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How do I submit a new EDI setup ticket?

This article provides step-by-step guidance on how to submit a JIRA – New EDI Setup ticket for clients and carriers at AFS. 

When to Submit a New EDI Setup JIRA ticket when:

  • A client needs a new carrier EDI connection
  • A new EDI document type (invoice, load tender, tracking, etc.) is being added
  • A new client implementation requires EDI
  • A carrier is being added to an existing LTL CM program

 

Required JIRA Fields & How to Complete Them

Summary*

Include:

  • Client name
  • Carrier name
  • Type(s) of EDI requested

Example:
ABC Company – FedEx Freight – 210 & 214 Setup

 

Client Name*

  • Enter the full legal client name

 

Client Number

  • Found in Accuterm
  • For Greenville (GVL) clients, locate the number on the Internal Portal
    and use the (Client No column)

 

Carrier Name

  • Full carrier name

 

Carrier Number

  • Provide the carrier number or SCAC (if known)

 

Types of EDI Files Requested*

 

EDI System for Invoice*

  • Enter the system where invoice data will be processed (e.g., Accuterm, GVL FAP, PAQ)

 

EDI System for TMS*

  • Required when requesting:
    • 204 (Load Tender)
    • 214 (Shipment Status)
  • Enter the TMS the client uses (e.g., Excellence, SmartTMS)

 

New Client

  • Indicate Yes if the client is currently being implemented
  • Indicate No if this is an existing client

 

Carrier for the LTL CM Program*

  • Indicate whether:
    • The client is an LTL CM client
    • This carrier is included in their CM program

 

Reporting Reference Numbers

What reference numbers will the client need on their reports?
Examples:

  • PO Numbers
  • Premium Transportation Authorization numbers
  • Internal shipment references

 

Audit Reference Numbers

What reference numbers are required to audit invoices?
Examples:

  • Internal WBS numbers
  • PO numbers needed for invoice processing (even if not required on reports)

Note: Often audit reference numbers are also required for reporting, but not always.

 

Differences Between Inbound & Outbound Reference Numbers

  • Indicate if reference number requirements differ based on:
    • Inbound vs outbound shipments

 

Reference Number Capture Location

  • Specify where the reference numbers should be entered
    • Example: specific support documentation field or system field

 

Uploaded POA / LOA?

  • Confirm whether the Power of Attorney (POA) or Letter of Authorization (LOA) has been attached

 

Priority*

  • Defaults to Medium
  • Adjust only if business need requires escalation

 

Description*

Provide:

  • A brief explanation of the request
  • Any known client or carrier contact information
  • Any relevant background that will help the EDI team

 

Attachment

Attach all supporting documentation, such as:

  • POA / LOA
  • Carrier forms
  • Account lists
  • Client location lists

 

Service Area*

  • Select the appropriate service area for the setup

 

Billable*

  • All EDI setups should be marked as Billable
  • Do not mark non-billable unless prior approval or contractual agreement exists

 

Carrier-Specific EDI Ticket Requirements

Invoicing (110 / 210 / 310)

FEPL Invoices (FedEx Parcel) – All Systems

  • Client name and number
  • List of account numbers
  • FedEx Rep email address
  • System to be loaded to
  • LOA/POA on client letterhead
  • Completed FedEx A&A
  • MNDA initiated by FedEx Rep
  • Client contact name and email
  • Indicate if client pays by credit card
  • Indicate if voucher or settlement client

 

UPSN Invoices – GVL Only

  • Client name and number
  • List of UPS account numbers
  • Client must start request with their UPS Rep

 

DHL Invoices – All Systems

  • Client name and number
  • List of account numbers
  • System to be loaded to
  • Signed DHL form:
    • EDI portion completed by EDI Analyst
    • Non-EDI portion signed by client

 

FXFE / FXNL (FedEx Freight) – All Systems

  • Client name and number
  • System to be loaded to
  • Client location list
  • LOA/POA on client letterhead
  • FedEx A&A
  • FedEx Account Rep name & email
    • Not required if AFS owns LTLCM rates
  • MNDA executed by FedEx
    • Not required if AFS owns LTLCM rates
  • Required reference numbers
  • Client contact name & email
  • Credit card indicator
  • Trading Partner Data Sheet (completed by EDI Analyst)

 

All Other Carriers – 110 / 210 / 310

(110 & 310 only in GVL)

  • Client name and number
  • System to be loaded to
  • Client location list
  • LOA/POA
  • Reference numbers to be captured
  • List of carriers

Special Note:

  • Central Transport requires the 11-digit Central Transport account number from the client’s pricing agreement.

 

Load Tender & Tracking (204 / 214)

FXFE / FXNL (FedEx Freight)

  • Client name and number
  • System to be loaded to
  • Client location list
  • LOA/POA on client letterhead
  • FedEx Account Rep name and email
    • Not required if AFS owns LTLCM rates

 

All Other Carriers / Systems

  • Client name and number
  • System to be loaded to
  • Client location list
  • LOA/POA
  • List of carriers

 

Key Reminders

  • Missing information or documentation will delay setup
  • Sterling Integrator is used mainly for translation, not loading
  • Files are loaded via in-house custom-built loaders
  • Processing paths depend on the system and document type selected