EDI Technical Overview
Overview
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.
Implementation
Each type of EDI data has different types of content that are required. Because of this each
different type of EDI file needs to be configured independently. Our implementation of all EDI files
is as automated as possible. The work that needs to be done on our side is to manage the exceptions.
The exceptions are the data that the system can not match or have variations.
Click here for EDI File Format Information
210 Files (Invoice Data)
210 files contain the carrier invoice data. This data replaces paper invoices being sent by the
carrier. We use this data to audit carrier charges and receive the payable invoices for payment. If
an AR invoice does not exist when receiving the payable invoice one will be created. So EDI can also
be used to create customer invoices.
214 Files (Transit Data)
214 files contain shipment tracking data. This data should replace transit manifests and phone
calls to carriers. The data can be used to automatically confirm pickups, update location, and
confirm deliveries. Any work that the EDI automates will be stamped into the shipment notes just
like a manual entry. When using 214 data it is very important to work with the carrier to make sure
they can provide the most accurate and timely data possible.
Implementation Process
- Initiate contact with the carrier and find the correct contact.
- Almost all carriers will have an EDI request form. Some of the questions are hard to answer because of the way they ask them. However, all the answers and any other information the carrier needs to get EDI setup is on the EDI File format page.
Click here for EDI File Format Information.
Again, ALL the answers to the carriers' questions are on that page. This is where we spend the most time implementing EDI.
- Try to get the carrier to implement the customizations that we have listed. If they implement the customization the load number will be returned with the EDI records and we will be able to have an exact match every time. This will save a lot of time.
- Once the carrier has all the information in progress they will ask for the FTP username and password. Give us the carrier name and SCAC code and we will get this set up. It usually takes us a day to return this information.
- We do not care if there is a testing phase. Carriers usually want to test first. When testing as soon as the carrier sends a file it should be available on the system. If it is not we can look for the file and find out why it failed or was not received.
- Have the carrier move the files into production.