When you start working with EDI for the first time, it won’t be long before you ask, “Hey, what language is this stuff in?” You’ll be facing numbers and names and you’ll feel, well, a little light on the lingo.
It’s true that EDI (Electronic Data Interchange) has all kinds of unique terms, and it can be more than a little overwhelming at the outset. Just remember that every number also has a name that indicates the purpose of the document.
Let’s break down the forms you will see and handle — in a virtual, electronic way. While every retailer is different and requirements vary, these are the documents that are most common.
Retail Trading Partners to Suppliers
These are the final routing instructions, sent to the supplier. Some major retailers — JC Penney and Amazon are two examples — will use this form to communicate final routing information for purchase orders, purchase order overrides, and shipment authorizations. Unique to our Lingo software, our system automatically transfers final routing instructions from the 754 to the 856 (ASN or Advance Shipment Notice).
Sent by retailers to suppliers to update credit or debit status and keep accounts current.
Sent to suppliers when new locations are added or existing stores move to new addresses. It is also used to provide a complete directory of stores and shipping facilities.
Good news! You’re getting paid. The 820 is the Payment Order/Remittance Advice document, and will tell you how much money you can expect and for which invoice.
Used primarily by retailers to provide forecasts — ie. we think we’ll need 1000 units in Store X in six months — the 830 helps eliminate supply chain surprises.
The 850 is a big one — it’s the Purchase Order. In other words, it’s the electronic document that gets the ball rolling. It means you have a sale — hooray for sales — and a seller wants your product or products. The 875 is simply a purchase order format preferred by grocery stores.
This is the Product Activity Data form, meaning it provides — wait for it — product activity data from the retailer. It is typically optional — not mandatory— and includes numbers like inventory levels and sales rates that will indicate how your product is moving.
Sent when the retailer wants to revise the original Purchase Order.
A function of EDI that works like a text message, except it is strictly an inbound document and travels one way — retailer to supplier. It is often used for updates like new store openings or to quickly inform vendors about document errors.
A document that is sent automatically, letting the supplier know an EDI transaction, or a group of EDI transactions, was received. You may consider it redundant, like wearing a belt with suspenders, but EDI is all about making sure nothing trips up the supply chain.
Suppliers to Retail Trading Partners
While labels aren’t actually EDI documents, they are such an important part of the process we’re including them here. Labels are typically 4″ x 6”, can be automatically generated in Lingo, and affixed to the outside of each carton or pallet. In addition to standard information (Supplier address, Trading Partner address, etc.), these labels have barcodes to route the shipment through the supply chain. The barcode will match the information in the ASN and is used by the Trading Partner to add your merchandise to their inventory.
This is the form suppliers use to request routing information from the retailer. Exciting — it means more products are going out the door.
The EDI 810/880 (Invoice) is the electronic version of a paper invoice. The EDI 810 and EDI 880 serve the same purpose, but the EDI 880 is used in the Grocery category.
The EDI 810/880 helps streamline the supply chain—no need to fax, email or send an invoice with snail mail. Since retailers can easily integrate it into their system, the EDI 810 can also speed payment.
Along with details for payment, the EDI 810/880 provides some related history such as specific items, price, and quantities delivered.
The EDI 832 is a catalog of product information and prices. Not a big paper one, of course, but a digital version with all the information one might find in an old-school catalog, like minimum order quantities, case-pack quantities, contact information, etc.
The Item Inventory Inquiry/Advice, this document lets suppliers communicate inventory levels. Sometimes this form will be sent a few times a day, a few times a week, or it may only be needed if you are adding or removing items from your inventory. The information in it can include inventory amounts, committed inventory, inventory that is currently in transit, what’s on backorder, products that are temporarily or permanently out of stock, and returns information.
The EDI 852, also called the Product Activity Report, tracks current retailer inventory and sales rates. The 852 document provides suppliers with valuable information necessary that can inform planning, shipping, and warehouse management.
The PO Acknowledgement. This is how you tell the trading partner, “Hey, I got your PO.” You don’t have to tell them you’re doing your Happy Dance — you’re a professional business person, after all — but this form will indicate if you accept the PO, reject the PO, or accept the PO with changes.
The 856 is the Advance Shipping Notice, also referred to as the ASN or simply as The Shipment. There is a lot in this form — order information, carton serial numbers, types of packaging used, carrier information and more.
Informs your Trading Partner that you have received and accept a change to the Purchase Order. Or that you have received the Purchase Order Change but do not accept it. After all, the document is generated by EDI — but it’s still your business.
Order Status Report
The Order Status Report. Also known as the moment when you tell the retailer, “Hey, here’s what’s going on with that order.” It’s often sent in response to an 869, which retailers may use to request — no surprise here — an update on the status of an order.
An automated document that lets the supplier know an EDI transaction, or a group of EDI transactions, was received. You may consider it redundant, like wearing a belt with suspenders, but EDI is all about making sure nothing trips up the supply chain.
The EDI 940 (Warehouse Shipping Order) is transmitted to a warehouse or 3PL provider, authorizing a shipment to a retail trading partner.
The EDI 943 is the Warehouse Stock Transfer Shipping Advice. Suppliers or manufacturers send it to notify a 3PL that a transfer shipment has been sent.
The EDI 944 is the Warehouse Stock Transfer Receipt Advice. Sent by a Third-Party Logistics Provider, it informs the supplier that a stock transfer shipment has been received.
The EDI 945 is the Warehouse Shipping Advice. It is transmitted by a warehouse or 3PL provider and indicates that a shipment has been sent.
The EDI 947 is the Warehouse Inventory Adjustment Advice. It provides information about changes in inventory position, quantity, or status. It can used by a warehouse or a supplier.
So there you have it. Your handy guide to the most commonly used EDI documents. The good news? If you choose the right EDI provider, you’ll have an expert on your side.
Looking for a document you don’t see on this list? Don’t worry — we’ll know it. Fill out the form below with any questions and we’ll talk.
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