With an electronic data interchange (EDI) solution, you can electronically transmit documents such as orders, inventory updates, shipping notices and invoices. This not only eliminates time-consuming data-entry tasks and automates your order processes but also helps you support more clients and more retailers without adding operational strain.

But what about your customers who aren’t set up to use EDI?

If you’re like many suppliers and 3PLs, you work with a mix of retailers and clients who still send orders by PDFs, spreadsheets, emails and attachments.

Managing orders from non-EDI customers can be a step backwards into the inefficiencies of manual workflows. You have higher operational costs and an extra layer of difficulty when it comes to scaling and growing your business. Manual entry slows down receiving, creates downstream errors and adds cost to every order you handle.

There’s a better way.

SPS Commerce PDF Order Automation is the key to seamlessly processing non-EDI orders across your entire network, reducing effort, eliminating errors and enabling faster, more reliable fulfillment.

Navigating non-EDI order hassles

Once you’ve experienced smooth EDI order processing, the challenges of handling non-EDI orders feel even more painful, especially in a warehouse environment where every minute matters:

• High operational costs: Manually entering orders into your system costs you both time and resources, driving up cost per order and slowing down the floor, especially during peak volume.
• Errors and delays: The fallout of mis-keyed data for your business can be picking mistakes, incorrect shipments, chargebacks, damaged client trust and missed SLAs.
• Limited scalability: The more your business grows, the more manually processed PDFs and emails simply cannot keep pace with client onboarding or seasonal volume spikes.

Outdated workflows are what keep many operations from reaching true supply chain efficiency.

Transforming non-EDI orders with automation

When you manage your EDI processes with SPS Commerce Fulfillment, you already have access to 400+ pre-built system integrations for ERP, OMS, WMS solutions and more.

Our PDF Order Automation uses your existing Fulfillment integrations to map and translate non-EDI orders directly into your EDI workflow. AI-assisted mapping and translation seamlessly integrates your orders into Fulfillment.

With PDF order automation, you can:

• Process all orders through one automated workflow
• Reduce errors and speed up fulfillment
• Handle seasonal or rapid growth without increasing headcount
• Free your CSRs and warehouse teams to focus on strategic and revenue-generating work

As the largest retail network with 4,000+ buying organizations, SPS is uniquely positioned to automate even the most complex, multi-client order channels.

Tackling the accuracy issue: OCR versus AI

You may be wondering how this works or be skeptical about success if you’ve experienced the shortcomings of solutions that claim to automate non-EDI orders with optical character recognition (OCR).

OCR behaves like a scanner: it recognizes characters, not meaning. For 3PLs, where order accuracy determines pick efficiency and shipment correctness, that’s a problem. When an “O” becomes a “0,” your warehouse ends up picking the wrong SKU — and the cost hits your margins.

SPS PDF Order Automation is not OCR. Our solution uses AI, so instead of just reading characters, our system actually understands the structure and meaning of the documents.

Thanks to AI-assisted mapping, our solution also learns how to match the fields in each unique PDF to the fields in your order system.

This proprietary technology extracts data with near-perfect accuracy. This ensures your PDF orders are processed just like EDI orders — precisely, consistently and reliably enough for warehouse execution.

SPS PDF Order Automation delivers the highest level of accuracy and efficiency, eliminating the concerns associated with legacy OCR systems.

Weighing the need: PDF order volume

While PDF Order Automation may seem like an obvious solution for high-volume businesses, it’s also valuable for low order volumes and for warehouses with mixed clients or unpredictable order patterns.

Manual processes for smaller orders still create inefficiencies, errors and unnecessary costs. SPS PDF Order Automation reduces these burdens, providing a scalable foundation that saves time and money now while preparing your business for growth.

Leveling up: now is the time

Automating non-EDI orders isn’t just about saving time—it’s a strategic move that prepares you to move ahead in a competitive market and accelerate your growth. Leading the way with innovative automation helps you better meet customer demands, handle growing order volumes and eliminate costly errors.

