In EDI Expert Video Series 3.0, IDEA's B2B EDI Solutions Manager Tom Guzik continues to explore the ins and outs of EDI. Intended as a guide to small IT teams making big decisions and changes, this series answers questions about various aspects of EDI implementation, integration, and maintenance. In this episode, we offer a quick checklist for your EDI system management.
Q:Is there a checklist for what one needs to do when managing their EDI process?
A: Yes! The EDI manager or EDI coordinator for every company should - on a daily basis - at least look at the prior day’s activity to see that it matches what is showing in their ERP system. So, if they show that they generated fifteen purchase orders, you should be able to see fifteen outbound POs within either your EDI system, or going into the IDX Tracker.
On a weekly basis, you want to do the same thing, but on a summary basis, and maybe, look at the detailed information. Say, I have generated $X worth of invoicing, and when I look at my information from the IDX Tracker, I can confirm that I also have that same amount of dollars that were invoiced. That way, you’re adding a second check; you know what your system generated for invoicing, and you can then see what actually went out.
On a monthly basis, you want to look at what your total activity is. You can see how many POs were generated, how many you processed, how many invoices you had, etc. You do a whole metric on your whole EDI process, and that way you have justification for your EDI system, as well as potentially expansion. If you’re looking at areas that may be very labor-intensive, you can add that in your EDI process and we can go over things and reduce the costs for the purchasing department, or for the finance department as far as invoicing, and shipping may benefit as well. So, putting these metrics together confirms that all your processes are working, and shows you the benefit of doing EDI that you can then potentially expand.
All these types of reporting mechanisms can be automated. If you find that you don’t have enough time during the day to go through the IDX Tracker and look at the information, we can push these reports to you so you can get them on a daily and monthly basis. There are about 15 different canned reports, and if any of them fit your business, contact IDEA’s IDX support team, and we can enable those reports for you.