2014 February - Getting Even More

Last month we discussed your 2014 top priority: doing more business electronically with more trading partners. Read “Getting More” at http://graceblood.com/company/news/133-2014-jan-more.

This month we’ll discuss another priority goal you have:  trading more electronic documents and getting them integrated to your ERP system, addressing customer and supplier activity.

Typical EDI documents exchanged are familiar:  850 (Purchase Order) and 810 (Invoice.) But gosh, there are actually over 400 other documents available for electronic trading!

If your customer trading partner wants Confirmation of the receipt of their order, pricing, and verification of whether the order will be filled completely, you could send an EDI 855 (PO Acknowledgement.) You may already be sending the 856 (Advance Ship Notice) to let customers know when and how an order will be shipped but if you’re not, be aware that this is an initiative for many companies this year. 

Perhaps a customer has asked you about sending the 846 (Inventory Advice) at certain intervals to keep them posted on your available inventory quantities. Similarly, the 832 (Price/Sales Catalog) is used to keep customers advised of items available and price changes.

You  may be receiving the 860 (PO Change) from your customers and may be asked to send back the 865 (PO Change Response.) We generally don’t recommend integrating inbound 860s but rather an immediate human-readable email to the internal person best suited to assure customer satisfaction. 

If you have realized the convenience of receiving integrated inbound orders you would probably also benefit by sending outbound orders (850s) to your suppliers. Inbound invoices (810s) could be integrated or sent as email attachments saving time and money processing and scanning.

There are EDI documents you can receive to help you track sales by location or consignment activity. The 852 (Product Activity Data) reports quantity on-hand, quantity sold, and other data by item and location. This document, exported to a spreadsheet, could be very useful in analyzing sales data.

Some of the financial EDI transaction documents may be helpful also. The 820 (Remittance Advice) reports, by invoice number, details about payments made. Similarly the 812 (Credit Note) lets you know details about credit/debit adjustments.

Documents such as the 816 (Organizational Relationships) convey news about new stores, new addresses, and other shipping/billing information. The 864 (Text Message) can report EDI errors or other informational data.

Most of these transaction-type documents can be integrated into your business system. Then outbound and inbound activity can be processed automatically without your intervention. You may prefer that some inbound documents not be integrated; exporting the data to a spreadsheet may be an easier method for you to use for data analysis, or a .pdf that can be attached to your document management system.

To get started with trading additional documents just identify the ones most useful to you; then contact your trading partner and ask if they are capable.  Of course we’re happy to assist in any way.


What GRACEBLOOD Clients are saying...

"The GraceBlood team is awesome to work with.  Any time I have a question I can shoot a quick email and get answers right back.  If I need an immediate answer I know I can dial the phone and a response is right around the corner."


Susan - Willow Group Ltd - Batavia, NY