Whether you’re an existing SPS customer or just starting your supply chain optimization journey, SPS PDF Order Automation is a reliable, scalable solution that eliminates inefficiencies from your non-EDI workflows and prepares your warehouse for the future.

Non-EDI orders don’t have to slow your business down. Automating these workflows enables you to process orders faster, reduce your costs and focus on your business goals.

Ready to eliminate manual PDF orders? Talk to a rep to see how PDF Order Automation fits into your operations.

The challenges multiply when critical information is siloed throughout the supply chain.

Successful brands are upgrading information flow with modern technology solutions to streamline operations, maximize efficiency and support scalable growth and compliance.

Why are information silos problematic for supply chains?

When information is restricted between supplier partners or departments, it creates significant pain points, including:

• Operational inefficiencies: Manual processes (like decentralized order management across different channels that require manual data entry or system integrations not tailored to your unique needs) are both time-consuming and prone to errors. Outdated practices make it difficult for suppliers to scale or adapt quickly to changes in consumer demand.
• Poor data flow: Limited visibility into inventory levels, product movement and demand forecasts blocks proactive decision-making. When there’s not a timely flow of data across systems, suppliers struggle to make informed choices about production and distribution.
• Costly delays: Shipping errors, inventory shortages and communication breakdowns can result in delays that impact product quality, food freshness and customer satisfaction. This can not only lead to lost revenue, but damage brand reputation.
• Compliance challenges: Delays in meeting trading partner requirements – or adapting to changes – can sacrifice revenue and damage relationships. In addition, swift recall compliance requires end-to-end visibility into your supply chain.
• Financial impact: Siloed supply chains lose you money. Outdated practices, wasted resources and missed opportunities increase operational costs and reduce profitability.

How can technology improve supply chain efficiency?

Modern technology solutions support a seamless, efficient supply chain. Upgrades offer key benefits, including:

• Process automation: An automated solution like SPS Commerce Fulfillment streamlines order processing, reduces human errors, supports business growth and improves customer satisfaction. It also enhances efficiency via seamless integration with your ERP and can be customized to fit your unique business needs.
• Improved collaboration: Product data solutions like SPS Assortment can help you keep up with trading partner requirements and update your information without tracking and executing changes by hand.  You’re able to provide the product details trading partners and consumers expect without the hassle of manual processes.
• Enhanced data flow: When you centralize your data, you can scale processes to work with bigger amounts of data between more users and enable more types of analysis. Timely, accurate data also leads to better forecasting, inventory management and decision-making.

Why traceability is important for food supply chains

While the FSMA 204 compliance deadline may be delayed until 2028, traceability is always top of mind in the food industry. It’s essential for regulatory compliance, food safety and quality control. Technology solutions enable traceability with:

• Data tracking: Automation tools provide accurate tracking of orders, shipments and inventory. When all stakeholders have access to reliable data, it reduces risks and enhances accountability. For optimal visibility for recall preparedness, look for solutions that simplify data collection and standardize traceability processes.
• Swift response: Brands that prioritize traceability can quickly identify the source of quality issues, manage recalls efficiently and build trust with consumers. Businesses can enhance recall readiness with technology that supports accurate documentation.
• Secure record-keeping: Blockchain technology can provide transparency and traceability across the supply chain by creating immutable records of each transaction.

What’s the right supply chain technology for your business?

While your future success may rely on incorporating new technology, it’s crucial to choose the right technology that adds value to your business. Factors to consider include:

• Scalability: Does the solution grow with your business?  A future-proof supply chain requires technology designed to scale and meet your needs as you grow and evolve.
• Ease of integration: Can the technology easily integrate with your existing systems? Simplify the update process with solutions that seamlessly connect with your current technology, such as ERP, accounting or inventory systems, and who provide expert assistance to help with the implementation.
• ROI: Will your investment result in improved efficiency and reduced costs? Successful brands have found that automation tools deliver measurable savings and performance improvements.

