What to collect from your retailer
Lesson 4 of 22 7 min read
The documents, codes and trading rules to request from a retailer's EDI team before configuration starts, and why each one matters.
The single most effective way to keep an EDI project on track is to gather everything before it starts. Configuration can't proceed without complete, accurate reference data, and gaps found halfway through push the go-live date back. This lesson gives you the request list to send to your retailer, and explains why each item matters so you can push back when something is missing.
Who to ask
Contact the retailer's EDI or supply chain team. If your usual buyer contact can't supply the documents, ask to be connected to their EDI onboarding team. Most large retailers have a dedicated team that manages supplier setups and can send a standard document pack.
Technical documentation
| EDI specification or technical guide | Defines the message formats, which fields are required, and the transmission method (VAN, SFTP, API or email). This is what Supply Lens configures against. |
|---|---|
| Sample purchase orders | At least three real purchase orders, ideally covering a range of products and order sizes. They are used to validate the configuration before go-live. |
| Outbound format requirements | The specification for everything you must send back: order acknowledgements, despatch advices (ASNs) and invoices. |
Codes and identifiers
| Your supplier code | The code the retailer uses for you in its system. It's separate from your company or VAT number, and becomes your Customer-Assigned Code in Supply Lens. |
|---|---|
| Product cross-reference table | Every retailer product code (GTIN, EAN or their own code) mapped to your internal SKU. Every product that could appear on a purchase order must be included. |
| Depot and location codes | The code for each delivery location or depot. Supply Lens maps these to ship-to addresses in your system. |
| Carrier codes (if applicable) | Needed only if the retailer prescribes which carrier or shipping method to use. |
Trading rules
| Mandatory fields | Any fields that must be present on inbound purchase orders or on the documents you send back. |
|---|---|
| Tolerance thresholds | Whether partial fulfilment, short-shipping or substitution is allowed, and the acceptable tolerance. |
| Acknowledgement requirements | Whether the retailer expects an order acknowledgement, and how quickly. |
Ask about the edge cases now
Partial shipments, substituted or changed quantities, and invoice tolerances are the usual sources of rejected ASNs and invoices. If the specification is vague about them, ask the retailer to put the rule in writing before testing starts.
A ready-to-send checklist
Copy this into your email to the retailer:
- EDI specification or technical guide, including the transmission method
- Three or more sample purchase orders
- Specifications for acknowledgements, despatch advices and invoices
- Our supplier code
- Full product cross-reference (your codes to our SKUs)
- Depot and delivery location codes
- Carrier codes, if you prescribe a carrier
- Mandatory fields, tolerance rules and acknowledgement timings
Northfield Pantry chases the gaps
Greenway's buyer sends Northfield a two-page PDF and a product list. Northfield checks it against the checklist and finds three gaps: only one sample order, no depot codes, and nothing about whether short deliveries are acceptable. They ask to be put in touch with Greenway's EDI onboarding team, who send the full supplier pack (specification, five sample orders, the depot list and a tolerance policy that allows short-shipping on up to 10% of a line). Now the Supply Lens team has everything it needs.
Recap
- Gather everything before the project starts: gaps found later delay go-live.
- Technical documents: the EDI specification, at least three sample orders, and outbound format requirements.
- Codes: your supplier code, a complete product cross-reference, depot codes, and carrier codes if prescribed.
- Trading rules: mandatory fields, tolerances for partial or short shipments, and acknowledgement timings.
- If your buyer can't help, ask for the retailer's EDI onboarding team.
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