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Tag Archive for: 3PL EDI integration

How to Simplify Carrier EDI for Shippers with Multiple Distribution Centers

Managing multiple carriers and distribution centers is a daily reality for many shippers. Without the right tools, keeping documents aligned and shipments on track becomes a challenge.

Each carrier may have unique requirements for EDI documents like load tenders (EDI 204), shipment status updates (EDI 214), bills of lading (EDI 211), and invoices (EDI 210), making it hard to keep track of shipments and ensure everything is compliant.

The EDI2XML Web Portal simplifies this by centralizing all communication in one place. Operations teams can easily submit load tenders, monitor shipment progress in real time, and handle invoices consistently across all carriers, reducing errors, speeding up responses to exceptions, and keeping shipments on schedule.

Key Takeaways

  • Centralized EDI communication helps shippers working with multiple distribution centers reduce errors and operational complexity.
  • The EDI2XML Web Portal provides a cloud-based platform to manage essential transportation EDI documents (EDI 204, EDI 214, EDI 210, EDI 211) without requiring ERP integration or in-house EDI expertise.
  • Shippers gain real-time visibility into shipments, standardized document workflows, and streamlined operations across all carriers.
  • The portal supports U.S. and Canadian trucking operations, making it ideal for companies managing shipments by truck.
  • It is perfect for managing load tenders, bills of lading, shipment status messages, and freight invoices across multiple carriers and warehouses.
  • If you already run systems that need deep integration, EDI2XML also offers EDI Web Services / API and fully managed EDI to complement the Portal.
  • With 25+ years of experience, EDI2XML provides trusted guidance and support for complex EDI operations.

Book a demo today to see how the EDI2XML Web Portal can simplify carrier communication and optimize your multi-DC logistics operations.

How can shippers manage EDI communication efficiently across multiple distribution centers?

Shippers often work with numerous carriers, each with specific requirements for EDI documents such as load tenders (EDI 204), shipment status updates (EDI 214), bills of lading (EDI 211), and invoices (EDI 210). Even though these documents are standardized, carriers may require different mandatory fields, code values, or processing sequences. Managing these variations across multiple distribution centers can be complex.

The EDI2XML Web Portal centralizes all transportation EDI communication in a single platform. Shippers can submit load tenders, track shipment progress in real time, and handle invoices consistently across all carriers and locations. By standardizing workflows, operations teams reduce errors and resolve exceptions faster.

How can shippers reduce errors and delays when exchanging EDI documents with carriers?

Managing shipments across multiple warehouses and carriers increases the risk of miscommunication, delays, and rejected EDI documents. The EDI2XML Web Portal consolidates all transportation EDI documents into one interface, giving logistics teams a clear, real-time overview of shipments.

With centralized management, load tenders, status updates, bills of lading, and invoices flow smoothly between shippers and carriers. Logistics teams can quickly identify and resolve exceptions, preventing shipment delays, reducing billing discrepancies, and improving overall operational efficiency.

EDI Portal Diagram

How can companies operating in the U.S. and Canada streamline trucking EDI?

Shippers operating across North America need consistent communication and accurate EDI processing for trucking operations. Variations in shipment documentation can lead to delays and errors if not properly managed.

The EDI2XML Web Portal standardizes EDI messages across all your carriers and distribution centers. It supports essential documents including EDI 204, EDI 214, EDI 211, EDI 210 and more, handles acknowledgments (EDI 997, EDI 990), and maintains a clear audit trail. This ensures reliable, real-time visibility into shipments and streamlined operations for all U.S. and Canadian trucking routes.

Which transportation EDI documents can shippers manage with the Portal?

The Portal supports all key trucking EDI documents critical for operations:

  • EDI 204 – Motor Carrier Load Tender: submit shipment requests to carriers
  • EDI 214 – Transportation Carrier Shipment Status Message: track shipment milestones
  • EDI 211 – Motor Carrier Bill of Lading: provide shipment and pickup details
  • EDI 210 – Motor Carrier Freight Details and Invoice: manage carrier billing
  • Supporting documents: EDI 990 (Response to Load Tender), EDI 997 (Functional Acknowledgment), EDI 824 (Application Advice)

Centralizing these documents reduces rejections, accelerates invoice reconciliation, and improves visibility into shipments across all carriers and warehouses.

