LBMX Guide: How do I use the Automated Testing Tool?

Welcome to LBMX's Automated Testing Tool

LBMX's Automated Testing Tool allows users to quickly complete LBMX's EDI certification requirements by providing rapid feedback on submitted test files. This guide provides detailed steps on how to use the this tool as well as troubleshooting tips.

Should you have an issue that is not resolved to your satisfaction within this guide, please contact the LBMX Support team ([e-mail]) or the EDI Analyst assigned to your project.

Sections within this document

1. Scenarios and Requirements
2. Invoice & Credit Testing 
   • Basic Invoice with Net Terms
   • Basic Invoice with Prepayment Terms
   • Basic Invoice with Drop Ship
   • Credit Notes
   • Testing Criteria
3. How to use the tool
   • Certification
4. Purchase Order Testing
   • Item Details
5. Help & Troubleshooting FAQ
   • Unable to Login
   • Test Invoice Does Not Appear
   • Invalid Supplier Number or Ship To Number
   • Formatting Credit Invoices
   • Unable to Fix Validation Error
   • Requirement/Scenario Not Applicable To Me
   • Out of Balance Error
   • Alternative Pricing Information
   • Terms Error Messages

Scenarios and Requirements

Your assigned LBMX EDI Analyst provided a link to our Welcome Video for the LBMX EDI Program . This video reviews the onboarding process, your buying group's/trading partner's requirements, as well as an overview of how to certify using the Automated Testing Tool.

The Automated Testing Tool requires specific Purchase Order numbers to match the inbound file to the scenario being tested. You must be able to create or edit an order such that the PO number matches the scenario requirement. In X12, the PO number is in the BIG04 element on the invoice.

If Purchase Order (850) Testing is included in your certification, see the Purchase Order Testing section to get started.

[EDI Purchase Orders must be supported by your buying group to allow for automated testing]

Invoice & Credit Testing

If a purchase order was generated for Purchase Order (850) Testing, the invoice must match the data provided on the PO for that scenario. 

If purchase order testing is not included in your certification, the invoice scenario only matches on the testing criteria you select.

Basic Invoice with Net Terms

PO Number: 111111

This invoice validation is mandatory unless you only offer prepayment terms. 

These invoices would contain no discount or early or prompt payment. For example, payment is due within 30 days and there is no discount for earlier payment. This is often expressed as Net30

• The terms of this invoice should only include a net due date and a description.
• A discount amount, discount percent, and discount due date should not be populated

Basic Invoice with Prepayment Terms

PO Number: 444444

This invoice validation is optional if you do not offer early payment terms. 

Early payment terms are a discount off of the invoice total for early or prompt payment. For example, 2% off if payment is received within 10 days, otherwise the net amount is due within 30 days. This is often expressed as 2%10Net30

• The terms of this invoice must include the net due date and a description, as well as a discount amount, discount percent, and discount due date.

Basic Invoice with Drop Ship

PO Number: 222222

This invoice validation is optional if you do not ship to non-member locations.

Drop shipments are invoices for products shipped to a non-branch/warehouse location of the buyer. For example, when shipped to the end customer the Ship To information on the invoice is the ultimate receiver, not the ordering branch.

• The ship to location of this invoice must not be the same address of the ordering member.

Credit Notes

PO Number: 333333

Credit invoices (or credit memos) are negative invoices where you are providing a refund, typically related to a previous invoices. Participation with this document in mandatory for accurate accounting and rebate calculations. Every credit or adjustment must be sent by an individual transaction.

If you do not - or cannot - send credit notes via integrated EDI, you may manually enter these via the web portal or email system generated PDF copies. Please contact your EDI Analyst for further details.. 

• The invoice type must be defined as a credit invoice.
• An Original Invoice Number must be included.
• A negative sign must precede specific values (Units shipped, all totals, terms amount, tax amounts)
• LBMX does not accept hybrid documents that contain both credited and debited line items.

Testing Criteria

These are optional scenarios based on your business practices. If the data is included on the printed PDF copy of the invoice, then it is mandatory to be sent via EDI. 

For testing purposes, you will be asked to send an invoice that includes all of the criteria you indicate.

