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Workflow Updates With EDI/API Integrations
Workflow Updates With EDI/API Integrations

Workflow updates after setting up a direct EDI/API integration with your vendor.

K
Written by Kojo Support
Updated over 6 months ago

Connecting directly with your vendors through Kojo EDI/API integrations simplifies your ordering process even further.

What Is Different?

Two main process flows occur after setting up an integration with your vendor:

  1. Vendor -> Kojo
    Order data flows directly from the vendor system into Kojo, preventing you from having to manually upload PDF documents into the system.

  2. Kojo -> Vendor
    Order data can flow more seamlessly from Kojo (your RFQs and POs) into the vendor systems, ensuring the most accurate data possible.

As a Kojo customer, the only flow that updates any process for you is Vendor -> Kojo, and the updates are all beneficial. The following will explain the process updates for incoming Quotes, Order Acknowledgments, and Invoices.

Quotes

Before Integration

There are two possible paths for Quotes to make it into Kojo without integration:

  1. The Vendor can use our "bid portal" to submit their quote. The quote will then appear in the Quotes section of the RFQ tab:

  2. The Vendor can email you the quote directly and you can upload it as an attachment and we will ingest the data with our OCR product.

Once the data is ingested via either path you can allocate items in the quote to POs.


After Integration

Rather than needing to upload anything or your Vendors using our bid portal, the Vendors can simply respond to your RFQ in their ERP and the quote will flow directly into Kojo for you to process.

Note: You will receive an email notification stating that a quote has been submitted "Via EDI"

(It's important to note that if you receive an email that is notated "Via EDI" you do not need to manually enter the quote into Kojo - it's already there.)


And the EDI document (which you do not need to open, Kojo has already pulled out the data) will simply appear as an attachment on the RFQ and you can process the quote as normal.

Order Acknowledgements

Before Integration

Without integration Order Acknowledgments are typically emailed to you from the Vendor, where you then upload them similarly to Quotes.


After Integration

Once integrated the Order Acknowledgements will appear as an attachment on the order, similarly to a Quote on an RFQ.


You can then review pricing directly in Kojo without need to upload anything.

Note: You will also receive an email notification stating that the order was acknowledged "Via EDI".

(It's important to note that if you receive an email that is notated "Via EDI" you do not need to manually enter the quote into Kojo - it's already there.)

Additionally, you'll receive an in-app notification of the acknowledgement.

Invoices

Before Integration

There are two possible paths for invoices to make it into Kojo without integration:

  1. Vendors send an invoice in the form of .pdf to your Invoice inbox for processing. They simply appear here when ready for review.

  2. Vendor emails you an invoice directly, and you upload it into Kojo. It then appears in the inbox for review.

After Integration

Vendors send invoices via EDI, and they appear in the exact same way as before and the invoices will appear in the inbox.

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