Professional Documents
Culture Documents
EDI
IN THIS CHAPTER, WE LOOK AT THE BASICS OF EDI — ITS HIS-
tory, industry use, and integration with other technologies.
Electronic data interchange, or EDI, is the business-to-business elec-
tronic exchange of business documents in a standard format. In the EDI
world, business documents are called transaction sets, and the parties with
which you exchange these documents, such as your customers and sup-
pliers, are referred to as trading partners.
Businesses traditionally have used a variety of means to exchange busi-
ness documents using preprinted and sometimes computer-generated forms.
Figure 2.1 (next page) illustrates how a typical customer and supplier would
process orders, invoices, and associated payments in a traditional scenario.
When the customer wants to order some goods from its supplier, it first
enters the order information directly into its enterprise resource planning
(ERP) or internal application system. The order is then sent to a printer that
is loaded with a preprinted purchase order form unique to the company.
The completed form, often in multiple copies, is burst to remove edges; a
copy is put aside to be filed in the customer’s filing cabinets; and the orig-
inal is folded, placed in an envelope, and mailed to the supplier.
Historically, mail has been the generally accepted medium for sending
paper documents to trading partners. However, for many businesses, this
method has proven an inefficient way to get information to intended recipi-
ents quickly enough. The U.S. mail can take from three to five days to
deliver a document, and overseas postal services can increase delivery time
to anywhere from one to two weeks. Rush orders or other rushed activities
often make this method even more impractical. As a result, companies
many times resort to using the telephone (to call in or change an order),
fax, or expensive overnight or personal delivery services to get information
to its destination more quickly.
FIGURE 2.1
Traditional Document Exchange
Customer Supplier
Purchase
order
Data
IN Box
entry
Invoice Invoice
Data id
entry Pa
FIGURE 2.2
Simplified View of EDI
VAN, FTP,
Internet
Transport vehicle
Industry Applications
Today, a multitude of industries use EDI in countries around the world.
Whether in the automotive industry or retail, healthcare or government,
EDI is transforming the way businesses work with each other and is
yielding tremendous benefits.
Transportation
The transportation carriers of the 1960s developed standard electronic
transactions and began using them with their customers. Trucking compa-
nies, for example, developed and used standards known as MOTOR to sat-
isfy the demands of their customers using documents such as freight bills.
Let’s trace the steps of an EDI application in transportation. A freight
forwarder generates and sends an EDI freight bill to its customer when it
makes a shipment. When the customer receives the shipment, it matches
the freight bill against the shipment, forwarding all matched entries to its
accounts payable system. Thanks to the timeliness of the receipt of the EDI
documents, the customer can electronically accept or reject the contents of
the freight bill. For companies that use motor carriers, reducing the admin-
istrative effort of keying the freight-bill information cuts personnel time,
postage, and telephone expenses. Cash flow improves because information
processing time is reduced.
In today’s transportation industry, shippers use EDI to send load ten-
ders (used to provide the motor carrier with a detailed bill of lading and
scheduling information for a shipment) to a transportation carrier and
receive load tender responses back from the carrier. Another transaction
set lets customers check on shipment status. Acknowledgments are sent
back to the customer, often within 30 minutes, accepting or rejecting the
load. This gives the customer as well as its end customer (perhaps a
retailer) the ability to plan for receiving in a fairly accurate time box or
even to receive notification of delayed deliveries.
The rail industry uses EDI differently. Most large railroad companies
actively use EDI to exchange purchase orders, bills of lading, freight bills,
freight claims, and waybills as well as for rail-car location and tracing.
Rail-car location is critical to the rail industry because it gives shippers
and receivers exact information about shipment arrival. This information is
critical for production line scheduling.
One example of an EDI application for railways relates to the automo-
tive industry. In their effort to maintain a just-in-time (JIT) environment,
some automotive companies use EDI rail transactions, such as car tracing
and waybills, to plan and ensure the arrival of specific parts at the produc-
tion line within 30 minutes of their installation. Such tight scheduling
requires information to be exchanged quickly indeed. Before EDI, an auto-
motive company employed several people to gather the same information
by telephone, making the process an expensive and error-prone one.
Automotive
In the early 1980s, the Automotive Industry Action Group (AIAG) was
formed to administer EDI standards for the automotive industry and to
promote EDI’s use with suppliers. Suppliers to automotive companies now
realize that EDI is an absolute requirement for doing business. EDI has
helped companies in this industry trim expenses to remain competitive in
a tough worldwide marketplace.
