Who is EDI?

EDI sales channel focuses on selling their Electronic Data Interchange (EDI) solutions and services directly to businesses, offering a variety of deployment options such as cloud-based, hosted, or on-premise to help businesses automate the exchange of documents like purchase orders and invoices with trading partners. Their sales strategy involves demonstrating how their platform can replace manual processes with automated, standardised EDI communication to increase speed, accuracy, and efficiency while reducing costs.

The EDI Sales Channel enables you to connect the Electronic Data Interchange (EDI) integration directly into your store. Once configured, the channel manages orders and stock seamlessly, allowing for automated synchronisation between your business and your partners.

Creating the EDI Channel

1. Navigate to Stores in the main menu

2. Select the store where you would like to add the channel, then click Edit (pencil icon)

3. Click + Add

4. Search for EDI and click Install

5. Choose your store name, then configure the required settings

All channels you create are always linked to the store you select:
Store → Store Name → EDI Channel Name

💡 If the EDI channel is already installed, select Edit Channel to review or update your configuration.

Channel Configuration

Basic Details

• Channel Name
  Enter a name for the channel. This is for your reference only (e.g. EDI Test)

• Account Nominal Code
  Used for accounting purposes to map sales into the correct nominal account

SFTP Settings

Your EDI integration works by transferring files securely via SFTP. These details are supplied by your EDI provider.

• SFTP Host: The server address for your EDI connection.

• SFTP Port: The port number for SFTP access .

• SFTP Username: Your SFTP login username.

• SFTP Password: Your SFTP login password.

• SFTP Base Path: The directory path where files will be stored. Leave as / for the root directory, or specify a subdirectory (e.g. /path/to/files).

⚠️ Ensure all credentials are correct — if any field is incorrect, files will fail to transfer.

Notification Management

• Notification Emails
  Enter one or more email addresses to receive alerts. Notifications may include import/export confirmations or error messages.

• Order Export Interval
  Defines how often orders should be exported from the system to the EDI channel. You can set this in seconds, minutes, or hours.

  • Example:

    • 86400 seconds = once every 24 hours.

    • 12 hours = twice every 24 hours.

• Use Order Export
  Enable this if you want orders to be exported on a regular interval to your EDI partner.

Order Management

The following settings control how orders are retrieved and handled from the EDI channel:

• Get Orders
  Ensures orders are imported from the channel.
  ✅ Must be enabled: usually active by default.

• Auto Sync Orders
  Automatically marks orders as synced once they are successfully imported.

• Auto Hold Aged Orders
  Places any order older than 24 hours on hold when imported. This is useful for preventing fulfilment delays caused by stale orders.

• Use Default Get Orders Interval
  Uses the system’s default interval for fetching orders instead of setting a custom one.

• Add Prefix to the Beginning of Order Numbers
  Allows you to add a prefix (e.g. EDI-) to imported order numbers for easy identification.

• Use Default Order Sent Via Webhook Delay
  Controls when orders are sent via webhook, based on system defaults.

• Ignore Orders Created Before
  Allows you to set a cut-off date — orders created before this date will not be imported.

• Use Fulfilment Delay
  Introduces a delay before fulfilment begins, useful for allowing cancellations or modifications before despatch.

• Disable Fulfilment
  Prevents orders from being sent to fulfilment automatically.

Order Polling

• Order Polling
  Enables polling for orders at a set interval. You can define the polling time to control how often the system checks for new orders.

This can be activated after the channel has been added and saved, not when its first created.

Stock Management

⚠️ Ensure Stock Management is enabled.
Without this, products and stock levels will not synchronise.

• Download Products
  Downloads products from the EDI channel into your system.
  ✅ Must be enabled.

• Auto Match Product
  Matches downloaded products against existing ones automatically.

• Download Product Images
  Imports product images from the channel.

• Download Product Dimensions and Weights
  Retrieves physical dimensions and weights for each product.

• Download Product Customs Information
  Downloads customs details such as HS Codes and Country of Origin.

• Add to Products
  Adds downloaded products directly to your main product catalogue.

• Overnight Stock Levels
  Sets the initial stock levels for products imported via this channel.

• Auto Stock Sync
  Ensures stock changes are automatically reflected across the channel.
  ✅ Must be enabled.

• Push Stock Levels
  Pushes your main stock quantities back to the channel.

• Auto Deduct Stock for Orders
  Automatically decreases stock levels when an order is received.

• Refetch Products
  Immediately refreshes all products from the channel.

• Use Stock Allocation Rate
  Allows only a set percentage of stock to be allocated to this channel (e.g. 50% of total).

• Enable Low Stock Buffer
  Automatically sets stock to 0 on the channel when your available stock is equal to or below a set threshold.

• Enable Max Stock Level
  Fixes the maximum stock level displayed to the channel (e.g. always show 100, regardless of actual stock).

Saving and Activating the Channel

1. Review all configuration options

2. Click Save

3. Set the channel to Active when you are ready to use it

Product Setup

To sell through your EDI channel, products must be created and linked.

• Go to Products.

• Create products manually, or import a product CSV:

  • Click Actions → Import.

  • Select your CSV file.

  • Click Import.

You can also upload products directly within Channel Settings → Products → Actions → Import.

💡 Tip: Export your current product list first to download a template CSV. You can then populate it and re-import to save time.

Order Export by Email

You can configure the channel to send order exports directly via email:

1. Enter the destination email address in the channel settings.

2. Set the interval in hours, minutes, or seconds.

   • Example: 12 = every 12 hours (noon and midnight).

3. At each interval, the system will send an email containing all order exports.

Final Step

Click Save to confirm all settings.

Your EDI Sales Channel is now live and ready to process orders and stock synchronisation.