Why it’s crucial to move from data silos to connected partners

The costs of siloed supply chains escalate as brands grow. When profit margins are already slim, it’s critical for food and beverage suppliers to rise to the challenge of updating the flow of information with more efficient technology.

Today’s system automation solutions can streamline operations, reduce costs and simplify regulatory compliance, allowing you to build a more modern, collaborative supply chain network.

SPS Commerce is ready to be your partner in building efficient processes for a more agile and transparent supply chain. Connect with our team of experts for the people, processes and technology you need to begin your transformation.

The key to thriving in this environment: build modern connections with more efficient order processes, stronger real-time data analysis and timely insights. When data is seamlessly connected across the supply chain, you can make smarter decisions, reduce waste and respond quickly to market changes.

Recognizing issues: time for a refresh

For enterprise businesses, any inefficiencies are magnified.

• Overproduction and waste: Data that is siloed across different systems and partners can lead to overproduction, markdowns and financial losses. If you don’t have accurate information about product performance, you can also produce more than necessary, resulting in waste. Trying to manage a supply chain with disconnected data means missed opportunities for cost savings that could be achieved through better coordination and visibility.
• Lack of agility: You’re also likely impacted by supply chain disruptions and unpredictability. Without real-time visibility, it’s more challenging to adapt to changes, leading to increased costs and potential compliance issues.

The bottom line: it’s essential to have real-time data and transparency in your supply chain.

Weaving solutions: the digital thread

To address these visibility and waste issues, you need to better manage the “digital thread” of information that connects your data. Consider upgrading your data management with modern, integrated solutions that support agility and provide a comprehensive view of your supply chain.

You can automate your data exchange with a fulfillment solution that connects product, order, ship and invoice data across all partners in real-time, while analytics solutions provide insights and timely reporting to enable you to stay ahead of the curve.

By creating a seamless flow of information, you ensure that everyone in the supply chain has access to the same data, enabling better coordination and decision-making.

Reaping rewards: ahead of the trends

The benefits of building an intentional, connected digital thread include:

• More informed decisions: Real-time data enables you to predict demand more accurately and make informed decisions about how to manage inventory. It helps drive your speed to market, reduce operational costs and stay compliant with changing trade policies to ensure smooth operations.
• Reduced waste: With accurate data and better forecasting, you can produce just the right number of products, minimize excess inventory and reduce environmental impact.
• Faster decisions: With real-time insights, you can respond quickly to market changes, customer demands and potential disruptions to stay competitive.

The overall impact is a more resilient, sustainable and profitable supply chain. You can achieve greater efficiency, reduce costs and meet the growing demand for sustainability.

Supply chain agility: always in style

By recognizing and transforming your digital thread with modern data exchange and analytics tools, you can become more agile, sustainable and profitable.

SPS Commerce is ready to be your partner in building a better supply chain, with our team of experts offering the people, processes and technology to streamline your operations and future-proof your supply chain to maximize your success.

By providing data-driven insights, you enable your retail partners to make more informed decisions about your product line and their inventory. This strategy can both add value to your partnership and strengthen your relationship.

Read on to learn how to prepare for successful line reviews by gathering key data, providing relevant insights and ultimately building stronger collaborative relationships.

Expectations: What do retailers want from a line review?

Retailers have specific expectations when it comes to line reviews, typically including detailed presentations for the next season of products showcasing:

• Comprehensive product knowledge: In-depth understanding of the products, including product features, benefits, differentiators and pricing strategies.
• Profit margin analysis: Manufacturer/supplier costs of goods and the suggested MSRP for consumers.
• Clear data and insights: Overview and evidence of market trends, consumer demand and sales performance.
• Solutions to potential issues: Prepared answers if there are known challenges, such as supply chain disruptions or product performance concerns.
• Understanding of retailer goals: Alignment with retailer objectives such as increasing sales, improving customer satisfaction or optimizing inventory.

Info gathering: What kind of data do you need?

