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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.

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.

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.

August 25, 2025/2 Comments

EDI X12 204 Motor Carrier Load Tender – Overview

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This post was updated to reflect current trends and information.

What Is EDI 204 Motor Carrier Load Tender? A Complete Guide

The EDI X12 204 Motor Carrier Load Tender is an electronic document originating from a paper Motor Carrier Load Tender. The EDI 204 transaction set is used to communicate an offer for a shipment to a full load motor carrier.

The EDI X12 204 Tender is typically sent from a retailer, a manufacturer, or a distribution center to the carrier. However, an EDI 204 transaction could be sent by any company that is interested in the delivery service.

The 204 can be used to create a new shipment or to update, replace, or cancel a shipment.

Generally, companies cannot use an EDI X12 204 Motor Carrier Load Tender to transfer information related to a less-than-truckload bill of lading, manifest, or pick-up notification.

Full Truck Load (FTL) and Its Role in EDI 204 Transactions

Full Truck Load or FTL is a type of transportation that takes up at least one full cargo trailer or does not allow other loads to be carried at the same time.

The carrier is the party responsible for transporting the goods or freight. Generally, the carrier owns and manages transport assets. Alternative names for the carrier are: transportation provider, or 2PL (Second-Party Logistics).

How EDI 204 Works in Transportation Logistics: Step-by-Step Workflow

The EDI 204 transaction is partnered with additional EDI transactions, the Load Tender Acknowledgement – EDI 990, and the EDI 214 -Shipment Status Message.

1. An EDI 204 is sent to the carrier by the shipper.

204 transaction set contains critical shipment information including load reference identification, window required for shipping, pickup, drop destination, equipment requirements, and, commodities.

2. In return, the transportation provider responds with an EDI 990 – Load Tender Acknowledgement to inform acceptance or rejection of the shipment order.

Unless agreed to beforehand with the shipper, a response with EDI 990 to accept or decline the load tender is required for each EDI 204. The response time for EDI 990 sent within the EDI 204 is specified as: “Must Respond By Date” and “Must Respond By Time”. If the EDI 990 is not received by the indicated time in EDI 204, the load may be reassigned to another carrier.

Often, timing is critical for an EDI 990 document. For example, Amazon.com requires that EDI 990, which accepts the load request, must be generated within 90 minutes after Amazon.com sends the 204 transaction.

Certain companies could make some exclusions, for example, Amazon.com could allow an EDI 214 document as acceptance of the load if the carrier cannot generate an EDI 990, but the carrier has to inform about this, as it will require Amazon’s approval.

3. In case of acceptance, the carrier sends back to the trading partner a Transportation Carrier Shipment Status Message- EDI 214

EDI 214 will provide specific information about the shipment including pro-number, shipment codes, date and time of shipment/delivery.

4. After delivery is complete, the carrier submits to the shipper an EDI 210 transaction set – Motor Carrier Freight Details and Invoice

An EDI 210 transaction is used to provide the full information about the cost of services provided by the transportation provider. This transaction set used both as an invoice for a payment request and as information relating to the freight charges.

5. Once the EDI 210 document is received by the shipper, an EDI 997 Functional Acknowledgement is sent back from the shipper to the carrier to indicating that the 210 Motor Carrier Freight Details and Invoice transaction, was received.

Many companies integrate the EDI 210 transaction set into their ERP, business or accounting software applications. EDI2XML can deliver quick and efficient EDI integration. We provide certified connectors for leading IT systems such as SAP, Salesforce, JD Edwards, Dynamics CRM, Dynamics AX, and more. Contact us for a free consultation and for demo.

The Structure of an Electronic Document

An EDI transaction set contains one or more “envelopes” that identify the sender and recipient of the document.

The ISA segment denotes the beginning and the IEA end of the envelope. In an envelope, the transaction sets are formed into one or more functional groups that are limited to the GS (Functional Group Header) and GE (Functional Group Trailer) segments. The figure below shows the format of an EDI transmission with several tender transactions.

Sample EDI 204 Document: Structure, Segments, and Format

The EDI 204 transaction set is composed of functional groups that describe the content of the deal. The following example details the various data elements and segments of EDI 204

Below is a sample of EDI 204 document.

