Session 3 – EDI (part 1) - Get Connected

 Session 3 – EDI requirements  What is EDI?  Do we have to be EDI Compliant?  What is EDI?  What EDI Documents are Required?  How do I get set up on EDI?  What are EDI Maps?  How do I establish an EDI Connection with Stein Mart? Let’s Get Started !!

What is EDI? Electronic Data Interchange (EDI) is the computer to computer exchange, between two companies, of standard business documents in electronic format. There are two key elements to EDI: 1. Electronic documents replace paper based documents 2. The exchange of documents takes place in a standard format

Frequently Asked Questions: 1. Do we have to be EDI Compliant? YES – Stein Mart requires all vendors be EDI compliant. 2. This is my first shipment and my buyer “waived” the EDI requirement – so this doesn’t apply to me – right? Buyers cannot “waive” the EDI requirement. Our systems are designed provide our vendors with ONE warning for each EDI violation. If a vendor chooses not to use EDI on their first shipment – the vendor triggers all their warnings. This means each subsequent shipment must be made without error.

What EDI documents are required? 850 – Purchase Order 860 – Purchase Order Changes 856 – ASN (Advanced Shipping Notice) 810 – Invoice Optional Documents include: 816 –Updates (Updates Store address information and status)

How do I get set up on EDI? There are TWO OPTIONS: A. Vendor’s In House EDI Systems – Many vendors have existing EDI systems integrated into their company’s computer platforms. B. Third Party EDI Providers – There are numerous companies who offer EDI services. These services may use a variety of platforms ranging from basic internet based systems to fully integrated networks designed to manage the entire fulfillment process. The choice is yours. Stein Mart does not mandate whom our vendors choose as their EDI provider.

New to EDI and need a 3 rd Party Provider and don’t know how to choose? Important questions to ask yourself? How many EDI documents do I anticipate receiving and transmitting via EDI ? What is my cost tolerance?

Types of EDI Providers: Internet Based Providers Fully Integrated System ProvidersPros: No Software/Hardware InvestmentIntegrates with existing systems (ex Finance) Use any computer with internet accessLittle manual adjustment required Low Set Up Cost/Per Transaction CostService Desk available to answer questions Self checks to prevent errorsCons: More manual adjustment requiredHigher costs per transaction/byte Monthly subscription fees Remember: The Choice is YOURS !!!

What are EDI Maps? EDI Maps provide detailed instructions regarding the specific format requirements for each EDI document. Stein Mart’s EDI mapping documents are available on our vendor website under EDI. Your EDI department/provider will need to use these maps to ensure your system receives and transmits all fields within each document in the correct format.

How do I establish an EDI connection with Stein Mart?  Complete the Stein Mart Trading Partner Worksheet and it to ( The Trading Partner Worksheet is available on our vendor website -  Stein Mart has partnered with DiCentral to provide the EDI testing for new vendor set up. Stein Mart strongly recommends completing this testing regardless of the EDI provider you use. Contact information for DiCentral can be found on our vendor website. If a vendor chooses not to test to ensure their EDI documents are mapped correctly, the vendor bares sole responsibility for their ability to communicate with Stein Mart. We will not perform any in house testing or answer questions regarding initial EDI setup.

I Completed the Testing – Now What? Upon completion of DiCentral’s EDI Testing, they will report this completed status to Stein Mart. You will then be asked to send a hard copy invoice to Stein Mart AND transmit a 810 (EDI Invoice) to ensure all information is loaded correctly. CONGRATULATIONS – EDI set up is complete !!

OK – I’m connected to Stein Mart via EDI – Now What? 1.Stein Mart will transmit POs (850’s) to your EDI inbox. You must review each PO immediately upon receipt for the following: SHIP WINDOW – is it accurate and achievable ALL SKU/STYLE/UPC numbers are accurate SKUS correspond to the correct UPCs Does the PO indicate Ticketing is Required? Does the PO indicate Hanging is Required? If you find any discrepancies between the EDI 850 and your understanding of the agreement you had with the buyer – please bring them to the attention of the buying office IMMEDIATELY. Request the PO be updated to correctly reflect your agreement and an EDI 860 (PO CHANGE) be transmitted.

Stein Mart’s Vendor Website: provides detailed information on all of Stein Mart’s vendor requirements. Addresses: – Answers your questions regarding Stein Mart vendor requirements. – Answers your questions regarding Stein Mart’s routing and shipping requirements. – Answers questions regarding invoicing and payment.