Order Management With EDI Integration

May 9, 2024

Order Management With EDI Integration

Managing orders efficiently is key to keeping customers happy and operations running smoothly in today’s fast-paced business environment. Electronic Data Interchange (EDI) integration connects your company’s computer systems, making order management easier.

What is EDI Integration?

EDI integration enables organizations to automatically exchange important messages, such as purchase orders or invoices, without any manual steps. It automatically converts data from internal systems into a standard format that different companies can understand, allowing for seamless exchange of documents.

How do EDI Integrations Work?

Document Generation: Create electronic documents using information from internal systems, following standardized EDI formats.
Data Translation and Integration: Translate incoming documents from partners into a format your systems can use. This eliminates manual entry and speeds up processing.
Regulatory Compliance: EDI ensures that your business meets the regulations set by retailers and distributors. It does this by making sure that every document you send contains all the necessary data in the correct format.

Benefits of EDI Integration

Faster Transactions: Real-time exchange of information.
Streamlined Processes: Automation leads to increased efficiency.
Cost Savings: Lower operational costs.
Improved Accuracy: Elimination of manual errors.
Enhanced Visibility: Real-time access to transaction data.
Scalability and Flexibility: Adaptable to business growth.

Trading partners are necessary to perform an EDI interchange on the Boomi platform. When working with a trading partner, setting up the basics is crucial. A basic setup includes two trading partner profiles: one for your company and one for your trading partner.

X12 Data Basics

It is essential to understand the basics of X12 data. Each line in an X12 document is called a segment, and segments are separated by a segment terminator. Within a segment, elements are separated by delimiters. For example, in the segment, ST*850*103465910~, the 850 is referred to as ST01, and 103465910 is referred to as ST02 for a * delimited EDI profile..

Setting Up the Trading Partner Standard Configuration for My Company and Trading Partners

NOTE : We will be achieving this using Boomi as middleware tool, Communication method as Disk(can be FTP, SFTP, AS2) and target as Netsuite ERP.

To set up trading partner profiles, you’ll need to define yours (My Company) and your trading partner’s. The key information you’ll need from an example X12 document includes the ISA and GS segments. These segments contain important details such as sender and receiver IDs.

These IDs can be different for both My Company and Trading Partner both IDs are available within the EDI file we need to select which ID needs to be used according to the type i.e. My Company and Trading Partners.

Setting Up a Communication Method

In the Communication tab, you can specify the communication method used to send and receive documents with business partners. To get the EDI document we can use the methods like FTP, SFTP, and Disk.

For testing purposes or simple setups, you can use a disk communication method. This method involves storing files locally and having your trading partner pick them up. You’ll need to configure specific settings for both receiving and sending files, including directory locations and file filters.

Setting Up the Process

Once your Standard Configurations and communication methods are set up, a Boom process is designed to automate sales order creation by integrating EDI data with Netsuite (ERP) using a Trading partner. The process begins with a Trading partner as a start shape to retrieve EDI documents from a disk, FTP, or SFTP. Ensure that the file paths in the process match the directories configured in the communication methods. After that, the EDI data is mapped to the XML format, which is necessary for the creation of a sales order using the mapped XML request. Finally, the Netsuite connector is used to create a sales order in Netsuite. The process ends with a Stop shape.

After selecting the Communication method add the previously created My Company and Trading partners. Create an EDI profile in Boomi, Select the standard as the X12.

Once the EDI page opens, click Import a profile and select the version and the Transmission. For a Purchase order select version as 8010 and Transmission as 850. As EDI 850 known as an electronic purchase order, is a standard document format used in Electronic Data Interchange (EDI) to facilitate the exchange of purchase order information between trading partners. It serves as the electronic equivalent of a traditional paper purchase order. It includes information about Item Details, Shipping Information, Payment Terms, and Discounts.

Select the segments that are required for an Integration process and Import the profile.

Once the profile is created open the process canvas next to the Trading partner and add the map shape next to the trading partner documents path. Place the Netsuite connector after the map having an operation to create a Sales Order in NetSuite.

In the map add the source profile as an 850 EDI profile and the destination as the NetSuite sales order create request XML profile. Map the fields according to the Company EDI 850 specification document. Once the mapping is done place an end shape at the end of all paths of the trading partner and test the process in the test mode.