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How EDI can reduce your operating costs
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Lowering transactions costs and drop ship rates
Integrating with your business systems and shipping solutions
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What is EDI (Electronic Data Interchange)?

Definition of EDI

EDI stands for electronic data interchange and is defined as computer-to-computer exchange of business information in a standard and structured format. Organizations are moving to electronic data interchange to streamline and improve operational efficiency of business processes and communications by exchanging data electronically.

Electronic data interchange allows for:

The automated flow of business information between organizations
Integrated information flows into and out of respective business systems
Common “language” among different computer systems and data format
Data in a standard and structured format is translated into information that is understood by different systems used by organizations

Why EDI?

Businesses adopt EDI to enhance efficiency, improve communication and accuracy of data exchanged, strengthen partnerships, and drive down costs. EDI eliminates the need to re-key information, reduces error-prone data entry and speeds up the process of exchanging business documents with customers and other trading partners. As seen in the following example, common EDI transactions such as (EDI 850) Purchase Order and (EDI 810) Invoice, EDI simplifies and streamlines the entire transaction process.

Order process without EDI

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Order process with EDI

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How does EDI work?

EDI optimizes workflow by replacing previous order processes such as mail, fax or email and electronically exchanges documents between two companies with different business systems. A translator will convert the business application data between the sender and receiver, such as trading partners. Trading partners is referred to two separate organizations, for example buyer and supplier or OEM and manufacturer. The order processing life cycle is shortened significantly.

What is the EDI Process?

EDI Document preparation: Generate the electronic file to be sent. Document preparation varies based on how each business generates the data, refer below to types of EDI software.

EDI Translation: With the use of an EDI solution, the data is translated to or from an EDI file in a standard and structured format. The common “language” among different computer systems and data format is translated into information that is understood by different business systems.

Transmitting EDI documents: Once the data has been translated to an EDI format, the EDI document is ready to be transmitted to your trading partner. There are different methods of communication to send/receive data.

EDI Process Infographic: For Buyers & Suppliers

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Infographic detailing the EDI Process for Buyers and Suppliers

The most common communication methods include:

AS2 which specifies how to connect, deliver, validate and acknowledge data, and creates an envelope for a message which is the sent securely over the internet. An implementation of AS2 involves two machines, a client and a server, communicating with each other over the internet using HTTP/HTTPS protocol.
SFTP is a secure file transfer protocol that provides file transfer and manipulation functionality over any reliable data stream.
VAN, value added network, is a third-party network that acts as an intermediary between trading partners, an is responsible for routing, storing and delivering EDI messages.
HTTP/HTTPS is a communications protocol used to transfer information on intranets and the world wide web.
Direct EDI (Point-to-Point EDI) allows for companies to connect to business partners through various communication methods (including AS2, SFTP, VAN, HTTP/HTTPS). Direct EDI is most often seen in large corporations such as retailers, OEMs or hospitals, that have numerous business partners and exchange a high volume of EDI documents.

Benefits of EDI

Labor minimizes data entry

Cost Savings eliminates expense of manual steps

Inventory reduces lead time on orders

Communication improves efficiency of communication and relationship with partners

Improve the order to cash cycle

Quicker exchange of business information

Accuracy eliminates errors and submission of inaccurate data

Efficiency integrated electronic data interchange makes the order processing more efficient and streamline

Types of EDI Software

EDI Outsourcing (also known as B2B outsourcing and EDI data management solutions), is designed to enable companies to communicate business data electronically. Outsourcing EDI allows your company to focus on your business while a team of EDI specialists manage your EDI environment. A few outsourcing EDI software options include: WebEDI (web EDI), EDI VAN, Mobile EDI.

WebEDI (also known as Web EDI or web-based EDI), provides EDI communication through an internet browser. WebEDi is a simple, affordable, easy-to-use solution for companies to connect, manage EDI documents and process EDI transactions. Learn more about DataTrans WebEDI.

EDI VAN, value added network (VAN), is a third-party network provider that is solely responsible for routing, storing and delivering EDI messages to and from the sender/receiver. Learn more about DataTrans VAN solutions.

Mobile EDI provides user access to WebEDI via mobile device with basic/limited EDI functions like other software applications/mobile apps.

EDI Standards

ANSI ASC X12 is the official designation of the U.S. national standard body for the development and maintenance of EDI standards. The most widely used standard for EDI in the United States and much of North America.

EDIFACT, known as Electronic Data Interchange for Administration, Commerce and Transport, is the international EDI standard developed under the United Nations. The EDIFACT standard provides messages which allow multi-country and multi-industry exchange.

HIPAA (Health Insurance Portability and Accountability Act) is a subset of X12 with healthcare specific requirements. Part of the HIPAA initiative seeks to establish standardized mechanisms for electronic data interchange (EDI), security, and confidentiality of all healthcare-related data.

Tradacoms is an EDI standard introduced and implemented for the UK retail sector. Tradacoms was introduced in the early 1980s and is maintained by the UK Article Numbering Association now known as GS1 UK.

Learn more about common transactions and definitions

EDI Transactions

EDI Terminology

The simple solution to make everyone EDI capable

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All-in-One Cloud Solution

DataTrans reliable cloud-based infrastructure provides maximum up-time so that your solution is always available to access. WebEDI requires no special software or computer knowledge. The only requirements to use WebEDI is to have access to the internet. Thus, you can become EDI capable quickly with minimal cost and very little training. DataTrans WebEDI allows users to manage all of their activity and transactions from one simple, easy to use webpage. If you can use email, you can use WebEDI. How does WebEDI work? Simple, view our video & get started today.

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Integrated EDI

The benefits of EDI are fully realized when integrating EDI with your business processes. Seamless integration with your ERP, WMS, MRP, EMR or TMS allows for a completely automated EDI environment. Our integrated solution is great for companies requiring a more robust, automated, cost-effective and fully integrated solution.

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