Using Notifications for Error Handling in EDI Using EDI Studio

Using Electronic Data Interchange or EDI can streamline the process of document exchange significantly. However, if you are struggling with managing errors and are not getting notifications for your messages you will be unable to meet your goals.

Messages exchanged via EDI could get stuck in the ERP software for several reasons and in this case, we are referring to Microsoft Dynamics Finance and Supply Chain Management. Some information could be incorrect or missing in the document. For example, the order number doesn’t correspond with the correct product, or the customer information is incorrect.

At STAEDEAN, we have helped 200+ customers simplify their business communications using our EDI Studio solution. Our solution supports the AX data model and is a configuration-based solution so that means no need for coding. It is a DIY solution with in-built tutorials so that our customers are truly in charge and can manage their document exchange in-house.

The goal of this article is to guide customers and prospects regarding error handling and notifications using EDI Studio so that they can manage their day-to-day tasks with minimal hiccups.

EDI Studio helps you streamline communication

Our customers use EDI Studio to automate the document exchange process with their trading partners which are their customers, suppliers, and distribution centers. Our solution helps them streamline operations, automate message exchange using set standards, reduce errors, and save time that would otherwise be spent on manual message exchange using traditional methods.

5 ways that EDI Studio simplifies error handling

We give you 5 reasons that explain how EDI Studio makes error handling and exception management a breeze.

1. EDI Studio is an embedded solution

Being an embedded solution means it is built within the Microsoft Dynamics 365 environment. An embedded solution provides a holistic overview of processes, easier troubleshooting, easier configuration, and improved performance among other benefits.

Another advantage of EDI Studio being an embedded solution is that incoming data can be directly validated in Microsoft’s D365 database. You do not need to update or populate an external database.

2. Backed by a strong integration engine

As EDI Studio has an in-built configurable messaging, advanced mapping, and integration platform - Data Integration Solution, you do not need any additional software or tool. It is also easy to set up and use and offers detailed history tracking.

3. Manage exceptions within Dynamics 365

Since EDI Studio is an embedded solution, you do not have to log out of the ERP to access any messages that are stuck due to errors. When a document with inaccurate data comes in, you can simply use EDI Studio to validate or correct incorrect data right there and then.

4. Flexible staging support

Stage EDI message exchanges through direct import into your documents so that you can do a quality check. You can use the staging area to check data to avoid errors in the documents you transmit or receive.

5. History Management

This feature tracks and records all incoming and outgoing messages, so that IT can track document processing and message transmissions to resolve issues if any.

How does EDI Studio use notifications to ease error management?

When an error is detected, a notification is sent out to the assigned data owner/ IT team. This action to set up notifications for specific errors can be configured when you set up your EDI processes in the solution. The recipient of the notification can check the error and validate that document to ensure business continuity.

How do notification alerts help manage errors?

You can set up validation alerts based on an error in EDI Studio. So, you can set up different validations at a company level, and business relation level. Through these validation checks, the system scans for a problem or validation issue.

What kind of notification alerts can be sent out using EDI Studio?

There are two types of notification alerts that can be sent out. One is for data checks when some information in the EDI communication where the data is validated against existing information in D365. The second is for technical checks in which case the IT team will need to be involved.

Let’s look at an example for the first type of error that has to do with data checks.

So, if the customer sends an incorrect product number, that message would show up in the staging area with an error as it would not correspond with the details in your ERP system. A notification would be sent out to the concerned user and then that error could be validated in the system, and post that you will have the correct order in your records. This kind of error handling does not need any IT involvement.

In the case wherein you receive a document with technical errors, for example, there are incorrect fields, then the message will be directed to history management and then the IT team can check that for you and help you with a resolution.

What does the notification contain?

You can frame the alert for the notification based on your error. Using EDI Studio, you can either send an email, alert, or business event. The notification can be assigned to one or several recipients based on the message and error.

What can you be notified of?

We have a list of reasons or common errors in our system for which you can easily set up these alerts. Some of the most common ones are correct customer id, customers blocked, order already exists, the delivery date is in the past, items not existing, items stopped, and availability of products.

Who can you notify?

You can send out notifications or set up alerts internally as well as externally to your trading partners. So, while the concerned person internally is notified, you can also send out a notification to your customer, if required. This can be configured in the solution.

What are the most common errors and their resolutions?

We share a couple of examples with screenshots below:

Example 1

Error: Item and Delivery date is in the past for sales order

Resolution: You can reject the order and send out a notification via email with the error asking for details on the delivery date. Or you can directly reach out to the customer, update this information, and process it so that the order can be created. If you want the user to get a notification after the error is validated, you can do that too by configuration.

Example 2

Scenario: Your supplier is unable to deliver the item on the requested delivery date. So, the supplier sends you a notification with the delivery timeline possible.

Resolution: You receive the notification in the staging area, and you can validate that there and accept it or reject it.

How can EDI Studio help you simplify business communications?

EDI technology was designed to simplify and streamline document exchange and business communication. If you invest in a solution that cannot help you manage errors quickly and handle exceptions with ease, then maybe it is time to reconsider your investment.

STAEDEAN’s EDI Solution – EDI Studio ensures our customers have full control and visibility of all their EDI messages. And since the solution is configuration-based, you can easily set up alerts for easy error management so that you catch an error as soon as possible and find a quick resolution.

Since our solution is embedded within Microsoft’s Dynamics 365 environment, you do not have to log out of your ERP to handle exceptions. Additionally, the integration engine backing EDI Studio records all history so that your IT team can be alerted in case of complicated technical errors that might arise if you deal with several trading partners.

If you want to explore our EDI solution, read our honest review blog that highlights the features, benefits, limitations, and cost of EDI Studio. If you haven’t already downloaded our EDI Studio for D365 factsheet, we recommend doing that too. And below is a case study that showcases how STAEDEAN helped Bossard, a global supplier of high-quality screws, fasteners, logistics solutions, and inventory and consulting services, simplify communications, and streamline processes using EDI Studio.