In this article, learn about:
Kroger’s required EDI transactions
Kroger’s EDI transactional workflow
How to maintain EDI compliance with Kroger
Common FAQs surrounding EDI
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Thanks to ongoing improvements in digital infrastructure, the way retailers and suppliers do business is now more precise and efficient than ever before. Electronic Data Interchange (EDI) has become the industry standard for exchanging documents like purchase orders and shipping notices without needing any manual work.
Kroger has prioritized EDI to reduce processing costs and enhance transparency. In fact, they've made it a requirement for all their trading partners and suppliers to use EDI for their transactions. While the thought of setting up EDI with a major retailer might seem a bit daunting, the silver lining is that Kroger’s onboarding process is quite user friendly, especially with the right support.
Four basic steps are necessary for new vendors to follow to become EDI compliant with Kroger:
Step 1: Understand Kroger’s Required EDI Transactions
Before we jump into the setup process, it’s important to grasp why EDI is such a crucial element of Kroger’s operations. Essentially, EDI is a standardized, paperless method for sharing business documents between companies. It eliminates the need for manual data entry and allows for real-time information exchange, which means fewer mistakes and quicker fulfillment.
For suppliers, embracing EDI isn’t merely about ticking a compliance box—it’s a smart move to enhance order accuracy, cut down on administrative costs, and keep pace with today’s fast-moving supply chains. Since everyone using EDI speaks the same language, it paves the way for smoother transactions and a wider reach.
With that in mind, Kroger relies on several key EDI documents to run its supply chain efficiently. These transactions form the foundation of digital communication between Kroger and its suppliers.
Kroger requires the following EDI transactions:
EDI 810 – Invoice (sent by supplier)
EDI 812 – Credit/Debit Adjustment
EDI 820 – Remittance Advice
EDI 824 – Application Advice (error/correction notification)
EDI 850 – Receipt of a Purchase Order
EDI 856 – Advance Ship Notice (required for all shipments)
EDI 997 – Functional Acknowledgment (confirms receipt of EDI transmissions)
As part of its traceability and food safety initiatives, Kroger now mandates the use of the EDI 856 (ASN) and corresponding barcode labeling for all product shipments. This is part of a broader compliance push, with a required transition deadline of June 30, 2025.
Here, vendors can find the initial EDI partner set-up form for trading partners.
Step 2: Use the Correct Purchase Order Forms
In the world of retail EDI, not all purchase orders are created equal. Different retailers may use different EDI transaction sets depending on their industry segment or internal systems. For example, while many grocery-focused retailers, especially in the food service or wholesale sector, may use the EDI 875 (Grocery Purchase Order), Kroger does not.
Kroger exclusively uses the EDI 850 (Purchase Order) across its divisions, including for grocery items. The EDI 850 is a general-purpose transaction used widely across industries and contains key order details such as item descriptions, quantities, pricing, ship dates, and delivery locations.
Related Reading: Finding The Right Purchase Order: EDI 850 Vs. EDI 875
Step 3: Follow Kroger’s EDI Transactional Workflow
The next step in the process is to learn how Kroger’s EDI platform works. Integrating a vendor’s workflow with Kroger’s in-house policies is quite simple to do. Kroger provides a step-by-step tutorial on following its transactional flow.
Kroger uses an intuitive web-based EDI platform called Webgate+ to manage vendor communications. Once a supplier is set up in Kroger’s system, the general workflow will look like this for most new suppliers:
Kroger sends an EDI 850 to initiate a purchase order.
The supplier responds with an EDI 810 invoice.
For shipments, the supplier must send an EDI 856 ASN, complete with serialized barcode labels.
If necessary, Kroger issues an EDI 812 for chargebacks or adjustments.
An EDI 820 provides remittance details for payments.
Any corrections or errors are communicated via EDI 824.
All EDI documents must be acknowledged with an EDI 997 Functional Acknowledgment.
Step 4: Achieve and Maintain EDI Compliance with Kroger
After vendors have signed into Kroger’s Webgate+ portal and set up their EDI account, Kroger automatically grants them EDI production status. That means vendors can begin receiving EDI 850 purchase orders and start doing business with Kroger right away—without preliminary testing.
Kroger gives vendors provisional compliance, and it’s on each supplier to comply with Kroger’s ongoing requirements. Suppliers typically have 90 days to achieve full compliance; delays can result in processing holds or financial penalties.
To help maintain compliance with Kroger:
Monitor EDI 824 messages for any transactional errors.
Use consistent formatting and adhere to Kroger’s template requirements.
Send a separate EDI 810 invoice for each EDI 850—invoice consolidation is not allowed.
Include allowances and charges at the order level, not the item level, and list them as negative values.
FAQs About Kroger’s EDI Transaction Rules
Once vendors have received their first EDI 850, Kroger has formally opened a purchase order and will expect an EDI 810 invoice in return. What remains is to become familiar with Kroger’s EDI requirements and stay in compliance with transaction rules.
To help answer some of the most common questions that new Kroger vendors ask, see the FAQ below:
Q: Can multiple POs be invoiced together on a single EDI 810?
Unfortunately no, vendors cannot consolidate multiple purchase orders into one invoice. Vendors must complete a new invoice for each EDI 850.
Q: What if my EDI connection isn’t live before the first PO?
Kroger may temporarily accept orders from new vendors without an EDI connection, but a compliance deadline will be issued. Failing to meet it can result in penalty fees.
Q: Can Kroger help me build an in-house EDI system?
Kroger recommends working with a third-party EDI provider, such as SPS Commerce. Additionally, suppliers can reference GS1’s resources for standards and best practices.
Q: If I set up EDI with Kroger, does that mean I’m approved as a vendor with all of Kroger’s divisions?
There are no specific division requirements for purchase order, invoice, and application advice transactions among Kroger’s divisions. However, vendors must create a separate EDI connection for Fred Meyer stores (which will include Smith’s Food & Drug) and Harris Teeter stores. All other divisions fall under the original EDI transactions created for Kroger.
How SupplyPike Can Help
Kroger is very strict around its EDI compliance, particularly with EDI 810s, and will deduct fines from payments. Vendors can dispute these deductions, and often need to provide documentation of what was sent to Kroger during the order process. SupplyPike has partnered with SPS Commerce to help Kroger suppliers seamlessly dispute their deductions.