EDI-Logistics - automating workflow with logistics partners
The solution is intended for companies that provide logistics services (3PL), organizations that use third‑party logistics providers for warehousing and transportation, and businesses that operate their own transport to carry out logistics operations.
Why Would You Need It
Efficiency
Reducing document processing time is achieved through a one-time entry of product data into the system. Once the initial information is entered, it is automatically enriched and transformed into various types of documents, which are then exchanged between partners’ ERP systems without manual intervention. This ensures high processing speed, minimizes the risk of errors, and enhances transparency in collaboration.
Accuracy and Security
Process automation reduces the likelihood of human error, while the use of specialized transport protocols ensures the reliability and confidentiality of information exchange between partners.
Service Quality
Accelerated document transmission enhances significantly the responsiveness of logistics operations — from goods receipt to warehousing, order picking, and transportation. This contributes directly to improving the overall quality of logistics services.
How It Works
Logistics partnerships typically follow the two time-tested models — Warehouse and Cross‑Docking.
Each model relies on a specific set of 3PL EDI transactions — such as IFTMAN, INSDES, and their response messages.
- Warehouse (WH) is a logistics model in which a partner’s goods are stored at a logistics warehouse for subsequent order picking and transportation.
- The solution supports two key processes: procurement and sales.
- Suppliers deliver products to the warehouse, where they are received, processed, and placed into storage.
- When a transportation request is submitted, the logistics provider performs order picking and arranges delivery to final destinations — for example, retail stores.
- This model enables centralized logistics management, increases order‑processing efficiency, and ensures timely and reliable delivery.
- Cross‑Docking (CD) is a delivery model that eliminates the need for warehousing.
- The solution supports the sales process.
- A partner delivers products to a transit warehouse, where the logistics provider quickly sorts and redistributes them to their final destinations — such as retail stores.
- Alternatively, the logistics company can collect goods directly from the partner’s warehouse.
- This model helps businesses reduce transportation costs, avoid maintaining their own fleet, and is particularly effective for predictable supply flows and fast‑moving goods.
How the Warehouse Process Works
1. Procurement of goods and delivery to the warehouse
1.
Before dispatching goods to the warehouse, the partner issues an arrival notice (IFTMAN) to the logistics operator. This notice informs the consignee about the expected arrival of goods.
2.
The partner sends the logistics operator an electronic IFTMAN document from its ERP system, containing information about the product assortment, quantities, and delivery timelines. As a rule, the IFTMAN document is generated based on a purchase order issued to the partner`s supplier.
3.
After the goods are received at the warehouse, the logistics company confirms the delivery by sending a confirmation message to the partner (IFTMANRSP).
2. Sale of goods and dispatch from the warehouse
1.
The partner (seller) issues a delivery order message to the logistics company (INSDES). This message is based on one of the following source documents: an invoice, a waybill, or a purchase order.
2.
A delivery order may be sent directly to the recipient or first prepared as a draft INSDES. The draft allows additional shipment details to be added before final submission. This ensures complete and accurate shipping instructions and reduces delivery discrepancies.
3.
The INSDES message can be addressed either to the logistics company or APP used by the driver.
4.
After the order is picked at the WH, the logistics company sends the partner (seller) a message, informing them which specific goods have been prepared for shipment (INSDESRSP).
How the Cross-Docking Process Works
1.
The partner (seller) issues a delivery order message to the logistics company (INSDES). This message is based on one of the following source documents: an invoice, a waybill, or a purchase order.
2.
The INSDES message can either be sent directly to the recipient or initially prepared as a draft. This approach allows for the inclusion of additional details — such as the number of boxes, pallets, or other shipment parameters — before the final message is dispatched to the recipient.
3.
After submitting all delivery orders, the seller can print a consolidated delivery note summarizing all shipments, as well as labels for each box or pallet.
4.
Additionally, the logistics provider can print invoices on your behalf for delivery along with the goods.
Capabilities
- Automation of the full logistics cycle — from procurement to sales.
- Efficient management of product, price, delivery, and location catalogs.
- Electronic document storage in a digital archive for up to three months.
- A web portal enabling full oversight and management of all document workflows.
- Customer support services, including real‑time web chat.
- Advanced monitoring tools for tracking document delivery, as well as partner and product codes.
How to Connect
Setting up 3PL EDI integration typically takes the following steps:
1.
Align the operational process with your logistics partner.
2.
Configure the EDI connection in your ERP system (following your ERP provider’s instructions).
3.
Make any necessary adjustments to your ERP system (e.g., adding a field for packaging quantity).
4.
Docura will set up the integration with the logistics partner’s system.
5.
Conduct three‑party testing to ensure correct data exchange.
6.
Contact support if needed.
FAQ
What is EDI?
EDI (Electronic Data Interchange) is the exchange of commercial documents between organizations in standardized electronic formats. Each message describes a specific stage of delivery — from order to closing documents. Partners themselves determine the composition of the EDI message chain based on the specifics of their business processes.
What's the difference between an e-invoice and an EDI invoice?
An e-invoice is an electronic invoice transmitted within a single country according to national requirements (for example, in Estonia — E-arve, in Latvia — E-rēķini).
PEPPOL e-invoice — an international e-invoice format used for exchanging documents between foreign partners.
