ORION EDI: for customers (buying)

ORION EDI for customers (buying role) is a solution of electronic data exchange and paperless communication that is fully focused on the specifics of the retail and wholesale sectors. It allows for a significant streamlining and speeding up of the whole process of buying goods, including management of product (master data) information, ordering, logistics or goods delivery and invoicing.

This solution that is integrated into an information system of a customer is provided in a form of a service (SaaS). CCV Information Systems thus provide export and import, conversion, electronic signature and archiving of documents such as orders, invoices, delivery notes, price lists, product catalogues, logistics documents and others. 

Advantages of ORION EDI for customers 

  • Significant time savings thanks to automation of documents transfer
  • Elimination of errors due to no manual transcribing and automatic document checks
  • Immediate feedback through notification messages (e-mail notification)
  • Safe and reliable service with superior protection of data transfer and archieving 
  • A wide range of useful additional services

Why EDI for customers has the most advantages 

Business process

Most retail customers and e-shops who buy goods and services on the market, nowadays have a large number of business partners – suppliers, with whom they daily exchange vast amounts of information, such as prices, quantities, parameters, etc. 

This ‘communication channel’ that significantly affects the overall management of the supply chain, is represented by business, logistics and other documents (see the flow chart shown on the right). Company staff spend significant time acquiring, checking, processing, sending, achieving and looking up these documents. Not to mention the cost of printing, paper, envelopes, postage etc. Research shows that the costs of manually processing one invoice is ~CZK 25

 

Electronic processing of these documents therefore has significant added value. The condition for automatic processing is a uniform format of all documents, which can be used by both, the information system of a supplier (for example SAP), and information system of a customer (for example Microsoft Navision). 

Technology for exchange of structured electronic documents = EDI.

Involvement of suppliers

EDI communication also has a lot of advantages for suppliers, even though some processes are different from those of customers. Major suppliers who exchange hundreds of documents with their partner on a monthly basis, realize savings with the introduction of EDI almost immediately. 

For small suppliers with less than twenty documents per month, ORION webEDI is the best option. It enables them to participate in EDI communication virtually instantly without integration into their information system.

In the case of interest, a service called ROLL-OUT can be included into EDI implementation. It is an organised outreach to partners (suppliers) and their involvement in electronic exchange of documents, with assistance of CCV Information Systems as the EDI provider. 

ROLL-OUT helps speed up the process of involving suppliers in electronic exchange of documents. The progress of the project, its success, effectiveness, and especially the speed of integrating new suppliers, depends on many factors, such as the situation of specific suppliers (technical and time capacity) quality of data, standardization of goods identification and also business incentives from the side of a customer. Service ROLL-OUT, is based on know-how and designed as a project with a fixed goal, monthly price and duration. 

Benefits of individual EDI messages

Order (ORDERS)

Sending orders via EDI increases the speed and reliability of orders delivery. Thanks to notifications, it is, for example, possible to immediately find out whether an order has been received into a company system of a supplier and whether it has been processed by their staff. This allows for a fast response by a customer in case of technical errors or shortage of goods on the side of a supplier. 

Indirect benefit (mainly for suppliers) is faster processing of orders, which can be processed automatically thanks to EDI.  It thus eliminates the occurrence of errors caused by manual transcribing, such as errors in price, quantity or wrong identification of goods. Owing to the automatic processing, these errors are not transferred into related documents used by the customer and thus the process results in better mutual customer-supplier relationships. 

The option of making a single order by non-EDI suppliers

EDI ORION® solution can deliver orders also to suppliers, who are not equipped by EDI communication.  In such case, an order is converted into a readable form and sent to a supplier via e-mail or fax. The advantage for the customer is a uniform method of ordering from their information system, an overview of all orders in ORION EDI and control over their delivery.

DESADV (delivery notice)

The biggest benefit of DESADV messages is acceleration and more accurate reception. Based on the delivery notice, it is possible to prepare a receipt for the physical reception of goods, whereby the information such as the order number, vehicle details etc. has been properly and correctly completed.

Moreover, it is possible to use SSCC codes, which speeds up reception of goods by up to 30%. These are so-called pallet labels. The pallet can be accepted simply by a single ‘beep’ of a barcode reader as it is identified by the SSCC code on DESADV. The code contains an itemized sum of goods, including information such as lot, expiration date, etc. 