How does the Portal help companies scale operations with new carriers or distribution centers?

Adding new carriers often requires complex integrations. The EDI2XML Web Portal simplifies this by serving as a single integration point.

EDI2XML approach reduces onboarding time, ensures consistent processes, and allows shippers to scale efficiently without increasing IT overhead. While the Portal is fully optimized for trucking operations in the U.S. and Canada, it can also support European road freight using the EDIFACT standard, leveraging EDI2XML’s extensive experience working with both North American and European carriers.

Do shippers need an ERP or TMS to use the EDI2XML Web Portal?

The EDI2XML Web Portal is a standalone, browser-based application. You do not need an ERP or TMS to use it. Operations teams can manage transportation EDI documents directly in the Portal without deploying additional software or building system connections.

For organizations that require accounting workflows, EDI2XML offers a QuickBooks EDI integration service, which can be used alongside the Portal to streamline invoicing and compliance.

EDI Web Portal for shipping companies

FAQ – Carrier EDI for Shippers

What is the difference between the EDI Web Portal and EDI Web Services?

The EDI Web Portal and EDI Web Services differ primarily in how they are used and who they are intended for.

The EDI Web Portal is a browser-based solution designed for small and mid-size businesses that may not have technical teams or complex systems. It allows users to manually send, receive, and manage EDI documents through a simple interface, making it ideal for companies using tools like QuickBooks or Excel.

On the other hand, EDI Web Services are REST APIs intended for developers and businesses with IT infrastructure. These services enable automated, real-time conversion and exchange of EDI, XML, and JSON data between systems.

Does the Portal support U.S. and Canadian trucking operations?

Yes, it is optimized for North American trucking workflows and supports all standard transportation EDI documents.

What types of EDI documents can shippers manage with the EDI Web Portal?

The Portal supports all standard trucking EDI transactions, including X12 (North America) and EDIFACT (Europe), such as EDI 204 (Load Tenders), EDI 990 (Load Responses), EDI 214 (Shipment Statuses), EDI 210 (Freight Invoices), and EDI 997 (Acknowledgments).

Do I need to install software to use the Portal?

No, it is fully cloud-based and accessible via any browser.

Is the EDI Portal suitable for European trucking operations?

Yes. EDI2XML has over 25 years of experience as an EDI provider and works with multiple standards, including X12 for North America and EDIFACT, which is commonly used in Europe. The Portal can support European road freight operations, benefiting from our extensive experience with both regions.

Is the EDI Web Portal suitable for companies without IT expertise?

Absolutely – it’s user-friendly, browser-based, and requires no software installation. EDI2XML provides expert support for setup and ongoing use.

Can it integrate with existing tools like QuickBooks?

Yes, it can be integrated with QuickBooks Online for automated invoicing, eliminating duplicate data entry.

What support does EDI2XML provide?

With 25+ years of EDI experience, EDI2XML offers consultative guidance, technical support, and ongoing optimization for shippers.

EDI Glossary for Shippers

  • Shipper (Sender): Company sending products and exchanging EDI documents with carriers.
  • Carrier: Company responsible for transporting goods and exchanging EDI documents with the shipper.
  • Distribution Center (DC): Warehouse or fulfillment center from which shipments originate.
  • EDI 204 – Load Tender: Document sent to carriers to propose a shipment.
  • EDI 214 – Shipment Status Message: Provides updates on shipment progress.
  • EDI 211 – Bill of Lading: Confirms receipt of goods by the carrier.
  • EDI 210 – Freight Invoice: Billing document from carrier to shipper.
  • EDI 997 – Functional Acknowledgment: Confirms receipt of an EDI document.
  • EDI 990 – Response to Load Tender: Acceptance or rejection of a proposed shipment.
  • EDI 824 – Application Advice: Provides information on errors or discrepancies in documents.