REST API for EDI 204 Integration: Fast and Flexible Setup

If you need to integrate X12 EDI 204 (Motor Carrier Load Tender) transaction set into your existing flows, by converting the X12 document to XML (and vice versa) you can use our REST HTTP EDI Web Service (API). It is a cost-effective solution meant for companies who got their own technical resources to work with REST API. It easy and simple to connect, there is no contract, moreover, you can set up a 15 days free trial account, without any commitment from you.

Complete List of EDI Documents (ANSI ASC X12 EDI Transactions Set) in Transportation and Logistics

Following is the list of the most frequently used EDI documents in the Transportation and logistics vertical, typically exchanged between the shipper, the transportation provider, and the consignee:

EDI 204 – Motor Carrier Load Tender
EDI 210 – Motor Carrier Freight Details and Invoice
EDI 211 – Motor Carrier Bill of Lading
EDI 212 – Motor Carrier Delivery Trailer Manifest
EDI 214 – Transportation Carrier Shipment Status Message
EDI 990 – Response to a Load Tender
EDI 997 – Functional Acknowledgment
EDI 106 – Motor Carrier Rate Proposal
EDI 107 – Request for Motor Carrier Rate Proposal
EDI 108 – Response to a Motor Carrier Rate Proposal
EDI 213 – Motor Carrier Shipment Status Inquiry
EDI 215 – Motor Carrier Pick-up Manifest
EDI 216 – Motor Carrier Shipment Pick-up Notification
EDI 217 – Motor Carrier Loading and Route Guide
EDI 218 – Motor Carrier Tariff Information
EDI 240 – Motor Carrier Package Status
EDI 250 – Purchase Order Shipment Management Document
EDI 251 – Pricing Support
EDI 601 – US Customs Export Shipment Information
EDI 602 – Transportation Services Tender
EDI 753 – Request for Routing Instruction
EDI 754 – Routing Instructions
EDI 920 – Loss or Damage Claim – General Commodities

Benefits of Using EDI in the Transportation Industry

In recent years, the haulage and transportation industry faced increasing pressure to shorten delivery times, but with EDI, the carriage is significantly easier and faster to manage. It’s no secret that logistics necessitates a lot of documentation, and EDI allows automated flows between all logistics partners. In fact, there are many benefits of EDI for transportation providers:

No need for manual processing from the dispatch, operational, and billing systems, therefore saving time and money.
Eliminating any costly data entry mistakes
Employees have more time to focus on more productive tasks and provide better customer service.
Ability to communicate electronically and seamlessly with all parties in the supply chain process.
Integrating EDI with transportation management systems or direct carrier systems will help to tender loads

Choosing the Right EDI Solution: Fully Managed vs REST API

Are you looking to exchange an EDI 204 document with one of your business partners? Do you need a cost-effective solution? Or maybe you would like to integrate your EDI 204 transaction set directly into your ERP CRM or TMS system? We provide flexible and reliable EDI solutions to help make your businesses more profitable.

Read this blog to compare key features of our Fully managed EDI service versus our REST HTTP EDI Web Service, to find out which is better for your business.

Please contact us to discuss your EDI challenges with one of our EDI experts.

FAQ – EDI 204 Motor Carrier Load Tender

What is the EDI 204 Motor Carrier Load Tender and what is its purpose?

The EDI 204 Motor Carrier Load Tender is an electronic document used to communicate an offer for a shipment to a full load motor carrier, originating from a paper Motor Carrier Load Tender to facilitate digital communication in transportation logistics.

How does the EDI 204 transaction work in transportation logistics?

The EDI 204 transaction involves the shipper sending shipment details to the carrier, who responds with an acceptance or rejection via EDI 990. If accepted, the carrier provides shipment status through EDI 214, completes the delivery, and submits invoice details with EDI 210, which is acknowledged by an EDI 997.

What is Full Truck Load (FTL) and what role does it play in EDI 204 transactions?

Full Truck Load (FTL) refers to transportation that takes up an entire cargo trailer or does not allow for other loads, and it is a key element in EDI 204 transactions as it involves the carrier responsible for full truck shipments, streamlining communication and logistics.

What are the main benefits of using EDI in the transportation industry?

Using EDI in transportation reduces manual processing and data entry errors, saves time and money, enables seamless electronic communication between logistics partners, and allows integration with transportation management systems, improving overall efficiency.

How can businesses choose the right EDI solution for their needs?

Businesses should decide between fully managed EDI services or REST API integration based on their technical resources and budget, consulting EDI providers for tailored solutions that best fit their operational and integration requirements.

May 31, 2019