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About this template
Inbound EDI purchase orders arrive in a folder and wait. Someone checks that folder, opens each file, works out whether it is well formed, keys the order into Sage X3, then builds and sends the acknowledgement the trading partner is contractually waiting for. Do that late and the partner escalates; do it wrong and a malformed order becomes a real sales order. This template runs the whole loop on a schedule and answers every file, accepted or rejected.
Key benefits
Inside the flow
appse ai checks the configured FTP SFTP directory on a schedule, isolates inbound EDI purchase order files and downloads each one. Every file is validated before anything is written, and the result decides the path. Valid purchase orders create a sales order in Sage X3 and receive an accepted EDI 997. Invalid ones create no order, receive a rejection 997, and raise a Microsoft Teams alert.
appse ai runs on your configured cycle and lists the inbound FTP SFTP location for new EDI files. Inbound purchase orders are under continuous watch, so nothing sits in the folder waiting for someone to remember to look.
appse ai filters the directory listing so only relevant EDI purchase order files continue. Unrelated files that share the same folder are left where they are rather than being pulled into the process.
Each identified file is downloaded so its purchase order content can be read and handled consistently. Every transaction goes through the same path regardless of which partner sent it.
appse ai puts the purchase order through EDI validation to confirm the transaction is structurally acceptable. This happens before anything is written, which is what keeps a malformed file from becoming a real order in Sage X3.
The validation outcome decides what happens next. Valid transactions continue to sales order creation, and invalid transactions move straight to the rejection response path without touching the ERP.
For a valid purchase order, appse ai uses the transaction data to create the corresponding sales order in Sage X3. The order that fulfilment sees is the one the partner sent, not a re-keyed version of it.
appse ai assembles the confirmation response carrying the outcome of the transaction and converts it into the required EDI 997 format. The acknowledgement is built from what actually happened rather than from a fixed template.
appse ai uploads the completed 997 to the configured outbound location. The trading partner receives a formal response to their purchase order inside the same run that processed it.
When validation fails, appse ai generates a rejection response instead of an order, uploads that 997, and raises a Microsoft Teams alert. The partner is answered and your team is told, rather than the file failing silently.
Take every inbound EDI 850 from the folder to a Sage X3 sales order and a filed 997, including the ones that fail.
01
Inbound EDI purchase orders move from the FTP SFTP folder into Sage X3 without anyone opening a file or keying an order.
02
The EDI 997 is generated and uploaded as part of the same run, so acknowledgement does not depend on a coordinator being at their desk.
03
Validation happens before sales order creation, so a structurally invalid purchase order never becomes a live order in Sage X3.
04
One consistent path runs detection, validation, order creation, acknowledgement and exception handling, which removes the hand-offs where mistakes happen.
05
Rejected transactions are identified automatically and carry a Microsoft Teams alert, giving the EDI or operations team a clear signal that something needs attention.
06
Scheduled file processing handles growing purchase order volume without a matching increase in manual coordination.
07
Failed transactions still receive a 997 rejection, so partners are never left waiting on a file that quietly went nowhere.
01
Inbound EDI purchase orders move from the FTP SFTP folder into Sage X3 without anyone opening a file or keying an order.
02
The EDI 997 is generated and uploaded as part of the same run, so acknowledgement does not depend on a coordinator being at their desk.
03
Validation happens before sales order creation, so a structurally invalid purchase order never becomes a live order in Sage X3.
04
One consistent path runs detection, validation, order creation, acknowledgement and exception handling, which removes the hand-offs where mistakes happen.
05
Rejected transactions are identified automatically and carry a Microsoft Teams alert, giving the EDI or operations team a clear signal that something needs attention.
06
Scheduled file processing handles growing purchase order volume without a matching increase in manual coordination.
07
Failed transactions still receive a 997 rejection, so partners are never left waiting on a file that quietly went nowhere.
Keep exploring
Every repetitive process between your ERP, CRM, and business apps has a template. Find yours, customize it, and go live today.
Customize the flow
Every trigger and action this template uses is available in the appse ai builder, so the same flow can be rebuilt with your own routing, thresholds and destinations.
Questions & answers
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