EDI Management

Often times, companies don't have enough time or EDI experience to monitor their EDI traffic and the effort needed does not warrant a new employee. Many such companies use DCS to check in on daily operations to ensure their EDI is running smoothly and correct problems as needed. DCS daily operations support can takes as little as 15 minutes to verify proper processing. For example, we can log-on and check in the morning after the customer purchase orders arrive and again in the afternoon after the Shipment Notices (ASN) have been sent. Also, we monitor the automatic error messages during the day and promptly contact the designated person. Finally, if you notice a problem, you can call the DCS EDI operator directly for the quickest solution

Here are a few of the problems that frequently occur even in stable EDI operations:

Resolve unacknowledged outbound messages - Functional Acknowledgement reconciliation (997, 999, CONTROL) and FTP message delivery notices (MDN)
Re-start halted processes
Correct illegal characters - processing stoppers (Example: ` (to the left of 1 on your keyboard).
Correct or notify of incomplete documents (810, 855, 856) that erred out due to missing or incorrect data. (Examples: PO # too short or Part Number too short or missing.)
Repair broken transmission (all customers) - perhaps an I.P. address changed.
Repair broken transmission (one customer) - perhaps a certificate expired
Provide proof of delivery of Invoices (810, 880, INVOIC) and Shipment Notices (ASN, 856, DELFOR) - to speed a past due payment.
Read and correct error messages - (864) Select messages always cc’d to DCS.
Resume AS2 – firewall connections. (Example, a port being erroneously closed during a security scan.)
Perform maintenance – routinely: weekly, monthly, quarterly, and end-of-year
Update non-integrated print and screen entry forms
Adding customers
Update customer required modifications. (Example, changing from ship date to arrival date)
Monitoring B2B providers (Examples: EDI outsourcer [such as SPS Commerce or iTrade] or 1SYNC service)
Optimizing inefficient processes (Example: reduce cut’n’paste or the number of clicks needed to do a process)
Archive off inactive customers and old data
Mini-training of I.T. and customer service, shipping, and accounts receivable users
Non-EDI errors – Some INbound errors to be resolved by customer service, not DCS:
- price incorrect
- part number unknown
- case quantity incorrect
- ship-to address unknown

A small amount of time spent by a skilled EDI consultant can save hours of time for your busy staff. It also ensures achievement of your process automation key goal: better key customer service.

For more, read a case study regarding Daily EDI Operations Monitoring.

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Temporary Staffing and Staff Augmentation

Companies can find themselves shorthanded from time to time. Yet, your EDI processes must not be interrupted. DCS can help. Our team of consultants can help fill in for situations such as unexpected terminations, vacation coverage, or peak season staff augmentation. We have a team of consultants who can step in at a moments notice and do what needs to get done to prevent critical lapses in EDI data processing.

Temporary Staffing

Your EDI coordinator manages your daily EDI traffic and is an important link in your supply chain. When an unexpected termination occurs, finding a suitable replacement takes time. Our consultants can fill in until a permanent solution is found. Typically, our consultants need only a few hours to learn how you manage your EDI system. A remote connection allows them to jump right in to help you manage your EDI. We can even help you search for a full time replacement. DCS has a large database of EDI resumes we can search to help you fill the position with a qualified EDI coordinator. And in the meantime, you can relax, knowing that a skilled consultant is watching over your EDI and can quickly troubleshoot arising problems.

Vacation Coverage

When EDI is critical to your business, the annual vacation of your EDI coordinator can be a stressful time. Many companies have eased their worries by setting up on-call support from DCS. Our consultants can simply be available to troubleshoot problems or they can be fully involved in your daily operations in order to keep things running smoothly until your EDI coordinator returns.

Peak Season Staff Augmentation

Many companies need staff augmentation from time to time. Help may be needed during a major ERP upgrade as the EDI maps need to be re-written yesterday. Or you may be a seasonal company that needs help for a short period during the year. Keeping an EDI staff large enough for your peak season can be costly. DCS can help reduce that cost by providing extra help during your peak sales season. With our team of consultants, we can match you up to someone who can jump right in for a week or a month and get you by the peak with minimal spin-up/training costs.

In-Sourcing Daily Operations

Thinking about out-sourcing? Rather than giving up control of your EDI and paying for each and every transaction you send, you can have DCS do it for you. Using your existing EDI system's reporting system and remote access; DCS will receive a copy of all system error messages and sign-on in the morning and afternoon to search for errors. This solution is quick, thorough, and economical because we also know your ERP system's EDI gateway. The time needed is about an hour daily and saves you the hidden cost of conversion to an outsourcer as well as the per transaction fees.

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EDI Backup Planning and General Maintenance

The percentage of customer Orders, Invoices, and other documents exchanged by EDI has grown steadily to over half the volume in a typical business. However proper redundancy has commonly been overlooked and avulnerability may exist. Businesses should perform regular maintenance on their EDI software to ensure peak performance. They should also routinely archive their EDI data and backup their EDI software in the event data recovery becomes necessary and also to meet the requirements of the Sarbanes-Oxley regulations. Maps, partner profiles, and communication scripts are custom work not included in the software upon installation so it is important to keep these backed-up. DCS can assist businesses with both of the tasks through various means.

