EDI Orders: List, Search, Filter, Accept, and Reject
Overview
EDI (Electronic Data Interchange) orders are shipment requests sent directly to your system from customers through electronic integration. When a customer sends an EDI order, it appears in your EDI Orders feed where you can review the details and decide whether to accept or reject it.
Understanding the EDI Order Feed
What is an EDI Order?
EDI orders are shipment requests automatically transmitted from your customer's system to yours. These orders include:
Pickup and delivery locations
Appointment times and dates
Load details (weight, pieces, pallets)
Customer information and order reference numbers
Revenue information
When an EDI order arrives, it appears in the "Order feed" tab with a status of "Received" and an expiration date. You need to accept or reject the order before it expires.
Order Feed Tabs
The EDI Orders screen has three tabs to organize orders by their status:
Order Feed Tab
Shows all Received EDI orders waiting for your response
These are active orders that haven't been accepted, rejected, or expired
Each order displays an expiration date (usually 24-48 hours from receipt)
Default view when you open the EDI Orders screen
Expired Tab
Shows orders that weren't accepted or rejected before their expiration date
These orders are no longer actionable
Useful for reviewing missed opportunities or tracking patterns
Orders automatically move here when they pass their expiration date
Rejected Tab
Shows all orders you've rejected
Includes the rejection reason and any comments you added
Helpful for reviewing past rejections or following up with customers
Orders you reject are immediately moved to this tab
Searching for EDI Orders
Search by Order Reference
At the top of the Order feed screen, you'll find a search box that says "Search by order reference."
How to search:
Click in the search box
Type the order reference number (also called shipment ID)
Results filter automatically as you type
Search is case-insensitive
Example: If a customer references order "534686033374975820739", you can type any part of that number to find it quickly. What the search looks for:
Order reference numbers (shipment_id)
Partial matches work - you don't need the complete number
💡 Tip: The search filters results after you pause typing (about 0.5 seconds), so you don't need to press Enter.
Filtering EDI Orders
Opening the Filters Panel
Click the Filters button in the top toolbar
The filters panel slides in from the right side
An active filter count appears on the button when filters are applied (e.g., "Filters 3")
Available Filters
Customer Filter
Filter to see orders from specific customers only.
How to use:
Click the Customer dropdown in the filters panel
Start typing a customer name
Select one or multiple customers from the list
Click outside the dropdown or click the X to close it
When to use:
Focus on orders from your largest customers
Review orders from a customer before a planning meeting
Process orders from customers with similar requirements together
Pickup Date Filter
Filter orders by their scheduled pickup date.
How to use:
Click the Pickup date field in the filters panel
Select a date from the calendar
Only orders with that pickup date will display
Example: Select October 15, 2025 to see all orders scheduled for pickup on that day. Common uses:
Planning capacity for specific dates
Finding orders that need immediate attention
Reviewing next week's incoming freight
Delivery Date Filter
Filter orders by their scheduled delivery date.
How to use:
Click the Delivery date field in the filters panel
Select a date from the calendar
Only orders with that delivery date will display
When to use:
Coordinate with delivery appointments
Plan equipment returns to specific regions
Match orders with backhaul opportunities
Origin From Filter
Filter orders by the state they're being picked up from.
How to use:
Click the Origin from dropdown
Select one or multiple states
Only orders originating from those states will display
Example: Select "AL" (Alabama) to see all orders picking up in Alabama. When to use:
Focus on your operating region
Find freight in areas where you have available equipment
Identify lane opportunities
Destination To Filter
Filter orders by the state they're delivering to.
How to use:
Click the Destination to dropdown
Select one or multiple states
Only orders delivering to those states will display
When to use:
Match with your preferred delivery areas
Find backhaul opportunities
Coordinate multi-stop routes in the same region
💡 Tip: Active filter values are saved in your browser, so when you return to the EDI Orders screen, your last filter settings will still be applied.
Understanding the EDI Order Display
Order List Columns
Each order in the list displays the following information:
Customer & EDI
Customer name
EDI code
Order Reference
Shipment ID/order reference number (e.g., "534686033374975820739")
This is the customer's tracking number for the shipment
Origin
Pickup location (city and state)
Format: "West Gwendolynmouth, AL"
Destination
Delivery location (city and state)
Format: "West Gwendolynmouth, AL"
Expires On
Date and time when the order expires
Format: "10/17/2025 11:36"
Displayed in your local timezone
Status
Current order status
"Received" (neutral gray badge) - waiting for your response
"Rejected" (red badge) - you declined this order
"Expired" (red badge) - order expired before response
Actions
Respond button - opens menu with Accept and Reject options
Viewing Order Details
To see full order details:
Click anywhere on the order row (except the Respond button)
The order expands to show additional information:
General Information: Load details (pieces, pallets, weight), revenue total
Origin: Complete pickup address, appointment times, timezone
Destination: Complete delivery address (if different from origin)
Additional Information: Notes from the customer, special instructions
Accepting EDI Orders
How to Accept an Order
Step 1: Review the order details
Step 2: Check if you can accept the order
The "Respond" button will be disabled (grayed out) if:
Customer EDI billing is not enabled: You'll see the tooltip "Enable customer EDI billing to accept or reject their orders."
Contact your billing or operations team to enable EDI billing for this customer
Order is missing stops: You'll see the tooltip "EDI order is missing stops, unable to accept."
This indicates a data transmission issue - contact your EDI support team
Step 3: Accept the order
Click the Respond dropdown button on the order row
Select Accept from the menu
A confirmation dialog appears: "Are you sure you want to accept this order?"