• SAC Charges: Do you include any additional Charges or Allowances?
  • These are non-line item charges, also known as SAC charges. For example, freight charges or environmental fees, but excludes Taxes
• Taxes: Do you include taxes?
  • This could be federal, provincial/state, local, or other taxes including but not limited to GST, HST, PST, QST, VAT
• Line Discounts: Do you offer line discounts?
  • For example wholesale pricing
• Alternate Pricing/ UOM: Do you offer alternative pricing information based on an alternative unit of measure?
  • For example, additional pricing information based on per case or per thousand square feet where the main unit of measure is something else like per each.
• Buyer Part Number: Do you include the buyer’s part number
  • This is the buyer’s part number for the product and may or may not match your part number. In X12, this is sent in the IT1 segment with a qualifier of BP
• UPC: Do you include the UPC of the product?
  • This is the UPC, GTIN, or EAN number for the product. In X12, this is sent in the IT1 segment with a qualifier of UP
• Serial Number: Do you include the serial number of the product?
  • In X12 this is sent in the REF segment with a qualifier of SE at the line level
  • This is mandatory for invoices that include firearms
• Currency: Do you indicate the currency?
  • If you specify on the PDF the currency that is required for payment (USD, CAD, Euro, etc.,) the currency code must also be sent via EDI. In X12, this is sent in the CUR segment.
• Method of Payment: Do you indicate the shipment method of payment?
  • For example, common method of payment instructions include: if the amount is Prepaid by seller (PP), will be picked up (PU), or paid by a third party (TP). In X12, this is sent in the FOB segment
• Account Number: Do you indicate the buyer’s account number?
  • This is your internal account number for the buyer, not the group’s Ship To number for that location. In X12, this is sent in the REF segment with a qualifier of 11
• Packing Slip: Do you include the packing slip number?
  • In X12 this is sent in the REF segment with a qualifier of PK
• Bill of Lading: Do you include the bill of lading number?
  • In X12 this is sent in the REF segment with a qualifier of BM
• Carrier Tracking: Do you include the carrier tracking number?
  • In X12 this is sent in the REF segment with a qualifier of CN
• Internal Order Number: Do you include an internal order number?
  • This is your internal order number for the purchase, not the necessarily the purchase order number from the buyer. In X12 this is sent in the REF segment with a qualifier of IL
• Promo/Deal Codes: Do you include a promotion/deal number?
  • In X12 this is sent in the REF segment with a qualifier of PD

Invalid PO Number

PO Number: does not match another scenario

This scenario displays invoices where the PO Number does not match one of the testing scenarios. You must correct the PO Number and resubmit the invoice.

• This scenario does not need to be "completed" to pass certification. This scenario is only used to display invalid test files.

How to use the tool

Logging In

Once your AS2 (or SFTP) connection is established with LBMX, you will receive an email with a link to your testing portal. Follow this link to change your password, accept the EULA, and sign in.

Use the URL provided in the welcome email to access the test tool (https://edi.lbmxmarketplace.com/)

The first time you log in, you may be required to enter a one-time pass code. This code will be emailed to your user email address. Enter the 6 digit code to continue.

You may select "Remember this device for 90 days" to avoid entering this again. 

Configuration

When you first log in, you will notice an entry under "Configuration Required". Click on this row to complete the configuration survey. You are required to complete this survey before you can start sending test files for validation.

This survey will confirm the invoice scenarios as well as the specific data elements present on your invoices to the group. We recommend having someone from the business that is familiar with your unique practices complete this survey.

Each scenario and testing criteria has a help tip icon (?) that you can hover over to get more information about the question.  

If you're unsure how to answer a question, we recommend making your best guess, or checking Yes, and then contacting your EDI analyst to confirm. Your EDI analyst can adjust these settings in the backend for you.

Testing Scenarios

Once the configuration survey is complete, you are ready to begin sending test invoices! Simply send an invoice with the PO number that matches the scenario for that test through the established connection.

Each time an invoice is uploaded you will receive a system generated notification with a link to your testing portal.

Once logged in, on the main page you will see your active and certified trading partners. Click along the trading partner in the "Active" row to review your testing progress.

You will see the required scenarios listed along with the testing status and last tested date. Click on one of the transaction rows to view detailed results about that test file.

You can click > to collapse scenarios if needed.

The errors listed on the left display what is required to correct the transaction. When you're ready, transmit another test file for review.

To return to the list of files received, click Return.

To return to the list of trading partners, click Testing Scenarios.

Certification

Once a file passes validation, the scenario will change from Action Required to Complete.

Clicking on a transaction that "Passed" will also show a message that the scenario is complete.

Once all scenarios are complete, the trading partner will move to the certified status. Congratulations!

Your EDI analyst will contact you with the next steps to move this connection into production.

Setup & Account Maintenance

You can review what elements are required to pass each scenario by clicking on "Setup Details" and then the Testing Partner you are certifying with.

If you wish for additional individuals to be notified of test files, click Setup Details, select the testing partner, and then click Edit.

Each user must be separated by a comma (i.e. [e-mail],[e-mail],[e-mail])

Item Details

Item Details allows you to add and edit product information for testing Purchase Orders and is not applicable for invoice (810) only testing. See the Purchase Order Testing section for more details.

