How to become a supplier to Swedish grocery retailers via EDI
- 3 days ago
- 4 min read
EDI is the electronic language that Swedish grocery retailers use to order, receive and invoice goods. To become a supplier to ICA, Dagab/Axfood, COOP and similar chains, you will in most cases need to connect EDI — especially when delivering to automated warehouses, where goods handling is fully automatic. Here is the whole process, step by step: preparations, flows, testing and timeline.
Why EDI is an advantage – not a cost
EDI (Electronic Data Interchange) is a smooth way to communicate between the retailer and the supplier, and it solves many tasks at once: orders, order confirmations, dispatch advice and invoicing all happen electronically and automatically.
If you deliver to an automated warehouse, EDI is mandatory – handling at the warehouse is fully automatic and relies on the information arriving electronically. But even if you supply chains regularly in other ways, you benefit from EDI yourself: less manual work, fewer errors and a faster order-to-delivery flow. In other words, EDI is not a problem or an extra cost – it brings you concrete advantages.
Always start with your contact at the retailer
The first step is to discuss EDI with your contacts at the retail chain. They can tell you when you can start working via EDI and help you choose the right EDI flow.
The same chain can have several flows. ICA, for example, has:
Delivery to central warehouse
Store-pack flow (butikspackflöde)
Direct flow (DSD – Direct Store Delivery)
These flows describe how orders are placed and how goods are ordered and delivered to the stores – and they differ a lot. That's why it's important to establish the right flow from the very start.
Every chain has its own flows, operators and test routines – and it's the chain itself that owns those details and knows what applies to you. Our role is to connect and launch your EDI flow with the chosen chain, whatever the setup.
Are you ready for EDI? Preparations
Preparation | Where | Why |
Company prefix | GS1 Sweden | The basis for your GS1 numbers (GTIN, SSCC, etc.) |
GLN (Global Location Number) | GS1 Sweden | Identifies your company and your delivery locations in EDI |
Items + GTIN | Validoo | Register your products and get the article numbers (GTIN) the chains recognise |
An EDI flow involves several parties, and all of them must verify that everything works. If you choose CloudOffice® you get a complete solution – we make all the settings and run the tests together with your customers and warehouses.
How the connection works – step by step
Decision together with the customer + choice of flow. You and the chain agree to use EDI and which flow applies.
Connection form. Covers who receives, who supplies, which system handles EDI on your side and which messages are used. If the form has many technical parameters – bring it to us, we'll help.
Build the system. Accounts are created in CloudOffice® and, where needed, connected to external systems such as Fortnox (accounting) or Ongoing (warehouse). The connection itself is quick.
Settings and master data. Item lists, GTIN, prices, best-before dates and more. Sometimes delivery locations too – for example all ICA stores, which are many.
Test order. Usually sent by email, but some buyers – for example Lidl – want to connect EDI directly and exchange files that way from the start.
Simulated delivery. Dispatch with batch numbers, production and best-before dates, pallets are built, and pallet labels with SSCC are printed. Equipment is tested – barcode scanners, label printers and so on.
Messages created and verified. ORDRSP (order confirmation), DESADV (dispatch advice), INVOIC (invoice) and INVOIC for credit notes. Pallet labels are verified too. Everything is sent to the buyer for verification.
Activating the EDI communication. Carried out by the VAN providers (VAN = Value Added Network) on both sides – your/the chain's VAN provider and CloudOffice®'s VAN provider. This step takes at least 5 working days and needs to be planned into the timeline.
Go-live. Once the messages are approved and the EDI communication is activated, you decide a start date together with the customer.
How long does it take?
Expect the whole setup to take a few weeks. Keep in mind that:
Activating the technical EDI communication (step 8) takes at least 5 working days and is handled by the VAN providers (Value Added Network) on both sides.
During holiday periods and around Christmas, the chains close for new EDI connections, which can extend the timeline.
EDIFACT messages in the flow
Message | Direction | Description |
ORDERS | Chain → You | Incoming customer order |
ORDRSP | You → Chain | Order confirmation |
DESADV | You → Chain | Dispatch advice with SSCC, batch and pallet info |
INVOIC | You → Chain | Invoice (and credit note when correcting) |
Frequently asked questions
Do we need EDI to supply ICA, Dagab or COOP?In most cases yes – especially when delivering to automated warehouses, where handling is fully automatic and requires electronic information.
What's the difference between the EDI flows?The flow determines how orders are placed and how goods are delivered (e.g. central warehouse, store-pack or direct flow/DSD at ICA). Your contact at the chain helps you choose the right flow.
What do we need in place at GS1?A company prefix and GLN at GS1 Sweden, plus your items registered in Validoo with GTIN.
Do we need technical expertise?No. With CloudOffice® we handle the connection, settings and tests together with the chain and your warehouses.
Does it work with Fortnox?Yes. CloudOffice® is Fortnox's official integration partner – orders and invoices can flow automatically. Read more on our Fortnox page.
How long does the connection take?A few weeks, including testing. Activating the technical EDI communication takes at least 5 working days, and holidays/Christmas can extend the time.
What is a VAN provider?VAN stands for Value Added Network – the operator that technically transports the EDI messages between the parties. Both you and CloudOffice® have a VAN provider each, and they activate the communication between themselves (step 8).
Get started – we deliver it turnkey
We work with different types of document flows and different systems, and we set up the entire EDI solution for you – turnkey. Read more about EDI with CloudOffice® or book a demo and we'll show you the whole flow live.
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