About EDI2XML

EDI2XML has been delivering EDI and integration solutions for over 25 years, serving mid-to-large companies across North America and Europe. We specialize in trucking logistics and multi-distribution center operations, providing Fully Managed EDI, EDI Web Portal, Web Services/API and EDI On-Premises. Our approach ensures shippers achieve centralized EDI communication, real-time visibility, and operational efficiency across all carriers.

Ready to streamline your carrier communication and optimize multi-DC logistics?  Schedule a demo today and see how the EDI2XML Web Portal can transform your operations.

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EDI Web Portal for Carriers & 3PLs | Simplify Load Tenders

EDI Web Portal: A Smart EDI Solution for 3PLs & Carriers

The EDI Web Portal by EDI2XML is part of our fully managed EDI services created specifically for transportation companies, 3PLs, and motor carriers who need to exchange EDI documents but lack internal ERP or TMS systems.

Forget spreadsheets and fax machines. With our web-based platform, you can manage EDI 204, EDI 210, and EDI 214 in one place — fast, secure, and compliant.
Want to see it in action? Book a free demo with one of our EDI experts.

See how EDI Portal works in a live demo

 EDI Web Portal: Key Takeaways

  • No ERP or IT system required – Just open your browser, that’s all it takes.
  • Send/receive EDI 204, EDI 210, EDI 214 – Load tenders, freight invoices, and shipment updates made easy.
  • Full visibility – Track every transaction in a user-friendly dashboard.
  • Part of EDI Managed Services – We handle the full integration with your trading partners.

Why is the EDI Web Portal the Perfect Fit for Motor Carriers?

Because it was built exactly for transportation companies, the portal was designed to solve a real problem: many carriers are required to exchange EDI 204, EDI 210, or EDI 214 documents with shippers or brokers, but don’t have ERP or TMS systems to manage those transactions.

At EDI2XML, we handle the backend integration with your partners, then provide your team with the EDI Web Portal: a simple, secure browser-based tool where you can send, receive, and manage all EDI documents without any technical setup or software installation.

What’s the Role of the EDI Web Portal in EDI2XML’s Managed Services?

The EDI Web Portal is a direct extension of our EDI integration services. When a shipper (your trading partner) asks for EDI compliance, we step in to configure, map, and connect both sides – often discovering that the carrier (you) doesn’t have an internal system to handle the transactions.

Rather than force you to buy or build an ERP system, we give you secure access to the portal, where you can easily manage:

  • EDI 204 Load Tenders
  • EDI 210 Freight Invoices
  • EDI 214 Shipment Status updates
  • EDI 997 Acknowledgments

And any additional EDI documents you may need to exchange. The portal is fully adaptable based on your trading partner’s requirements.

This is true end-to-end managed EDI, made affordable and accessible to small and mid-sized carriers.

EDI Portal Diagram

Key Benefits of Our Cloud EDI Portal for Trucking & Logistics

Our cloud EDI portal for trucking is more than just a communication tool; it’s a smart, secure, and scalable solution for carriers and logistics companies who need to exchange documents quickly and stay EDI-compliant.

Here’s what makes it ideal for your business:

  • No ERP or TMS required – Manage EDI documents from any device with internet access

  • Quick onboarding – Start exchanging EDI 204, 210, 214 and more

  • Secure and reliable – Hosted on a cloud platform with full backup and monitoring

  • User-friendly interface – Designed for dispatchers, not developers

  • Fast support – Talk to real EDI experts whenever you need help

Want to see it in action? Schedule a free demo or consultation

How Does the EDI Web Portal Simplify EDI 204 Load Tenders?

When a new EDI 204 Load Tender arrives from your trading partner, the EDI2XML processor retrieves it automatically every 15 minutes via a secure SFTP connection. It converts the document into a human-readable format and pushes it directly to the EDI Web Portal. An email alert is sent to notify you that a new tender is available.