[EDI Purchase Orders must be supported by your buying group to allow for automated testing]

Click on the Item Details tab and then click New

Enter the product information you wish to receive on the order. At a minimum, you must include the

• Order Quantity (how many of an item will be ordered)
• Order Quantity UOM (what units of measure the items are ordered in)
• Unit Price (the price of each item)
• Supplier Product Code (your part number/sku for the item)
• Product Description (up to 80 character description of the product)

Optionally, you can include additional information such as 

• Buyer Product Code (Your buyers part number for the item. If you receive a buyer product code, we expect you to be able to return it)
• UPC/EAN/GTIN
• UPC Case Code
• Case Pack Quantity

At least 3 products must be entered to generate a test PO

Purchase Order Testing

[EDI Purchase Orders must be supported by your buying group to allow for automated testing]

The Purchase Order (850) testing module allows you to generate a purchase order that will be delivered to your system in the specified EDI format. You must generate a purchase order for every invoice scenario you're configured to test.

Generating a test Purchase Order

On the 850 Project row, click on the Generate PO button

Note: If you have not set up product data in the Item Data tab, you will need to have at least 3 items added to create a PO

Select the PO Number for the invoice scenario you wish to test

Select an ordering location from the list of group members

The Ship To Address and Bill To Address will automatically populate for scenarios 111111 (Net Terms), 333333 (Basic Credit Note), and 444444 (Prepayment Terms)

For scenario 222222 (Drop Ship), you will need to enter a Ship To Address for where the goods will be shipped to. 

Once everything is entered, click "Send Me A PO"

You will receive a confirmation screen if the PO was successfully created. The test file will be sent through the connection you have already established with the analyst. 

If you do not receive a file within 1 hour. Please contact [e-mail] or your assigned EDI Analyst so we may investigate the connection. 

Help & Troubleshooting FAQ

The HELP dropdown provides links to contact LBMX Support ([e-mail]), download PDF copies of LBMX's Document Specifications, and access this guide.

Unable to Login

Q: I am unable to login to the test tool

A: Try these troubleshooting steps to log into the tool

• Ensure you are accessing the correct link to the tool (https://edi.lbmxmarketplace.com/)
• If it is asking for a Dual Factor Authentication, check your email for a 6-digit code sent to you to enter 
• If it is not recognizing your password, try resetting your password through the "reset password" button
• If you're still having trouble accessing or viewing your test results, email your analyst directly or our support team ([e-mail])

Test Invoice Does Not Appear

Q: The invoice I sent does not appear in the test portal, even though I received an email notification that it was validated.

A: Invoices require specific Purchase Order numbers to appear in the test portal. Confirm the invoice you sent included a PO number that matches the scenario you were testing. Invoices sent with an invalid or missing PO number will appear under the "Invalid PO Number" scenario at the bottom of the scenario listing.

Invalid Supplier Number or Ship To Number

Q: I received a validation error that the "Ship To Number" or "Supplier Number" is wrong. How do I find the correct value?

A: A list of valid ship to numbers for the buying locations of the group you're certifying with was provided via email after your kickoff call. Your Supplier Number was also provided in the kickoff summary email.

Formatting Credit Invoices

Q: I received a validation error for Terms or other fields on a credit note. How do I correctly format credits?

A: Credit notes require negative values in specific fields. This document outlines the requirements for credit notes.

Unable to Fix Validation Error

Q: I am unable to correct one of the validation errors due to a system limitation.

A: Please contact your EDI Analyst with the requirement you are unable to send so we may discuss the impact of this omission and a possible exemption.

Requirement/Scenario Not Applicable To Me

Q: I received a validation error that is not relevant to my business practices.

A: Please contact your EDI Analyst with the requirement and we will adjust the configuration of your test portal.

Out of Balance Error

Q: I received an Out of Balance error. How does LBMX calculate whether the invoice is out of balance how do I correct this?
A: LBMX calculates the total product lines - and any applicable charges, allowances, and taxes - and compares this to the total sent on the invoice. For details, see this explanation.

Alternative Pricing Information

Q: How do I send correct Alternative Pricing information (CTP) to pass the validation?

A: Our 810 Invoice specifications provide CTP examples to assist with this formatting. Contact your EDI Analyst if you need additional assistance.

Terms Error Messages

Q: I received an error message about my Terms information and believe the error message is wrong (Terms description, net due date, discount due date, and/or discount amount) .

A: LBMX uses advanced language models to calculate and compare the terms components based on the description provided in ITD12. If the model's prediction does not align with the accuracy of your terms information, please contact your EDI Analyst or [e-mail] so we can correct the model and adjust your testing parameters to complete your certification.