The risks of manual order management without EDI and data control
Learn how EDI, GS1 standards, and reliable data help reduce errors, improve control, and streamline order processing.
The risks of manual order management without EDI and data Control
Manual order management may seem manageable while order volumes remain low. In practice, orders arrive via email, PDF, or supplier portals, after which employees manually enter the data into ERP, WMS, or other business systems. This is precisely where delays, additional checks, and corrective work arise. Public documentation on the order-to-cash process shows that manual processing can still take several days, whereas automation can reduce the same step to just a few hours.
The importance of the GS1 standard
The real risk is not limited to speed alone. Without a standardised foundation, employees must repeatedly interpret which product, location, and logistics unit are being referred to. Within the GS1 standard, GTIN, GLN, and SSCC each serve a distinct purpose. GTIN identifies products, GLN identifies parties and locations, and SSCC identifies logistics units. These standardised identifiers are what make scalable and reliable order processing possible.
A standardised process from order to invoice
Those who view EDI merely as the digital exchange of documents miss the bigger picture. The real value emerges when the order message, shipping notice, and label are logically connected. The GS1 standard defines ORDERS as what has been ordered, DESADV as the shipping units and the products and attributes they contain, and INVOIC as what is being invoiced. This creates not only a digital trail, but also a standardised process from order through to delivery and invoicing.
Faster goods receipt
An SSCC label is not merely an administrative detail; it is a logistics key. The SSCC is the mandatory element of the label. Additional information, such as GTIN, batch or lot number, expiry date, and quantities, can also be included using GS1 Application Identifiers. The SSCC barcode should be positioned at the bottom of the label and must be fully scannable to ensure a smooth receiving process. In automated warehouses, the SSCC is scanned upon receipt and matched against the digital shipping notice, the DESADV. Only then can goods be received quickly and under full control.
End-to-end supply chain control
Without EDI, the risk extends beyond additional manual data entry to a lack of end-to-end supply chain control. An incorrect number, an inaccurate address, or a label that cannot be scanned properly causes more than just delays. It leads to manual checks, receiving discrepancies, and additional enquiries to customer service teams. In practice, quality depends on more than having a system connection; it also requires validation, readable labels, and accurate master data.
Your GS1 partner
For organisations looking to get started, a portal is often a practical first step. However, as order volumes, trading partners, and exceptions increase, a direct integration with ERP or WMS systems usually becomes the next logical step. At Type 2 Solutions, a GS1 partner, we advise not only on message exchange but also on the relationship between messages, labels, and master data. This ensures that a digital process does not ultimately result in manual corrective work.
Knowledge base
If you would like to learn more about EDI, SSCC labels, and the GS1 standard, please explore one of the articles below from our knowledge base. You can contact us via WhatsApp, by phone on +31 180 54 5151, or by email at info@t2s.nl. We will be happy to assist you promptly.