Your dispatch team simply logs in and sees everything they need — right away. With just a few clicks, they can choose to accept or reject the load. The corresponding EDI 990 Response is then generated and sent back to the trading partner automatically—no manual formatting required.

This process helps eliminate delays, reduces email clutter, and keeps your team focused on booking and managing loads efficiently.

Below is a sample view from our EDI Web Portal interface

EDI Web portal Demo

 

How Motor Carriers Use the EDI Web Portal to Send Status Updates and Invoices

Once a load is in transit, your team can update the shipment status by filling out a simple web form inside the portal. This form generates a compliant EDI 214 Transportation Carrier Shipment Status Message. The portal’s processor checks for new updates every 15 minutes, converts the data into the correct X12 EDI format, and transmits it securely to your trading partner.

Useful reading: All You Need to Know about EDI 214 Transportation Carrier Shipment Status Message

When it’s time to bill for the shipment, the same process applies: your team inputs invoice data into the portal. An EDI 210 Freight Invoice is automatically built from that data and delivered to your partner’s EDI mailbox via SFTP.

All communication is logged, acknowledged (when required), and displayed in one clean dashboard—so you never lose track of document status or compliance.

EDI 210 - EDIWebPortal

QuickBooks Integration without Disruption

Many freight and logistics companies rely on QuickBooks to handle their day-to-day accounting. But QuickBooks doesn’t support EDI out of the box.

Keep using QuickBooks as you always do – we’ll handle the EDI part. We integrate your QuickBooks with our EDI Portal. You continue creating invoices inside QuickBooks, and we automatically convert and send them as EDI 210 Freight Invoices to your trading partners. Likewise, you can view inbound documents like EDI 204 Load Tenders or EDI 214 Shipment Status directly in the portal.

  • No duplicate data entry.
  • No IT complexity.
  • Full EDI compliance.

With EDI2XML, QuickBooks becomes a powerful part of your EDI ecosystem — without disrupting the tools your team already knows and trusts.

FAQ – EDI Web Portal for Transportation

What’s the fastest way for freight haulers to eliminate manual EDI processes without installing software?

Our browser-based EDI Web Portal is ideal for logistics companies and freight haulers looking to eliminate manual EDI processes and improve turnaround time.

What EDI documents does the portal support for motor carriers?

Primarily EDI 204 (Load Tender), EDI 210 (Freight Invoice), EDI 214 (Shipment Status), and EDI 997 (Acknowledgment). Other common documents like EDI 850 (Purchase Order) can be added based on your use case.

Do I need an ERP to use the portal?

No. The system was built specifically for carriers and 3PLs who don’t use ERP or TMS platforms. Everything runs in your browser.

Can it connect to QuickBooks?

Yes. The portal integrates with QuickBooks Online to automate invoice generation (EDI 210) and even import incoming orders.

Is the portal included in your managed EDI service?

Yes. It’s part of our EDI2XML Managed Services offering—available to all clients who don’t have internal EDI systems.

Get demo of EDI web Portal

About EDI2XML & Namtek Consulting Services

EDI2XML, powered by Namtek Consulting Services, is a leading EDI integrator and technology provider with over 25 years of experience in helping companies automate and streamline their business communications.

We offer a complete range of EDI solutions, including:

Our team of experts has successfully implemented and supported hundreds of EDI and systems integration projects worldwide, helping businesses of all sizes stay compliant, reduce manual work, and accelerate their digital transformation.

Whether you’re looking to integrate with your trading partners, automate EDI 210 invoicing from QuickBooks, or connect your existing business systems, we have the tools and know-how to make it happen.

Explore our Case Studies to see real-world examples of how we’ve helped businesses streamline their operations through EDI automation.

Ready to simplify your EDI?

If you’re a carrier, freight broker, or 3PL struggling to meet EDI requirements, don’t build from scratch. Let EDI2XML manage the integration—and give your team the tools to succeed.

