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EDI Configuration

What this does​

EDI configuration lets you define custom EDI fields for a customer. Once defined, those fields appear on that customer's shipping orders, where values can be entered for each order.

EDI (Electronic Data Interchange) fields carry information from a customer's own systems, such as an ERP, through to the shipment. Common examples are pack slip numbers, store or department numbers and partner reference numbers.

Because the fields are defined in configuration rather than built into the order form, each customer can have its own set of fields without any change to Teamship.

EDI values can be:

  • Entered by users on the shipping order
  • Supplied through the Teamship API when orders are created
  • Printed on the Bill of Lading (BOL) using the BOL Configurator

When to use​

Use EDI fields when a customer needs extra order-level data that Teamship does not capture by default, for example:

  • A trading partner requires a reference number on the BOL
  • The customer's system sends order data that must travel with the shipment
  • Warehouse staff need a customer-specific reference while fulfilling the order

If the data is about a product rather than an order, use product custom fields instead. → See: Custom Product Attributes

Where EDI fields are configured​

EDI fields are configured from the customer profile and from the warehouse edit page.

On the customer profile, EDI configuration is found under the Templates tab, alongside BOL configuration and document templates.

⚠️ EDI fields previously had their own EDI tab on the customer profile. That tab has been replaced by the Templates tab.

Each EDI field has a key that identifies it. The key is used when sending values through the API and when referencing the field in a BOL template, so choose a clear, stable key (for example, PackSlipNumber) and avoid renaming it once orders are using it.

How EDI fields work on shipping orders​

Once a customer has EDI fields defined:

  • The fields appear on that customer's shipping orders only. Other customers' orders do not show them.
  • All of the customer's EDI fields are shown when creating a new order and when saving or editing a draft order, not only after the order is submitted.
  • Values are stored against each shipment, so every order can carry different values.

Entering EDI values on an order​

  1. Start a new shipping order (or open a draft) for the customer.
  2. Fill in the order details as usual.
  3. Enter values in the customer's EDI fields.
  4. Save the draft or submit the order.

Sending EDI values through the API​

EDI values can be supplied through the Teamship API when orders are created, including draft orders. Values sent this way populate the same fields that users see on the order.

For request formats, refer to the Teamship API documentation.

Using EDI fields on the Bill of Lading​

EDI values can be printed on a BOL through the BOL Configurator, at warehouse or customer level.

  1. Open the BOL Configurator for the warehouse or the customer.
  2. Select the BOL field you want to fill (for example, Third Party Billing).
  3. In the Variables panel, open the EDI category and select the EDI field to insert it into the Primary Template. You can add text around it, for example PS# {{edi.ship.PackSlipNumber}}.
  4. Check the Live Preview, which shows a sample value.
  5. Save. BOLs created for that customer's orders now show the order's EDI value in that field (for example, PS# PS-123).

Things to know:

  • Only EDI fields marked as visible on the BOL are available in the configurator.
  • A customer-level BOL mapping takes priority over the warehouse-level mapping.
  • A BOL takes a snapshot of its values when it is first created. If an EDI value changes later, use Reset BOL to Shipment Data in the BOL editor to pull in the latest order data. Any manual overrides on the BOL are cleared when you do this.

Roles and permissions​

Administrators and warehouse managers​

  • Define and maintain EDI fields on customers and warehouses
  • Map EDI fields into BOL templates

Warehouse users​

  • Enter or update EDI values on shipping orders
  • Print BOLs that include EDI values

Customers​

  • See and fill in their own EDI fields when creating shipping orders
  • Can send EDI values through the Teamship API

Common issues​

IssueLikely cause
EDI fields don't appear on a new orderNo EDI fields are defined for that customer, or the order was started for a different customer
An EDI field is missing from the BOL Configurator variablesThe field is not marked as visible on the BOL
BOL shows an old EDI valueThe BOL snapshot was taken before the value changed. Use Reset BOL to Shipment Data.
BOL field is blank where an EDI value was expectedThe order has no value for that EDI field, or the template key doesn't match the field key exactly
API orders arrive without EDI valuesThe keys sent don't match the keys defined for the customer
Can't find the EDI tab on the customer profileEDI configuration has moved to the Templates tab