EDI (Electronic Data Interchange) is a technology that allows companies to automatically exchange documents - such as invoices, purchase orders or delivery confirmations - without paper or email. In an era of digitization and increasing requirements in the area of automation, EDI is becoming not so much an option as a standard.
EDI (Electronic Data Interchange) is the electronic exchange of business documents between companies' IT systems - without human involvement, without paper and without the errors associated with manual processing.
Instead of sending a PDF invoice or an order by email, companies' ERP systems communicate directly, transmitting data in a specific, standardized format (e.g. EDIFACT, XML, ANSI X12, CSV). Such a file goes automatically to the recipient and is processed by his system - without the need to rewrite the data.
Company A generates a document (such as an order) in its ERP system.
This file is converted to EDI format (e.g. EDIFACT).
The document goes over the network (e.g. AS2, SFTP or VAN) to Company B's system.
The recipient processes the document automatically - for example, creating a return invoice or reserving goods.
This process can involve many different types of documents and is fully automatic, 24/7.
The most common document types in EDI are:
Orders (ORDERS)
Order confirmations (ORDRSP)
Invoices (INVOIC)
Delivery notes (DESADV)
Receipts of goods (RECADV)
Invoice adjustments (CREDIT/DEBIT NOTE)
Waybills (IFTMIN, IFTMAN).
Shipment and invoice statuses (APERAK, CONTRL).
Depending on the industry, documents specific to logistics, retail or FMCG can also be used.
EDI is not just about saving paper. It is concrete operational and business benefits:
EDI can be integrated with most popular ERP and accounting systems, including: SAP, enova365, Comarch ERP, Microsoft Dynamics, Symfonia, Subiekt, NetSuite and many others.
From the user's level, it looks like this: an invoice or order is created as usual - but after approval it goes straight to the recipient in EDI format. The whole thing runs in the background and requires no additional work.
Retail / retail chains: EDI is required by most large chains
Logistics: EDI documents allow tracking shipments and handling transport orders.
FMCG: Quick ordering and delivery of seasonal and promotional goods.
Automotive / Manufacturing: Synchronize orders, deliveries and inventory with multiple suppliers in real time.
Does EDI replace e-mail?
Yes - EDI allows you to transfer data between systems directly, without the need for emails.
Can I get started with EDI without ERP?
Yes, through the WebEDI portal - a good solution for smaller companies.
Is EDI compatible with KSeF?
Yes, you can combine EDI with e-invoicing through KSeF - these are complementary solutions.
EDI is more than automation. It's a business communication standard that gives you a real competitive advantage. It allows companies to respond faster, reduce costs and build lasting relationships with partners.
If you haven't implemented EDI yet - now is a good time to consider it. And if you're already using it, see if you can squeeze more out of it by integrating with a platform that does it really well.