Start your free 30-day trial of the EDI Web Portal or contact us to learn how we can support your EDI needs.

 

Free EDI Consultation

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EDI 945 Warehouse Shipping Advice in Transportation Management, 3 PL Warehouse, and Third-party Logistics.

Many different processes take place in the warehouse every day, whether it’s a regular or 3PL warehouse. All of them must be carried out quickly and accurately. In this article, we will look at the importance of using EDI (Electronic Data Interchange) especially, an electronic document – EDI 945 Warehouse Shipping Advice associated with shipment of goods. Let’s figure out who and when to use EDI 945, what information a Warehouse Shipping Advice contains, 945 EDI specifications, benefits of using this EDI document, and much more.

What is EDI 945 transaction?

The Warehouse Shipping Advice Transaction Set (EDI 945) is an electronic data interchange (EDI) document. EDI 945 is usually used by 3PL warehouse/ remote warehouse or third-party logistics company, to notify its client (depositor) that a shipment has been made. It is used to match order quantities with shipment quantities.

945 EDI document type

EDI X12 945 Warehouse Shipping Advice Transaction Set is a document base on the X12 standard. X12 is a non-profit, ANSI-accredited standards development organization for cross-business transactions that support electronic data interchange in North America.

Each set of EDI transactions is supported by a subcommittee working within the X12 Accredited Standards Committee. EDI 945 falls under X12M – Supply Chain Subcommittee.

How is EDI 945 – Warehouse Shipping Advice used?

When a supplier/depositor (for example, a manufacturer or a wholesaler) needs to ship goods from the warehouse, he sends his 3PL warehouse an EDI document 940 Warehouse Shipping Order. EDI 940 contains all the necessary information regarding the goods required for shipment (description and quantity of goods, delivery date, recipient information, etc.) as well as shipping instructions.

Useful Reading: What is EDI 940 Warehouse Shipping Order?

The warehouse, having received the EDI 940, makes the shipment of the order and returns the EDI 945 immediately after the parcel has left the warehouse.

EDI 945 transfers detailed information about the merchandise shipped and the detail of the delivery.

Based on transaction EDI 945, the supplier can generate EDI 856 Advance Ship Notice as needed to notify its customer of an upcoming delivery.

What is the shipping process in a warehouse?

Shipment is the process of preparing and sending goods to the designated location. The shipping procedure at the warehouse is carried out according to predetermined rules. Each company develops shipping regulations independently, taking into account the characteristics and specifics of the goods and warehouse space.

The procedure for shipping goods from the warehouse/ 3PL warehouse can include many stages:

  • processing of the depositor’s order (for example, entering data into the warehouse system);
  • checking the availability of goods in the warehouse;
  • receiving a picking list;
  • selection of the necessary goods from the storage place;
  • moving to the picking area;
  • packaging and labeling in containers/pallets;
  • loading of transport;
  • Preparation and entry into the warehouse system of the relevant information.
EDI- Price

The main task of the warehouse manager is to organize efficient work, which will ensure fast processing of orders since all shipments must be carried out on time.

Automation of warehouse processes, for example, the use of EDI can significantly improve the quality and speed of shipment of goods.

Workflow to Exchange Warehouse Shipping Advice (EDI 945)

Let’s take a closer look at the process of shipment of goods from a third-party warehouse and analyze what other EDI documents are involved in the logistics process. Of course, keep in mind that the process below may reflect only one of the possible options. Each company can establish its own business process with a third-party warehouse, which depends on the type of the company’s activity, type of product, etc.

In the figure below you can see that usually the process in which EDI 945 is involved consists of at least three participants:

– Customer (it could be a retail outlet)

– Supplier (who is a client of the 3PL warehouse, or a depositor)

– 3PL Warehouse / or 3 PL logistics company.

