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EDI Purchasing

Learn how to set up Electronic Data Interchange (EDI) in Optiply to send purchase orders directly to suppliers using protocols like X400, AS2, sFTP, or HTTPS.

Ricardo Guerreiro avatar
Written by Ricardo Guerreiro
Updated over 2 weeks ago

📡 EDI Purchasing: Automating Purchase Orders

EDI (Electronic Data Interchange) Purchasing allows you to send purchase orders directly from Optiply to your supplier's system without manual emails or PDF attachments.

This integration revolutionises your procurement process by ensuring data is transferred instantly and accurately. Sources report a 30-40% decrease in erroneous transactions (such as typo errors in quantities or SKUs) when switching to EDI.

Supported Standards

Optiply supports sending EDIFACT ORDER D96A messages. We can connect to your supplier's broker using the following transport protocols:

  • X400: Requires Country (C), ADMD (A), PRMD (P), and Organisation (O).

  • AS2: Requires AS2ID and a contact email address.

  • sFTP: Secure File Transfer Protocol.

  • HTTPS POST: Secure HTTP posting.

How to Get Started

Setting up EDI requires configuring both your account details and your specific supplier details.

Step 1: Configure Your Account

  1. Navigate to the Settings page in Optiply.

  2. Enter your company's Global Location Number (GLN).
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Step 2: Configure the Supplier

  1. Go to the Suppliers page and select the specific supplier.

  2. Select Communication.

  3. Select the option EDI

  4. Fill in the supplier's GLN.

Important Operational Notes

  • Order Confirmation: Currently, Optiply sends the order out but does not display an automatic confirmation or "Order Response" message back from the supplier within the Optiply dashboard.

    • Support Check: If you are unsure if a message was sent successfully, our Support Team can verify the technical delivery of the message to the broker.

Pricing & Activation: EDI is an advanced module. Please contact your Customer Success Manager (CSM) for pricing details and to enable this feature for your account.

❓ Frequently Asked Questions (FAQs)

What is a GLN?

GLN stands for Global Location Number. It is a unique 13-digit number used worldwide to identify physical locations or legal entities in electronic commerce. You and your supplier must both have one to exchange EDI messages.

Can I receive EDI messages (like Advance Shipping Notices) back into Optiply?

Currently, the integration is designed for sending Purchase Orders (outbound). Receiving confirmation messages or shipping notices back into Optiply is not part of the standard setup described here.

What happens if an EDI message fails?

Since there is no automatic confirmation in the UI yet, we recommend establishing a protocol with your supplier during the testing phase (e.g., asking them to confirm receipt via email for the first few orders). If you suspect a technical failure, Optiply Support can trace the message delivery.

Does this work for all suppliers?

No. Your supplier must be capable of receiving EDIFACT D96A messages and must use one of the supported connection methods (X400, AS2, etc.).

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