Insights into an EDI-integrated ordering process

An EDI-integrated ordering process optimizes the entire workflow, from order placement to invoicing. The automated synchronization of product and client data ensures smooth information exchange between trading partners.

After the order was sent via EDITEL’s integration platform, the supplier processes the order, checking availability and prices. The next step is order picking, shipping, and tracking. Electronic invoices and payments complete the process, ensuring efficiency and compliance with regulatory requirements.

Prerequisite: master data synchronization

Synchronized data, meaning identically structured data, are the basis for the automated exchange of important information between trading partners’ systems. This includes:

• Product data: items, descriptions, codes, prices, stock levels (everything is kept up-to-date)
• Customer data: information including GLN, contact details, delivery addresses and relevant bank details.

Once master data have been synchronized, the actual EDI-integrated ordering process begins:

Step 1: order placement

The buyer creates an order in their system with all the necessary information. 

Step 2: order transmission

As soon as the buyer confirms the order, the system transmits the information to EDITEL’s integration platform via the agreed communication channel. Typically, these data are transmitted in a standardized format such as EDIFACT, ODETTE, or ANSI.X12, allowing for smooth communication between systems. The integration platform then converts the order into the required standard format.

Step 3: order processing

The supplier’s system receives the order electronically and automatically checks product availability, prices, and any applicable discounts.

Step 4: order confirmation and fulfillment

The buyer automatically receives a confirmation with all order details and the estimated delivery window. At the supplier’s warehouse, the merchandise is picked, packed, and shipped using the selected shipping method. The dispatch advice is transmitted to the buyer.

Step 5: delivery and tracking

The buyer typically receives a notification once the order has shipped.

Step 6: invoicing and payment

Electronic invoices are issued and sent automatically. Depending on the agreement with the supplier, payment can be made at the time of order or upon receipt of goods. We recommend storing electronic invoices in a trusted archiving service, part of EDITEL’s portfolio, to ensure compliance with regulatory requirements.