EDI Routing Guide and Vendor Requirements Matrix Worksheet
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.
| Customer | EDI documents required | X12 version | Connection | ASN timing rule | Label standard | Invoice timing | Routing / carrier rule | Typical penalty | Guide revision date | Partner EDI contact | |
|---|---|---|---|---|---|---|---|---|---|---|---|
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.
Turn customer rules into pre-ship checks
Optional: discuss checking shipments against customer requirements inside your ERP.
Optional. The tool and every export work without this. No spam.
How to use the matrix
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.
- 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
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
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
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.
Frequently Asked Questions
What is a routing guide?
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?
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?
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?
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.
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.
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