Common Questions That Employers Ask Before Moving To A New EDI Provider
Switching EDI service provider can appear to be a tricky process for many organizations as they have a common concern of moving all the confidential data to a new service without disrupting the on-going business processes. Are you one of those who are struggling to find the right EDI service provider at the most affordable prices? You are at the right stop. We understand the struggle the businesses go through when they look for someone to assist them with something that involves handling of sensitive data involved.
The best way to find something that meets all your needs is to have a questionnaire or a checklist. When it comes to taking services online, a checklist won’t help. You need to be prepared with a set of questions that would ensure you miss no important aspect that needs to be covered when hiring an EDI service provider.
In this write-up, 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.
The questions are listed by the expert EDI service providers associated with us.
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 switching process near to seamless, but still the transition need not be done in one go. Trading partners can be shifted one at a time.
The professional service providers suggest switching the EDI provider one at a time. This would let you judge the performance of your current service provider and the new one. If there are some issues with the new EDI provider, you can discuss them with the service provider and thus, get the best out of your investment.
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.
When you are looking for EDI services it is important that you check how long will the complete process take place and what features do your new service provider offers.
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. The 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 the user needs to find a way through which all the requests can promptly be replied as the old mailbox is 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.
If you are still confused about where to find the best EDI provider, look for a reliable IT consultation service. These service providers ensure you get the best solutions to all your IT related issues that too without risking the data in hand.
Q4: Is there any associated risk of losing transaction details while switching EDI Providers?
Ans. Trading partners generate and run acknowledgement reports on a 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.
When you reach to the reliable EDI service provider, they affirm that none of your transactions or data is lost or at stake. We are in the business for over a decade and have a record of protecting the data of the clients 100%.
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.
Deciding on the EDI service with an ERP or a back-office depends on the kind of business you want to work on. The choice majorly depends on the business type that you are working on. So, just gather your team, discuss what to do and move forward for the better results.
These Are Just 5 Questions!
In-depth research would help you come up with something better and get results that earn you all the praises. Make sure before your EDI provider checks for major technology security loopholes before transferring the data.
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. These are the major questions that you and your team need to explore so that you can determine when and how of moving to a new EDI service provider.