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Worldwide EDI
Interchange EDI documents with all your trading partners

 

Electronic Data Interchange

How it Works

In a traditional process based on manual information management, a typical document exchange schema would look something like this:

edi document Buying department issues a purchase order
fax  The purchase order is forwarded to the supplier by fax or mail.
edi document Supplier receives the purchase order, opens it, reads it and records it in the IT system again.
edi document Supplier issues the invoice, printed out and sends it to the client by fax, e-mail or postal service
edi document Client receives the invoice, opens it, reads it and enters it in their Accounts Payable management system manually

 EDI systems implement computer-to-computer solutions that enable the information management models to exchange data directly with each other, doing away with many of the tasks required in the manual process while streamlining the process and enhancing security.

electronic data interchange

This simplified process is explained in a series of steps detailed in the following points:

 DATA PREPARATION

 The issuer’s ERP must generate a data structure containing all the information needed to issue the EDI document to be sent. Preparing these data can be done using different systems:

  • By screens or forms implemented in the EDI software: This involves manually recording the data that the EDI message must contain.
  • Exporting data from the ERP: The most widely used method, whereby the ERP must be ready to issue .csv and .txt files, among others, with the data to be transferred to the EDI software for transformation and forwarding.
  • Direct integration with the ERP: Involves directly connecting the EDI software to the management system, which invokes specific applications and processes to extract the information that the EDI messages to be sent will contain directly from the ERP databases.
  DATA TRANSFORMATION INTO EDI STANDARD

Once the message data are in the issuer’s EDI software, they can proceed with transformation into the EDI standard agreed with the recipient. This transformation involves the implementation of validation systems to ensure that all necessary information to build the message is there, including additional processes such as digital signature for the issuance of documents that may require it, such as e-invoices in certain countries.

  EDI MESSAGE SENDING

The fully formed EDI document is sent to the recipient via the communication system agreed. The EDI software recognizes the recipient and automatically forwards the message, using point-to-point systems such as AS2, OFTP2, ftps, HTTPS Web Services, or through private services such as VANs or Private Added Networks.

   DATA RECEPTION

Once the message is received by the recipient’s EDI software, the process is reversed. This way, the recipient’s EDI solution proceeds to validate the message and transform it into a data structure that can be processed by the ERP, integrating it into the internal IT system.

Key Benefits

  • No paper involved
  • Enhanced information processing
  • Cutting down processing and storage costs
  • Fewer errors
  • Automation of operations
  • Quicker response times
  • Integration of procedures between all trading partners

News

01/03/2019

EDICOM will participate at FORUM 2019 organized by GS1 Belgium & Luxembourg

This event, that will take place in Brussels on March 12, will focus on the challenges of standardization posed by electronic invoicing and data synchronization