The European EUDR regulation fundamentally changes the way companies work with data on the origin of goods. It is not another administrative obligation, but a systematic verification of data throughout the supply chain . And this is where most companies encounter the same problem: how to get dozens or hundreds of suppliers to deliver EUDR data uniformly, in the right quality and on time.
Why a single EUDR data standard is key
The EUDR is built on data – not on PDF declarations or manually filled out spreadsheets. The company that markets the product is responsible for the accuracy of the data. However, the company does not create the data itself. It obtains it from its suppliers.
If each supplier sends information differently, several fundamental risks arise:
- data cannot be systematically checked,
- there is no connection to specific deliveries,
- the process is not auditable,
- and at a larger volume it becomes unmanageable.
Without a unified data standard , EUDR is changing from a regulatory framework to an operational problem that cannot be managed manually in the long term.
The main practical problem for companies? The different maturity levels of suppliers
In the real world, every supplier has a different level of digitalization. Some work with ERP systems and EDI routinely, others send data via email, in Excel or as PDF attachments. This in itself may not be a problem - the problem is that without a standard, the process cannot be scaled .
Every “unique” format means manual intervention and data conversion, with an increased risk of error and ambiguous audit trail. And once the number of suppliers exceeds dozens, such a model becomes unsustainable.
A practical approach to involving suppliers in a single standard
For an EUDR solution to work, it is not necessary for all suppliers to use the same systems – that would not be practically possible. But they must all deliver data in the same format , regardless of how.
1. Consider the different levels of digitalization of suppliers
The supplier network is not technologically homogeneous. Dividing suppliers according to the way they work with data allows you to adapt the input channel so that everyone can supply data in the same standard.
2. Define a single EUDR data standard
Define exactly what data you need, in what structure, and at what point in the supply chain. This standard must be consistent and valid for everyone.
3. Use EDI as a unified infrastructure
Electronic Data Interchange (EDI) functions as a central communication layer. For systems, it is full integration, for the process it is one rule, one format, one data flow.
4. For smaller suppliers, use WebEDI as the input interface
Not every supplier has an ERP system or technical background for direct EDI integration. WebEDI functions as a web portal through which these suppliers can easily enter EUDR data.
The company thus receives uniform, structured and auditable data regardless of the size or technical capabilities of the supplier - the difference is only in the method of entry, not in the quality, structure or connection to specific deliveries.
How does EUDR data work in EDI practice?
From a technical point of view, this is not a revolution. EUDR data is added as an extension to the existing electronic data exchange. Specifically, two new data items are added to the ORDRSP (order confirmation) and DESADV (dispatch advice) messages:
- DDR - Due Diligence Reference
- VAT - Due Diligence Validation
This means that EUDR is not a separate “side-by-side” process, but a natural part of the order and delivery flow. The data is tied to a specific item, a specific shipment, and a specific business relationship.
Why deal with it now, even though the regulation is being moved forward?
Dates may change, but market behavior does not. Large EUDR customers are collecting data and testing processes today. Not because they have to, but because there will be no room for improvisation later.
Companies that:
- start collecting data on time,
- sets a uniform standard
- and involve suppliers systematically,
they will not only be ready for EUDR , but will also gain a stronger digital foundation for the entire supplier-customer relationship.
On the other hand, those who do not provide the data or are unable to provide it risk both high fines and sanctions, as well as the loss of business relationships. EUDR is thus very quickly becoming not only a legislative obligation, but also a practical criterion for the credibility of a supplier .
Are you interested in involving your suppliers in EDI? GRiT is happy to help you with everything. Contact us and our specialists will take care of the rest.
Are you dealing with invoice approval?
30 minutes, no obligation. We will show you how iNVOiCE FLOW fits into your ERP.
