Conversion | Communications | Enabling Software

The key features of the EDI process can be divided into two parts; conversion and communications. The conversion of your data into EDI, and the conversion of incoming data from EDI, is handled by EDI enabling software, of which there are a number of features to consider.

The VAN (Value Added Network) is the most common means of EDI communication, although there are alternatives.

Conversion
After you and your trading partner have agreed on a Standard, your business document has to be converted into EDI (a process known as construction) before it is transmitted.

On receiving the EDI data, your trading partner uses EDI software to convert data from the EDI format into a defined file format (translation). The data is then available for use by the application system.

The full advantages of EDI are best achieved when every step of the EDI process is automated and integrated with your existing business applications.

Comprehensive EDI software is available, that can provide sophisticated EDI conversion, application integration and audit management functions.

Communications
In order to send your EDI files to your trading partner you need to select a method of communication which best suits your requirements. The use of a VAN (Value Added Network) is the traditional EDI communication route.

Other options do exist and many of these are increasingly in use. Point-to-point communications allow trading partners to exchange EDI files directly, for example via FTP (File Transfer Protocol) connections.

The exchange of EDI across the Internet and private TCP/IP networks is gaining popularity. Many large organisations have set up their own intranets to enable divisions and groups to trade with each other using EDI. Some have extended this to include the whole of their trading community exchanging EDI via extranet trading.

Enabling Software
Most business-to-business applications, such as Sales or Purchase Order Processing and Invoicing, are rarely able to communicate with software applications from other suppliers, or over any distance other than by LANs. Enabling software is therefore needed for the exchange of EDI transactions between one trading partner and any other who is similarly enabled. EDI enabling software does not need to be, and frequently isn't, the same on both sender and receiver systems, but does need to have certain features:

Definitions
Definition of communication methods including Value Added Network (VAN) registrations, IP addresses across the Internet, or private extranets and intranets, trading partner and interchange details, EDI directories and message interface to and from application interface files.

Translation and Construction
The ability to use the EDI message interfaces to convert EDI data to and from appropriate application interface files using the definitions of the EDI messages contained within the product.

Communications
The ability to initiate communication sessions to send or receive EDI files through third party VANs or to PUT or GET files using File Transfer Protocol (FTP) connecting to the IP address of a server using Internet technologies. Also the ability to process inbound files uploaded by FTP clients onto the host system acting as a server.

Audit
The ability to record all activity within the product in terms of the communications sessions with external VANs or IP addresses and to record the content of the EDI files exchanged.

Error Recovery
The ability to recognise when a problem occurs and to assist a user in resolving such problems.

Automation
There should be the ability to automate as much or as little of the entire application-to-application cycle.

Flexibility for the Future
Conventionally EDI files are exchanged across Value Added Networks but with the advent of TCP/IP networks (the Internet) and other point-to-point communication methods, you should choose an EDI software package that allows these alternative routes for your files.

With the growth of electronic commerce, organisations will need links to more than one trading partner. Some major hub organisations recommend the use of specific EDI software, but most good EDI software packages are capable of handling exchanges with an entire trading community using a variety of EDI Standards and communication methods.

Software should always be updated to the latest product version.