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Why EDI Matters in the Apparel Industry
Electronic Data Interchange (EDI) is how retailers and manufacturers electronically exchange business documents like purchase orders, shipping notices, and invoices. For fashion brands, it’s a non-negotiable requirement when working with major retailers like Nordstrom, Macy’s, or Bloomingdale’s.
Retailers send purchase orders (EDI 850) specifying product quantities, colors, sizes, and shipping instructions. Manufacturers reply with Advanced Shipping Notices (EDI 856), invoices (EDI 810), and acknowledgments (EDI 997). These fast, accurate exchanges make you a trusted trading partner—but only if everything is done right.
Key EDI Documents for Apparel Brands (with Definitions and Retailer Examples)
EDI 850 – Purchase Order
Definition: The retailer’s electronic order for goods, including quantities, styles, pricing, and ship/delivery info.
Required by: Nordstrom, Macy’s, Saks Fifth Avenue, Target, Walmart, Costco, Dillard’s
Example: Every major retailer sends EDI 850s for wholesale orders.
EDI 810 – Invoice
Definition: The vendor’s electronic bill to the retailer, matching the shipped order and confirming amounts due.
Required by: Macy’s, Saks, Burlington, Bloomingdale’s, Nordstrom, Costco
Example: All national department stores process payments via EDI 810.
EDI 856 – Advance Ship Notice (ASN)
Definition: Details every shipment’s contents, carton numbers, and expected arrival, sent before goods reach the retailer’s DC.
Required by: Nordstrom, Macy’s, Walmart, Kohl’s, Dillard’s, Target
Example: Required for every shipment to their distribution center.
EDI 997 – Functional Acknowledgment
Definition: Confirmation receipt of any EDI document (like a PO, invoice, or ASN).
Required by: Nordstrom, Macy’s, Saks, Kohl’s, Costco
Example: Confirms receipt of all incoming and outgoing EDI documents.
EDI 753 – Request for Routing Instructions
Definition: Sent to ask the retailer for shipping carrier and routing details before sending a shipment.
Required by: Saks Fifth Avenue, Dillard’s, Belk
Example: Saks requires you to send an EDI 753 before they provide routing info.
EDI 754 – Routing Instructions
Definition: The retailer’s official response to your 753, giving you carrier, address, and delivery window instructions.
Required by: Saks Fifth Avenue, Dillard’s, Belk
Example: Saks responds to your 753 with a 754 giving the exact carrier and shipping window.
EDI 812 – Debit/Credit Adjustment
Definition: Communicates financial adjustments such as chargebacks, credits, or payment discrepancies.
Required by: Macy’s, Kohl’s, Saks, Dillard’s
Example: Used for chargeback notifications or credit memos.
EDI 816 – Organizational Relationships
Definition: Shares info about a retailer’s organizational structure, like new stores or DC locations.
Required by: Walmart, Target
Example: Provides updates about new store locations or DCs in the retailer’s network.
EDI 820 – Payment Order/Remittance Advice
Definition: Details the retailer’s payment and remittance information for reconciliation.
Required by: Macy’s, Saks, Kohl’s
Example: Used to detail payments, remittances, and deduction details.
EDI 832 – Price/Sales Catalog
Definition: Sends current product, style, and pricing info to trading partners.
Required by: Amazon Vendor Central, Home Depot
Example: Amazon requests updated 832 catalog info for all vendors.
EDI 846 – Inventory Inquiry/Advice
Definition: Communicates current or projected inventory levels.
Required by: Nordstrom Dropship (DSCO), Macy’s Dropship (CommerceHub), Zappos
Example: Dropship partners require regular inventory feeds.
EDI 852 – Product Activity Data
Definition: Provides sales and inventory movement data from retailer to supplier.
Required by: Walmart, Target
Example: Retailers share POS sales and stock movement for replenishment.
EDI 855 – Purchase Order Acknowledgment
Definition: Confirms receipt and acceptance (or rejection/change) of a purchase order.
Required by: Kohl’s, Walmart, Belk
Example: Must send an 855 to confirm or adjust the PO before fulfillment.
