What is EDI and how does it work?

What is EDI and how does it work?  This question is asked to me every day.  I am not an expert in the technology field, but I do understand the terminology and the basic functions of the EDI cycle since I have been involved in setting up all of our carriers/partners so that they can communicate with our BlueShip™  system via EDI.  I came across this short paragraph that will provide you with some understanding of the EDI cycle in the transportation industry.  Furthermore, I have listed the technical definitions for each of the EDI codes.  

The typical cycle for Transportation is as follows:

A vendor sends a Motor Carrier Shipping Information document (EDI 204) to the cartage firm to specify that there is a shipment to be picked up. The cartage firm sends a Response Load Tender (EDI 990) to the vendor, specifying if they will pick up the shipment. When the shipment is picked up, the cartage firm may send back the status of the shipment to either the vendor or the ultimate receiver in the form of a Motor Carrier Shipment Status Message (EDI 214). The triggering of this document being sent can be pre-arranged (the parties will make an agreement of when the status is sent) or either the shipper or the ultimate receiver can request a status by sending a Motor Carrier Shipment Status Inquiry (EDI 213). Once the shipment is completed, the cartage firm sends the Motor Carrier Freight Details and Invoice (EDI 210) to the vendor to pay.

 EDI 204 – Motor Carrier Shipping Information-EDI 204 is used to tender a shipment to a carrier and/or forward the shipment details to a carrier, consignee or third party. It provides the carrier (and/or third party) with a detailed Bill of Lading rating and scheduling information pertinent to the shipment. Its basic use is to be an initial shipment tender between shipper and carrier. It can be used as a Load Tender (telling the carrier when to pick up the goods) or a Bill of Lading (specifying to the carrier what exactly is to be picked up.  The usual procedure is to send EDI 204 to the carrier. The carrier will respond with an EDI 990 (Response to Load Tender), which specifies that the carrier will pick up the goods.

 EDI 990 – Response to Load Tender-This transaction is sent by the motor carrier in response to a shipper sending the carrier a Load Tender (EDI 204 – Motor Carrier Shipping Information document with the Load Tender option).  The document will contain the carrier’s acceptance, conditional acceptance or a decline, if they decline to accept the load tender. It can also contain the reason for the conditional acceptance or the decline of the load tender.

 EDI 213 – Motor Carrier Shipment Status Inquiry-This transaction is used to request the status of a shipment from a motor carrier on a single shipment or a set of shipments.  It may be sent to the carrier by the shipper or the ultimate receiver of the goods. This document is an ad-hoc request for the status. If the carrier and the shipper and/or receiver have a set schedule for responses (in the form of an EDI 214 Motor Carrier Shipment Status Message), then this document is never sent.

 EDI 214 – Motor Carrier Shipment Status Message-This transaction is used to pass information relating to the status of an assigned, loaded-en-route, or delivered shipment. It is sent from the carrier to either the shipper or the ultimate receiver. It may be sent as a response to an EDI 213 (Motor Carrier Shipment Status Inquiry) or at regularly scheduled intervals. The carrier may also send it if there is a change in the shipment status (e.g. the truck is delayed in customs).

 EDI 210 – Motor Carrier Freight Details and Invoice-This transaction can be used as an Invoice to request payment for services rendered or as details pertaining to freight shipment charges. An Invoice will typically be sent for each shipment.  

*information/definitions taken from http://www.logistics-edi.com/

Mike Sumnick, Director of Operations 
Follow me @msumnickBG

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