EDI messages in practical application: The VDA 4945

VDA 4945 is - similar to VDA 4987 for delivery bills - a very versatile EDI message type for transport status messages. It is based on IFTSTA D:16A and is therefore an EDIFACT message. You can use it not only to document progress in the transportation of goods, but also to supply other logistics processes with data and generally increase transparency in the supply chain. Compared to its siblings VDA 4987 and the invoice message VDA 4938, however, it is less well-known and widespread. That is why we would like to introduce it to you in this article.

Even without local or global crises, maintaining global supply chains is a constant challenge. There may be delays in transportation or the goods may be damaged en route. But missing or incorrect data can also mean additional work and loss of time: For example, during customs clearance or at goods receipt. However, the effects of these problems can often be reduced if they are identified at an early stage. It is therefore important to increase transparency in the supply chain and you can achieve this goal with VDA 4945.

Let us first look at the message structure. Imagine a truck containing goods from several suppliers for one customer. Here we are dealing with information on three levels: Firstly, the transportation. This includes, for example, the truck with its license plate number. In addition - depending on how the freight is transported - an identification of a trailer, a container or a swap body. The second level concerns the loaded consignments. Here we may be interested in information such as the location of the consignor and consignee or consignment references such as a consignment note number. On the third level, we then have the loading units themselves. Here, for example, we find information about the dimensions of the packages shipped or their package numbers. VDA 4945 follows exactly this structure. If you read through the segments, you will get from the general transport information via the consignment information to the subordinate package information.

In addition to this basic structure, VDA 4945 also allows you to transfer a lot more information: it recognizes status information for all levels, for example if a national border has been crossed or if individual loading units have been damaged when being removed from a crossdock. It naturally contains departure and expected arrival data and you can transmit whether the transport is in the pre-run, main run or post-run. If the message is enriched with information from GPS trackers, you can also specify geo-coordinates.

We have seen that VDA 4945 can contain a wide range of information. Its possible applications are correspondingly diverse: If geo-coordinates are specified, it can be used, for example, to visualize ongoing transports on a map. On the one hand, this enriches logistics software with a modern user interface. On the other hand, it also strengthens the understanding of the supply chain, as users who are not logistics experts can better understand the complexity of certain routes in this way.

The more comprehensive and reliable the information you receive via VDA 4945, the more you can learn from it about your supply chain: For example, how long does customs clearance usually take at a particular location? For which suppliers does the freight forwarder need an above-average amount of time to take over the freight in a groupage process? As a result, you can identify bottlenecks and, ideally, rectify them straight away.

Another field of application for the message is the provision of data for other logistics processes. Status codes could serve as the basis for paying customs brokers or freight forwarders. If the status code 'International waters reached' is transmitted, this could be the trigger for a high seas sale. Container IDs for container management, delivery note numbers for customs brokers, bordero data for goods receipt: VDA 4945 can provide all of this in principle.

However, the most important task will be to inform the recipient of the goods about unforeseen events. If, for example, the arrival of a cargo ship is delayed, the material controller can order additional air freight transportation or use an alternative source of supply if informed in good time. In this way, production bottlenecks can be avoided at an early stage. Fragile and important supply chains in particular benefit from the introduction of VDA 4945. However, as with all more complex EDI messages, the same applies here: Check what data your partners can provide before you introduce a process that cannot be implemented in reality.