In the auto companies’ JIT environment, delivery of the parts required
to manufacture an automobile must be frequent and quick. The manufac-
turer relies heavily on correct and prompt delivery of the parts to minimize
disruption to the production process. The supplier must send an advance
ship notice (ASN) of the parts shipped to the manufacturer. The automotive
company must rapidly review such documents and respond to the supplier
when errors or discrepancies occur. Because EDI is mostly a batch-oriented
method of data exchange, lag time is unacceptable; the supplier must com-
municate directly with the auto manufacturer’s computer and can expect a
response within minutes. This approach lets the supplier correct any errors
in shipment before delivery occurs.
Automotive companies have taken this process a step further and elim-
inated invoicing. When parts arrive and are scanned in, the data is matched
with the information previously sent via an ASN. The matched records are
routed to the accounts payable system, initiating the payment cycle. This
process is referred to as evaluated-receipt settlement (ERS). ERS eliminates
invoices, streamlining business procedures between the manufacturer and
its suppliers. With ERS in place, all trading partners have better cash-fore-
casting capabilities and often can negotiate better payment terms.
The automotive industry’s next step was toward the concept of pay on
production, where parts are paid for not when scanned in as received but
when scanned in and used on the production line. Today, large automotive
manufacturers use extranets (using standard Internet tools) to make EDI
exchange more realtime and to make it more affordable for their smaller
suppliers.
Retail
EDI is a natural solution for retailers as they try to provide better values and
a wider variety of goods to consumers. Some large retailers began using
proprietary EDI about 25 years ago, when they faced fierce competition
from foreign suppliers. Today, they use public standards such as ASC X12
and its retail subset — called Voluntary Inter-industry Communications
Standards (VICS) — as they move to a quick response (QR) environment.
Retailers generally carry a large number of stock keeping units (SKUs).
For example, in the apparel area, retailers must carry one style of pants in
various sizes and colors. Managing large numbers of items in the ordering
process requires huge administrative efforts. A typical purchase may con-
tain hundreds of items with hundreds and sometimes thousands of dif-
ferent ship-to locations. In paper-based systems, the high volumes of data
entered and re-entered are not only time-consuming but also very error-
prone. EDI enables the quick turnaround of purchase orders and an accu-
rate exchange of information between retailers and their suppliers.
An EDI document with widespread use in the retail industry is the
invoice. Using EDI, a supplier can send a consolidated invoice to the retail
headquarters. The systems there can automatically break down the
invoices at store level to facilitate verification, eliminating the need for the
supplier to send individual invoices to each store location.
QR and EDI are means to obtain critical data quickly so retailers can
rapidly replenish their shelves with the right products. These technologies
also reduce the need for inventory “safety stock.” Today, many of the same
retailers that have invested heavily in EDI are joining the global data syn-
chronization (often known as UCCnet) initiative to create further efficien-
cies in their industry.
Grocery
Grocery stores are similar to other retailers in that they must respond to
consumer demand. However, their needs are quite different in that the gro-
cery industry uses fewer vendors, the number of SKUs is much more lim-
ited, and the rate of movement per SKU is much faster. However, from the
success of mass merchants and wholesale clubs in the retail food arena,
it’s evident that the principles of retail QR are transferable to the food
industry.
Efficient consumer response (ECR) was one of the EDI-based initiatives
in the grocery industry. ECR means giving consumers better value, product,
quality, assortment, availability, and convenience for the lowest price pos-
sible. These goals are critical to this industry today, as wholesale clubs and
mass merchants threaten to capture a large share of the grocery business.
Margins in the grocery industry are very tight, and the industry now must
focus on ways to reduce costs to stay competitive and profitable. Universal
product codes (UPCs), EDI, and, more important, a close working relation-
ship between grocery stores and their suppliers make this goal attainable.
The grocery industry uses ASC X12 and its Uniform Communications
Standards (USC) subset for the exchange of key EDI documents, including
purchase orders, invoices, promotion announcements, item maintenance,
and remittance advice. EDI originally was used in this industry for items
that were replenished through warehouses. Significant amounts of goods
are now distributed to grocery stores directly from the supplier, in a
process referred to as direct store delivery (DSD). As EDI is rolled out to
DSD systems, it can have a highly positive impact on the bottom line.
Government
Government work, like healthcare, is very paper-intensive. Some U.S. gov-
ernment agencies use thousands of different forms for purchasing, trans-
portation, contract administration, and requests for quotes. As the debt of
the U.S. government has grown over the past two decades, there’s been a
concentrated effort to find ways to reduce expenses and streamline business
procedures. EDI is the right solution for the government, not only to elimi-
nate paperwork but also to speed up processing of business transactions.
The U.S. government, although not an early EDI user, has been rolling
out EDI to many of its agencies. In fact, many government agencies, in-
cluding the Department of Defense (DoD), use EDI capability as a vendor
selection criterion. The Internal Revenue Service uses EDI for tax return
filing, and the U.S. Navy uses EDI for purchase orders and bills of lading.