1. The business flow begins with a Purchase Order – EDI 850 which is sent by the customer to the supplier.

2. The supplier responds to the customer with the EDI 855 PO Acknowledgement

3. The supplier sends the Warehouse Shipping Order (EDI 940) to the 3 PL warehouse

4. 3PL Warehouse process a Shipping Order and sends the goods to the supplier’s customer by the address specified in EDI 940.

5. Immediately after dispatch, the warehouse transfers the EDI 945 to the supplier.

6. Based on EDI 945, the supplier generates an Advance Ship Notice (EDI 856) and transfers it to his client.

7. The supplier sends the customer an EDI invoice 810

So, as you saw from the EDI workflow, 945 Warehouse Shipping Advice – is the main document, which confirms the fact of shipment of goods. It is used by many companies operating in wholesale and retail, including online stores.

Useful Reading: EDI Integration for Transportation and Logistics

What information does EDI 945 contain?

EDI document Warehouse Shipping Advice contains accurate and detailed information about the item shipped from the warehouse. Thus, EDI 945 includes the following information:

  • Information about the depositor, warehouse, and place of delivery (addresses, contacts).
  • Details of the carrier and the method of delivery of the goods.
  • Information about the product – cost, product name, SKUs, etc.
  • The number of goods shipped.
  • Complete order detail of the original order (EDI 940)
  • Date and time of shipment from the warehouse.
  • Transportation method

EDI 945 Warehouse Shipping Advice Structure

Like any other EDI document, EDI 945 transaction set has a precise structure and sequence of elements.

  • ISA – Interchange Control Header
  • GS – Functional Group Header
  • ST – Transaction Set Header
  • W06 – Warehouse Shipment Identification (numbers, dates, and other basic data)
  • 0100 – Loop Name (to identify a party by type of organization, name, and code)
  • N1 – Name
  • N9 – Reference Identification
  • G62 – Date/Time
  • W27 – Carrier Detail
  • W10 – Warehouse Additional Carrier Information
  • 0300 – Loop Assigned Number
  • LX – Assigned Number
  • MAN – Marks and Numbers
  • PAL – Pallet Information
  • 0310 – Loop Warehouse Item Detail
  • W12 – Warehouse Item Detail
  • N9 – Reference Identification
  • W03 – Total Shipment Information
  • SE – Transaction Set Trailer 
  • GE – Functional Group Trailer
  • IEA – Interchange Control Trailer

Benefits of using EDI 945 in Warehouses/ 3PL warehouses and Logistics

The use of EDI 945 in a 3 PL warehouses or 3 PL logistics company, allows you to get significant competitive advantages due to:

  • increasing the speed and accuracy of logistics operations;
  • reducing the cost of manual processing of documents;
  • reducing the risks of losses and information inaccuracies;
  • Increasing the speed of order processing due to receiving timely, fast, and accurate information.

Thus, automation of warehouse processes through the use of EDI document such as EDI 945, significantly improves the quality of 3PL warehouse processes.

Automate Warehouse Shipping Advice with EDI2XML Web Service

We have a ready-made EDI solution for the exchange of electronic documents in the X12 and EDIFACT standards. It is a unique HTTP service running over the internet that is capable of receiving HTTP requests to translate EDI messages to XML, and XML to EDI.

Try all the possibilities of the EDI2XML Web Service for free. We offer a 15 days free trial.

Contact us for a free consultation and find out how within an hour you can start exchanging electronic documents such as EDI 945 and many others with your trading partner.

EDI in transportation and 3PL

You may also be interested in reading about:
– Electronic Data Interchange (EDI) in the Supply Chain
– How EDI can speed the receiving of goods in a warehouse
– EDI for Third-Party Logistics providers (3PL)
– DELFOR, DELJIT, DESADV – key EDI messages in supply chain management for manufacturing

 

EDI for Third-Party Logistics providers (3PL)


Almost every manufacturing and distribution company today, work with third-party logistics providers (3PL) to organize and manage their transportation of goods. This allows companies to save on their cost of warehouse management, easily track the movement of their goods, inventory, preparation of documentation, cargo handling, and delivery to the buyer.