In ORION EDI it is possible to start making pallet labels literally with a few clicks. The labels are created directly in ORION and goods are pulled easily (drag and drop) from DESADV into individual pallet labels. It is also possible to create SSCC codes manually for free, for example on: www.sscc.eu.

Find out here how to start using SSCC for DESADV (pallet labels) directly in ORION EDI.

  • Information about lots and expiration of goods can be useful for record keeping, which is essential for tracking of goods in the distribution chain.   
  • Allows to better control supplier discipline (e.g. approve in advance whether quantities that are larger than those that have been ordered can be accepted).
  • It can contribute to better continuity of supplies owing to timely provision of substitutes, albeit to a limited extent with regard to short notice before actual deliveries.

In addition, the message DESADV can also include information about prices of goods. This way, the customer has the information about selling price before receiving the invoice and can deal with possible discrepancies as compared to the purchase order.

INVOC (Invoice)

The greatest benefit of an electronic invoice for customers is automatic processing (so-called disposal of invoices). This is possible thanks to a structured format of electronic invoices (INVOIC). Disposal of invoices may involve formal proof of correctness of invoices (billing information etc.), their processing (upload of information on maturity, due date etc.) and also a control of completion, which is done through matching of invoices with receipts and checking of quantities and prices. This method allows fully automated processing of invoices for goods, and also a fast detection of possible discrepancies (quantities, prices) and subsequent fast notification of a supplier. 

Simply said, it compares entirely automatically all the formalities of an invoice and all lines of a receipt with the electronic documents already recorded in a system. If everything is in order, the invoice is automatically approved and ready for payment. If the system detects a discrepancy, approval is delayed and a responsible owner is notifies via email. 

The benefits of electronic data interchange can be emphasized using other reports that can be introduced individually and can smoothly extend on normal EDI communication ORDERS – DESADV – INVOIC.

ORDRSP (Order response)

The message is sent by a supplier to a customer to confirm an order. The purpose of ORDSP is an individual confirmation of what of the order will and will not be delivered, or what might be different. In this message, the supplier can respond to one or more items relevant for the order. The message has the biggest contribution where there is a big need for accurate and fast information about fulfilling the order.

Advantage of ORDRSP

Its advantage is primarily an opportunity to respond quickly in time in case of order shortages (undelivered goods by a supplier).

RECADV (Receiving advice)

The message is used by a customer to inform a supplier about the actual received goods and its amount. The message is usually produced on the basis of physical receipt of goods into IS/ERP system of a customer and is related to a specific delivery (number of delivery note, possibly order). 

Through this message, the customer notifies the supplier about which goods have been received and what quantity he expects to be invoiced for. This allows to eliminate logistical credit notes since an invoice can be issued by a supplier only once the reception has been confirmed. 

Where the contractual customer is a wholesale centre that makes orders on behalf of other members who then physically receive the goods, and this centre has no information about the actual received goods, the message can be used to check supplier invoices of such wholesale centre.

Advantage of RECADV

RECADV significantly contributes to the reduction of logistics credit notes and accelerates disposal of invoices. This message ensures that a supplier receives instructions to invoice only for the actual amount of goods received by a customer. Supplier can operationally deal with any shortcomings and inconsistencies in a delivery even before issuing an invoice and thus to significantly reduce usage of logistical credit notes. 

REMADV (Remittance Advice)

REMADV message informs an issuer of an invoice that customer has sent a payment. The message is useful especially in case of multiple invoices being covered in one payment. Thanks to this message, a supplier then has an information about which invoices are covered by which payment. 

Possibility of use for managing ten-day invoices

The message can be an addition to a solution of so-called ten-day invoices, whereby a supplier issues invoices for a larger number of delivery notes at the same time (usually covering a ten day period and various purchase locations- for example retail stores). In the transition to paperless EDI communication, the invoice is generated by items (it includes all lines from all delivery notes).

RETANN (Announcement For Returns)

The message is used if an organisation wants to return delivered goods to another organisation for a specific reason (for repair because of damage etc.) and served as a basis for a subsequent credit note. 

Advantage of RETANN
  • The option to automatically dispose of electronically revised tax documents (credit notes). In IS/ERP, the refund is issued as primary document, which is then paired with a credit note of a supplier. 
  • Faster transfer of information to a supplier so that complaints and invoicing can be resolved within legally defined periods.

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