In the modern business landscape, efficiency, visibility, and control are critical for sustainable growth. That’s where Sage 100, a robust Enterprise Resource Planning (ERP) solution, steps in. Designed specifically for small to mid-sized businesses, Sage 100 offers an integrated platform that combines core business processes—finance, inventory, sales, manufacturing, and more—into a single powerful solution.

What is Sage 100?

Sage 100 is a flexible, modular ERP solution that enables businesses to manage their accounting, operations, and distribution with ease. Formerly known as MAS 90 and MAS 200, Sage 100 is built to grow alongside your business—providing scalable tools that evolve with your operational needs.

Whether you’re in manufacturing, distribution, or professional services, Sage 100 allows you to automate key processes, gain real-time insights, and streamline day-to-day tasks with confidence.

Key Features of Sage 100

✅ Comprehensive Financial Management

✅ Inventory and Distribution Optimization

✅ Manufacturing Management

✅ Customizable and Modular

✅ Built-in Security and Compliance

✅ Cloud-Connected Capabilities

Purpose of the Sage 100 Procedure

The objective of this procedure is to streamline and automate the processing of Amazon purchase orders (POs) within Sage 100 using EDI (Electronic Data Interchange). This includes:

• Seamless import of Amazon POs into Sage 100 via EDI
• Validation and correction of order-related discrepancies (e.g., missing items, invalid ship-to addresses)
• Creation of accurate Sales Orders in alignment with Amazon’s requests
• Generation and transmission of 855 PO Acknowledgments back to Amazon
• Ensuring synchronized, actionable, and error-free order data before fulfillment begins

This structured process not only boosts operational efficiency but also reduces fulfillment errors, improves Amazon scorecard performance, and strengthens compliance with Amazon’s stringent SLA requirements.

Step-by-Step Process

1. Confirm and Download POs from Vendor Central

• Log in to Amazon Vendor Central
• Click on “Confirm Purchase Orders”
• Download the PO data using “Export data for your records”
• Save the Excel file for later use and reporting

2. Receiving Inbound EDI Orders from Amazon

The first phase begins with launching the MAPADOC module within Sage 100 to receive inbound EDI orders. These EDI 850 documents represent Amazon’s purchase orders.

Result: Raw PO data is imported into Sage 100’s sales order system. This is the foundational step that transitions Amazon orders into internal workflow.

3. Exception Handling and Validation

Once the orders are pulled in, Sage triggers a series of validation windows. These include exception reports and order previews. Here, the system checks for errors—such as missing item codes or invalid ship-to addresses.

Result: Ensures data integrity before orders enter the system. Errors are caught early, preventing downstream issues during order fulfillment.

4. Sales Order Creation

After validation, the Sales Order Creation module converts the clean PO data into actual sales orders in Sage 100. The user confirms that the number of created sales orders matches what was imported from Vendor Central.

Result: Amazon’s POs are now live in Sage 100, ready for allocation, batching, and fulfillment.

5. Wave Batch Allocation for Fulfillment

Once sales orders are live, the team creates a wave batch based on the order’s shipping end date. Orders are filtered, allocated, and flagged based on inventory availability.

Result: Prioritizes orders for picking and packing, highlights fulfillment gaps (i.e., stock-outs), and sets the stage for clean outbound communication.

6. Handling Partial and Problem Orders

For orders that cannot be fulfilled 100%—due to inventory issues—the user reviews and updates item lines with appropriate acknowledgment codes:

• IA for in stock
• IQ for quantity change
• IR for out of stock
• R3 for discontinued

This manual intervention is essential for compliance with Amazon’s expectation for transparency and proactivity.

Result: Sales orders reflect real-world fulfillment capability, and acknowledgement codes communicate this clearly to Amazon.

7. Sending PO Acknowledgements via EDI 855

Once orders are finalized and acknowledgment codes are updated, the user sends an EDI 855 PO Acknowledgment back to Amazon. This confirms the acceptance, rejection, or adjustment of the original PO.

Result: Closes the communication loop with Amazon, ensuring both parties have aligned expectations.

8. Final Clean-up and Compliance Checks

After the 855 is sent, the team reviews IR-tagged items (i.e., out-of-stock) to determine whether any should remain on the order or be canceled. Special categories are flagged for manual review or exceptions.

Result: Maintains inventory and order accuracy while protecting priority products and business-critical SKUs from accidental deletions.

Why This Matters

This Sage 100 procedure transforms complex, high-volume PO data from Amazon into structured, actionable tasks within the ERP. By ensuring:
• Proper error handling,
• Inventory-based decisions,
• Transparent communication back to Amazon,
• And accurate sales order creation,
The process builds a bridge between eCommerce demand and warehouse execution. It mitigates financial risk, maintains vendor compliance, and ensures the business operates with real-time, accurate data.

StaffCloud has hands-on expertise in working with Sage 100 for business operations, financials, and reporting. Whether you’re just getting started or need support configuring modules, we’re here to help. If you’ve got any questions or need some extra assistance, feel free to hit us up at support@staffcloud.net OR just submit your requirements here. We’ve got you covered!