The relevant data you provide can help make a compelling case for retailers to carry your products. Types of data to gather may include:

• Sales data and performance metrics: History of product performance, highlighting top-selling items and growth trends.
• Market trends and competitive analysis: Insights into market trends and how your products stack up against competitors, including retailer marketing plans.
• Inventory and supply chain data: Stats about your ability to meet demand and manage inventory.

If you’re using predictive analytics solutions, you may have access to more key insights, such as sales performance data of current products in specific locations or across trading partners.

Dive into the data: relevant and actionable insights

The key to a successful, strategic line review is interpreting data to generate meaningful insights. Examples of actionable insights include:

• Identify top-performing products: Highlight products that have consistently sold well and explain why they are successful.
• Compare performance across channels: Note if products performed differently at other retailers, sales channels or by region, including top sellers they don’t yet carry.
• Highlight emerging trends: Point out new trends in the market and how your products are positioned to capitalize on them.
• Suggest inventory adjustments: Recommend changes to inventory levels based on sales trends and forecasts.
• Propose marketing strategies: Suggest promotional campaigns or marketing strategies to boost product visibility and sales.

Leveraging data-driven insights enabled licensed imagery apparel company Image One to substantially boost their value and increase the breadth of their product line with trading partners.

Strengthen connections: build your relationships

By providing more value to your trading partners, you can increase engagement, strengthen collaboration and enjoy mutual success. Strengthen your connections with:

• Regular communication: Keep retailers updated on product developments, sales performance and any potential issues.
• Transparency: Be open about challenges and work together to find solutions.
• Flexibility and responsiveness: Be ready to adapt to the retailer’s needs and respond promptly to their requests.

Continue success: collaborate and grow

Preparing for a successful line review requires a data-driven approach, relevant insights and a focus on building collaborative relationships.

By understanding retailer expectations, leveraging data and providing actionable insights, suppliers can turn line reviews into opportunities for growth and success.

SPS Commerce is ready to support you with the tools and expertise needed to not only simplify your day-to-day operations but unleash the power of data insights and grow your business.

To learn more about how to improve your business processes and drive your business success, contact us to begin the process.

To successfully meet demand, suppliers need effective strategies to keep and move inventory quickly as well as modern technology that maximizes supply chain efficiency.

Is your inventory management up to speed?

Effective inventory management ensures that the right products are available at the right time and in the right quantities. For suppliers, this reduces carrying costs, minimizes stockouts and improves customer satisfaction.

But if you’re not keeping up with demand, you’re risking both profit and relationships. Consider the following strategies to practice better inventory management.

Decentralize your inventory

A key tactic for strategic inventory warehousing is decentralizing inventory. Instead of storing all inventory in one central warehouse, a decentralized approach spreads it across various locations, often based on geographic distribution of customers.

Decentralization is especially helpful for:

• Companies with a large geographic footprint: Businesses operating across a wide area with diverse customer bases can have inventory distributed across regions.
• eCommerce retailers with multiple fulfillment centers: Online retailers can deliver products from warehouses closest to the customer’s location.

The benefits to suppliers include:

• Reduced lead times and faster delivery: When stock is closer to customers, businesses can fulfill orders quickly and manage high demand in specific areas.
• Improved service levels: Closer proximity to customers enables suppliers to respond more quickly to demand fluctuations and avoid stockouts.
• Risk mitigation: Supply chain disruption effects are reduced—if one location is disrupted, other locations can still fulfill orders, minimizing impact on overall sales.
• Enhanced flexibility: Decentralized inventory allows suppliers to adapt to regional demand variations and customize inventory levels based on local preferences.

Use micro fulfillment centers

Another warehousing strategy to consider is the use of micro fulfillment centers (MFCs).

A MFC is a small, automated warehouse that stores and ships online orders. MFCs are often located near customers to reduce delivery times and costs.

