UK EDI Resources & Guides

📚 EDI Basics Overview

What is EDI? Electronic Data Interchange (EDI) is the electronic exchange of business documents between companies in a standardised format.

Key Benefits: Reduced costs, faster processing, improved accuracy, better supplier relationships, and enhanced compliance.

Getting Started: Identify your trading partners, choose document types, select a provider, and plan your implementation.

🔧 Implementation Checklist

Phase 1: Assess current processes, identify trading partners, document requirements.

Phase 2: Select EDI provider, map business processes, plan data migration.

Phase 3: Configure systems, test connections, train staff, go live.

Phase 4: Monitor performance, optimise processes, expand to additional partners.

💰 EDI Cost Components Breakdown

VAN Costs: Monthly charges in arrears, often with inclusive allowance and excess charges (similar to electricity billing).

Setup Fees: New trading partner setup costs, new document setup for existing partners.

Integration Costs: ERP integration by EDI provider, integration module subscriptions from ERP vendor.

Ongoing Costs: Support and maintenance, custom mapping, data transformation updates.

⚠️ Hidden Cost Watch

Testing Environment: Separate test instances for new partners/documents - often charged separately.

Data Transformation: Custom mapping changes when trading partners update their specifications.

Backup & Recovery: Data archiving, system redundancy, and disaster recovery services.

Training & Compliance: Staff training costs, audit trail reporting, regulatory compliance features.

🎯 Industry-Specific Tips

Retail: Connect with major UK retailers like Tesco, ASDA, and Sainsbury's using their preferred EDI formats.

Manufacturing: Streamline supply chain communications with automotive, aerospace, and industrial partners.

Healthcare: Ensure compliance with NHS and private healthcare EDI requirements.

🔍 Common Pitfalls to Avoid

Support Nightmares: Avoid providers with 20+ minute hold times, no callback systems, or staff who don't know their own products.

Project Delays: Be wary of providers where 4-week projects stretch to 1-2 years due to poor project management.

Communication Blackouts: Avoid providers who take days to return emails or close support cases without resolution.

Hidden Costs: Watch for à la carte charges, VAN fees, and duplicate data processing costs that aren't disclosed upfront.

⚠️ Support & Communication Issues

"The biggest challenge we face is getting timely support. Some providers have 20+ minute hold times, and when you do get through, you often speak to someone who doesn't know the system."

What to Look For: Guaranteed response times, UK-based support teams, and technical staff who actually know the products.

⏳ Implementation Delays

"Our 'simple' EDI setup was supposed to take 4 weeks but ended up taking over a year. The lack of project management was shocking."

What to Look For: Written implementation guarantees, dedicated project managers, and realistic timelines with penalty clauses.

💸 Unexpected Costs

"We thought we understood the pricing, but then got hit with charges for every transaction type, VAN fees, and duplicate data processing. The true cost was 3x what we budgeted."

What to Look For: All-inclusive pricing models, transparent cost breakdowns, and no hidden à la carte charges.