Automate all your business processes with partners without EDI solutions

You have implemented EDI in your company in an effort to automate transactions with suppliers and customers. And yet, you are faced with the reality that not all your trading partners share the same level of technological capabilities as your organization. Instead of backtracking and resorting to conventional methods of sending invoices in PDF format via e-mail, the question arises: What other alternatives are available in this situation?

Supplier Portal: Sending purchase orders and receiving PDF invoices

A supplier portal should act as a complete solution to integrate all commercial transactions with partners who do not have EDI solutions. Through this portal, you can publish purchase orders and simplify invoice generation by your suppliers, achieving a more efficient and collaborative process.

This supplier portal should have customized communication flows for each supplier and be adapted to the electronic invoicing regulations of each market in which your company operates. Scalability is also a key point: it should be able to incorporate new suppliers and documents quickly and easily, as well as being equipped to operate in any country where it is needed.

EDICOM’s Supplier Portal is equipped to meet these needs. The solution operates as follows:

1. Export of purchase orders: The portal sponsor's purchasing management system generates a data file containing the purchase orders.
2. Conversion to structured format: The EDICOM platform converts the purchase orders into a valid structured format.
3. Recognition of recipients: EDICOM identifies the recipient of the orders and, when the supplier does not have an EDI solution, the order is transferred to the portal to notify the supplier about the availability of a purchase order.
4. Supplier access and management: The supplier accesses the portal, downloads their purchase orders and manages them according to their needs.
5. Invoice generation: To generate invoices, the supplier logs back into the portal, indicates the orders they want to invoice, and fills in the data required for accounts payable management that have not been collected from the purchase order (invoice number, invoice date, etc.).
6. Attach additional documentation: If necessary, the supplier can attach a visual representation of their invoice in PDF format, with the option to include EDICOM’s delegated signature.
7. Automatic integration in the accounts payable management system: Invoices, along with their key data, are automatically integrated in accounts payable management systems, automating the reconciliation and accounting processes.

This seamless and collaborative process with EDICOM’s Supplier Portal ensures efficient communication with suppliers who do not have EDI solutions, simplifying the management of purchase orders and invoicing for both parties involved.

Client Portal: Sending invoices and receiving PDF purchase orders

An EDI client portal should be designed to simplify the integration of B2B clients without an EDI solution, as well as with end customers in a B2C context. Ideally, this system will allow for unidirectional flows for sending key transactions, such as invoices, as well as more complex bidirectional models for receiving purchase orders or other relevant documents.

EDICOM’s Client Portal is equipped to meet these needs. The solution operates as follows:

1. Data export: The portal sponsor's ERP generates a data file according to the pre-established agreements with EDICOM for electronic invoice generation.
2. Data transformation: The EDICOM platform is responsible for transforming the data coming from the ERP into a valid standardized format, such as XML, EDIFACT, X12, among others.
3. Recognition of recipients: The portal identifies the recipient of each invoice. When the customer does not have an EDI solution, the invoice is published on the portal in its electronic format, accompanied by a visual representation in PDF.
4. Email notification: The solution sends an email to the customer notifying them of the availability of their invoices in the portal.
5. Access and management: The customer can access the portal to easily consult or download their invoices, offering them a convenient, yet secure experience.

This efficient process ensures that even those customers who do not have an EDI solution can easily access their invoices through the portal, improving accessibility and facilitating the management of key documents. In the case of bi-directional flows with customers, the solution will be more specific. Nonetheless, in a unidirectional flow for sending invoices, our tool is ideal for complying with all the legal and security requirements defined in each market.

Business@Mail: Sending electronic documents

Business@Mail is presented as a solution integrated with your management system, designed for the efficient transmission of electronic documents, such as invoices, purchase orders, and payroll, to customers, suppliers, and other additional partners. While designed to automate the transmission of various documents, it stands out particularly for its suitability in handling invoices, complying with all legal and security requirements established in each market.

