Zero Samples PDF Onboarding Process

Jessica Boere
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Internal instructions for the PDF2EDI team | August 2026

Quick links:

Overview

  1. EDI Manager assigns the PDF project to an EDI Admin analyst within 2 business days and sets the project status to "OK"
  2. EDI Admin analyst completes the Initial Contact Milestone within 2 business days of the project being assigned.
  3. Confirm file format is set to "PDF-AI"
  4. Complete EDI Initial Contact & Set Up milestone - set up customer in configurator, Marketplace Admin, set the relationship to Production.
  5. Fill in required email addresses into Salesforce
  6. Complete Certification Letter milestone from Template folder
    1. By default we provide them a +LBMXID email address to send to
  7. Supplier sends first PDF
    1. First PDF is identified in Doc Manager by a “PDF Count” column. Analysts prioritize 0 Count documents as well as oldest PDFs.
    2. API connection between Configurator and Salesforce that will automatically update the Testing milestone on active PDF invoice projects
  8. Analyst completes the production milestone
  9. Group In Review project status- set to this status 7 days after certification email is sent, put project back to group in review with the Group In Review note

AI PDF Initial Contact Milestone

Follow these steps to complete the Initial Contact Milestone

Setup customer in configurator

Step 1: Look for the supplier in configurator and navigate to the Sender tab. If they do not exist, follow our guide to add a new customer.

Step 2: Click on Inbound Map Information and locate the supplier Directory.

Step 3: Navigate to the customer’s directory and copy paste the “AIPDF” folder from E:\TradingPartners (with arc, check, and error subfolders) to the customers “\out” directory for the supplier folder.

  • The blank AIPDF folder and subfolders has been added to \TradingPartners on both test and live. You can copy the folder from here to paste in the customer's \out folder.

  • Future enhancement, create an AIPDF folder by default

Step 4: In Configurator on the Inbound Map Information tab

  • Set the Map Name to “AI_PDF_JSON_810_In (search the map list for “JSON” to quickly find it)
  • Add the AI PDF directory with the path set in the previous step
  • Set the AI PDF Testing: PDF Count to 0
  • Leave the sender’s email address field empty
    • By default we provide them a +LBMXID email address to send to
    • If they send from a non-unique domain (netsuite.com, billtrust.com, truecommerce.com, etc.) they cannot have a sender email address saved. Instead have them send invoices to the group by adding +LBMXID to the email, for example: invoices.lmc+901234@lbmx.com. Modify their profile name to have "(plus sender)" in the name. This is to ensure all of their invoices are correctly received by us and do not end up as a file error.

Step 5: Click on AI Notes and paste the following basic AI Notes below into the text box. These are generic AI Notes to get the AI tool started; it can be updated based on supplier layout later.

//This is Header Level Instructions//

 

//This is Line Level Instructions//

 

//This is Total, SAC, Tax Level Instructions//

Note: The Header, Line, and Total logic can be changed based on supplier requirements and pdf format.

Step 6:  On “Main” under Sender, Confirm on Salesforce what connection Type needs to be used and set accordingly. Email Trans Type is required when suppliers are sending using the +LBMXID email address.

Step 7:  Update the Relationships tab and complete the following

i. From the list of relationships between the supplier and the member, select the 810-document type.
ii. Set Usage to Production.
iii. Ensure Generate PDF is selected.
iv. Confirm Relationship Type Shows Supplier to Member (this is usually already set).

Step 8: Set up the Supplier number cross reference.

Go to Maintenance -> Supplier Number Map

Fill in the details:
Sender LBMX ID: Supplier LBMX ID
Receiver LBMX ID: Group LBMX ID
Owner LBMX ID: Supplier LBMX ID

Sender Supplier Number: Supplier LBMX ID
Receiver Supplier Number: Supplier Group Number (Find in Salesforce under supplier number)

When setting up the supplier number cross reference, please check Export Enabled 810

  • The Configurator Setup is now complete!

    Complete the other standard initial contact steps

    Marketplace Setup

    Step 1: Follow these steps to complete the Marketplace configuration for the supplier.

    Navigate to Marketplace Administrator

    Go to Marketplace Administrator and search for the supplier account.

    Verify that all required supplier information is present and accurate.
    If any information is missing or incorrect, update it before proceeding.

Step 2: Navigate to the Products tab for the supplier.

  • Ensure that group permissions are set correctly for the associated group(s) so the supplier’s products are accessible.

Step 3: Navigate to the Users tab and search for the supplier.

  • On the right side, review the existing user information.

    • If user information exists, proceed to the next step.
    • If no user information is present:
      • Go to Salesforce.
      • Locate the supplier’s user details.
      • Return to Marketplace Administrator.
      • Enter the user details under Main Info.
      • Click Add to save the user.

Step 4: Select the newly added or existing user.

  • Navigate to the Permissions tab.

    Assign permissions for the associated group(s).

    Click Update to apply the changes.

  • Marketplace setup is now complete!

PDF2EDI Projects: New Fields and How to Use Them

Add the emails to the following fields in Salesforce.

What changed

Three new fields now support PDF2EDI projects. Two of them, PDF From Address and PDF To Address, sit at the bottom of the Information section on every Group Seller EDI Project with the PDF2EDI record type. The third, PDF2EDI Error Contact, sits on the Group Seller record.

All three must be in place before a PDF2EDI project can be marked complete. The sections below explain what each field is for, who fills it in, and how.

