EDI setup with retailers (Metro, Kaufland, Lidl): step-by-step guide
Nearly every large retailer in Europe - Metro, Kaufland, Lidl, Carrefour, Auchan and more - mandates EDI (Electronic Data Interchange) contractually for suppliers. Without EDI, orders don't arrive, deliveries get penalized at receiving, and invoices are rejected.
The good news: EDI onboarding is standardized. This guide walks it step by step, with the mandatory messages and the mistakes that trigger chargebacks.
The core EDI messages retailers require
- ORDERS - the order the retailer sends you
- ORDRSP - your order confirmation (what you'll ship, what you won't)
- DESADV (ASN) - the dispatch advice, with SSCC on pallets/parcels
- RECADV - the retailer's goods-receipt confirmation
- INVOIC - the structured electronic invoice
EDI connection steps
1Request the retailer's EDI specification
Every retailer has a message implementation guide with the standard used (usually EDIFACT / EANCOM), message versions, mandatory fields and transport protocol (AS2, OFTP2, X.400 or web EDI). Ask for it before anything else.
2Establish GS1 codes: GLN and SSCC
You need a GLN (Global Location Number) to identify your company and delivery points, and SSCC to label logistic units (pallets, parcels) in DESADV. These come from your GS1 member organization. Without a correct GLN, messages are rejected.
3Choose the connection mode: full EDI or Web EDI
With high volume, integrate EDI directly into your ERP via connectors (messages flow automatically). With low volume or if you're just starting, a Web EDI portal lets you receive orders and issue DESADV/INVOIC from the browser, without full integration.
4Map fields between your ERP and the retailer's standard
EDI mapping translates your data (product codes, UoM, prices) into the structure the retailer requires and back. This is where most projects fail: a wrong mapping produces rejected invoices. CRMconnect ships pre-configured mappings for major retailers.
5Test in the retailer's certification environment
Retailers require a test/certification phase: you send test messages, they validate structure and content. Don't move to production until you get sign-off. Test error scenarios too (partial order, unavailable product).
6Sync with logistics: SSCC on DESADV
DESADV (ASN) must be sent before the goods arrive, with SSCCs matching the physical labels on pallets. At receiving, the retailer scans the SSCC and compares it to the ASN. Mismatches mean penalties.
7Go-live and chargeback monitoring
After go-live, monitor rejections and penalties (chargebacks). Every rejection has a reason code; track them and fix the source. An EDI dashboard shows acceptance rate per message type and retailer.
The mistakes that trigger chargebacks
- DESADV sent after goods arrive or with wrong SSCC
- Unmapped product codes between ERP and the retailer's catalog
- Price differences between the order (ORDERS) and invoice (INVOIC)
- Missing ORDRSP - the retailer doesn't know what you'll ship
How long EDI onboarding takes
With pre-configured mappings, connecting a new retailer takes 2-4 weeks (spec → mapping → testing → production). The first retailer is the longest; the next ones reuse the infrastructure and connect much faster.
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Frequently asked
Do I need an ERP to do EDI with Metro or Kaufland?+
Not necessarily. With low volume, a Web EDI portal lets you receive orders and issue dispatch advice and invoice straight from the browser. For high volume, integrating EDI directly into your ERP fully automates the flow.
What GS1 codes do I need?+
A GLN (Global Location Number) to identify your company and delivery points, and SSCCs to label pallets/parcels in the dispatch advice (DESADV/ASN). These come from your GS1 member organization.
Why do retailers reject my EDI invoices?+
The most common causes: unmapped product codes, price differences between order and invoice, or a missing/incorrect DESADV. Each rejection has a reason code; a correct mapping and pre-send validation eliminate most of them.
Can I connect to several retailers at once?+
Yes. Once the EDI infrastructure is set up for the first retailer, connecting the next ones reuses the same connectors and flows. CRMconnect ships pre-configured mappings for major retailers.
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