Electronic Data Interchange: EDI Mapping

Electronic Data Interchange

In this era of XML Web Services, where open technology is given so much of thought and importance, Electronic Data Interchange (EDI) is still used as a format to exchange data electronically across the world. The reason for this is that the entire flow has been standardized and hence is very efficient and full proof.

The Electronic Data Interchange standards were designed in a manner so as to ensure that they were independent of communication and software technologies. Hence, any method that is agreed both by the sender and the receiver can be used. Some of the most widely methods used in EDI are:

• Email
• HTTP
• FTP
• AS1
• AS2
• MQ Series

The term ‘Trading Partners’ is used to refer to organizations that exchange data with each other. These organizations need to agree on the information and the method that will be used to transfer the information before starting the process.

As EDI gained popularity, a need for a more defined standard arose. Over the years, the Internet Engineering Task Force (IETF) has been standardizing the protocols used by the various methods employed in EDI. The IETF also revisits their standards every year and updates them if necessary to keep it at par with the latest advancement in technologies. The two most widely used EDI standards used today are:

• ANSI X12 (American National Standards Institute X12): This is the EDI standard used across North America.
• UN / EDIFACT (United Nations Electronic Data Interchange for Administration Commerce and Transport): is the most widely used international standard.

The standards defined have been very beneficial as they allow diverse organizations exchange large amount of information very efficiently both in terms of time and cost. The standards basically form the building blocks of EDI and specify which parts of information are mandatory, while which are optional for a particular document and also defines rules for the structure of the document.

EDI Mapping

EDI Mapping is the process, which defines the relationship known as the map to move specific bits of information from the source to the destination.

An EDI translation software uses the map that is developed during the mapping phase and takes the information from the input file (source) to the output file (destination). Along with this, the EDI translation software can perform validations on the data. These validations have to be pre-defined on the map.

If you have an effective EDI map, you will be able to exchange data with your partner organizations very efficiently thereby increasing profits. However, incase of ineffective EDI mapping, your resources will be tied up and will cause plenty of issues to impact your organization as a whole. It is therefore very important to hire skilled EDI mappers and programmers especially if you plan an ongoing map development project.

EDI Mapping Software

Electronic Data Interchange translation software provides an interface between the internal systems of an organization and the EDI format. For a document that you will be receiving, the application will accept the file, validate it ensuring that it meets all the standards set and finally translates the file acceptable by the organization’s ERP. For a document that is being sent from your organization, the translator reads the file from your ERP system and converts it into an appropriate form. It then validates the file to ensure that all standards are met and then sends across the file to your trading partner. The entire to and fro flow of the documents can be tracked at all points to ensure that there is no loss of data.

The market is flooded with softwares that help implement Electronic Data Interchange. These softwares are generally user friendly and come with plenty of documentation and manuals but one has to familiarize themselves with the various data types and map development that the software uses. Along with this, the user also needs to be aware of the standards used by EDI in general and the organization in particular.

Some of the software companies that offer EDI Mapping softwares are:

• Pro_EDI
• Aetna EZConnect
• Gentran
• Softshare Vista
• Softshare Athena
• RedTail
• MapForce
• Mercator

Electronic Data Interchange saves a large amount of money by providing an alternative or in a majority of the cases, replacing the flow of information by human interaction and papers. Along with the various advantages that it offers, I personally feel that the greatest advantage is that by eliminating the use of paper, the resources of the nature are preserved in a huge way.