Perhaps you’ve probably been able to convince your management team into procuring an EDI system or maybe you have your own company and just installed an EDI solution into your business and you don’t really know how to get started with the system. It could be tricky sometimes, especially when it comes to sending and manipulating EDI documents. However, in this article, you’ll learn the know-how in sending EDI documents to your various work partners or other enterprises.
Prepare the Document
The primary step in sending EDI documents is to collect and organize the data you want to send. It is important to prepare the file for conversion to the EDI standard before it can be sent to the receiver. Rather than printing a purchase order, your system would create an electronic file with the necessary information required to build an EDI document.
The data sources and the required mechanism used in generating the electronic documents can include:
- Modified electronic reports into data file
- Human data entry via screens
- Purchasing packages that have built-in interfaces for EDI files
- Exporting PC based data from databases i.e. spreadsheet packages
- Enhancing applications for automatically creating output files which are ready to be converted into EDI format
Translate Document into EDI Format
Now you already know what file you need to send and have prepared them ready for export. You still need to convert those data into the EDI format because you are sending them through an EDI system. Any other format would not be accepted by the system.
Run and convert your electronic data to a required format by feeding it through a translator package capable of efficiently doing that. Some EDI translation software also has features that help in managing and maintaining data. You can as well use the translation services of an EDI service provider; you send your document to the service provider, they handle all translation processes for you and send back to you.
Connect and Transmit the Document
Now you have prepared the data you want to send, and you’ve also translated them into the required EDI format. The next step is to send it to the recipient. You have to decide on how you are going to connect to each of your partners to perform the transmission,
There are three methods of transmission:
- Direct connection using AS2 or other secure internal protocol
- Connect to an EDI Network Provider or VAN provider
- Or a combination of both
Depending on your partner and the size of the data to be transmitted or exchanged. With the Mead Willis EDI, sending EDI documents would be much easier and less stressful as it has translation features. So you can try it. Using an EDI system is as simple as this!