# EDI Routing Guide and Vendor Requirements Matrix Worksheet

> Source: https://netray.co/tools/edi-retailer-routing-guide-requirements-matrix-worksheet
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

Summarize each customer's vendor guide: documents required, ASN timing, label standard, pack rules and routing, so the team works from one table.

## Category

supply-chain

## Audience

- EDI coordinator
- Logistics coordinator
- Customer service

## Tool

**Kind:** worksheet

**Mode:** editable

**Columns:**

#### Customer

**Key:** customer

**Type:** text

#### EDI documents required

**Key:** docs

**Type:** text

#### X12 version

**Key:** version

**Type:** select

**Options:**

- 004010
- 005010
- EDIFACT D96A
- EDIFACT D01B
- Other

#### Connection

**Key:** channel

**Type:** select

**Options:**

- AS2
- SFTP
- VAN
- API
- Portal

#### ASN timing rule

**Key:** asn_when

**Type:** text

#### Label standard

**Key:** label

**Type:** select

**Options:**

- GS1-128 SSCC
- Customer specific
- None
- Pallet and carton

#### Invoice timing

**Key:** inv_when

**Type:** text

#### Routing / carrier rule

**Key:** carrier

**Type:** select

**Options:**

- Collect - customer routes
- Prepaid - vendor routes
- Customer pickup
- Mixed

#### Typical penalty

**Key:** penalty

**Type:** text

#### Guide revision date

**Key:** guide_date

**Type:** date

#### Partner EDI contact

**Key:** contact

**Type:** text

**Rows:**

#### GS1-128 SSCC

**Customer:** Northwind Retail

**Docs:** 850, 855, 856, 810, 997

**Version:** 004010

**Channel:** AS2

**Asn when:** Before truck departs

**Inv when:** Within 24 hours of ship

**Carrier:** Collect - customer routes

**Penalty:** Per-ASN fee

**Guide date:** 2026-03-01

**Contact:** edi-support@northwind.example

#### Customer specific

**Customer:** Fabrikam Auto

**Docs:** 830, 862, 856, 810

**Version:** 004010

**Channel:** VAN

**Asn when:** At dock departure

**Inv when:** On receipt

**Carrier:** Prepaid - vendor routes

**Penalty:** Premium freight charge

**Guide date:** 2026-01-15

**Contact:** b2b@fabrikam.example

#### None

**Customer:** Contoso Aerospace

**Docs:** 850, 855, 856, 810

**Version:** 005010

**Channel:** SFTP

**Asn when:** Same day as ship

**Inv when:** Within 48 hours

**Carrier:** Customer pickup

**Penalty:** Supplier rating impact

**Guide date:** 2025-11-20

**Contact:** supplier-edi@contoso.example

**Totals:**

#### Customers documented

**Key:** customer

**Agg:** count

**Format:** integer

**Notes:** Summarize requirements in your own words and reference the guide revision. Do not paste copyrighted guide text. Re-check the matrix whenever a customer publishes a new guide.

## Content

**Intro:** Every large customer publishes a vendor guide that says which EDI documents it wants, when the ASN must arrive, how cartons must be labeled and who picks the carrier. Those rules end up scattered across PDFs and emails. This matrix puts the essentials of every guide into one table your whole team can use.

**Sections:**

#### How to use the matrix

**Body:** Add one row per customer. Fill the documents they require, the X12 or EDIFACT version, the connection type and the exact timing rule for the ASN and invoice. Record the label standard, the routing rule and the typical penalty so the cost of non-compliance is visible. Note the guide revision date and a named contact. Share the exported sheet with customer service, shipping and finance so that everyone sees the same rules.

**Bullets:**

- Quote the timing rule exactly, such as before departure or within 24 hours
- Note which party books the carrier
- Add a row for each ship-to if rules differ by distribution center

#### Why the timing rules matter most

**Body:** ASN timing is the rule that most often breaks. Some customers want the 856 before the truck leaves your dock, others only before it arrives. If your ERP creates the ASN at invoicing or goods issue, check that the event happens early enough. In SAP this is typically the outbound delivery with post goods issue, in Infor SyteLine it is the shipment or packing slip step, and in Epicor it is the pack and ship process. Match the EDI trigger to the physical event.

#### Keeping it current

**Body:** Guides change, usually with little notice. Put the revision date in the matrix and review it each quarter. When a customer revises its guide, compare the new rules to the row and update your maps and shipping procedures. A short change log in the notes column of your exported file is enough.

#### Common mistakes

**Body:** Do not assume two divisions of the same customer share a guide. Do not rely on a sales rep's recollection of the rules. Avoid keeping the matrix only on one person's laptop. Do not skip penalties, since without a cost figure the business will not prioritize fixes.

**Cta:** If requirements differ per customer and per ship-to, Netray can help encode them as rules checked against shipments in your ERP before the truck leaves.

**Faq:**

#### What is a routing guide?

**Answer:** A routing guide is a customer's rulebook for how suppliers ship to them: carrier selection, appointment scheduling, labels, ASN timing and penalties. It is sometimes combined with the vendor compliance manual.

#### How do I find the ASN rule for a customer?

**Answer:** Look in the customer's vendor guide or supplier portal, usually in the EDI or shipping sections. If it is unclear, ask the customer's EDI team in writing and store the reply with the matrix.

#### Do I need one matrix per ERP company?

**Answer:** One matrix is usually enough if you list the sold-to and ship-to scope per row. Split it only when different business units follow different rules for the same customer.

#### Can I add columns?

**Answer:** Export to Excel and add any column you need, such as ship-to codes, GS1 company prefix or dock hours. The exported file is yours to edit.

## Search terms

retailer routing guide checklist, vendor compliance requirements matrix, edi requirements by customer spreadsheet, asn timing requirements, customer edi specification tracker, routing guide summary template

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