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Electronic Data Interchange (EDI)
What exactly is Electronic Data Interchange (EDI)?
It’s how companies communicate and share documents with each other in the modern world (business-to-business). EDI automates communication and business workflows- resulting in streamlined processes for your company.
Electronic Data Interchange allows for processing bulk amounts of transactions very quickly. In the digital age, nearly every company in any industry needs a reliable EDI platform.
Ideally, Electronic Data Interchange
- saves companies man-hours and money
- practically eliminates the time it takes to share information, and
- results in greater security and fewer errors overall.
EDI codes for Order-to-Cash
Order-to-Cash (OTC or O2C) is your company’s end-to-end order processing system. From the moment a customer places an order until well after delivery, EDI codes are going rapid-fire.
These transactions clear the way for a smooth customer experience, a mistake-free shipping process, and real-time communication between all parties.
8 of the most common Electric Data Interchange transaction codes for the Order-to-Cash process are:
(Note: for a complete list of transaction codes, visit https://www.edistaffing.com/resources/edi-transaction-glossary/#supplychain)
1. EDI 840 – Request for Quotation
EDI 840 is a transaction used by buyers asking for information from a potential trading partner. Getting quotes this way makes it clear which potential partner(s) are the best fit for the buyer.
In EDI 840, buyers share buyer identification information, and ask for a description of goods/services, prices and terms, delivery schedules and expectations, as well as a deadline for the quote.
EDI 840 makes it possible to request several quotes from potential partners almost effortlessly. All documents are shared electronically, cutting out the possibility of human error. Additionally, sending bids via encrypted EDI transactions is more secure than phone calls, faxes, or typical emails.
2. EDI 843 – Response to Request for Quotation
EDI 843 is a document sent as an answer to EDI 840. Sellers and suppliers deliver all information requested by the buyer about their goods and services.
Since it’s a response to EDI 840, this EDI transaction includes seller details, product description and pricing, delivery expectations, and any information relating to services rendered.
Much like EDI 840, EDI 843 benefits all parties by providing security and accuracy in a highly convenient way! By sending encrypted documents, trading partners have the advantage of crystal-clear communication, with records of all bids made.
3. EDI 850 – Purchase Order
EDI 850 contains all relevant details about a purchase order. In most cases, this transaction set (the first step in the ordering process) is usually sent to a vendor.
Conveniently, EDI 850 can have details for a single order, recurring orders, or a changed order. As an electronic purchase order, EDI 850 outlines the Purchase Order number, order date, and vendor details. Also included are the shipping and delivery details, pricing and billing information, item descriptions and identifiers, and payment terms.
When using an EDI, all communications are secure against outside threats. In addition to this added layer of security, EDI transactions streamline operations between partners, sharing and updating information almost instantly.
4. EDI 855 – Acknowledgement
EDI 855 is a document typically sent in response to EDI 850 (perhaps in conjunction with EDI 997). A seller responds to a buyer’s purchase order to trigger the forward motion of the order processing workflow.
The EDI 855 transaction set includes extremely detailed information for new orders. These details outline the EDI 850, seller’s vendor number, and any changes in the order or errors that need to be noted.
Some key perks of EDI 855 are the security that comes from encrypted communication, real-time updates for all parties, and seamless transactions. All parties benefit from near-instant updates regarding order changes.
5. EDI 856 – Advance Shipping Notice
EDI 856 is a transaction set most often used by sellers and distributors, as well as manufacturers and retailers. This EDI document notifies the shipment receiver before a shipment arrives at the store or distribution center.
Information in EDI 856 includes the shipment number, shipping date (and delivery date), tracking details, and product details. These product details outline item details and numbers, packaging details, and UCC 128/G21 numbers.
In addition to reducing time spent manually inputting shipping details into individual formats for each trading partner, using EDI 856 also provides all parties with real time updates regarding approaching deliveries.
6. EDI 810 – Invoice
EDI 810 is a document sent to a buyer from a seller. Just like all invoices, sellers send EDI 810 to notify buyers of the balance due and ask for payment. This invoice can also be used for several order types across industries.
As an invoice, EDI 810 includes the invoice number and date, order details, all charges and the total balance due. It may also include payment methods accepted, payment terms, and possibly tax details.
Like other EDI documents, EDI 810 ensures data security, and nearly-instant communication without errors. As a bonus, sending an electronic invoice may result in sellers getting paid faster.
7. EDI 820 – Payment Order/Remittance Advice
EDI 820 shares payment information between buyers and sellers. This document is most often a reply to EDI 810 or 850 to either confirm the terms or make changes to the terms.
This EDI transaction set shares information such as buyer and seller details, invoice number or PO number, the amount that is being charged, pertinent banking details, and payment tracking information.
While EDI 820 provides users with the typical advantages of EDI transactions (data security, accurate and speedy communication, real-time updates, etc.), there is also the added benefit of an automated order process. When all parties are able to fully automate their ordering process, OTC moves much quicker and companies can handle a larger scale of trade.
8. EDI 860 – Purchase Order Change Request
EDI 860 is an EDI document sent to a seller from a buyer regarding changes to EDI 850.
Information included in EDI 860 outlines the PO number, buyer/seller details, and product descriptions. Additionally, EDI 860 includes changes in price, changes in product quantity or type, changes for an expected delivery date, and a brief explanation for all of these changes.
By using EDI 860, communications between trading partners happen almost instantly. When all parties are aware of updates in shipments, trade is streamlined with less hiccups in the whole process. And as usual, all communication is more secure than with other communication methods.
9. Bonus Code!
If you didn’t see the transaction type your company needs for your Order-to-Cash Process, good news!
It’s possible for you to work with an integration platform to customize your own transaction type specific to your system, needs, and trading partners.
CINTAP CLOUD AND EDI
CINTAP Cloud as an Integration Solution for Order-to-Cash
CINTAP Cloud users don’t have to be limited to a rigid set of transaction types.
No matter your industry, CINTAP is dedicated to walking each customer through solutions to every problem. And naturally, this includes creating customized transaction types for you, so you can get back the time and resources your company needs!
As an integration platform, CINTAP streamlines EDI and business workflows. With CINTAP Cloud you can:
- accelerate your integration projects
- eliminate any redundancies
- simplify complex processes
- and provide real-time insights, so you (and your partners) have better tracking and visibility.
All this while also offering huge savings compared to other providers in the iPaaS industry!
Start optimizing today:
Get CINTAP Cloud as your solution for Order-to-Cash!
Author – Carissa Getscher