EDI customs documents are gaining popularity as governments around
the world search for a way to make trade with their country easier and less
costly. And many companies, such as those in waste management and
environmental cleanup, have always had to perform compliance reporting
to the government. Efforts are underway to standardize such reporting to
use EDI to make it easier for these companies to comply with government
requirements and to accomplish reporting within required time frames.
Today, the DoD has also established adoption of global data synchroniza-
tion by its suppliers as a condition of doing business.
Europe
Countries in the European Community have been working toward the goal
of a single European market. To reach this goal, these countries need to
remove tariffs and quotas, harmonize product standards (e.g., units of
measure) across borders, and allow open bidding for government construc-
tion and telecommunications contracts without regard to the bidder’s
country of origin. The introduction and use of the Eurodollar was a major
step toward accomplishing this goal.
The European Community has recognized that EDI can assist the free
movement of goods, capital, and labor across national borders because EDI
lets business partners exchange information quickly and it eliminates mis-
interpretation due to language or cultural differences. By providing the
means for more rapid and effective business communications than mailing
or faxing papers, EDI can speed Europe to its target. EDI can result in
increased growth and lower costs in Europe due to more sufficient resourcing
(through the use of computers and communications rather than people) and
more efficient communications and distribution.
Europe 1992, an agreement designed to create a cooperative and coor-
dinated business environment throughout the continent by 1992, included
two prevalent EDI initiatives, TRADACOMS and ODETTE. These initiatives
focused mainly on the automotive industry because this industry pioneered
EDI as a way to reduce expenses to remain competitive with Japan. Fol-
lowing this pioneering effort, many other European industries, including
electronics companies and freight carriers, produced their own EDI initia-
tives and are using EDI today. For example, in 1988, many shipping, freight,
and export companies from Western Europe began a pilot project to test
transmission of international transportation data via EDI. This effort, named
COST-306, includes UN/EDIFACT-based messages for invoices, bills of
lading, and status reports. (For more information about UN/EDIFACT, as
well as TRADACOMS and ODETTE, see Chapter 3.)
Asia/Pacific
In the Asian/Pacific region, including Australia, Hong Kong, Japan, New
Zealand, Singapore, and South Korea, EDI has reduced the effects of rela-
tive geographical isolation and removed technical and information barriers.
These barriers include not only different languages but also different char-
acter sets, which can require complex coding for computers.
This part of the world has yet to implement EDI widely, but Asian/
Pacific countries have been eagerly rolling out EDI. Private interests and
particularly government agencies have been funding and promoting EDI
heavily.
The reason for such interest in EDI is simple: Facilitating the flow of
business information between trading partners can bring Asian/Pacific
nations more securely into the international marketplace. Although these
countries are important players in the international market today, the
world is changing. For example, many companies in these locations sell to
the United States, where domestic companies are desperately seeking ways
to reduce costs. EDI seems to be an answer, so the U.S. companies want
everyone, including trading partners in the Asian/Pacific region, to do
business with them via EDI. So if a company in Singapore doesn’t use
EDI, its potential U.S. partner will turn to a competitor in Hong Kong that
does, and Singapore will lose its market share.
Many U.S. companies that buy goods and services from Asian/Pacific
countries deal with very small companies that lack not only an under-
standing of EDI’s importance but also funding and expertise for such tech-
nology. Assisting such suppliers with EDI implementation will yield positive
results for their partners.
EDI to Fax
As much as we may wish otherwise, not everyone uses EDI. Some compa-
nies find EDI expensive to implement and maintain, while others don’t
even have the in-house ability to deal with technology. Take, for example,
many “mom-and-pop” vendors that at best might have a telephone, a fax
machine, and a small personal computer. They might not even have Inter-
net access. The owner(s) want to focus on doing what they know best —
growing seeds or making cheese, for instance. They don’t want to bother
with technology, especially EDI.
In contrast, an EDI customer prefers to manage all its order documents
through its EDI system. After all, the company has invested in the EDI
system and prefers not to have to maintain dual systems — one for EDI
vendors and one for non-EDI vendors. Conversely, for the receipt of
inbound documents, the company may permit the small vendor to send
faxes. For example, a customer might fax an order to its supplier and
receive invoices back via fax.
Occasionally, companies must compromise to accommodate their tech-
nologically unsophisticated trading partners. A fax machine provides one
way to achieve such a compromise. EDI-to-fax and fax-to-EDI conversions
have been in use for some time. Service bureaus can handle these conver-
sions, or, with the appropriate software and hardware, organizations can
perform the tasks in-house in an automated way. Service bureaus gener-
ally assess a setup fee and monthly charges for storing letterhead graphics.
For EDI-to-fax conversion, the sending company or its service bureau
takes an EDI document, translates it, formats the data into a custom form,
and faxes it to the intended recipient.
Fax-to-EDI conversion is much more complex and relatively expensive.