In this article, let us talk about 3PL and EDI (Electronic Data Interchange) since this is the key technology in logistics.

What is Third-Party Logistics?

A third-party logistics company or 3PL provider is a company that provides full logistics services: transportation, forwarding, warehousing, customs clearance, and other logistics-related activities. 3PL stands for Third Party Logistics. In other words, the term 3PL is synonymous with logistics outsourcing, which means the transfer of part or all the logistics functions, to a logistics service provider.

The Third-Party Logistics Study shows that shippers and their 3PL providers are increasingly looking to work together. Both parties confirm that the use of technology helps them to progress. According to the study, many 3PLs are already making significant investments in technology. Most of the shippers indicate that IT capabilities are a necessary element of 3PL expertise.

The table below shows the answers of the shipper and 3PL to the question: “What information technologies, systems or tools should 3PL have to successfully serve customers?”
3PL IT study

You can see from the table above, EDI transactions such as order, shipment, inventory, advanced shipment notices, invoicing, etc. are very important in the logistics. Thus, this once again underlines the importance of EDI for 3PLs.

Why EDI Is Important For 3PL Companies?

EDI provides the best results in exchanging data with 3PL providers. This is the most reliable, secure, and economical way to share business information.

A 3PL provider for example, needs detailed information about the location of the delivery points, the date of shipment, the quantity of the goods, information on the packaging, its size, etc.

The supplier of goods needs to monitor the state of inventory, track the movement, and write-off of the goods, as well as receive information about shipments to certain outlets for a specific range.

Lack of reliable information can lead to a shortage of goods in the store, lost profits, as well as monetary and temporary losses due to erroneous deliveries, long approvals, and frequent account adjustments.

On average, every day large logistics companies must send from several hundred to thousands of documents. To process such a volume of data manually using traditional paper documents, couriers, faxes, e-mail, or telephone, is rather a difficult and costly task.

Therefore, 3PL providers and their clients use EDI to exchange all necessary information about orders, deliveries, shipments, balances, reports, etc. electronically.

To automate the process of data exchange, 3PL providers and product suppliers usually integrate EDI into their business systems. This allows business partners to eliminate intermediate steps in which they must manually enter data into the accounting or business system. EDI messages are transmitted instantly, and they exclude errors related to the human factor.

Useful reading: A must-have guide for a successful systems integration with EDI

Third-Party Logistics EDI Documents

Third-Party Logistics (3PL) providers use a variety of Electronic Data Interchange (EDI) documents to exchange information with their customers, suppliers, carriers, and other partners. Some of the commonly used EDI documents in 3PL include:
  1. 850 Purchase Order: This document is used to transmit a purchase order from a customer to a 3PL provider. It includes information such as item description, quantity, and price.
  2. 855 Purchase Order Acknowledgement: This document is used by the 3PL provider to acknowledge the receipt of a purchase order from the customer.
  3. 856 Advance Shipment Notice: This document is used to inform the customer of the expected delivery date and time of the shipment.
  4. 940 Warehouse Shipping Order: This document is used by the 3PL provider to notify the warehouse of an impending shipment.
  5. 945 Warehouse Shipping Advice: This document is used by the warehouse to notify the 3PL provider that the shipment has been shipped.
  6. 944 Warehouse Stock Transfer Receipt Advice: This document is used by the warehouse to notify the 3PL provider that a stock transfer has been received.
  7. 997 Functional Acknowledgment: This document is used to acknowledge the receipt of an EDI document by the recipient.
  8. 810 Invoice: This EDI document is used to provide the customer with an electronic invoice for services rendered, including information such as the billing period, charges, and payment due date.

These EDI documents help 3PL providers to automate their processes and improve their efficiency in handling orders, inventory, and shipments. They also help to reduce errors and improve communication between the 3PL provider and their partners.

Let us look for the most used EDI documents by 3 PL providers. These messages could be used in ANSI X12 standard (if the company is in North America), or in UN/EDIFACT standard (which is more common in Europe). However, messages in both standards perform a similar function.

