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Whole Foods EDI
integration guide.

Plan your Whole Foods EDI integration: the trading relationship, required documents, source system and business responses. Start with the current partner guide and sample files.

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Identify your trading relationship
Implementation
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Map, validate and reconcile

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Implementation guide

Whole Foods: EDI implementation plan

Plan the business records your ERP or warehouse needs to exchange with Whole Foods, using the grocery retailer examples below.

A verified document list for Whole Foods is not available here. These are planning examples; confirm the required documents with the partner before implementation.

Document examples to confirm with your partner
Document or decisionRecord and matching IDsWhat to test
X12 850 Purchase OrderPlanning example; partner requirement unconfirmed purchase order or sales order

buyer purchase order, order line and trading-party identifiers
  • Map buyer item numbers to seller SKUs and explicitly convert case quantities to the agreed unit.
  • Resend one purchase order and confirm that only one sales order is created.
X12 856 Ship Notice ManifestPlanning example; partner requirement unconfirmed shipment notice (ASN)

shipment, order, package and item references
  • Reconcile item quantities through shipment, order and packaging levels against the physical shipment.
  • Test split shipments for one purchase order and prevent the second ASN from replacing the first.
X12 810 InvoicePlanning example; partner requirement unconfirmed accounts-receivable or accounts-payable invoice

invoice number, purchase order and invoice line
  • Reconcile line amounts, allowances, charges and tax to the invoice total.
  • Submit the same invoice twice and verify that it cannot create a second payable.
X12 860 Purchase Order Change Request Buyer InitiatedPlanning example; partner requirement unconfirmed buyer order-change request

original purchase order, change revision and affected line
  • Apply a quantity reduction to the existing order instead of creating another order.
  • Test a cancellation arriving after allocation or shipment and route it to an exception owner.
X12 875 Grocery Products Purchase OrderPlanning example; partner requirement unconfirmed grocery purchase order

purchase order, item and pack or unit basis
  • Test catch-weight or variable-quantity items using the units agreed in the partner guide.
  • Separate case quantities from each quantities during sales-order creation.
X12 880 Grocery Products InvoicePlanning example; partner requirement unconfirmed grocery invoice

invoice, grocery order and item
  • Reconcile quantity units and allowances before posting the invoice.
  • Test a duplicate invoice while keeping an authorized correction traceable.

Implementation steps

  1. Choose the trading account and channel

    Ask Whole Foods for the supplier or customer account, business unit, implementation guide and testing contact. Record what still needs confirmation before work starts.

  2. Map records and assign owners

    Start with purchase order or sales order, shipment notice (ASN), accounts-receivable or accounts-payable invoice. For each document, assign the source system, destination record, stable identifiers and person responsible for exceptions. Agree whether a change updates an existing record or creates a new event.

  3. Test a complete exchange

    Run a successful exchange and the failure cases in the mapping table. Track delivery, document validation and processing in your business system separately. Agree on the Whole Foods production handoff and save the results of each approved test.

  4. Check results after launch

    Match records between systems using buyer purchase order, order line and trading-party identifiers. Assign an owner to missing responses, duplicates and rejected records. Test recovery before enabling automatic retries.

Go-live checklist

  • The required EDI documents, versions and sample files are agreed.
  • Sender and receiver IDs, test connections and production connections are agreed with the channel owner.
  • Delivery receipts, document validation and business responses have monitoring and a named owner.
  • Tests cover duplicates, partial processing and reconciliation with realistic business records.

EDI document examples to discuss with Whole Foods

Use these grocery retailer examples to plan the exchange. Confirm which documents Whole Foods requires for your account. Obtain the current partner guide before mapping fields.

Document flow

Example document relationships for Whole Foods

Where each document sits in its trading cycle, based on the transaction sets a grocery retailer typically trades. Confirm the current Whole Foods requirements with the partner. These are example relationships; the trading agreement determines the required sequence.

Order-to-cash

Some example steps listed
  1. 850 Purchase Order
  2. 855 Purchase Order Acknowledgment not included in these planning examples
  3. 856 Ship Notice / Manifest (ASN)
  4. 810 Invoice

Grocery replenishment

All example steps listed
  1. 875 Grocery Products Purchase Order
  2. 880 Grocery Products Invoice
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Related references

Partners with related document listings

Compare document requirements for similar business processes.

Sprouts Farmers Market 19 docs · 2 channels Kroger Modernized Systems 10 docs · 1 channel HEB (Here Everything's Better) 9 docs · 1 channel Kroger 11 docs · 2 channels Wakefern 10 docs · 2 channels Core-Mark (via SPS Commerce) 9 docs · 1 channel Albertsons (Safeway) 9 docs · 2 channels McLane Company, Inc. 6 docs · 1 channel Meijer 6 docs · 2 channels Associated Wholesale Grocers (AWG) 6 docs · 1 channel Costco 55 docs · 12 channels The Home Depot 48 docs · 11 channels Walmart 32 docs · 8 channels Dillard's Department Stores, Inc. 30 docs · 3 channels Nordstrom 28 docs · 8 channels JCPenney 25 docs · 20 channels CVS 25 docs · 5 channels Target 23 docs · 4 channels Ulta Beauty 18 docs · 3 channels KeHE Distributors 18 docs · 5 channels Macy's 17 docs · 5 channels

Showing 21 of 48 references

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FAQ

Whole Foods EDI questions

Which EDI documents are listed for Whole Foods?

This entry does not include a verified Whole Foods document list. The suggested X12 850 Purchase Order, X12 856 Ship Notice Manifest, X12 810 Invoice, X12 860 Purchase Order Change Request Buyer Initiated, X12 875 Grocery Products Purchase Order, X12 880 Grocery Products Invoice documents are planning examples; their use by the partner is unconfirmed. Request the current partner guide and sample exchanges before implementation.

How should I choose the Whole Foods EDI channel?

Obtain the business-unit name, supplier/customer number, implementation guide and transport contact from Whole Foods. Confirm the connection method with the partner’s EDI contact.

Which identifiers should the Whole Foods mapping preserve?

For X12 850 Purchase Order, plan around buyer purchase order, order line and trading-party identifiers. For X12 856 Ship Notice Manifest, use shipment, order, package and item references. Use the partner guide to locate these values and check their allowed formats.

Does a successful EDI receipt mean Whole Foods accepted the business document?

Track delivery, document validation and business processing separately. An AS2 message disposition notification (MDN) confirms transport receipt; an X12 997 or 999 reports technical validation. Use the agreed business response or reconciliation report to confirm that the order, shipment or invoice was processed.

What should be tested before launching Whole Foods EDI?

Map buyer item numbers to seller SKUs and explicitly convert case quantities to the agreed unit. Resend one purchase order and confirm that only one sales order is created. Also test missing responses and recovery after a destination failure. Assign an owner to each failure and obtain partner approval before launch.

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