1. PDF From Address

What it is: the email address(es) the supplier will send their PDF documents from. Our system uses this to recognize and accept the supplier's incoming PDFs.

How it works: this field fills in automatically. You do not type into it. It lists every contact on the supplier's account that has the contact type PDF Sender.

To populate it:

  1. Open the supplier's Account and go to their contacts.
  2. Add (or edit) the contact who will be sending the PDFs and set their contact type to PDF Sender.
  3. Return to the PDF2EDI project. The PDF From Address field now shows that contact. If more than one contact has the PDF Sender type, all of them are listed.

Multiple or unknown sender addresses: if the supplier will send from several email accounts, do not add every address. Instead, create one contact using the pattern domain@domain.com (for example, if LBMX were the supplier, lbmx@lbmx.com). This signals the EDI analyst to set up the whole domain (in the example, anything from @lbmx.com) rather than individual addresses.

Supply Cloud projects: for PDF2EDI projects on Supply Cloud, the Supply Cloud team will complete this setup.

Before completion: the project cannot be completed until the account has at least one PDF Sender contact configured.

2. PDF To Address

What it is: the email address the supplier must send their PDF documents to, in other words our receiving inbox for this project.

How it works: this field is entered manually for now. Automation based on a formula is planned for a later date.

To populate it:

  1. Open the PDF2EDI project and go to the bottom of the Information section.
  2. Type the receiving email address into PDF To Address.
  3. Double check the address before saving; this is the address we give the supplier, so a typo here means their documents go nowhere.

Before completion: the project cannot be completed until this field is populated.

3. PDF2EDI Error Contact

What it is: the person at the supplier we contact when a PDF fails to process. It lives on the Group Seller record and replaces the old Rebate Contact field, which is no longer in use since we are not currently pursuing rebates.

To populate it:

  1. Open the Group Seller record.
  2. Select the contact who should receive error notifications for PDF2EDI documents.
  3. Search the contact who will actually act on a failed document, typically the person managing the supplier's invoicing or the PDF Sender themselves.

Supply Cloud projects: for PDF2EDI projects on Supply Cloud, the Supply Cloud team will populate this field. 

Before completion: the PDF2EDI project cannot be completed until this field is populated on the Group Seller record.

Quick checklist before completing a PDF2EDI project

Check Where
At least one contact on the account has contact type PDF Sender (or a domain@domain.com contact for multiple senders) Supplier Account contacts
PDF From Address shows the correct sender(s) PDF2EDI project, Information section
PDF To Address is filled in and verified PDF2EDI project, Information section
PDF2EDI Error Contact is selected Group Seller record


Complete Certification Milestone

Complete the Certification Milestone

Send the AI PDF 1.0 - Let's get Started! email - L:\Support\Email Templates\Streamlined Templates

Leave the Testing and Production milestones not completed.

 

AI PDF Testing - Configurator to Salesforce API Automation

Overview

The Configurator-to-Salesforce API automatically updates the Testing milestone on PDF invoice projects when the first PDF is successfully accepted in Doc Manager

How it works

When the first PDF for a customer is accepted in Doc Manager, the Testing Complete checkbox is triggered in Configurator. This new API will then:

  • Use the Salesforce Account ID linked to the customer profile in Configurator
  • Find all Salesforce projects linked to that customer
  • Mark the Testing milestone as complete on each project
  • Display an immediate notification in Doc Manager confirming whether the update was successful

This functionality will apply immediately to all PDF invoice projects, including both new projects and projects already in progress.

Successful update notification:

What This Changes

You should no longer need to find the customer’s Salesforce project and manually mark the Testing milestone as complete.

This will help keep Production and Salesforce synchronized, particularly when:

  • Another analyst accepts a PDF for a project assigned to you
  • A project is ready for Production but has not yet been updated in Salesforce
  • You are monitoring several customers that are waiting for their first approved file

Important Notes

  • Only the Testing milestone is updated automatically.
  • Projects are not automatically completed in Salesforce.
  • The Salesforce Account ID must still be configured correctly in Configurator. 

If an error appears

You may receive a notification stating that the account, project, or milestone could not be found or updated.

Error notification:

  1. Confirm that the correct Salesforce Account ID is linked to the customer profile in Configurator.

  1. Confirm that the project exists in Salesforce and is set up correctly.
  2. If everything looks correct, manually mark the Testing milestone as complete in Salesforce.
  3. Message me with details if the issue continues or if the update appears incorrect.

The PDF itself will continue processing as usual. The error only means that the Salesforce update was unsuccessful.

As a reminder, adding the Salesforce Account ID in Configurator remains part of the existing project setup process.

Testing Complete

Once the supplier has sent an invoice and it has been reviewed and approved, the Testing milestone is completed in Salesforce. The analyst Salesforce Dashboard will now be updated with this project under the Production Ready report. 

Analyst can now complete the Production milestone.

Salesforce will still report Production Ready if the project is set to Group In Review in your dashboard. Update the Project Status to OK and complete the rest of the milestones.

Group In Review

After sending out the Certification, if PDF Invoices have not been sent in 7 days after the completion of the Certification milestone, set the project back to Group In Review and assign the "No PDF transactions have been reviewed since certification" note in the Group In Review Notes field and click Save.

An email to the Group EDI Contacts, PM and analyst assigned to the project will be automatically sent. 

Future enhancement - Salesforce automatically changes status to Group In Review after 7 days.

Links

AI PDF Validation Cheat Sheet

Supply Cloud Distributor for PDF to EDI

Unique Email Address

 

 

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