How do you use EDI acknowledgments to track and confirm the status of your EDI transactions?

We typically work with 997s, 824s, CONTROLs, and APERAKs. These document types tell us if a.) a document type was syntactically correct, and b.) whether or not it was imported into their ERP system.

In my experience, EDI acknowledgments are standardized codes that indicate the status of an EDI transaction throughout its transmission and validation. I've worked with the four main types of EDI acknowledgments: functional acknowledgments (FA), transaction set acknowledgments (TA1), application advice (824), and EDI 855 (Purchase Order Acknowledgment). Each of these serves a unique purpose and provides specific information to ensure the transaction is processed correctly and that both parties are aligned on the status of the transaction.

We typically receive 997s and CONTROL files and we use them to confirm whether or not our transmission has reached the customer's VAN. As it says on the left, we cannot assume that just because we received back one of these 2 file types, that the original transmission was absorbed into their ERP system.

In my experience, functional acknowledgments (FA/997) are essential for verifying that an EDI transaction was received and is syntactically correct. While they don’t confirm whether the transaction was accepted or rejected by the business application, they ensure that the transaction met the EDI standards and reached the trading partner. I've used FA to confirm successful transmission, and when necessary, I've requested a resend if the transaction was missing or corrupted. This step is crucial to maintaining the integrity of the data exchange process.

Transaction set acknowledgments (TA1) are valuable for providing detailed feedback on the status of each transaction set within an EDI interchange. Unlike FA, TA1 acknowledgments indicate whether a transaction set was accepted, rejected, or partially accepted based on the syntax. I've used TA1 acknowledgments to identify and correct any syntax errors before the transaction reaches the receiver's application, ensuring smooth data exchange. Monitoring TA1 responses also helps me assess the performance and compliance of my trading partners.

In my experience, application advice (824) is useful for receiving feedback on the business content of an EDI transaction. Unlike FA and TA1, which focus on syntax, the 824 acknowledgment provides detailed information about whether specific data elements in the transaction were accepted or rejected by the receiver's business application. I've used 824s to identify and correct issues related to the business rules or content of a transaction, allowing me to address any problems promptly and ensure that the transaction meets the requirements of the trading partner.

Our VAN converts customer 824s into a PDF and sends it to a group email address. Then we review these at the time of receipt and address any changes if needed. Sometimes we receive back a 997 which indicates our syntax is correct, but since the 824 can still indicate it failed to import into their ERP system, it's important to monitor both whenever possible.

In my experience, tracking and confirming EDI acknowledgments involves a systematic approach. I typically use EDI software to monitor the flow of transactions, ensuring that each acknowledgment—whether it’s FA, TA1, 824, or EDI 855—is received and matches the corresponding transaction. Automated alerts and reports generated by the software help me quickly identify any missing or problematic acknowledgments. Additionally, I often use visual tracking tools to map acknowledgments to their original transactions, making it easier to confirm that everything is processed correctly and on time. This approach minimizes errors and ensures smooth communication with trading partners.

In my experience, troubleshooting common EDI errors requires a combination of tools and best practices. First, I review the specific acknowledgment documents (like 997, TA1, or 824) to identify any error codes or descriptions that indicate where the issue lies—whether it’s a syntax error, missing data, or business rule violation. Next, I check the original EDI file for formatting issues or incorrect data entries. If the error is related to communication or connectivity, I verify the transmission logs and VAN reports. In some cases, reaching out to the trading partner for clarification or re-sending the corrected transaction may be necessary. Consistent documentation and analysis of errors help in preventing similar issues in the future.

First we look for a 997/CONTROL file or an 824/APERAK. If they exist, sometimes they will tell us the error and then we review the body of the transmission. If they do not exist, then we review the functional group header, (GE), and compare it with the specifications given to us by the customer.

Monitor the status of your EDI transaction by checking for additional acknowledgments or status messages. Some trading partners may also send status updates through EDI 214 transportation status messages or other EDI messages. By following these steps, you can ensure that your EDI transactions are processed successfully and that any errors are addressed in a timely manner.

Note, that 997 can be structured depending on the amount of detail needed ie like at the envelope level or by each st/se group. Depending on volume of transactions it would be advantageous to be able to marry up the 997 to the actual transaction that was sent. A visual app would appropriate to depict it to various users. Having an app to track monitor transactions inbound or outbound and the marry up for 997 or any issues found and can be used between trading partners, also help eliminate any phone calls on a given transaction like 856’s or 810’s.

EDI acknowledgments are used to track and confirm the status of EDI transactions. Here are the steps you can follow to use them: Send your EDI transaction to your trading partner or EDI service provider. Receive an acknowledgment message from your trading partner. This will confirm that they have received your transaction. This is usually done through an EDI 997 functional acknowledgment.

Check the acknowledgment message to ensure that your transaction was received and processed successfully. If there are any errors, the acknowledgment will provide information on the specific errors that occurred. Take appropriate action to correct any errors. This may involve resending the transaction with the corrected data or contacting your trading partner to resolve the issue.