205 EDI Exchange Agreement

EDI Exchange Agreement

This agreement is an attachment to the main agreement between customer and supplier and will clarify mutual expectations of how EDI traffic between the parties is to be regulated.

The agreement will contribute to the clear and uniform implementation of EDI between customer and supplier.

The agreement does not include legal conditions. This is covered by the main agreement between the parties.

The agreement is established between the following parties:

CUSTOMER
Name of CUSTOMER
Represented by (name)
Telephone
E-mail
Includes the following businesses
>
Place
Date
Signature

 

SUPPLIER
Name of SUPPLIER
Represented by (name)
Telephone
E-mail
Includes the following businesses
>
Place
Date
Signature

 

Roles and Contacts

The following contacts will be used for inquiries related to the implementation of the agreement.

CUSTOMER

 

Function Contact Info
EDI responsible Name
Telephone / mobile
E-mail
<Describe here which areas this feature covers>
Integration Name
Telephone / mobile
E-mail
<Describe here which areas this feature covers>
Technical Infrastructure / IT Name
Telephone / mobile
E-mail
<Describe here which areas this feature covers>
Process / Business Relationship Name
Telephone / mobile
E-mail
<Describe here which areas this feature covers>
Others Name
Telephone / mobile
E-mail
<Describe here which areas this feature covers>

 

SUPPLIER

 

Function Contact Info
EDI responsible Name
Telephone / mobile
E-mail
<Describe here which areas this feature covers>
Integration Name
Telephone / mobile
E-mail
<Describe here which areas this feature covers>
Technical Infrastructure / IT Name
Telephone / mobile
E-mail
<Describe here which areas this feature covers>
Process / Business Relationship Name
Telephone / mobile
E-mail
<Describe here which areas this feature covers>
Others Name
Telephone / mobile
E-mail
<Describe here which areas this feature covers>

 

Message exchange

This chapter describes how the parties agreed that the messages should be exchanged and where messages should be sent.

Both parties have mutual responsibility for informing each other about circumstances that affect or may affect the exchange of information, regardless of the types of exchange chosen.

Please include your own text that best describes the way of exchange.

Exchange method Description / requirements / preconditions Set X for exchange mode
Option 1:

Mailbox at message communicator

The parties exchange messages via a 3rd party mailbox. The parties bear their own costs when renting a mailbox, traffic fee per sent notification, and any additional services that 3rd party performs on behalf of the party

 

 
Option 2:

Communication type

Both parties send messages directly to each other’s server. Can be using FTP / SFTP or other forms of communication.

This option is normally free of charge beyond the expense of establishing the communication form

 

 
Option 3:

Web portal

Supplier sends and receives messages via web portal

Costs with the use of this are covered by the supplier.

 

 

 
Option 4:

Other

Description of other forms of exchange not covered by options 1-3

 

 
Comments on the way of exchange  

 

Addresses / Where messages should be sent or placed / Identification of files etc.

It is encouraged that sensitive information / passwords etc. are not described in the agreement itself, but are exchanged directly between the players in a safe manner

Messages TO customer

 

Messages TO supplier

 

 

 PART 1: Applies to the distribution form distribution deliveries

  • Includes all categories of products delivered to a distributor.
  • The order type will be Normal order or Industrial Sales / Representative orders. The order type Forecast must be specifically agreed upon if used.
  • Includes all delivery terms.

 

Messages and formats

The following messages must be exchanged

 

Messages used

Format
Format and version Comment
Order
Order Receipt
Order confirmation
Despatch Advice
Invoice
Invoice Receipt

 

Messages in green are required messages for this process while messages in red can be agreed bilaterally.

Bilateral agreements

Any deviation from current guidelines should be specified in this document to be valid in the interaction. Both parties must aim to adapt as far as possible to current processes and standards for the messages to minimize discrepancies.

Deviations may be related to how processes are carried out, or to usage / content in messages.

If deviations are specified in this document, it is a prerequisite for both parties so that routines and software that support the processes can be customized in the business.

