EDI: for whom, for what, how?

EDI saves time, increases efficiency and improves compliance. But who can benefit from these automated exchanges? What documents and processes are involved?

Already in use by many companies in the agri-food sector, EDI is now winning over the traditional fresh produce market, which until now has received little attention. All companies involved in trade can benefit from this technological advance, whether they are customers or suppliers. EDI covers all common documents, such as :

• purchase orders,
• invoices,
• shipping notices,
• but also customs documents, relating to stocks, shipping status, discounts and promotions, or even batches.
  

To reap the benefits of automated data exchange, the first step is to collect and organize the data. Instead of printing an order form, for example, the computer system creates a digital file containing all the information required to create an EDI document.

The data sources and tasks required to generate these elements can include the input of certain information by an employee, the export of data from Excel-type spreadsheets, the transformation of existing applications to automatically create files ready to be translated into an EDI standard, or the purchase of software solutions equipped with EDI file creation functionalities.

For seamless standardization and traceability

Interpreted directly by computer, EDI documents must follow a standard format that is identical between sender and receiver. This involves defining the type of data and its form according to the same rules, such as a use-by date written according to the DD/MM/YYYY model, an amount indicated with a precision of 2 decimal digits after the decimal point, or a product country of origin code filled in with 3 characters.

There are several EDI standards in force, such as ANSI, EDIFACT, TRADACOMS and XML. For each of these standards, different versions are available (ANSI 5010, EDIFACT version 12...). Once a customer and supplier have agreed on a standard and a version to use, they turn to an EDI translator, using in-house software or an application service provider, to convert all the information relating to commercial exchanges, and thus guarantee the automation of all future processing.

EDI messages that are common and useful in the fresh produce market include:

• DELFOR: this is information supplied by the buyer, relating to short- or medium-term product requirements.
• ORDERS: designates an order form and specifies all data relating to the order placed.
• IFTMAN: this is issued by the transport service provider and confirms receipt of the goods.
• INVOIC: this message represents the invoice and is accompanied by proof of delivery with the recipient's signature.
• DESADV: it details the products shipped and represents a delivery note. It's a key message that's particularly valuable to the fresh produce industry, as it ensures food traceability.
• RETINS: it is used in the case of returned goods, with detailed information on the returned products and the corresponding instructions.