Lets learn about EDI aka Electronic Data Interchange and other topics
Frequently asked questions
Do all back-office systems except EDI?
Not all back-office systems accept EDI invoices, but they might accept a different type of EDI that is specific to their software.
My vendor only provides PDF invoices, can I convert this to other formats?
Yes! PDF invoices that are formatted as text based PDF format can be converted to any format required. Invoices are great examples of this.
What is a text based PDF versus a non-text based PDF?
Have you tried highlight text in a PDF to copy that text into another program like Microsoft Word? Well, if you can highlight text and copy it to another software then that is a perfect example of a text based PDF. If you cannot do this then most likely this PDF is an image converted to a PDF. This happens when a person scans a document and saves it as a PDF. This is no longer a text based PDF, but rather an image.
Does your company provide custom solutions for converting PDF files?
Yes! Our company does provide custom solutions to converting PDF files to meet your back-office system requirements.
Can all back-office system accept invoices automatically?
This comes down to the configuration of your back-office. For those who are Series2K customers we can directly send your invoices with no issues. We can also contact your back-office system provider and create the settings needed.
How long does it take to convert a PDF to my format?
First, this depends on how long it takes your vendor to provide you or us with a PDF copy of the finalized invoice by email. Once received, your PDF invoice is processed, checked and then uploaded directly to your back-office system or emailed to you for manual upload.
Now that my PDF invoice has been converted and uploaded to my system what’s next?
You simply need to open your invoice and verify the information is correct, quickly check your margins, look for price increases that may have happened and approve the invoice in your back-office.
How do I know if my back-office system can accept automatic invoices?
Provide us with your back-office system details and we can move forward.
Is an EDI invoice or digital invoice an official invoice?
No. An EDI or digital invoice uploaded to your back-office is not an official invoice. The paper or PDF version of your invoice provided by your vendor is the valid and official invoice. Your vendor will reference your paper or PDF version of your invoice if and when you have questions or concerns about an order.
What is the goal of your company?
The goal of our company is to allow you to go home one hour early instead of spending time manually putting invoices. Spend the additional time gained by improving other areas of your business.
What are the benefits of EDI invoices or digital invoices?
Receiving invoices digitally have many benefits!
The top four reasons are:
- Saving time
- Reduce errors
- Quickly adding new items
- Updating retail pricing
How can I contact you?
You can reach us by [phone number/email address/contact form link]. We are always happy to answer your questions.
What is the importance of maintaining a price book?
A properly formatted and highly structured price book can save you lots of time and confusion. An item description should be understandable by anyone, not just by one person. Creating a standardized method of naming products can help you and your team drastically by saving time, finding items quickly and update prices as needed. Lets use Monster Energy as an example. Monster Energy sells items with different flavors, names, volume size, package type. You could adopt a short name for Monster Energy as “MNSTR”
“MNSTR” + “Flavor Name” + “Volume” + “Package type”
0r
MNSTER ORIG 16Z/EA
MNSTR ZULTRA 16Z/4PK
Creating standardized naming protocols for your business can help you reduce errors, customer confusion, employee confusion, and price book confusion.
What is the difference between an Item, SKU and UPC Number?
An SKU number or Item number is an internal company number or alphanumeric code used to identify a product within a company. From a retail perspective, this number does not have any meaning to the product being sold inside your store. Almost all retail items have what is called a UPC code. Manufactures or individuals that make a product can obtain a UPC code for their product by visiting GS1. GS1 is a nonprofit global data standards organization. This UPC code is unique and will only be used for your product and your product only.
