Is it mandatory to use an ERP for EDI?

There is no single implementation model. Whether full system integration, Web EDI or a hybrid approach is appropriate is determined by the company's existing systems, transaction volume and business partner requirements.

Are EDI and sending files by e-mail the same thing?

No. EDI focuses on transferring data in a structured format that systems can read automatically.

Is EDI set up in the same way for every company?

No. Document types, standards, communication method and operating model vary according to the project scope.

Can EDI and API be used together?

Yes. They can meet different data and process needs within the same architecture.

Digital Guide · EDI

What is EDI? How Does Electronic Data Interchange Work?

Examine the basis of systematic, economic and faultless data exchange by looking at how business documents move between systems.

MAP Digital Guide7 May 2021Updated on 24 September 20268 min read

In brief

EDI is the electronic transfer of business documents such as orders, delivery notes and invoices between companies' information systems in accordance with defined standards.

See how it works Document types

Source documentsEDI layerTarget systems

Order

Dispatch advice

Invoice

MAPPING
VALIDATION
TRANSMISSION

ERPDocument accepted

WMSFlow validated

FINANCERecord created

Structured data · secure transfer · validated result

In this guide

Key concepts and decision points for teams evaluating EDI, on one page.

01Which documents are transferred?Orders, dispatch advices, delivery notes, invoices and stock data; the selection depends on the process.
02Contribution to businessesReduces the need to manually enter the same commercial data repeatedly into different systems.
03EDI or API?Not direct alternatives to each other; they can meet different needs within the same architecture.
04When starting the projectBusiness partners, message standard, communication method and responsibilities need to be clear.

Anatomy of the process

How does EDI work?

A business document is not just sent. It is created, translated into a common language, transmitted securely, and validated in the target system.

Document is created

The order or invoice is created in ERP or another business system.

ORDERS · INVOIC

Converted into a standard

Source fields are mapped to the EDI message standard used by the counterparty.

MAPPING COMPLETED

Transmitted securely

The message is sent via the communication method agreed by the parties.

CHANNEL ACTIVE

Validated

The receiving system checks the message, records its status and transfers it to the relevant process.

ACCEPTED

Contents

02 · Documents

Which documents are transferred with EDI?

EDI is not tied to a single document type. Depending on the business partners' processes, orders, order responses, dispatch advices, delivery notes, invoices, stock or product data can be exchanged electronically.

OrderOrder responseASNDelivery noteInvoiceStock data

Document selection depends on the process. Which messages are used is determined by the sector, the commercial relationship and the parties' system structure.

03 · Operation

What is the contribution of using EDI to businesses?

The main contribution of EDI is that it reduces the need to manually enter the same commercial data repeatedly into different systems. A properly designed flow can help reduce inconsistencies in data entry, speed up document processing and make transaction statuses easier to track.

The result is not the same for every company. The benefit depends on transaction volume, existing processes, data quality, integration scope and the participation of business partners.

04 · Comparison

What is the difference between EDI and API?

EDI and API are not direct alternatives to each other. They can meet different needs within the same architecture.

Criteria	EDI	API
Primary purpose	Exchange of business documents based on standards	Access to application data and functions
Flow structure	Document and partner oriented	Service and transaction oriented
Decision to use	Based on business partner ecosystem and document standard	Based on real-time needs and application architecture

The correct approach should be assessed according to data frequency, existing standards, the technical capacity of the parties, and real-time needs.

05 · Area of use

Which companies use EDI?

EDI can be used in sectors that regularly exchange high volumes of business documents, such as retail, automotive, manufacturing, logistics and distribution. It is particularly meaningful for suppliers working with a large buyer, organisations managing many business partners, and companies that want to establish standard data flow between ERP systems.

The usage model does not have to be the same for every company. Full system integration, Web EDI or hybrid approaches are evaluated according to transaction volume, technical capacity and business partner requirements.

06 · Preparation

What questions should be asked when starting an EDI project?

Which business partners and document types will be included in the scope?
What are the source and target systems?
What is the message standard and communication method to be used?
Who will be responsible for data mapping, testing, error management and monitoring?
How will new business partners be added to the system?
What operational criteria will be used to evaluate success?

Conclusion · Business impact

Contribution to Business Relations, Communication and Reputation

The value of technical integration becomes visible as information between the parties becomes more structured and traceable.

01
Communication in international trade
Organising information according to common standards helps establish more consistent data exchange between different business structures.
02
Supplier and buyer communication
The reprocessing of the same document on both sides is reduced; process statuses become easier to monitor.
03
Sales process and post-sales
The flow of order, shipment and invoice information within the same chain supports continuity of communication.

Talk to MAP

Let’s review your integration setup together.

Tell us about your trading partners, document types and current systems, and we will define the right starting point together.

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What is EDI? How Does Electronic Data Interchange Work?

Key concepts and decision points for teams evaluating EDI, on one page.

How does EDI work?

Document is created

Converted into a standard

Transmitted securely

Validated

Which documents are transferred with EDI?

What is the contribution of using EDI to businesses?

What is the difference between EDI and API?

Which companies use EDI?

What questions should be asked when starting an EDI project?

Contribution to Business Relations, Communication and Reputation

Communication in international trade

Supplier and buyer communication

Sales process and post-sales

Frequently asked questions

Guide series

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