The benefits of MFCs for suppliers include:

• Proximity to customers: Strategically locating near urban centers reduces delivery distance and time, enabling faster order fulfillment and delivery.
• Automation: Using technologies such as robotic picking and conveyor belt systems streamlines order processing, reduces labor costs and increases order accuracy.
• Scalability: MFCs can be scaled up or down based on demand. During peak seasons, additional MFCs can be activated to handle increased order volumes.
• Cost efficiency: Reducing the need for large, centralized warehouses and long-distance transportation can lower overall supply chain costs.

Maximize inventory delivery

Today’s consumers expect fast and reliable delivery with every product purchase. Key strategies for suppliers to enhance delivery speed include:

• Efficient warehousing: Ensure warehouses are well-organized and equipped with technology to streamline the picking, packing and shipping processes, including a fulfillment solution that upgrades manual EDI processes.
• Advanced logistics: Use advanced logistics solutions, such as route optimization software and transportation management systems (TMS), to help optimize delivery routes, reduce fuel consumption and minimize delivery times.
• 3PL collaboration: Partner with third-party logistics (3PL) provider for expertise, infrastructure and resources that can help suppliers meet delivery expectations.
• Last-mile delivery innovations: Consider innovations such as drones, autonomous vehicles and crowd-sourced delivery services to improve last-mile delivery efficiency.

Optimize efficiency with technology

Using technology that provides real-time information enables suppliers to make informed inventory decisions. Solutions to consider include:

• Demand forecasting: An analytics solution enables accurate demand forecasting to allow suppliers to predict future sales and adjust inventory levels accordingly.
• Real-time inventory tracking: Technologies like RFID and IoT sensors can improve inventory visibility and accuracy and provide up-to-date information on stock levels.
• Automated replenishment: Replenishment systems trigger orders when inventory levels fall below a set threshold to ensure continuous supply and reduce stockouts.
• Inventory optimization: Techniques such as ABC analysis and just-in-time (JIT) inventory prioritize high-demand products and reduce excess inventory, while centralized fulfillment operations give better visibility into demand.

Best practices and better technology keep your inventory on the move

When you take stock of your current inventory management strategies, embrace new tactics and integrate key technology, you can improve your supply chain efficiency to meet customer demands and maximize your sales and profits.

SPS Commerce is ready to support you with the tools and expertise needed to simplify your day-to-day operations, unleash the power of data insights and grow your business.

To learn more about how to improve your business processes and drive your business success, contact us to begin the process.

But challenges like global supply chain complexity, evolving regulations, economic uncertainty and consumer demands for sustainability and transparency require continual adaptability to stay competitive.

Read on for an overview of the issues and key strategies to build a healthy and sustainable supply chain.

What are the obstacles to growing a high-performing food supply chain?

Food and beverage industry suppliers face several key challenges to building a healthy, profitable supply chain.

Global supply chain complexity​:  Global supply chains are vulnerable to disruptions, including:

• Environmental stressors – From heat waves decimating cocoa bean yields to hurricanes flooding peanut fields, food suppliers are at the mercy of environmental factors affecting the availability and cost of raw materials.
• Geopolitical tensions – Conflicts, labor strikes and policy shifts can disrupt key trade routes and impact the global supply chain.
• Transportation issues – Shipping delays from port congestion, accidents or labor disputes can put perishable goods at risk of decreased shelf life or spoilage.

Regulatory compliance​: Complying with regulations in a complex supply chain is a continuing challenge, as regulations continually evolve and can vary by region.

• FSMA 204 – By January 2026, suppliers must comply with the US Food Safety Modernization Act (FSMA), section 204 and provide traceability records for products on the Food Traceability List in the event of a recall.
• EUDR – The European Union Deforestation Regulation (EUDR) requires extensive supply chain traceability, including geolocation data for production areas. Initially set to take effect on Dec. 30, 2024, it was recently postponed for 12 months.
• ESG – Retail trading partners may have required standards for company practices that impact the environment, society and corporate governance (ESG).

Economic uncertainty: Years of high inflation have reduced demand for certain products and made consumers especially wary of price increases. With margins already slim, food and beverage suppliers may struggle to turn a profit as costs rise.