The integration of electronic signatures with the EDICOM platform adds an additional layer of security, following the regulations of Regulation (EU) No. 910/2014 on electronic identification and trust services. Additionally, Business@Mail offers comprehensive control over the status of the documents, generating receipt acknowledgments in response to each action taken by the recipients. This eliminates issues such as claims of "not receiving the invoice" or "it must have been lost in the mailbox".

Business@Mail is equipped to meet these needs. The solution operates as follows:

1. ERP integration: The EDICOM platform seamlessly integrates with the client's management system to extract the data required to generate any electronic document.
2. Document issuance: After the data extraction, the EDICOM platform transforms the data into the required standard format (XML, EDIFACT, X12, etc.) for subsequent transmission.
3. Electronic signature: In the case of invoices, the solution incorporates electronic signature services through the trusted third-party EDICOM, applying a qualified signature to each document to guarantee its integrity and authenticity.
4. Document sending: On recognizing the recipient, EDICOM publishes the documents in the Business@Mail portal in their electronic format, accompanied by a visual representation in PDF.
5. Notification and document download: Business@Mail sends e-mail notifications to the recipient, informing them of the availability of documents in the secure portal. The recipient accesses through the provided link to consult and/or download the documents.
6. ACK's management: Business@Mail enables the complete monitoring of the delivery by generating acknowledgments, allowing to know the status and management of the documents in real-time for any situation, such as acknowledgment of consultation, downloading, or printing of documents.

Customer Onboarding: How to do it?

In parallel to deciding to implement a supplier or client portal, it would be ideal to involve the future primary users. The idea behind these portals is to streamline both our work process and that of your future users. Therefore, it is crucial to establish an efficient onboarding plan that promotes the adoption of the tool.

Some good practices are:

• Ensure key accounts are involved: Getting key accounts involved from the start of the project will help us establish some initial "success stories" that eliminate uncertainties for the rest of our business partners and foster their acceptance.
• Communicate the benefits: Automating processes with our suppliers or clients will not only benefit you but also make life easier for your business partners. Eliminating human errors, faster receipt of orders and other messages, electronic storage of documents... Your partners must be aware of the value of the platform.
• Train and support future users: In the case of working with partners who are not very digitalized/tech savvy, even the slightest change could create resistance from the beginning. They must know they will receive adequate training and have the necessary support.

If, despite everything, you believe the process would be too complex, at EDICOM we can help you get your project up and running. Delegate to us the essential tasks to speed up the onboarding of EDI trading partners into your project as quickly as possible. Outsource to EDICOM the processes of informing and training your trading partner community on the EDI integration process.

We, at EDICOM, will take an active role, providing extensive support to your network of partners. We will provide precise details about formats and communication protocols, offering the necessary support for them to carry out all the required tasks and achieve immediate integration with your electronic data interchange solution. With our expertise, we ensure a smooth and efficient transition in the onboarding process, allowing you to focus on your core business operations.

Why integrate all your partners via EDI?

1. Efficient communication

• Sending and receiving: Applicable to unidirectional or bidirectional flows.
• Customized communication flows.
• Immediate and secure delivery.

2. Security and compliance:

• Security: Data encryption and secure channels.
• Legal Compliance: Adaptation to legal and technical requirements.

3. Integration and connectivity:

• Integration: 100% of transactions are integrated with the management system.
• Connectivity: Expansion of EDI B2B2C projects to partners without integrated solutions.

4. Operational efficiency:

• Scalable projects and fast implementation.
• Savings: More efficient processes, eliminating errors, and 100% electronic management.
• Administrative Operational Optimization: Process automation, elimination of repetitive tasks and use of paper.

5. Storage and traceability:

1. Secure archiving: Documents are stored securely for the legal period.
2. Full traceability of documents.
3. Integration with management systems.
4. Easy addition of new recipients: Easy addition of new recipients.