Switching EDI Provider can appear to be a tricky process for many organizations as they have a common concern on how to move all the confidential data to a new service without disrupting the on-going business processes?

We’ve tried answering some of the common questions which come in mind when organizations decide to discard their existing EDI provider and move to an advanced service.

Q1: Can I switch my EDI provider completely at one shot?

Ans. Although, for providers, this is a routine task, and private VANs and EDI trading partners have made this switch process near to seamless, but still the transition need not be done in one go. Trading partners can be shifted one at a time.

Q2: What if there are some pending orders? Can I make a switch without interrupting any process, like disrupting the shipping and invoice process?

Ans. EDI providers are capable of switching providers seamlessly, without affecting any previous or in-process transactions. A change in EDI ID redirects all new transactions to the new EDI mailbox. Although, the old EDI mailbox with old ID, will still be available to close previous purchase orders and invoices.

Another option is to notify all trading partners to reprocess the pending requests to the new EDI ID. This will help in making the switch faster by safely closing any incomplete transactions.

Q3: Is it possible to move my old ID at the VAN EDI Provider level and establish changes without notifying my trading partners?

Ans. Yes, it is definitely possible, but the process includes some complications and exceptions. First approach is by routing all the transactions to a new EDI mailbox and making the old one inactive. In this way, all the trading partners will be moved without their knowledge. Partners having direct connections over the Internet for transmission might require some additional steps in this process.

Additionally, if there are any pending requests then user need to find a way through which all the requests can promptly be replied as the old mailbox in no longer active.

On the other hand, if a user wishes to switch customer/trading partner one at a time, then the approach of changing the EDI ID is better.

Q4: Is there any associated risk of losing transaction details while switching EDI Providers?

Ans. Trading partners generate and run acknowledgement reports on the daily basis to follow up any unacknowledged transaction. Still, if any issue crops up, then it can be rectified within 24 hours of making the switch by rolling back the route of transaction via multiple networks to find the cause.

Q5: Which is the best approach to switch EDI service having an ERP or back office integration?

Ans. The approach is purely based on the user’s specific needs. It is better to consult an EDI expert to gain information on this aspect, as there exists a long list of services based on specific individual situations.

Whether a company wants to modernize its internal systems, search for a new ERP or simply want to modify their existing EDI system, it’s natural to run a search for advanced EDI providers. With a new EDI solution in hand, they can take advantage of the latest integrated and non-integrated solutions, cloud-based services and an all new experience. These questions will definitely help them make a better decision without any misconceptions about the process in their mind.