1. Confirmation

When Paladin receives a request from a store or supplier, we confirm that the store is switching to the new primary EDI supplier and is agreeable to the quoted cost.

2. Communication

With customer:

  • Information that is requested from the store:
  • Who is the new supplier?
  • What is the projected date of the
    conversion?
  • Is the supplier updating inventory pricing?
  • Does the store need new bin tags and is the supplier providing them?

When Paladin receives the inventory conversion data from the supplier, the conversion process begins, and it takes place after store hours.

With supplier: 

Paladin produces and delivers a worksheet of the store’s inventory content and sales history to the new supplier.

Updated data for the following categories is requested from the supplier:

  • Replacement items with an exact match
  • Replacement items with a possible match (requires careful review)
  • Items for which no match was found

3. Preparation

Paladin and the store/supplier formulate a plan to ensure a thorough understanding of the conversion process and to define necessary actions.

4. Conversion

Key conversion processes:

  • Items identified by the supplier’s
    conversion files with an exact match are converted to the new supplier’s primary part number. Pricing may be updated for any exact-match items, as defined in the preparation phase.
  • Utilizing the preparation phase part number study, Paladin ensures that no existing part numbers overlap with the new supplier’s part numbers.
  • Prior primary part numbers are preserved as alternate part numbers on each item.
  • Departments, classes, and subclasses are updated, as determined in the preparation phase.
  • Departments, classes, and subclasses outside the new supplier’s definition are retained.
  • The new supplier’s all-item catalog replaces the old supplier’s all-item catalog.
  • The existing inventory items are updated with departments, classes, subclasses,
    manufacturer part numbers, supplier ratio, minimum order quantity, primary supplier, and broken carton codes from the new all-item catalog.
  • Any needed data cleanup work that is identified in the preparation phase is conducted at the end of the conversion process.

5. Follow-up

Paladin communicates with the customer to review data changes and explains any additional work the client needs to perform (i.e. human review, approval, and data entry of possible match and no match conversion data from the new supplier) to complete the conversion process. New EDI system processes are defined and operating instructions are provided. Paladin will assist in the first EDI processing event for the client, and contact the store after the conversion to ensure success with the new supplier brand and processes.