX PDF to EDI service and contain the required data elements.

NOTE: Not all system-generated PDFs lend themselves well to this service. LBMX will notify the supplier of any data difficulties or changes required to the PDF template.

3 - Approval: Once compatibility is confirmed, the onboarding project is approved and can be scheduled with an LBMX analyst.

4 - LBMX Development: The supplier's previously provided invoice samples are used by LBMX to create a custom "PDF to EDI" map unique to that supplier's format that will handle future invoices using this template.

5 - Configuration: LBMX configures a cross-reference list matching the supplier’s Ship To IDs to the trading partner’s Ship To IDs. LBMX also requests a list of all email addresses from which invoices will be sent, to be used to identify the supplier, and as contacts for any future PDF issues.

6 - Production: LBMX certifies the supplier in production, inviting the supplier to transmit all invoices and credits via email from that point forward. LBMX also notifies the trading partner that the supplier’s invoices will now be delivered via EDI.

NOTE: The supplier sends PDFs to a specified email address, which is generally in the format “invoices.tradingpartnername@lbmx.com.” This mailbox only accepts emails with pdf attachments, and any other emails will be deleted automatically.

NOTE: Please review our PDF to EDI Production Processing notes to ensure timely invoice delivery

PDF Criteria for Testing

The PDF invoices sent by the supplier for testing should include documents that meet the following criteria. This can be used as a checklist to ensure test invoices with all scenarios are provided.

√	Provide an invoice that:
	Is one page in length
	Is more than one page in length
	Contains freight and/or other charges (additions to the invoice) or allowances (discounts)
	Is a credit invoice
	Is a debit invoice with at least one item being returned
	Contains a mix of payment terms, if the supplier offers varying terms
	Is for a drop-shipment (direct to job site), if the supplier performs drop-ships
	Contains varying tax types, if taxes apply (for example, HST, GST, and QST/PST)

NOTE: We recommend providing 10-15 samples to develop a robust PDF to EDI map

Required Data Elements

PDF invoices must contain the data elements shown below in order to be processed successfully, both during testing and in production. This can be used as a checklist to ensure invoices with all required data elements are provided. Each PDF file must contain data for only a single invoice.

√	Field Name	Notes
	Invoice Date
	Invoice Number
	Purchase Order Number
	Dealer Number	This might be listed as a “customer number” or “account number” or “ship to number”
	Terms Discount Amount	if Terms Discounts are offered
	Terms Discount Due Date	if Terms Discounts are offered
	Terms Discount Percent	if Terms Discounts are offered
	Invoice Net Due Date
	Terms Description
	Supplier Product Number
	Product Description
	Unit Price
	Units Shipped/Quantity Invoiced
	Unit Of Measure Description
	Total Invoice Amount
	Allowance/Charge Type
	Freight Amount (or other Allowance/Charge amount)
	Allowance/Charge Description
	Tax Amount	if applicable
	Tax Type/Description	e.g. GST, HST, PST

PDF Processing in Production

Once the supplier is certified to send PDF invoices in production, the documents must continue to match the exact template verified during testing in order to be successfully processed. Invoices must include the Required Data Elements shown in the checklist. Suppliers should note the following:

If a PDF is missing Ship To information, LBMX cannot process the document
Trading partners are asked to notify LBMX of a potential missing cross-reference value (for example, where a regular flow of invoices is sent to a particular drop-ship location), and the record is added to the cross-reference table
PDF to EDI maps are positional and require consistent, precise, formatting. If the supplier sends a slightly different PDF for whatever reason (different pdf software, system updates, template changes, user differences, etc.), the map will not correctly read the data, and map enhancements will be required to continue to successfully process the invoices.
- Charges may apply for these map changes
The PDF to EDI map may need to be recreated if a supplier’s PDF template changes significantly
LBMX is unable to process Invoices sent from Messaging Services used by Accounting Applications such as Netsuite, Xero, and Quickbooks (Example: post.xero.com, netsuite.com, or notification.inuit.com). Invoices received from these applications are sent on behalf of the Supplier from the same domain however LBMX requires domains to be unique. If using Netsuite, Xero, or Quickbooks, please ensure the PDF's aren't sent from the messaging service email or reach out to LBMX regarding alternative delivery methods

Please keep in mind that if these guidelines are not followed, there may be delays in invoice processing.

Support

If you have any questions about working with the LBMX PDF to EDI system, please contact the LBMX Support Team at support@lbmx.com.

Full Document: PDF to EDI User Guide