How to Onboard with a New Retailer: A Step-by-Step Guide

Congratulations — you’ve landed a new retail account. Now the real work begins. EDI setup and certification is the final gate before your first purchase order arrives. Here’s how to move through it quickly.

Step 1: Get the Vendor Compliance Guide

Every major retailer publishes a vendor compliance manual — sometimes called a routing guide or supplier handbook. Request it from your buyer or find it on the retailer’s vendor portal. This document contains every EDI, labeling, packaging, and shipping requirement.

Step 2: Register for the Vendor Portal

Most retailers have a self-service vendor portal (e.g., Walmart’s RetailLink, Target’s Partners Online, Home Depot’s EDI portal). Register early — approval can take days.

Step 3: Configure Your EDI Connection

You’ll need to establish either:

• AS2 connection: Direct secure transmission between your server and the retailer’s
• VAN (Value Added Network): An intermediary network that routes your EDI documents

Spring Systems handles this configuration on your behalf and maintains the connection going forward.

Step 4: Set Up Required Transaction Sets

At minimum, you’ll need: 850 (inbound), 855 (outbound), 856 (outbound), 810 (outbound), 997 (both directions).

Step 5: Testing & Certification

Retailers require you to send test transactions before going live. Some require 3–5 test scenarios covering different order types (single-store, multi-store, dropship, etc.). Spring Systems coordinates the testing process with the retailer’s compliance team.

Step 6: Go Live

Once certified, your first live PO can arrive at any time. Have your team ready and your processes documented.

The entire process typically takes 2–6 weeks. With Spring Systems, we’ve helped suppliers complete it in as few as 5 business days.