Click Accept to confirm
You'll see a success message: "EDI order accepted"
Step 4: Complete order details
After accepting, the system opens the order creation wizard:
Customer/Company Tab:
Verify or select the billing customer company
Billing information is usually pre-filled from EDI data
Click "Next" to continue
Route Tab:
Review the pickup and delivery stops
Stop information comes from the EDI order
Add any additional stops if needed
Click "Next" to continue
Details Tab:
Verify weight, pieces, pallets
Edit if needed (EDI data may be incomplete)
Confirm trailer type and equipment requirements
Add any additional load details
Click "Next" to continue
Billing Tab:
Verify distance calculations
Confirm revenue breakdown (line haul, fuel surcharge)
Adjust rates if needed
Click "Submit" to complete
Step 5: Verify order creation
After submitting:
The order moves to your active orders list
The EDI order disappears from the Order feed
The order status changes from "Received" to "Accepted" in the system
Your customer receives an electronic acceptance notification
Rejecting EDI Orders
How to Reject an Order
Step 1: Open the rejection dialog
Click the Respond dropdown button on the order row
Select Reject from the menu
The "Reject order" dialog opens
Step 2: Select a rejection reason
You must provide a reason code that explains why you're declining the order.
How to select a reason:
Click the Reason dropdown in the dialog
Review the available reason codes
Each reason code may include a description or usage tip
Select the reason that best matches your situation
Step 3: Add optional comments
The comment field lets you provide additional context:
Explain specific circumstances
Suggest alternative options (dates, rates)
Provide feedback to the customer
Note for internal tracking
Step 4: Submit the rejection
Review your reason code and comments
Click the Reject order button (red button at bottom)
The order is immediately rejected
You'll see a confirmation message
The order moves to the "Rejected" tab
Your customer receives an electronic rejection notification with your reason
After Rejecting
Once rejected:
The order disappears from the "Order feed" tab
The order appears in the "Rejected" tab
Your reason code and comments are saved
The customer's system receives the rejection
You cannot un-reject an order (contact the customer if you change your mind)
Important Notes
Customer EDI Billing Requirement
⚠️ Important: You can only accept or reject orders from customers who have EDI billing enabled in your system.
If you see the error: "Enable customer EDI billing to accept or reject their orders"
Contact your billing department or system administrator
They need to enable EDI billing for that customer's account
Once enabled, you can respond to orders from that customer
Why this matters: EDI billing ensures that orders are properly linked to the correct billing account and that invoicing will work correctly after delivery.
Order Data Completeness
⚠️ Important: Some EDI orders may have incomplete data due to transmission issues or customer system problems.
Common issues:
Missing or incorrect weight
Incomplete stop information
Unclear equipment requirements
Missing appointment times
What to do:
If critical information is missing, reject the order and note the missing data in your comments
Contact the customer directly to clarify before accepting
Your team may have a process for handling incomplete orders
Cannot Undo Accept or Reject
⚠️ Important: Once you accept or reject an EDI order, you cannot undo that action in the system.
If you accepted by mistake:
Cancel the created order immediately (if your system allows)
Contact the customer to explain the situation
If you rejected by mistake:
Contact the customer directly
Ask them to resend the order if they still need coverage
They may be able to resubmit the same load with a new order reference
Troubleshooting
Issue: Can't See Any Orders in the Order Feed
Issue: The Order feed tab is empty or shows "No orders found"
Possible causes and solutions:
Cause 1: Filters are applied
Check if the "Filters" button shows a number (e.g., "Filters 2")
Click Filters and then click Reset to clear all filters
Check if orders appear
Cause 2: All orders expired or were processed
Check the Expired tab to see if orders expired
Check the Rejected tab to see if they were already rejected
Wait for new orders to arrive from customers
Cause 3: No active EDI connections
Contact your EDI support team
Verify that customer EDI connections are active
Check with customers if they're sending orders
If this doesn't work: Contact your system administrator or EDI support team.
Issue: Respond Button is Grayed Out
Issue: Can't click the "Respond" button on an order
Cause 1: Customer EDI billing not enabled
Tooltip says: "Enable customer EDI billing to accept or reject their orders"
Solution: Contact your billing department to enable EDI billing for this customer
Cause 2: Order missing stops
Tooltip says: "EDI order is missing stops, unable to accept"
Solution: This is a data transmission issue. Contact your EDI support team and provide the order reference number
Issue: Order Details Seem Wrong
Issue: Weight, addresses, or other details don't match what the customer described
Cause: Data transmission error
EDI data may have been corrupted or incomplete
Solution: Contact the customer to verify the correct details
Ask them to resend the order or send details via email
Your EDI support team can investigate the transmission
Issue: Search Doesn't Find an Order
Issue: You have the order reference number but search returns no results Troubleshooting steps:
Verify you're typing the correct order reference number
Try searching for just part of the number
Check all three tabs (Order feed, Expired, Rejected)
Clear any active filters that might be hiding the order
Ask if the customer sent it to the correct EDI connection
Contact your EDI support team to trace the order
If the order never arrived:
The customer may not have sent it yet
There may be an EDI connection issue
The order may have gone to a different location in your company
Issue: Can't Complete Order After Accepting
Issue: After clicking Accept, the order wizard has errors or missing information Possible solutions:
Review each tab of the wizard for required fields marked with errors
Fill in missing information (weight, equipment type, etc.) that wasn't in the EDI data
Verify billing customer is correctly selected
Check stop details for completeness
If you can't complete the order:
Close the order wizard (your acceptance is recorded but order not created)
Contact your operations team for help
You may need to create the order manually with more complete information