EDI - Electronic Data Interchange

What is EDI?

EDI (Electronic Data Interchange) is a transport mechanism for different types of data. It is a tool that allows two separate computer systems to communicate in a format that both can interpret. EDI is primarily a set of rules regarding the content of files being sent to and from different computers. Usually the files are transferred over the internet using FTP (File Transfer Protocol)

Since EDI is only the transport mechanism it becomes very important to understand how the files are being used by both the sender and receiver. The sender of the EDI files is responsible for making sure the content of the files is current and usable. The receiver of the files is responsible for using the data in a timely manner.

How does EDI work?

Your carriers will send an EDI file to our server using FTP. Once we have received the files, our system will automatically scan for new files every 20 minutes. Once our software finds a new file it will translate it and post the data on to your BrokerWare site. During this process BrokerWare will also attempt to match the files to the appropriate loads.

How do I get EDI set up on my BrokerWare?

In order for us to set up EDI's you will need to do the following.

1. Contact your carrier rep, and inform them you want to set up EDI 210 & 214's. A few carriers have questionnaires, they require before setting up the channel. Just forward those forms to carriers@3plsystems.com , and we will fill in the appropriate blanks. Some times they will ask for a LOA from your customer before setting up the Tracking and invoice Data. Once we have finished filling in the technical questions we will send the form back to you to complete the section with your company information.

2. Make sure your carriers are listed in BrokerWare with the appropriate SCAC codes. Our EDI software matches the incoming files by the SCAC codes. If a SCAC code is wrong the system will not find the appropriate shipments.

3. Once the carriers have the paper work back, they have to process the information, and get their system programmed for the transmissions. It takes us about a day get the login and FTP account set up. They will use this account to send the files to. Some carriers can take up to a month, depending on the current backlog, to set up and start testing EDI's. If you have loads in transit with the carrier they will use existing information for testing purposes. Some carriers will not send out a test EDI if you have not had a shipment with them at that time.

How does My BrokerWare site use EDI?

We accept 210's and 214's from carriers.

210's are used in place of paper invoices from carriers. Meaning that if you choose to have this set up you can opt to have the carrier save paper and mailing expenses by using this transaction set to receive your bills from said carriers. A 210 record will only have invoicing for one load within it.

214's are shipment updates. Meaning that once a load has been picked up, the carrier will send a 214 stating that the load was picked up and is in transit at a specific time. These updates range from picked up, to delivered. Once an EDI has been matched to a load, the status of that load will update to the most current status. This way your staff will not have to manually update the load. A 214 file can have with in it several load updates for many different loads. These individual load updates are called records. You might receive 1 EDI 214 with 20 records within it.

When do I receive EDI updates?

Each carrier will send out EDI's at different times. Some carriers will only send out EDI's once a day and some might send them out 6 times a day. This varies on the carrier. The carrier may ask you how often you want to receive the EDI files.

How does BrokerWare match the EDI's to my loads?

While posting the information to BrokerWare our system will use the information in the file to match the update to the appropriate load. BrokerWare will first scan existing loads by SCAC codes. The incoming files have the sending carrier's SCAC embedded, and our system will only look for loads assigned to that same SCAC you have assigned in you BrokerWare Site.

Once it has found possible matches BrokerWare will narrow down the possible loads, by using the shipment information in the EDI, and what is listed on your loads. It will start by trying to match PRO #'s, then by shipper and consignee, and then load information such as weight, and pieces.

How do I manually match the EDI's to the appropriate loads?

If BrokerWare is unable to completely match all or any of the information the line will get flagged for manual matching. There are five different flag types.

• Partial - This means that only some parts of the information matches your loads (i.e., shipper and consignee are correct but the weight varies, this might be due to the carrier reweighing the shipment, and the weight you were quoted by your customer is off).
• None - BrokerWare was unable to find any loads under that carriers SCAC code that had any information in common with the received EDI.
• Exact - This is a complete match, all load information matched between the EDI and the load BW found to match it to.
• Varies (210's only) - This flag is used when the billed amount form the carrier differs from what the Tariffs in BrokerWare generated for the load.
• Manual - This is match that was done manually by someone searching for the shipments. The system will never automatically assign this status.

Depending on how you filter the incoming EDI's will determine where you need to go to match them. From the BrokerWare Home Page you have the option to view EDI's by Carrier, by Type (210 or 214) or by the order in which they come in. Once you chose a filtering option you will need to click on the Flag Type to open the EDI info popup.

If the file was a partial match the popup will highlight the fields in which the information varies. Our system only matches files if everything is an exact match. If the spelling of the street in which the load is delivered to differs our BrokerWare will require you to match the file manually.

If there was no Match you will need to click on the "Click to Search" link in the pop up. This will direct you to BrokerWare's Search loads page, with the EDI information already entered. All you have to do is click on the boxes next to the fields you want to search by, and BrokerWare will display your loads with the information.

If you are unable to find any loads matching the EDI line you might need to create a load. This happen when a customer has a regular scheduled pickup, and might have sent the Carrier a load without booking with you first.

How do I create a load from an EDI?

There have been times where a customer with a regular pickup might have handed a load to a carrier with out booking it thorough BrokerWare first. There is a link on the EDI Popup called "Click to Create Shipment". Using this link you can create a load in your system using the supplied information from the EDI. Once you use this link you will be asked to pick a customer. From there you will need to run LCR on the load to ensure you charge your customer the appropriate amount, you will also need to complete the missing information for the load, like the class and commodity details.

Can I send EDI's to my customers?

It is possible to send 210 invoices and 214 tracking data to customers but requires some customization for each customer. We also have XML Integration tools to help your customers track their shipments.

How come I don't see any EDI files?

If you click on your EDI links and see "0" files, this means that there are no open files. This is a good thing. You want to have all of your EDI files to be matched and closed out. Once a file has been matched to a load it gets closed. You can change the drop down box to "All Files", and see the total amount of files you have received. There is nothing wrong with your EDI's in fact they are working efficiently.