In the latest installment of IDEA's EDI Expert Series, IDEA's Manager, B2B Solutions, Tom Guzik discusses what transaction history is available to IDX Tracker users and why customers might want access to that history.
Q: How much transaction history do I have access to through the IDX?
A: In the IDX Tracker, we store 90 days of active history from your transactions. When I say active history, I mean that you’re able to look up 90 days’ worth of information directly from your login on the IDX Tracker.
We keep six months of information at our support level. So, if you want to access a transaction from the previous four or five months, your IDX-support representative would be able to look that up for you while you were on the phone.
After six months of history, we archive transactions to DVD and keep that forever. You could go back seven years - your required limit for any kind of a financial document - to retrieve transactions.
Q: What are some reasons why I would want access to both short-term and long-term history?
A: Typically, on a short-term basis, you would want to access your transaction history, because there might be a discrepancy or a dispute for a specific transaction where somebody thought they send it, or a shipment didn’t get sent because there was no order. The transaction history acts as the impartial truth: what was sent, what wasn’t?
When looking up a transaction, you can find various pieces of information, such as:
- The number of transaction lines
- The exact order information
- The pricing information used
This information is important, because sometimes when a document gets translated, things can get dropped or excluded - it all depends on how a company’s business system is set up.
For instance, a company could have its EDI system reject invalid lines. However, this would mean that if a line were rejected without the receiver’s knowledge, that line of the order would never get shipped. Some companies prefer to hold purchase orders in suspense, and then reach out to their trading partner to confirm things. Having access to the transaction history ensures what was actually sent and received.
Another reason to access your transaction history (that comes in quite handy) is when there are fines levied for missing documents. Many retail chains will impose a penalty for missing or late transactions. So, being able to login to the IDX Tracker and confirm when you sent a document, and potentially the existence of a 997 (acknowledgement form) from that retail partner, allows you to dispute the retail chain’s penalty claim. You’ll have proof that says, “I sent this within the timeframe allocated – in fact, [the retailer] acknowledged it within that same window.”