Sales Report and Sales Forecast: EDI 852 / EDIFACT –  SLSRPT and EDI 830 / EDIFACT-  SLSFCT

Inventory data can be used in conjunction with actual sales data transmitted in SLSRPT – Sales Data Report message (EDI 852 Product Activity Data) and SLSFCT – Sales Forecast (EDI 830 Planning Schedule)

Accurate data on inventory and sales forecasting allows manufacturers to better control their production needs, and distributors to maintain the necessary stock of goods, considering the market situation.

Inventory update: EDI 846 / INVRPT

One of the most used documents for Inventory management calls EDI 846 Inventory Inquiry/Advice in ANSI X12 Standard or INVRPT – Inventory Report in EDIFACT.

Inventory report allows suppliers to control their inventory of materials and products.

The message contains information about the quantity in stock, as well as data on the receipt and withdrawal of goods for a certain period. Information about the quantity of the product and packaging can be detailed in different groups: by lot, location, expiration date, etc.

Companies use this type of messages to reduce the costs and errors associated with manual processing. INVRPT or EDI 846 is also used to inform trading partners about the availability of goods, without obliging them to make a purchase. Besides, the buyer or trading partner can request information to obtain up-to-date data on product balances.

Typical EDI Workflow with 3PL
Advanced Ship Notice (ASN) 856 transaction set?

The direct interaction between the supplier and its 3PL provider is based on a standard set of EDI messages widely used in retail.

First, the supplier transfers its nomenclature (master data) to the logistics company using the PRODAT message. The message contains basic data that rarely changes – to identify and describe products. This long-term information includes a technical and functional description of the product, but not commercial terms.

Next, goods are shipped to the warehouse, accompanied by the DESADV – Despatch advice message (or EDI 856 Advanced Ship Notice (ASN) in case partners use the ANSI X12 standard).

This message does not physically accompany the delivery but utilized to inform in advance the recipient of the contents of the shipment.

Due to Advanced Ship Notice, the logistics company will know in advance that the goods are on the way. For acceleration and convenience of reception, SSCC codes and scanners are used: the goods can be taken in pallets.

At the next stage, the warehouse sends the supplier the RECADV message – Receiving Advice (EDI 861 – Receiving Advice/Acceptance Certificate) informing about the delivered and received goods.

When the supplier company receives a request for the supply of goods from its customers, it sends an ORDERS message – Purchase (EDI 850 Purchase Order) to the 3PL operator’s warehouse.

If the EDI was fully integrated with the business system, the information immediately goes to the accounting system of 3 PL providers, bypassing outdated communications, for example, e-mail, where information may be missed or may not reach the destination.

A 3PL company forms a shipment and sends it to the right address, notifying the other side using DESADV (EDI 856).

Of course, it should be noted that different logistic projects may use other, more specialized EDI messages.

How EDI Contributes To The Success of Third-Party Logistics Providers (3PL)

Even by introducing a minimum number of EDI messages for working with orders, deliveries, and reports, the parties achieve the following benefits:
  • Reducing manual entry and saving time for operators, managers, accountants, warehouse workers, drivers.
  • Ability to optimize/reduce staff.
  • Reduction in operating expenses.
  • Fast transfer of data and documents.
  • Elimination of losses and reduction of errors during data transmission.
  • Reducing conflict situations and increasing the loyalty of partners.
  • Security of data transmission.
  • Acceleration of payments due to prompt receipt of documents by customers.

3PL-companies can generate significant additional profit by optimizing business processes and increasing work efficiency.

New Opportunity For 3PL Companies with EDI2XML

EDI2XML is a Cloud based B2B integration service provider, focused on EDI and eCommerce integration, since year 2000.

Our EDI integration service offerings help solve business problems associated with electronic document management – in logistics, retail, healthcare, and other industries.

Contact us today for a free consultation.
EDI integration for 3PL

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