It requires document-management scanning tools with the ability to trans-
late paper documents into their electronic equivalents (we’ll discuss scan-
ning technologies in more detail later). The quality of the faxed documents
significantly impacts the reliability of scanned information, rendering char-
acter-recognition output data only 95 percent accurate. Some faxed docu-
ments may be rejected and suspended for manual review and correction —
a process that is costly and time-consuming.
The primary advantage of using fax technology for EDI transactions is
that it lets companies conduct business electronically with less sophisticated
partners, streamlining some processes by funneling all vendors or customers
through the same channel — in this case, EDI.
more realtime interaction between the Web form and the company’s internal
applications. In this scenario, a customer can check inventory levels and
current pricing before placing its order.
In these instances, transparently to the Web form user, EDI transac-
tions are created and routed to the receiving company’s system. Although
it’s entirely possible and quite feasible just to send the Web transactions
back and forth this way without conversion into EDI, the advantage such
conversion offers is that all information is funneled through the same sys-
tems that can then perform data editing, validation, and audit.
FIGURE 2.3
Electronic Document Management
to a simpler setup that can cost less than $100,000, making it an afford-
able choice for most businesses today.
EDM lets you capture information from paper documents (including
handwritten notes), faxes, and photographs and easily store the captured
information. The electronic information can later be easily and quickly
retrieved for revising, forwarding, printing, or re-filing.
EDM reduces cycle times, saves money, and improves customer service.
But its greatest benefit is that it lets companies integrate imaged informa-
tion with other e-commerce technologies (e.g., workflow, e-mail, the Internet)
to streamline business processes internally and externally.
Today, EDM is used most effectively and beneficially by companies
with paper-intensive processes — companies such as financial institutions,
insurance companies, and transportation companies, among others. Let’s
look at some of the EDM tools these companies are using.
Bar codes have been widely used for more than 30 years. Today, com-
panies use bar codes for everything from identifying conference attendees
to managing insurance forms. An old technology that has captured our
imaginations again recently is radio frequency identification (RFID). RFID
technology is gaining popularity as another, complementary technology for
enabling automatic data capture (as we’ll discuss in greater detail in a
future chapter). Adhered to almost anything, from clothing to shipment
boxes, RFID tags enable fast and accurate tracking of a particular instance
of an item to a shipment of goods. Automated data-capture tools such as
bar coding and RFID result in fewer errors and faster turnaround times.
operator can handle the call more efficiently and in a way that makes the
experience seem more personal to the customer.
With Web ordering more predominant these days, telephony-based
order-taking isn’t as popular as it once was. However, due to limited or no
Internet access in some cases (e.g., in remote areas), the telephone con-
tinues to play an integral role in connecting customers and suppliers. Using
the telephone keypad, a customer can place an order, check order status,
or make changes to an order. The supplier can take the order information
and create an EDI transaction set before routing it for integration with
back-end applications.
This approach offers two advantages. First, the telephony-based order or
other transaction can be routed through the same integration routines as
all other EDI-based transactions, creating a more consistent and auditable
environment. Second, in some instances the transaction is routed or for-
warded to another organization that can accept EDI, without further work.
For instance, when an order is received via the CTI system and converted
to EDI, it can be routed to integrate with the supplier’s applications. At the
same time, the EDI order can be forwarded to another supplier or to a dis-
tributor for drop shipment.
Call centers have long used telephony successfully for retail-to-consumer
trade, so companies are now taking advantage of call centers (and related
e-commerce technologies) to facilitate business-to-business transactions.
Workflow Automation
With workflow, internal and external processes and transactions are auto-
mated to eliminate as much reliance on human interaction or intervention
as possible. Transactions enter businesses through gateways such as direct
connections, private networks, value-added networks (VANs), and the Inter-
net and are exchanged in the form of EDI, File Transfer Protocol (FTP), pro-
prietary formatted files, fax, telephony, Web forms, images, and e-mail.
The objective of workflow automation is to allow for the efficient manip-
ulation of electronic data. The data can be consolidated at the workstation
level, routed to appropriate users based on specified criteria, queried for
further action, or integrated with application systems. Without workflow
automation, processes could be held indefinitely, transactions could be
dropped and not noticed, and we’d need to rely on manual procedures to
ensure information gets to the right people on time.
Workflow tools are quite user-friendly. Using graphical objects to develop
diagram flows, a user can design a workflow definition using a mouse and
Conclusion
Whether as first-time implementers or existing EDI users, many businesses
today find themselves at the crossroads of technological advancements in
EDI, wondering how to move forward. To preserve existing investments in
EDI, many opt for making little or no change to their setup until they must.
But new standards, use of the Internet as the transaction transport mech-
anism, and integration of EDI with other technologies can make EDI one of
the most powerful tools a company can have in the new economy.