EDI Invoice Process

What is EDI?

EDI is an automated file transfer of invoices directly from the vendor rather than sending a PDF or a printed copy of invoice. This is an electronic interchange of invoice or credit details using a standardized format between business partners. 

What documents are exchanged via EDI?

Invoices

Credit memos

Why should I set up EDI invoices vs traditional uploads?

EDI leads to faster processing times, shortening the sales cycle and replacing paper documents.

EDI is more accurate by removing the interpretation of reading scanned documents, reducing the risk of human error.  It removes the potential of poorly scanned documents with marks, creases, or blurry images, potentially creating discrepancies in the data. 

Invoices are uploaded automatically by the vendor, reducing any delays that can occur with human intervention.  

How do I know which vendors are eligible for EDI? 

We have many EDI vendors that are already integrated with Ottimate. If you would like to setup EDI for these vendors, you can fill out the Typeform link with the details and we will take on from there.  Ottimate will be able to initiate the set up for most vendors. 

https://form.typeform.com/to/tDg8MN

Once filled, our EDI team will be working on the received requests within 24 to 48 hrs timeframe. The timeframe to complete the invoice integration process varies by vendor. 

New EDI vendor integration:

If you would like to set up some vendors which are not found in the previous list, then please fill in the below Typeform link and we can take care of rest.

https://form.typeform.com/to/KDKr0p

Please go through the details and you can fill out the information as needed.

Note- New vendors typically take more time to set up depending on the complexity of the file format and of testing, etc.  Implementation fees may be required. 

How does the EDI process work?

Once the EDI is set up, you will receive the EDI invoices as soon as they are uploaded from the vendor.  The invoices will be displayed like all other invoices on your dashboard including those going through the approval process.

Ottimate will generate a PDF image to display the EDI data. The data is limited to:

Vendor name, vendor address, location name, location address, invoice number, invoice date, due date, customer number, PO number and line item details. 

What happens if an EDI file fails to transmit?

Our Ottimate EDI Team monitors any failed transactions on a daily basis. If there needs to be customer intervention, we will reach out to you for the necessary information. If the discrepancy is related to the format from the vendor, the Ottimate Team will confer with the necessary vendor party.