If you’re submitting invoices to Transcepta via EDI (Electronic Data Interchange), this guide walks you through setup, requirements, and frequently asked questions to help you get started and stay compliant with buyer expectations.
How to Submit via EDI
To begin sending EDI invoices:
-
Connect to your assigned SFTP account.
Each supplier is provided with a unique, supplier-specific SFTP connection configured during onboarding. -
Upload a test invoice to the
/uploaddirectory.
This must be a valid EDI 810 invoice that closely represents what you will submit in production. -
Wait for mapping and validation.
Transcepta’s development team will map your invoice format to your customer’s configuration. - Begin live submission only after receiving the “Connection Complete” email.
❗ Do not send live production data until your connection has been tested and confirmed.
⚠️ Important for VAN Users
If you're using a VAN (Value-Added Network), note the following:
- VANs often default to routing documents to a shared, pre-established mailbox.
- Transcepta does not support pooled or generic mailboxes.
- Each supplier must use their assigned SFTP credentials and direct the VAN to transmit documents specifically to their unique SFTP connection.
📌 Action Required: Instruct your VAN to deliver EDI files to your supplier-specific SFTP endpoint provided by Transcepta, not to a shared mailbox.
Supported EDI Document Types
We accept a wide range of EDI documents, depending on your customer’s requirements:
- 810 – Invoice
- 850 – Purchase Order
- 855 – Purchase Order Acknowledgment
- 856 – Advance Ship Notice
Required Invoice Data
Buyers generally require:
- Invoice Number
- Invoice Date
- Purchase Order Number
- Line-level Quantity, Unit Price, and Line Total
- Ship To / Bill To Addresses
Incomplete data may cause rejection or delays.
Connection Types
Transcepta currently supports the following secure file transfer protocols:
- sFTP (Secure File Transfer Protocol)
- FTPS (File Transfer Protocol Secure)
By default, our sFTP server expects users to:
- Connect over Port 22
- Authenticate using a username and password
🔐 If you would prefer to use a password-less connection (e.g., SSH key authentication), please contact our Support Team at support@transcepta.com for configuration assistance.
🚫 AS2 connections are not currently supported.
If AS2 is a requirement on your side, you’ll need to integrate with a VAN (Value-Added Network). In this setup, you can transmit via AS2 to your VAN, and the VAN can then forward the data to Transcepta over sFTP.
Field and Segment Delimiters
Transcepta does not require specific delimiters for EDI files. You may choose delimiters that best suit your internal system or format.
Important:
Transcepta configures your account using the file structure, delimiters, and naming conventions used in your onboarding sample file(s). You must ensure that all production files match the structure and format of your approved sample. If you submit various document types, we ask that you include the transaction type in your filename followed by a character Example: 810_[ControlNumber].[EXT] or 856_[ControlNumber].[EXT]
Recommendation:
Use delimiters that are unlikely to appear in free text fields to prevent processing errors. Common examples of problematic fields include:
- Bill To / Ship To names
- Item or service descriptions
- Comments or freeform notes
Format Changes
If you change EDI providers, mapping structure, or EDI software, you must notify Transcepta first. Contact support@transcepta.com to begin remapping.
Reporting & Notifications
You will receive:
- Daily EDI Summary Reports
- Rejection Notices if validation fails
- Onboarding & Connection Status Updates
Report recipients can be updated through your portal or by contacting support.
Functional Acknowledgements (997s)
Transcepta generates Functional Acknowledgements (997s) in response to all properly formatted inbound EDI transactions.
- 997s will be placed in the
/downloaddirectory of the same SFTP account you use to upload documents. - It is expected that you retrieve (copy) and then delete these files from the
/downloaddirectory after processing. - Transcepta does not permit document storage on our hosted SFTP environment.
If your internal policy prevents you from deleting documents from an SFTP location, please contact support@transcepta.com so we can discuss an alternative solution.
Frequently Asked Questions
Q: How do I know if my test invoice was received?
A: Our support team will confirm receipt during onboarding. Once mapped, you'll receive a “Connection Complete” notice.
Q: I uploaded a file but didn’t get a confirmation—what now?
A: Use the form below, include the date and time you transmitted your document, for the fastest possible resolution please provide the complete filename of the sample document.
Q: My invoice was rejected—why?
A1: If a sample was rejected during the onboarding process it's either incorrectly formatted, or doesn't contain all of your customers requirements. If either of the two occur support will send an email to the person who registered the account with details on what needs to be fixed.
A2: Documents can be rejected after go live. Emails will be sent to the confirmation email address and that user is expected to review the rejection reason and take action. If unclear, forward it to us and we’ll help diagnose and resolve the issue. Managing Confirmation Reports
Q: What if I want to switch from EDI to email submission?
A: Transcepta can process invoices in most formats. Please reach out to Transcepta support with a sample of your preferred document format, our team will review and share next steps.
Q: My VAN says the connection already exists. Can they just send it?
A: No. Transcepta requires routing to your specific SFTP account. Shared or general mailboxes will not work.
Q: Can I submit multiple documents at once?
A: Yes, as long as each is in the proper EDI format and within file size limits. Upload them to the /upload directory in your SFTP account.
If you need help with your setup or want to confirm your EDI account details, create a ticket using the link below.