DCS can provide onsite maintenance or perform remote maintenance as needed or on a regular basis. In doing so, we can show you how to archive EDI data for disaster recovery and even automate backups and archives. In addition, software upgrades can be installed, and any changes in Trading Partner (TP) requirements can be made. DCS can also provide training to a businesses EDI user on how to perform maintenance and backups.

Conclusion

A DCS "maintenance tune-up" can keep businesses EDI software running at peak efficiency. Our DCS OPERATE^TM Management service is thorough and quick, due to standardized procedures and our vast experience. The cost is insignificant in comparison to the loss of productivity that would occur in the event of a system crash. DCS knows the details needed to keep your EDI system backed up and thoroughly maintained.

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Reducing/Eliminating Chargebacks

Chargebacks provide large distributors with a method of reducing errors and recouping the cost for errors, returns, or expired goods by charging the suppliers for them. While individual chargebacks might be small enough to ignore, they are sure to continue without addressing the cause. Often the chargeback is incorrect and proper communication with the Trading Partner can clear things up. By addressing the issues that a chargeback brings up, both sides benefit and the business relationship will be more successful.

Overview

Deductions in payments occur and are frequently wrong. They are difficult to challenge because the data inflow is sporadic and poorly organized. Deductions refer to e-mails, faxes, spreadsheets, and phone calls. They then must be organized and compared to contract terms and company records such as shipment data. If a chargeback is incorrect, a claim with supporting documentation must be filed and the sales, shipping, or other department must be notified to prevent further chargebacks.

Rebates face similar problems: poorly organized and sloppily prepared claims. These claims must be compared to quantities shipped as an indicator of accuracy. When distributors re-ship to many providers, end user data is needed.

The role of EDI and Electronic Commerce is to speed up the process and reduce errors by sharply reducing data entry. INbound chargeback messages are delivered into tables. This is why Reason Codes are crucial and must be clearly explained in claims challenges. Also, the same Reason Code is used differently amongst companies. From the INbound tables, reports can be written, data copied to business application tables, and OUTbound messages generated. Implementing cost can be lowered if you write reports, etc. An example is a sort by Reason Code and amount claimed.

The response for challenged chargebacks and rebates can also be automated. OUTbound messages can be EDI documents, automatically generated e-mails, or XML documents to auto fill Web Forms.

Conclusion

Challenging chargebacks is a labor intensive process, which partly can be automated. The 80/20 Rule applies here. An investment in automation can have a quick return and later build outs can yield further savings. DCS knows the chargeback messages and processes of large distributors, HMO's, and providers, so setup is quicker and economical. On-going improvements are also easier when DCS is there to assist as needed.

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VAN Cost Analysis and Management

One of the on-going costs associated with doing EDI are the monthly fees charged by Value Added Networks (VAN's), to transmit "electronic data"(a.k.a. Transaction Sets). While these costs cannot be eliminated, an audit of the current pricing schedule in light of monthly volume, and Trading Partner (TP) requirements, can result in substantial savings. An audit is highly recommended for any company whose current pricing schedule was established more than 12 months ago, since business requirements change on a regular basis and VAN prices continue to decline.

Overview

There are a handful of pricing modules that are used by most VAN's to determine what the monthly transmission costs will be. The single most common pricing module is to charge a set "monthly fee", regardless of volume, and to charge a "character fee" based on the volume of data being sent/received. The volume of data is measured by "kilo characters" and typically has price breaks for increased volume. An audit can determine whether the current "monthly fee" and "character" fee's are appropriate based on the actual volume of information being sent/received. Most VAN's will not automatically adjust/offer better rates.

To conduct the audit, DCS, would need a copy of the last six months of VAN invoices (if the business is seasonal, then invoices from the busy period would be needed). Many times the decision of which VAN to use is based on "perceived" TP requirements. For example, if a major TP (TPOne) is using VAN XYZ, an inexperienced user might be compelled to use the same VAN even though it may not be the best business fit. The problem may be further compounded if an additional TP is added (TP Two), who uses a different VAN. The inexperienced user may again be compelled to also use the second VAN, rather than using the first VAN and transmitting via an "interconnect". The use of more than one VAN result's in two or more monthly flat fees, along with the loss of the "volume" price breaks associated with increased kilo character transmissions.

An audit would determine if the current VAN being used, is the best fit for the business model. In the event multiple VAN's were being utilized, an audit would also determine if a consolidation to a single VAN would be feasible, and if so, the VAN which should be used. To keep the operating cost minimized, secure internet transmission (AS2) should be considered for high volume customers. See our AS2 page for further information.

Conclusion

Substantial on-going cost savings can be obtained through conducting an audit of current VAN contracts. In addition to finding discrepancies in the pricing models, and inappropriate VAN usage, DCS will assist in negotiating the best possible rates available. DCS can help you balance the usage of a VAN and internet transmission so the optimum level of VAN discounts are achieved. As an independent consulting firm, DCS does not represent any VAN or software company, which allows an unbiased audit to be rendered

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EDI Coordinator Training

DCS can help enhance the skills of the EDI coordinator or train new staff to monitor your EDI traffic after an unexpected termination. The training we provide is customized to your specific system and formatted to fit your existing skill level and needs. For more information, Please visit our Training Page.