EDI 860 – PO Change Request (Buyer Initiated)
Definition: The retailer’s request to change an order after the PO was sent (e.g. change quantity or cancel line).
Required by: Walmart, Target, Macy’s
Example: Retailers send an 860 when updating or canceling a style after ordering.
EDI 864 – Text Message
Definition: Used to send unstructured or free-form messages, such as compliance notes.
Required by: Macy’s (for compliance clarifications), Amazon (for dropship)
Example: Used for special instructions or compliance communication.
EDI 865 – PO Change Acknowledgment/Request (Seller Initiated)
Definition: Sent by the vendor to accept, reject, or propose changes in response to a retailer’s PO change request.
Required by: Walmart, Target
Example: Vendor responds to an 860 with an 865 to confirm or dispute the change.
EDI 870 – Order Status Report
Definition: Provides updates to the retailer about order progress and fulfillment status.
Required by: Amazon Vendor Central, Zappos
Example: Used to communicate real-time status of open orders.
How Apparel Software Like AIMS360 Simplifies EDI
Rather than entering data manually into multiple systems, AIMS360 apparel software integrates EDI directly into your ERP workflow—automating everything from receiving POs to sending ASNs and invoices.
Here’s how the process works:
- 850 PO → Instantly creates a sales order inside AIMS360
- Shipment data → Triggers an 856 ASN, formatted and sent automatically
- Invoicing → EDI 810 generated from the shipped order data
- Acknowledgment (997) → Sent for every received document
This seamless flow reduces errors, speeds up processing, and strengthens compliance.
EDI Mapping: Why It Matters
Retailers often have unique data formats and EDI requirements. That’s where EDI mapping plays a key role. AIMS360 apparel software includes built-in mapping features with two key functions:
- Communication Module – Connects your system to the EDI network
- Bridge/Mapping Software – Translates retailer-specific EDI formats into a standard format your system can process
Each trading partner gets a dedicated “map,” ensuring accurate, retailer-compliant communication.
Avoiding EDI Chargebacks with Apparel Software
Chargebacks happen when EDI data doesn’t match retailer requirements—late ASNs, incorrect packing labels, missing PO numbers, or misrouted shipments. These mistakes can lead to costly penalties and strained partnerships.
AIMS360 helps prevent chargebacks by:
- Validating data between POs, shipments, and invoices
- Flagging missing or incorrect EDI documents in real time
- Automatically sending acknowledgments (997s) to confirm delivery
- Reconciling chargebacks and factor deductions with an integrated system
By using purpose-built apparel software with EDI automation, brands stay compliant, responsive, and profitable.
How to Stay EDI Compliant with Major Retailers
Staying compliant with big-box retailers like Burlington, Saks, Nordstroms, etc requires more than just software—it requires knowledge and visibility. Here’s how to do it:
- Know Each Trading Partner’s Rules: Retailers provide routing and vendor compliance guides. Requirements may change, so stay updated.
- Track Every Document: AIMS360 allows full visibility into EDI orders, ASNs, and invoices.
- Address Issues Quickly: If a chargeback happens, use AIMS360 to investigate and fix the root cause
Fastest Emergency EDI Support—Guaranteed
When EDI breaks, every minute counts. AIMS360 is recognized for the fastest EDI emergency support in the industry, with:
- Response time under 1 hour
- Direct access to a US-based EDI team—no slow ticketing or overseas queues
- 24/7 escalation for mapping changes, rejections, urgent retailer updates, and compliance questions
You’ll never be left waiting when you need help getting a shipment, ASN, or invoice through. That’s why so many brands and their consultants trust AIMS360 fashion software as their backbone for Fashion EDI and chargeback prevention.
Apparel EDI & ERP Integration - Frequently Asked Questions (FAQ)
What is EDI in apparel?
EDI (Electronic Data Interchange) is the automated electronic exchange of business documents—such as purchase orders, invoices, and shipping notices—between apparel brands and their retail partners. EDI helps fashion brands and retailers reduce manual errors, speed up transactions, and ensure compliance with major retail requirements.
What is an automated EDI 856 (ASN)?
