API, EDI & automation

Product data & feeds: Product data is the base for automation. A feed typically includes title, description, price, image URLs, dimensions and category. For automatic use, fields should be clearly defined and stable. Use unique identifiers like GTIN or SKU so recipients can reliably match items. Versioning helps: when fields or formats change, the receiving system must detect and adapt. Feeds can be delivered as files, via FTP, S3 or through an API. Choose the method your partners support and that fits your operational setup.

• Key fields: ID, title, price, availability, images
• Use unique identifiers
• Version format changes
• Distribute via file, FTP, API or cloud storage

Orders, status updates and acknowledgements: When an order arrives, a chain of messages follows: order acknowledgement, shipping notice, delivery status and invoice. APIs enable real-time queries and pushes, while EDI often transfers standardized documents with predefined codes. Define clear status meanings and set SLAs for responses. Both sides should agree which statuses are accepted automatically and which require intervention. Status updates should include timestamps, reference numbers and error codes when relevant. This makes automated processing possible and speeds up troubleshooting when issues occur.

• Defined status codes and timestamps
• SLAs for response and processing times
• Auto-processing vs manual exceptions
• Documented references and error codes

Error handling & sensible automation limits: Automation saves time but should not cover everything. Define rules when processes continue automatically and when they land in an exceptions queue. Common errors include missing fields, format mismatches, price issues or stock inconsistencies. Implement validation rules on both sender and receiver sides and use clear error codes. Provide monitoring and alerting so technical errors become visible quickly. For critical actions such as price changes, returns or order cancellations, keep a manual review step or a two-step approval to reduce business risk.

• Validate before acceptance: check mandatory fields
• Exceptions queue with clear responsibilities
• Monitoring and alerts for technical faults
• Manual check for high-risk decisions

Practical implementation steps: Begin with a small, well-defined process. For example, automate stock updates or shipping notices first. Define format, frequency and error handling. Test with a pilot partner in a sandbox. Document all fields, codes and SLAs in an integration guide. After a successful pilot, expand step by step and add new document types. Use existing standards and libraries to reduce effort. Consider middleware or integration platforms when connecting many systems. OpenDeal can act as a neutral conduit for product modules and data flows, but it does not replace the coordination required between trading partners.

• Start a pilot with clear boundaries
• Sandbox testing and an integration guide
• Phased rollout after successful tests
• Use middleware for multiple systems