Electronic Data Interchange (EDI)

EDI is a system, wherein standardized forms of electronic documents are transferred between two computer systems. Customers and suppliers or departments within the same organization can share and transmit information electronically in real time using EDI. For instance, a computer in the purchase department of an organization can scan inventory records of its stores department in order to determine the items whose quantities are below reorder levels. The computer can prepare purchase orders and store them electronically in the mailbox of the corresponding vendors. An employee in the supplier's organization can access this computer through a data link to periodically check the mailbox. He can then pick up the acceptable orders, enter them into its order-entry system and prepare a pick list to withdraw the items from its inventory and a packing slip to ship the items. The supplier's computer automatically sends 'mail' to its customer organization regarding the dispatch of items. This rapid transfer of information not only saves time but also reduces paper work. EDI offers several other advantages.  For instance, suppliers can use an EDI system to track the sales or product usage rates of their customers and adjust their production schedules accordingly. Customers can also track their own orders within the vendor's system to find out the status of their orders. EDI allows organizations to cut down their inventory levels and plan for better production and shipment schedules. In services sector, EDI through the Internet helps the customer to access their bank accounts, do financial transactions, etc. through self service mode. Exhibit 21.3 provides further details on web based self-service integration in customer relationship management.

Using EDI, different business units spread across different geographical areas can coordinate and plan activities efficiently. Service organizations generally operate through branches; therefore it is all the more important that all the branches are interconnected for proper coordination and management.                       

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