Learn how to share EDI data securely and effectively with your stakeholders using common methods and best practices for EDI formats, software, agreements, testing, feedback, and review.

Consult with your stakeholders, including customers, suppliers, and trading partners, to understand their preferences and requirements regarding EDI formats. Solicit feedback on their preferred formats, compatibility with their systems, and any specific data encoding or validation requirements they may have. Consider stakeholders' input and preferences when making your decision to ensure alignment and satisfaction.

Relying heavily on automation and specific communication channels like FTP, AS2, or API may overlook other important factors such as data security, interoperability with partners who use different EDI standards, and the potential for system outages or errors. Ensuring that your EDI setup is resilient, scalable, and adaptable to changes in business requirements or technological advancements is equally important.

Last updated on Jul 28, 2024

How do you share EDI data with stakeholders?

Electronic Data Interchange (EDI) is a standardized way of exchanging business documents and data between different systems and organizations. EDI can help you streamline your workflows, reduce errors, and improve efficiency. But how do you share EDI data with your stakeholders, such as customers, suppliers, partners, or regulators? In this article, we will explore some of the common methods and best practices for sharing EDI data securely and effectively.

1 Choose an EDI format

The first step to share EDI data is to choose an appropriate EDI format that suits your needs and the requirements of your stakeholders. There are many EDI formats available, such as ANSI X12, EDIFACT, XML, JSON, or CSV. Each format has its own structure, syntax, and rules for encoding and validating data. You should consider factors such as the type and complexity of data, the compatibility and interoperability of systems, the industry standards and regulations, and the preferences and expectations of your stakeholders when choosing an EDI format.

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jaya Krishna tummala ,MS, CSM

Award Winning Senior Functional Quality Assurance|BSA|SAP QA|Safe 6.0 Agilist|Sigma Xi Full Member|IEEE Senior Member|Fellow IETE|Author
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Consult with your stakeholders, including customers, suppliers, and trading partners, to understand their preferences and requirements regarding EDI formats. Solicit feedback on their preferred formats, compatibility with their systems, and any specific data encoding or validation requirements they may have. Consider stakeholders' input and preferences when making your decision to ensure alignment and satisfaction.

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2 Use an EDI software or tool

The next step to share EDI data is to use an EDI software or tool that can help you create, transmit, receive, and process EDI data. There are different types of EDI software and tools, such as EDI translators, EDI integrators, EDI validators, EDI converters, or EDI networks. These tools can help you automate the conversion of data between different formats, the validation of data against rules and schemas, the integration of data with your internal systems and applications, and the transmission of data over various communication channels, such as FTP, AS2, or API.

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jaya Krishna tummala ,MS, CSM

Award Winning Senior Functional Quality Assurance|BSA|SAP QA|Safe 6.0 Agilist|Sigma Xi Full Member|IEEE Senior Member|Fellow IETE|Author
Report contribution
Relying heavily on automation and specific communication channels like FTP, AS2, or API may overlook other important factors such as data security, interoperability with partners who use different EDI standards, and the potential for system outages or errors. Ensuring that your EDI setup is resilient, scalable, and adaptable to changes in business requirements or technological advancements is equally important.

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3 Establish an EDI agreement

The third step to share EDI data is to establish an EDI agreement with your stakeholders that defines the terms and conditions of the data exchange. An EDI agreement is a formal document that specifies the roles and responsibilities of each party, the EDI format and version, the EDI documents and transactions, the communication protocols and security measures, the frequency and timing of data exchange, the error handling and recovery procedures, and the performance and quality indicators. An EDI agreement can help you ensure the accuracy, consistency, and reliability of your data exchange, as well as avoid disputes and misunderstandings.

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4 Test and monitor your EDI data exchange

The fourth step to share EDI data is to test and monitor your EDI data exchange to verify its functionality and performance. Testing and monitoring can help you identify and resolve any issues or errors that may occur during the data exchange, such as data format or syntax errors, data validation or compliance errors, data transmission or delivery errors, or data integration or processing errors. Testing and monitoring can also help you measure and improve the efficiency and effectiveness of your data exchange, such as the speed, volume, frequency, and quality of your data exchange.

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5 Provide feedback and support to your stakeholders

The fifth step to share EDI data is to provide feedback and support to your stakeholders to ensure their satisfaction and loyalty. Feedback and support can help you communicate with your stakeholders about the status and results of your data exchange, the benefits and challenges of your data exchange, the expectations and requirements of your data exchange, and the suggestions and improvements of your data exchange. Feedback and support can also help you build trust and rapport with your stakeholders, as well as address any concerns or complaints that they may have.

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6 Review and update your EDI data exchange

The sixth step to share EDI data is to review and update your EDI data exchange to adapt to the changing needs and demands of your business and your stakeholders. Reviewing and updating can help you evaluate the effectiveness and efficiency of your data exchange, the satisfaction and loyalty of your stakeholders, the compliance and standards of your data exchange, and the opportunities and threats of your data exchange. Reviewing and updating can also help you implement new features and functionalities, new formats and versions, new documents and transactions, new protocols and security measures, or new tools and software for your data exchange.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you share EDI data with stakeholders?

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1 Choose an EDI format

2 Use an EDI software or tool

3 Establish an EDI agreement

4 Test and monitor your EDI data exchange

5 Provide feedback and support to your stakeholders

6 Review and update your EDI data exchange

7 Here’s what else to consider

Electronic Data Interchange (EDI)

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