# EDI Trading Partner Setup Checklist > Source: https://netray.co/tools/edi-trading-partner-setup-checklist > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: Free Tools ## Short answer A practical checklist for onboarding a new EDI trading partner from first contact through go-live and monitoring. ## Category supply-chain ## Audience - EDI coordinator - Customer onboarding lead - ERP integration developer ## Tool **Kind:** checklist **Scoring Note:** Tick each item as it is confirmed with the partner. Critical items should be complete before test files move to production. Export the checklist to keep an audit trail per partner. **Groups:** #### Scope and identifiers **Items:** **Text:** Confirm the transaction sets in scope (for example 850, 855, 856, 810) and direction for each **Critical:** true **Text:** Obtain the partner's implementation guide and note the X12 or EDIFACT version **Critical:** true **Text:** Record ISA/GS qualifiers and IDs for both sides, including padding to 15 characters **Critical:** true Record GLN, DUNS or other location identifiers and ship-to codes Agree on test and production IDs or the ISA15 usage indicator Document business contacts, EDI contacts and an escalation path #### Connectivity and security **Items:** **Text:** Select the protocol: AS2, SFTP, VAN mailbox or API **Critical:** true Exchange AS2 IDs, URLs, certificates and MDN settings, or SFTP hosts and keys Allow-list IP addresses and open firewall ports on both sides **Text:** Confirm encryption, signing and certificate expiry dates, and set renewal reminders **Critical:** true Define file naming, compression and polling frequency Agree the retry and resend process for failed transmissions #### Mapping and data **Items:** **Text:** Complete a field-level mapping specification for each transaction set **Critical:** true **Text:** Load cross-references: partner part numbers, UoM, ship-to and bill-to codes **Critical:** true Confirm unit of measure conversions and decimal precision rules Define defaults and rules for missing or optional fields Set up control number sequences for ISA, GS and ST per partner Confirm tax, freight and allowance segments used on invoices Document how changes and cancellations are handled (860, 865) #### Testing and acknowledgments **Items:** **Text:** Send and receive test files for every transaction set in scope **Critical:** true **Text:** Confirm 997 or 999 acknowledgments are generated and processed both ways **Critical:** true **Text:** Run at least one end-to-end test: 850 to order, 855, 856, 810 **Critical:** true Test error cases: unknown part, bad quantity, duplicate PO, invalid date Validate files with a compliance checker against the guide Obtain the partner's written test sign-off Test the ASN against physical labels and the receiving process #### Go-live and monitoring **Items:** **Text:** Switch from test to production IDs and confirm the cutover date **Critical:** true Monitor the first production documents manually for several days **Text:** Set alerts for missing 997s, failed maps and stuck files **Critical:** true Document support runbook and who is on call Agree on chargeback, fine and compliance scorecard rules Store the final trading partner profile and spec in a shared location Schedule a review after 30 days for errors and exceptions ## Content **Intro:** Onboarding an EDI trading partner touches IDs, connectivity, maps, test cases and operations, and a missed step usually shows up as a rejected file or a chargeback. This checklist keeps a repeatable path from first contact to a monitored production connection. **Sections:** #### How to use the checklist **Body:** Create one copy per trading partner and work through the groups in order. Start with scope and identifiers, because the implementation guide determines everything that follows. The critical items are the ones that most often block testing or cause production failures. Export the completed list to PDF or Excel and store it with the partner profile so a colleague can support the connection later. #### Why testing deserves the most time **Body:** Most retailers and OEMs require a certain number of clean test transactions before they approve production. A clean syntax check is not enough: the partner also checks business rules such as PO match, quantities, ship-to codes and, for ASNs, whether the packaging hierarchy matches the labels. Test error paths too, because the first real exception in production is a poor time to learn how your system handles a rejected 997 or a duplicate PO. **Bullets:** - Check both inbound and outbound for every set - Reconcile control numbers and acknowledgments - Keep copies of test files and partner responses #### Common mistakes **Body:** Typical issues include ISA IDs not padded to 15 characters, qualifier mismatches such as ZZ versus 01, expired AS2 certificates, unmapped units of measure, and control number resets that cause duplicate rejections. Plan monitoring from day one: a connection with no alert for a missing 997 can quietly fail for days. Also record who in the partner's organization owns compliance scorecards, because chargebacks are usually triggered by late or inaccurate ASNs and invoices. **Cta:** If partner onboarding is slow because each new connection needs custom work, we can help standardize the maps, tests and monitoring around your ERP. **Faq:** #### How long does EDI trading partner setup take? **Answer:** It varies widely. A simple SFTP connection with a few transaction sets can take a few weeks, while large retailers with strict testing and compliance steps often take several weeks to a few months. Mapping complexity and partner response times drive most of the delay. #### What is a trading partner agreement? **Answer:** It is a contract that sets the rules of EDI exchange between two parties, including accepted document types, security, liability for errors, acknowledgment timing and dispute handling. Many companies handle it as part of the master supply agreement or a separate EDI addendum. #### Do I need a VAN? **Answer:** Not always. Many partners accept AS2 or SFTP directly, which avoids VAN fees. Some retailers and industries still require a VAN or specific providers. Check the partner's connectivity requirements and compare per-document costs before choosing. #### Which items are most often missed? **Answer:** Certificate renewals, cross-reference tables, control number setup per partner, and monitoring for missing acknowledgments. These do not break the first test but cause failures later, so add them to the project plan explicitly. ## Search terms edi trading partner onboarding checklist, edi setup checklist, new edi partner setup steps, edi go live checklist, edi testing checklist, edi trading partner agreement checklist, edi implementation checklist --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json