An “EDI invoice” is usually understood as a warehouse document used in logistics and goods turnover. However, this is a common misconception: an experienced EDI operator can configure an e-invoice for warehouse processes and an EDI invoice for financial accounting.
What is a GLN and how do you obtain one?
GLN (Global Location Number) is a unique 13-digit identifier for a legal entity or its subdivision (warehouse, store, office). In EDI messages, the GLN unambiguously identifies the parties to a transaction and delivery locations. The number is issued by the national GS1 organization (in Estonia — GS1 Estonia, in Latvia — GS1 Latvija); GLN registration and maintenance are paid separately, directly to GS1.
Which accounting systems can be integrated?
Integration is possible with all modern accounting systems. Ready-made integrations already exist for ERPLY, Merit, Directo, Navision (Business Central), and dozens of other ERPs. If your system isn’t on the list yet — write to Docura support, and we’ll set up the integration.
Which retail chains can I exchange documents with?
Docura is connected to all retail chains in Estonia and to the main chains in Latvia and Lithuania. Current partner list: https://docura.net/partners/. If the partner you need isn’t on the list, contact support — we’ll arrange the connection.
Who is the Docura web portal suitable for?
The web portal is suitable for companies with low document volume (up to ~20 orders per month) or those whose accounting system can’t be integrated. Through the portal, you can receive and send all electronic documents without integration, and at any point, as volumes grow, switch to full integration with your accounting system.
Is there a trial period?
Yes, new clients have a trial period to get familiar with the platform before making a decision. You can sign up on your own, without calling a manager: https://docuid.docura.net/sign-up.
How long does the connection take?
If your partner and your accounting system are already connected to Docura, exchange can be launched within a few days. A new integration, with all necessary data available, takes about two weeks, plus up to two more weeks for testing and debugging.
Can I get email notifications about incoming orders?
Yes. Notifications are configured on the portal in the organization settings section. You can also simply let support know what you’d like, and we’ll set it up.
What are error messages?
These are automatic emails about a problem transmitting a specific document — most often due to a missing product code or delivery location. The email contains instructions on the necessary actions. All errors are additionally reviewed by support, who will contact you at your error contact address if needed. Check that this address is set in the organization settings in your account.
How do I contact customer support?
Live chat support on the portal (bottom right), email: support@docura.net, phone: +372 5640 620. Support operates on weekdays; document flow monitoring — around the clock.
Which countries does Docura operate in?
The main region is Estonia, Latvia, and Lithuania; connections with partners in Finland and the USA have also been implemented. The platform supports international document exchange: if your partner is in another country, contact us.
What are the main types of EDI messages used by trading partners?
The standard chain includes four messages. ORDER — order: generated in the retail chain’s accounting system and automatically exported to the supplier’s system. DESADV — dispatch advice, the electronic equivalent of shipping documents. RECADV — receiving advice: a list of goods actually received and reasons for non-acceptance, allowing a correct invoice to be issued. INVOICE — invoice: generated in the supplier’s system and automatically loaded into the retail chain’s system.
What are 2DOC and 4DOC?
2DOC — a simplified two-document chain: ORDER and INVOICE. 4DOC — a full four-message chain: ORDER, DESADV, RECADV, and INVOICE.
How can a retailer connect all suppliers to EDI?
Docura has solutions for all types of suppliers — from large manufacturers to small local companies — allowing full automation of document exchange with all partners. The mass-connection process is called onboarding. More details: https://docura.net/edi-onboarding/.
How do I calculate the benefit of implementing EDI-Purchase?
Compare metrics before and after implementation: time spent processing a single document, order fulfillment accuracy (number of errors and corrections), and overall efficiency of the procurement process.
I place orders through my supplier's web shop. What does EDI give me?
EDI eliminates manual order entry on the supplier’s website. You create the order directly in your accounting system, and the confirmation and approval of the order are automatically returned to the same system. No more switching between applications and manually transferring data — this saves time and eliminates input errors.
I'm a supplier. Can I use the Docu-Order order portal to process customer orders?
Yes, of course. Instead of emails and phone calls, all orders will automatically arrive in your system. To set this up, we need your product catalog and price catalog (can be a single file); individual prices can be set for each customer or customer group.
Where should I start implementing EDI-Logistics?
Identify the key processes you want to automate: typically these are warehouse receiving, warehouse shipping, and cross-docking. Then check the readiness of your logistics partners and contact our technical team for initial integration setup.
Invoices are already sent through another EDI operator, but I need logistics. What should I do?
You can keep your current operator for financial documents and run logistics processes through a separate EDI channel — the platform supports flexible work with multiple providers. However, moving all exchange to Docura is usually cheaper and easier to maintain: we can send your customers’ orders directly to the logistics partner.
Do I need to change my accounting system?
No. The solution is compatible with most modern ERPs and accounting systems: integration is done through standard interfaces, without replacing your current system.
Which transport and logistics companies is the solution already implemented with?
The solution has been successfully implemented in cooperation with a number of major logistics operators. Current partner list: https://docura.net/partners-logistics/.
How do I combine EDI-Logistics and Paperless Logistics?
These solutions complement each other: EDI-Logistics handles the exchange of electronic documents that accompany the logistics process, while Paperless Logistics manages the digital processing of accompanying documents. Together, they enable a fully paperless logistics workflow.
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