EDI solutions for the Pharma & Cosmetics industry

Pharmaceutical Industry EDI Software

Why EDI is Fundamental in the Pharmaceutical Industry

The pharmaceutical and cosmetics industries operate in highly regulated, documentation-heavy environments, where accuracy, compliance, and speed are non-negotiable. Companies face major challenges in automating orders, invoicing, and logistics. Add to that the difficulty of integrating with national healthcare platforms, onboarding reluctant suppliers, and digitizing paper-based processes.

Comarch EDI makes the difference. Purpose-built for compliance-driven industries, it supports industry-specific formats, automates partner communication, and ensures traceability from factory to pharmacy shelf. If your operations are still slowed down by paper documents, limited system compatibility, or regulatory headaches, we're ready to help.

Common Industry Problems and Purpose-Built Solution

1. Non-standard document formats?

Ensure seamless communication with support for industry-specific message types like PHBEST or UEWAUF.

2. Complex routing based on industry IDs?

Route documents using customized identifiers (like BFA numbers) to guarantee accurate delivery.

3. Still drowning in paperwork?

Use OCR to automatically extract data from paper documents and PDFs—no more manual typing or errors.

4. Can’t get every partner on EDI?

WebEDI lets even your smallest partners send and receive structured documents through a simple web portal.

5. Struggling with B2G integration?

Easily align with government platform requirements and the Peppol network to expand your reach.

6. Worried about errors or SLA violations?

Stay compliant and on schedule with built-in validation, real-time status tracking, and smart alerts.

7. Slow and complicated supplier onboarding?

Invite any partner (regardless of technical maturity) to use Comarch's Self Onboarding Portal and join your digital supply chain quickly and securely.

EDI Features Designed for Pharma & Cosmetics

Custom ID-Based Routing

Route documents using specialized identifiers such as the German BFA numbers or pharmacy IDs to ensure seamless delivery even in complex, country-specific ecosystems. This feature is especially valuable in regulated markets like Germany and Switzerland, where standard routing doesn’t apply.

Advanced Document Validation

Automatically verify the structure, format, and content of each document before it enters your workflow. This includes compliance checks, legal field verification, and business logic validation, helping your team avoid delays, rejections, and downstream issues.

WebEDI Portal for Supplier Onboarding

Give your non-EDI partners an easy way to send and receive documents through a secure, browser-based interface. Use WebEDI to easily manage and automate data from partners who are still relying on paper-based workflows. No integration needed. Just fast, reliable data exchange with even the smallest suppliers, supported by field validations and turnaround features.

Integration with Industry Systems

Comarch EDI integrates with essential pharmaceutical and logistics platforms like Kamsoft, ERP, WMS, and TMS systems. This ensures continuity across your IT landscape and eliminates the need for duplicate data entry or custom workarounds.

Regulatory Compliance Engine

Keep up with changing regulations across countries, including ViDA compliance, integration with national e-invoicing platforms such as KSeF in Poland, meeting e-invoicing and e-reporting requirements via PDP in France, or accessing the PEPPOL network via a certified Access Point.

AI-Based OCR

Extract data from scanned documents and PDFs with high accuracy using AI-powered OCR. Automatically recognize key fields, adapt to various layouts, and reduce manual processing, even for non-standard formats.

Frequently Used EDI Document Types in Pharma & Cosmetics

Pharmaceutical and cosmetics supply chains rely on a range of EDI message types to handle everything from purchasing and logistics to invoicing and payments. In this highly specialized industry, some document types follow international standards (like EDIFACT or ANSI X12), while others are localized or unique to specific markets, such as PHBEST in Germany. Comarch EDI supports all of them (standard or not).

Common Document Types and Their Industry Usage

ORDERS (EDI 850)

Standard purchase order used to request goods from suppliers.

DESADV (EDI 856)

Despatch advice (shipping notice) sent by the supplier to inform about goods being shipped.

INVOIC (EDI 810/EDIFACT)

Used for billing after goods are shipped.

UEWAUF

A specialized German format often used for remittance or payment advice.

APERAK

Application error and acknowledgment message used to confirm receipt or flag issues with an incoming document.

RECADV (EDI 861)

Receiving advice used by warehouses or pharmacies to confirm goods have been received as expected.

ORDRSP (EDI 855)

Order response, confirming or rejecting purchase order details.

REMADV (EDI 820)

Remittance advice sent by the buyer to confirm payment is on its way.

Key Benefits for Pharma & Cosmetics Supply Chains

Comarch EDI meets industry requirements and adds measurable value to every step of your supply chain:

Accelerate implementation timelines and reduce the effort of onboarding your business partners
Streamline collaboration with pharmacies, hospitals, and retail partners
Improve data quality through automatic data validation, enrichment and correction
Support flexible delivery models like drop shipping and cross-docking
Maintain compliance across borders with multi-country scalability
Gain full visibility into document flows and SLA performance
Extend digital capabilities to smaller partners with white-label WebEDI

Key Benefits of Comarch Electronic Data Interchange Platform

FAQ

1. What is EDI in the pharmaceutical and cosmetics industries?
EDI systems in the FMCG industry can automate the exchange of business documents like purchase orders and invoices between retailers, suppliers, and logistics providers. They make data transfer fast and accurate and reduce manual labor and errors.
2. How does EDI work in pharma and the cosmetic industry?
EDI solutions streamline supply chain processes, speed up order processing, reduce errors, and ensure real-time visibility. They also improve inventory management, enhance communication between partners, and ensure compliance with industry standards.
3. How can EDI improve business operations in pharma?
EDI improves operations by automating routine tasks, reducing manual data entry, and speeding up communication between partners. By exchanging real-time data on orders, shipments, and stock levels, businesses can maintain better inventory control, minimize stockouts, and optimize stock replenishment.
4. What’s the difference between Classic EDI and WebEDI?
Yes, EDI solutions use encryption, authentication, and secure communication protocols to protect sensitive data. These measures ensure that information exchanged between business partners remains confidential, protecting customer and transaction details from unauthorized access.
EDI providers for FMCG should have data protection certificates. For example, Comarch follows ISO/IEC 27001, GDPR regulations, SOC 2, and PCI DSS.
5. What should I consider when choosing an EDI solution for a regulated industry?
Yes, EDI solutions can integrate with your existing ERP, WMS, accounting system, and order management systems, enabling communication between your systems and those of your trade partners. This integration facilitates the digital flow of data, streamline operations, and reduces errors across the supply chain.