EDI Implementation Requirements

This document will outline what you need to do to prepare for an EDI implementation. The information that you will need to gather will be used in the implementation training session. Our goal when doing training will  be to prepare you so that you will be able to handle the many tasks involved in setting up a new partner relationship, handling the mapping issues, dealing with communications, etc.

Documentation that you will need from your partner:

The partners that you will be trading with will have prepared their own guidelines listing their particular adaptation of the EDI standard. Typically it will show which transaction sets they will be trading, the segments that they will be using, and the values for certain elements. They will also provide the addressing information to you in this document. You will need to get this information from your partner if you don't already have it, and might need to get an updated version if your partner is changing their X12 standards. (These days many partners are switching to 4010 to take advantage of the 8 digit date format).

Determine which Value Added Network (VAN) you will be using:

If you are new to EDI, we recommend you talk to Ordernet. We have had good experience with them as a VAN. If you already have a VAN please let us know who it is. Currently we support Ordernet, GEIS, IBM/Advantis, Harbinger, GM, Ford, and Chrysler.

You will also need to purchase a copy of CLEO. CLEO is a communications package designed to work in a UNIX environment. To determine pricing on CLEO please provide us with your machine model number and operating system level.

EDI Documents

Prepare a spreadsheet listing the partners you will be trading with and the documents they will be trading. Use I for inbound,  O for outbound, and NA for not applicable in the spreadsheet. For example:

Partner 810 850 852 856 864
Partner 1 O I I O NA
Partner 2 O I NA NA NA

Please send us a copy of this spreadsheet.

Purchase Order (850) issues:

If your partner will be sending you purchase orders via EDI then you must determine the following:

  1. How your partner will identify themselves to you for shipping purchases. For example, if you are dealing with a partner with multiple ship to locations or stores then you must determine the relationship between their store number and your internal customer number. If your partners store number is 100 and your customer number is G87887 then you will need to set up a cross reference table within the EDI module that will tell the software this relationship. Typically the ship-to customer number or store number will be sent to you within the N1 segment.

  2. How your partner will identify item numbers to you. Will they be sending you a number that will make sense to you? Will it be your item number, a UPC code, their item number? If you determine that the item number that they will be sending is not a number that you track then you need to set up a cross reference file to determine the proper item number.

In both of the above cases please consult with us to determine the best solution.

Advance Ship Notice (856) issues:

Please consult with us regarding this document. There are many issues associated with its proper implementation and they must be addressed prior to any attempt to use the document. Once we determine the type of 856 you will be using we will be able to best advise you about the path needed to implement it.