EDI Vendor Compliance Scorecard Worksheet
You cannot manage EDI performance by feel. This scorecard turns counts you already have, such as shipments, ASNs sent on time, accepted documents, clean invoices and audited cartons, into rates and a single weighted score per trading partner.
| Trading partner | Shipments | ASNs on time | Docs sent | Docs accepted first pass | Invoices | Invoices with no dispute | Cartons audited | Cartons label OK | ASN on-time % | First-pass accept % | Clean invoice % | Label OK % | Weighted score | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
95.5% | 96.8% | 94.6% | 94% | 95.3873 | ||||||||||
98.3% | 98.5% | 96.6% | 97.8% | 97.8491 | ||||||||||
90.6% | 93.8% | 86.7% | 87.5% | 89.972 | ||||||||||
95.2% | 97.5% | 93.7% | 94% | 95.2033 |
The weights (35, 25, 25, 15) are a starting point. Edit the formulas in your exported copy to match your own priorities or the partner's scorecard.
Get partner scorecard numbers without manual counting
Optional: review how these counts could be produced from your ERP and EDI logs.
Optional. The tool and every export work without this. No spam.
How to use the scorecard
Pull the counts for a period, usually a month, from your ERP shipment history, your translator or VAN reports and your invoice dispute records. Enter them per partner. The sheet calculates the on-time ASN percentage, the first-pass acceptance rate for documents, the clean invoice rate and the label audit rate, then combines them into a weighted score. Sort by score to see which partners need attention first.
- On time means the 856 was received by the partner before the goods arrived or by the time their guide requires
- First pass means accepted with no 997 error and no manual correction
- Clean invoice means no price, quantity or tax dispute
Choosing the weights
ASN timeliness gets the most weight here because late or missing advance ship notices drive most penalties. Acceptance and invoice accuracy follow because they affect rework and cash. Label compliance is weighted lower but matters heavily for retail distribution centers. If a customer publishes its own scorecard, copy its weights so your internal numbers match theirs.
Reading the result
Use the individual rates before the score. A partner with a good overall score but low label compliance has a warehouse problem, not an EDI problem. A low acceptance rate points at map or master data defects. A low clean invoice rate suggests price list or tax setup in the ERP. Review monthly and trend the score, since single months can be noisy for low-volume partners.
Common mistakes
Small samples distort percentages, so be careful with partners that have only a handful of shipments. Counting a resent document as accepted first pass inflates the rate. Mixing periods between columns, for example shipments for October but invoices for September, makes the ratios meaningless. Keep the same cut-off date for every column.
Frequently Asked Questions
What is a good on-time ASN rate?
Many retail and OEM programs expect very high compliance, often above 98 percent, though the target is set in each partner's vendor guide. Use your own contract numbers. The trend matters as much as the level.
Can I change the formula weights?
Yes. Export to Excel and edit the weighted score formula, or change the percentages in your own copy. Keep the weights summing to 100 so the score stays on a 0 to 100 scale.
Where do I get first-pass acceptance counts?
Your translator, VAN or integration platform reports show documents sent and the 997 or 999 status. Count documents with an accepted acknowledgment and no later correction.
Should every partner be scored the same way?
Use the same method for fairness, but note partner-specific requirements. If one partner has no label audit, enter a small audit sample or leave the label weight out in your copy.
If you are rebuilding these counts by hand every month, Netray can help set up a read-only report on your ERP and EDI logs that produces them automatically.
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