• Tariffs – Food products are especially vulnerable to tariffs because they’re both perishable – unable to be stockpiled – and not easily sourced from alternate producers, especially for products that require specific climates. Import-heavy sectors such as fresh produce have little ability to prepare or respond to tariffs. Even for domestically produced food, key ingredients and packaging materials may be produced elsewhere and subject to import tariffs.
• Shrinkflation – While other industries raise prices, food and beverage companies sensitive to inflation-wary consumers often cut costs through smaller portion sizes or ingredient changes – an increasingly unpopular practice.

Consumer and regulatory demands for sustainability​​: Consumers increasingly demand sustainability, ingredient transparency and reduction of food waste. But challenges include:

• Achieving sustainability targets without increasing costs
• Adapting to shifting environmental regulations across regions
• Minimizing waste while maintaining product quality

Digital transformation obstacles: Suppliers may need to invest in technology upgrades to remain agile and efficient. A common roadblock to improved supply chain agility is difficulty managing and analyzing data. Suppliers need actionable data, but often struggle with:

• Translating data pulled from multiple retailers and channels into a single source
• Analyzing data for clear and actionable insights and accurate demand forecasting
• Using data to improve collaborative planning and trading partner relationships

How to overcome supply chain challenges

Solutions for building a more agile and responsive supply chain in the food and beverage industry include technology adoption, innovation and strategic sourcing strategies.

Technology integration: Modern supply chains integrate technology into order-to-cash processes, along with data analytics for demand forecasting, reporting tools for sustainability and even revenue recovery. Ideally, these systems seamlessly connect to your existing ERP, WMS and TMS tech stack.

• Process automation – Routine tasks such as order processing can be automated with a fulfillment solution  to respond faster to changing conditions, reduce disruptions and improve supply chain resilience.
• Data transparency – Real-time supply chain visibility allows better product tracking to identify potential issues before they lead to spoilage.
• Efficient inventory management – Real-time inventory updates and automated inventory alerts reduce spoilage and stockouts and support just-in-time inventory strategies to optimize storage and reduce waste.
• Data analytics – Access to more complete and accurate retail sales and inventory data enables more informed decision-making, efficient inventory management and accurate demand forecasting for a more transparent and responsive supply chain.
• Demand forecasting – Predictive analytics and data-driven tools can be used to better align production schedules and inventory with consumer demand, mitigating risks of stockouts or overstocks, forecasting trends and potential disruptions.

Technology innovation: Evolving consumer and trading partner demands require specialized tools to meet reporting standards, while other tools offer opportunities to maximize your revenue.

• Reporting tools – Whether your trading partners require emissions data or you want insights to improve sustainability, Optera and SPS Commerce can help you demonstrate your commitment to sustainability.
• Revenue recovery – For suppliers working with top retailers,  automated tools can diagnose and track deductions, analyze revenue recovery and maximize revenue.

Adaptive sourcing strategies: A resilient supply chain can remain agile when necessary. While this may be especially difficult in the food and beverage industry, a single-source supply chain is a known risk, and especially prone to disruptions. It may be worth considering:

• Supplier diversification – In volatile markets, diversify globally to mitigate the impact of regional disruptions while balancing the strengths of various regions.
• Nearshoring – If possible, prioritize local sourcing if it cuts costs and the risks of import tariffs.  Regionalizing production also reduces transportation times and costs, supports regional economies and addresses sustainability goals.
• Timely field insights – Use predictive analytics to identify emerging risks and opportunities more effectively, so you can adjust procurement decisions as disruptions occur without derailing your operations.

Look to knowledgeable partners to navigate challenging times

Building and maintaining a healthy supply chain requires proactive steps to address key issues and mitigate potential risks. Success requires not just efficiency, but resilience and the ability to adapt.

SPS Commerce is ready to help you build a more robust and adaptable supply chain. We provide the people, processes and technology you need to streamline your processes and not only survive challenging times but continue to thrive.