An EDI 856 (Advanced Shipping Notice) is a standardized document that tells retailers exactly what is being shipped, how, and when. With AIMS360 apparel software, EDI 856s are automatically generated and sent, reducing manual work and ensuring accurate, real-time shipping data for your retail partners.
Can AIMS360 apparel software integrate with SPS Commerce, DiCentral, or CommerceHub?
Yes. AIMS360 apparel software includes built-in EDI capabilities and can integrate with all major EDI providers—including SPS Commerce, DiCentral, OpenText, and CommerceHub. This flexibility lets you meet any retailer’s EDI requirements with ease.
Why is AIMS360’s in-house EDI integration better than using third-party middleware?
AIMS360’s in-house EDI integration is built directly into our apparel software. This means you get real-time syncing, faster support, and fewer technical issues compared to using outside middleware. If there’s ever an issue—like an incorrect document or a transmission delay—our support team resolves it immediately, helping you avoid retailer chargebacks and penalties.
How can I reduce EDI chargebacks?
Automate compliance with an integrated EDI system like AIMS360. We validate your data, track every document, and help reconcile chargebacks. Plus, our team are EDI and apparel industry experts, so we can guide you through setup and ongoing optimization to keep chargebacks to a minimum.
Is EDI integration worth it for small apparel businesses?
Yes. Even small fashion brands need EDI to work with major retailers. AIMS360 provides affordable EDI solutions for businesses of all sizes—helping you save time, prevent costly errors, and stay compliant without hiring extra staff.
Does AIMS360 apparel software support QuickBooks, Sage, or NetSuite?
Yes. AIMS360 integrates with leading accounting platforms such as QuickBooks, Sage, and NetSuite. Your EDI invoices can be posted directly from AIMS360, so you get seamless financial and operational visibility across your business.
What is a UPC, where do I get one, and how do I assign it?
A Universal Product Code (UPC) is an 11-digit barcode that uniquely identifies each style, color, and size of your product. You can purchase UPCs from GS1 (formerly GXS). AIMS360 simplifies UPC management with auto-assignment features to prevent duplicates and ensure compliance with retail partners.
How do I get a compliant hangtag for garments sold to major department stores requiring EDI?
Major retailers require hangtags with UPC barcodes and sometimes additional information like PO numbers or store locations. These requirements are provided in retailer routing guides. AIMS360 helps generate compliant hangtagsby pulling data directly from your EDI and product records. You can print hangtags in-house or use partners like Progressive Label and Fineline.
If I have AIMS360, can I confidently tell a retailer I can do EDI in 30 days?
Yes. AIMS360 offers an expedited EDI onboarding process—most brands are EDI-compliant with retailers within 30 days. Our dedicated team manages the mapping, testing, and approval process, so you can confidently promise rapid EDI readiness.
Can AIMS360 fashion software send my EDI dropship or bulk order directly to my 3PL for fulfillment?
Yes. AIMS360 ERP can automatically send your EDI dropship and bulk orders directly to your third-party logistics (3PL) provider for fulfillment. Any 3PL with a warehouse management system (WMS) can be supported by AIMS360. Orders received via EDI—from retailers or e-commerce platforms—can be routed electronically to your warehouse or 3PL, streamlining order processing, eliminating manual entry, and helping you stay compliant with retailer requirements.
AIMS360 does not charge extra to use a 3PL in our software, and you aren’t limited to a predefined list. For convenience, you can see our extensive list of already-integrated 3PLs here: AIMS360 3PL Integrations. If your preferred 3PL isn’t on the list, AIMS360 can still support them as long as they have a warehouse management system.
Does AIMS360 offer the fastest EDI support in the apparel industry?
Yes. AIMS360 provides the fastest EDI support in the industry, with 24x7 coverage and emergency response times within one hour. If you ever face an urgent EDI issue, our expert team is available around the clock to ensure your transactions keep flowing and your business stays compliant.
Ready to Stop EDI Headaches Before They Cost You?
AIMS360 is the only apparel software with fully integrated EDI and chargeback prevention tools built specifically for fashion brands. Whether you’re shipping 10 units or 10,000, we help you stay compliant, avoid penalties, and grow faster.
Contact us now for a free apparel software demo and see how AIMS360 can streamline your EDI process from start to finish.
