How To Integrate With McLane

This guide can be used to configure an electronic integration with Crunchtime and this vendor. This information is based on the last known setup and requirements from the vendor.

Submit a new request to your CSM. This is a managed integration through our EDI service. There is no cost for the use of this service, however, there is a cost for the setup and testing.

Support contacts:

• EDI onboarding and EDI support: Valerie Robertson <Valerie.Robertson@mclaneco.com>, <edisupport@mclanefs.com>
• General Support: help@mclane.com (specify it is for McLane EDI support if sending to this address)
• SourceLink: SourceLink_File_Errors@mclaneco.com - used to get customer-specific data like order/delivery schedule, and if there is a question about an order. They are the only ones who can support questions after the order processes through EDI

Integration Points

• Purchase Order – EDI x12 850
• Confirm Receipt – EDI x12 855
• Confirm Terms - not available
• Invoice – EDI x12 810
• Bid Sheets – not available

Vendor Setup - Header

• Vendor Code – decided on by the customer
• McLane uses two different ERP systems. If your accounts are serviced by warehouses that use JDE and non-JDE (MBM warehouses), then you will need to create two McLane vendor records - 1 for JDE and 1 for non-JDE.

Vendor Setup – Location Details

• Account # - Chain # + account number (see chain #'s below)

Vendor Setup – Charge and Credit Codes

This is a list of common codes found on invoices:

• FREIGHT
• TAX
• MISC1
• MISC2

Vendor Bids

• Vendor Product Numbers are 6 digits and may have leading zeros
  • McLane uses two different ERP systems. If your accounts are serviced by a warehouse not using JDE, then the product numbers may not be 6 digits.
• Vendor Units are not validated in the order files by McLane so EDI Unit Codes do not need to be mapped in the Package Types screen

Other Considerations

• Order and Delivery Schedules should be configured per location. It's possible that orders could error on the McLane side if the order date and/or expected delivery date in the order are invalid.
• Crunchtime EDI services run differently than our standard integrations that utilize the Vendor Interface Guide file formats. The connection is made through Crunchtime Xchange and our EDI processor. Files are exchanged over an AS2 connection directly with McLane. There are some other differences to call out:
  • When you go live, all locations for the vendor record will need to go live at the same time. We cannot filter by location through EDI. Any order created and submitted for a vendor record setup to process through EDI, will be sent to our EDI system unless Do Not Transmit is selected on the order. McLane also enables all location's invoices at the same time. 
  • Orders cannot be resubmitted through Net-Chef and through EDI. If an order requires a resubmit, a Vendor Integrations specialist can resend the file.
  • If files fail to process through our EDI processor or Xchange, the file will not be able to be remediated or accessed by anyone other than Crunchtime support/Vendor Integrations specialist. Common reasons a file may fail are:

    • An Invoice file is resent for the same order #.

    • Different Invoice file sent for an order # where an invoice was already previously received

    • An order was created and submitted but canceled or reconciled manually. The Invoice that comes back to Crunchtime will fail based on the invalid order status.

    • The Account number in the invoice file is not mapped to a Location on the Vendor record or in McLane's system.

    • McLane’s logic for rounding is to round DOWN. So if the extended value on an invoice for an item goes out to 4 decimal places such as .2650, they will round down to .26. Crunchtime’s logic is to round logically so in that case, we round up to .27. EDI invoices could fail processing due to this difference between Invoice total and sum calculated total. 
• It is recommended not to enable the User Group control "Create Back Order during Reconcile".
• Order Guides have not been developed for the EDI integration. If you decide not to place orders in Crunchtime, you may use McLane's Sourcelink platform to order and download order guide information. If you decide to order from Crunchtime, the DCs can email you order guides - as Sourcelink will not be available. The frequency which order guides are emailed is set to every 28 days, by default, but the frequency can be changed. 
• Unfortunately, it’s not possible for a store to be set up for two different ordering systems (eg. Crunchtime and SourceLink portal). In the case that Crunchtime is down, the store is able to call in their order with McLane’s Order Gathering department, or email it to their distribution center.
• ​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​If an order is sent with invalid product #'s, McLane Sales will contact the store to clarify what the product is.
• Add-on orders should be called in, not submitted, as they may be seen as a duplicate order by McLane.
• Invoices will be sent the next day around 11 AM ET.

Chain #'s