Processes

Deviation from description in user profile of how the processes are to be performed
 

 

 

 

 

 

 

 

 

 

 

 

Different deadlines for when messages are to be sent
Order confirmation

 

Despatch Advice

 

Other

 

Content in messages

All information fields that are listed in the policy as SHALL, or SHALL IF, if a given criterion is met, must always be sent.

Information fields listed as CAN be sent, are basically additional information that is not required to be sent. Therefore, there are no special treatment rules for this at the recipient.

If the sender wishes the recipient to act on this in a manner not described in the guidelines, this must be described below.

 

Message Information field Description of how this is used
Order

 

 

 

Order Receipt

 

 

 

Order confirmation

 

 

 

Despatch Advice

 

 

 

Invoice

 

 

 

Invoice Receipt

 

 

 

 

PART 2: Applies to the distribution form deliveries directly to retailer

  • The process includes all product categories delivered directly to the retailer.
  • The order type will be Normal order or Industrial Sales / Representative orders
  • Includes all delivery terms where the supplier is responsible for transportation.

Messages and formats

The following messages must be exchanged

 

Messages used

Format
Format and version Comment
Order
Order receipt
Order confirmation
Despatch Advice
Invoice
Invoice receipt

Messages in green are required messages for this process while messages in red can be agreed bilaterally.

Bilateral agreements

Any deviation from current guidelines should be specified in this document to be valid in the interaction. Both parties must aim to adapt as far as possible to current processes and standards for the messages to minimize discrepancies.

Deviations may be related to how processes are carried out, or to usage / content in messages.

If deviations are specified in this document, it is a prerequisite for both parties so that routines and software that support the processes can be customized in the business.

Processes

Deviation from description in user profile of how the processes are to be performed
 

 

 

 

 

 

 

 

 

 

 

Different deadlines for when messages are to be sent
Order confirmation

 

Other

 

 

Content in messages

All information fields that are listed in the policy as SHALL, or SHALL IF, if a given criterion is met, must always be sent.

Information fields listed as CAN be sent, are basically additional information that is not required to be sent. Therefore, there are no special treatment rules for this at the recipient.

If the sender wishes the recipient to act on this in a manner not described in the guidelines, this must be described below.

Message Information Field Description of how this is used
Order

 

 

 

Order receipt

 

 

 

Order confirmation

 

 

 

Despatch Advice

 

 

 

Invoice

 

 

 

Invoice receipt

 

 

 

 

PART 3: Applies to the distribution form Crossdock

  • The process includes all products that are part of a Crossdock process.
  • The order type will be Crossdock.
  • Includes all delivery terms.

Messages and formats

The following messages must be exchanged

 

Messages used

Format
Format and version Comment
Order
Order receipt
Order confirmation
Despatch Advice
Invoice
Invoice receipt

Messages in green are required messages for this process while messages in red can be agreed bilaterally.

Bilateral agreements

Any deviation from current guidelines should be specified in this document to be valid in the interaction. Both parties must aim to adapt as far as possible to current processes and standards for the messages to minimize discrepancies.

Deviations may be related to how processes are carried out, or to usage / content in messages.

If deviations are specified in this document, it is a prerequisite for both parties so that routines and software that support the processes can be customized in the business.

Processes

Deviation from description in user profile of how the processes are to be performed
 

 

 

 

 

 

 

 

 

 

 

Different deadlines for when messages are to be sent
Order confirmation

 

Despatch Advice

 

Other

 

 

Content in messages

All information fields that are listed in the policy as SHALL, or SHALL IF, if a given criterion is met, must always be sent.

Information fields listed as CAN be sent, are basically additional information that is not required to be sent. Therefore, there are no special treatment rules for this at the recipient.

If the sender wishes the recipient to act on this in a manner not described in the guidelines, this must be described below.

Message Information field Description of how this is used
Order

 

 

 

Order receipt

 

 

 

Order confirmation

 

 

 

Despatch Advice

 

 

 

Invoice

 

 

 

Invoice receipt

 

 

 

 

Published on: 15. August 2018
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