How Freight Forwarders Use EDI to CSV Conversion

Understanding Freight Forwarder EDI Workflows

What is a Freight Forwarder?

A freight forwarder acts as an intermediary between shippers (importers/exporters) and transportation services (ocean carriers, airlines, trucking companies). Unlike 3PLs who manage warehousing and fulfillment, freight forwarders specialize in:

• International shipping coordination: Booking cargo space on ships/planes
• Customs clearance: Preparing export/import documentation, paying duties/taxes
• Load consolidation: Combining multiple shippers' cargo into full containers (LCL/FCL)
• Multi-modal transport: Coordinating ocean + rail + truck delivery
• Documentation: Generating commercial invoices, packing lists, bills of lading, certificates of origin

Freight Forwarder EDI Transaction Types

Freight forwarders exchange EDI files with multiple parties in each shipment. Here are the most common transaction types:

EDI 204 - Motor Carrier Load Tender

Direction: Shipper or freight forwarder → Carrier
Purpose: Offer (tender) a full truckload shipment to a motor carrier
Key fields:

• Load reference number (B2.02 - shipper's PO or booking number)
• Pickup date/time window (G62 segment - earliest/latest pickup)
• Delivery date/time window (G62 segment - earliest/latest delivery)
• Pickup location (N1/N3/N4 segments - address, city, state, ZIP)
• Delivery location (N1/N3/N4 segments - consignee address)
• Equipment requirements (N7 segment - trailer type, length, weight capacity)
• Commodity details (L5 segment - description, weight, piece count, NMFC code)
• Special instructions (G61 segment - contact info, delivery notes)

Example use case: A freight forwarder consolidates 10 importers' cargo into a 40-foot container arriving at Port of Los Angeles. They send an EDI 204 to a drayage trucking company to pick up the container and deliver it to their warehouse for deconsolidation.

EDI 990 - Response to Load Tender

Direction: Carrier → Shipper or freight forwarder
Purpose: Accept or reject the EDI 204 load tender
Key fields:

• Shipment identification number (B1.01 - references original 204 load reference)
• Response code (B1.02 - A = Accepted, D = Declined, C = Accepted with changes)
• Reason for decline (B1.03 - code indicating why carrier can't accept: equipment unavailable, rate too low, conflicting schedule)
• Alternative rates or dates (if response code = C, carrier proposes changes)

Example use case: A carrier receives an EDI 204 load tender for a pickup on January 20, 2025. They respond with an EDI 990 accepting the load (response code A) and confirm they'll provide a 53-foot dry van trailer.

EDI 211 - Motor Carrier Bill of Lading

Direction: Shipper or freight forwarder → Carrier
Purpose: Legal document defining shipper and carrier responsibilities, liabilities, and obligations
Key fields:

• Bill of lading number (B2.02 - unique BOL identifier)
• Shipper information (N1*SH segment - company name, address)
• Consignee information (N1*CN segment - delivery recipient)
• Freight details (L5 segment - weight, piece count, commodity description)
• Freight charges (L3 segment - total charges, prepaid/collect indicator)
• Terms and conditions (L11 segment - liability limits, COD amount, declared value)

Regulatory note: EDI 211 and 212 are required for loads entering the U.S. with manifest information for customs compliance.

Example use case: A freight forwarder sends an EDI 211 to a trucking company confirming the bill of lading for 5 pallets (2,500 lbs) of electronics, declaring a value of $50,000 and specifying freight charges are prepaid.

EDI 214 - Transportation Carrier Shipment Status Message

Direction: Carrier → Shipper or freight forwarder
Purpose: Provide real-time shipment status updates at key milestones
Key fields:

• Shipment identification (B10.02 - BOL or load number)
• Status code (AT7.01 - common codes: X3 = En Route, D1 = Delivered, X6 = Arrived at Delivery Location, AF = Departed Pickup Location)
• Status reason (AT7.02 - additional context: delay due to weather, customs hold, mechanical breakdown)
• Date and time (AT7.03 - when status change occurred)
• Location (MS3 segment - city, state, ZIP where event occurred)
• Proof of delivery (AT8 segment - recipient name, signature timestamp)

Example use case: A carrier sends EDI 214 updates throughout shipment lifecycle:

1. AF (Departed Pickup): Picked up container at Port of LA at 10:15 AM, January 20, 2025
2. X3 (En Route): Currently in transit, passing through Phoenix, AZ at 8:30 PM, January 20, 2025
3. X6 (Arrived): Arrived at consignee warehouse in Dallas, TX at 2:45 PM, January 21, 2025
4. D1 (Delivered): Delivered and unloaded, signed by John Smith at 4:10 PM, January 21, 2025

Freight Forwarder EDI Workflow: End-to-End Example

Let's walk through a complete international shipment workflow showing how EDI files flow between parties:

Scenario: Importer Orders Electronics from China

• Importer: ABC Electronics (Los Angeles, CA)
• Freight forwarder: Global Logistics Inc.
• Ocean carrier: Maersk
• Drayage carrier: Local Trucking Co.
• Customs broker: Customs Solutions LLC

Step 1: Booking Request (No Standard EDI)

Importer emails freight forwarder requesting ocean freight quote for 1x 40-foot container (FCL) from Shanghai to Los Angeles. Freight forwarder manually enters shipment details into their TMS (Transportation Management System).

Step 2: Ocean Carrier Booking Confirmation (Proprietary EDI or API)

Freight forwarder books container space with Maersk. Maersk sends booking confirmation via proprietary EDI or API (not X12 standard). Freight forwarder downloads confirmation and manually updates TMS with vessel name, departure date, arrival date, container number.

Step 3: Customs Documentation (Manual or CSV)

Freight forwarder prepares customs entry documents: commercial invoice, packing list, bill of lading. Data is either:

• Manual entry: Freight forwarder staff type details from shipper's commercial invoice into customs broker's system
• CSV export from TMS: TMS exports shipment details as CSV, customs broker imports CSV into their clearance software

Step 4: Container Arrives at Port (EDI 214 Status Update)

Ocean carrier sends EDI 214 to freight forwarder: "Container MAEU1234567 discharged from vessel at Port of Los Angeles Terminal 5 on January 18, 2025 at 6:30 AM." Freight forwarder imports EDI 214 into TMS to update shipment status.

Step 5: Drayage Load Tender (EDI 204)

Freight forwarder sends EDI 204 to Local Trucking Co.:

• Load reference: GLOGI-2025-001234
• Pickup location: Port of LA Terminal 5, pier 400
• Pickup window: January 19, 2025, 8:00 AM - 12:00 PM
• Delivery location: ABC Electronics warehouse, 1234 Industrial Blvd, Los Angeles, CA 90001
• Delivery window: January 19, 2025, 2:00 PM - 5:00 PM
• Equipment: 40-foot container, MAEU1234567
• Commodity: Electronics, 20,000 lbs

Step 6: Carrier Accepts Load (EDI 990)

Local Trucking Co. sends EDI 990 to freight forwarder: "Load GLOGI-2025-001234 accepted (response code A), driver John Doe assigned, truck #456."

Step 7: Bill of Lading (EDI 211)

Freight forwarder sends EDI 211 to Local Trucking Co. with BOL number GLOGI-BOL-001234, shipper Global Logistics Inc., consignee ABC Electronics, freight charges prepaid $800, liability limit $100,000.

Step 8: Shipment Status Updates (Multiple EDI 214s)

Local Trucking Co. sends EDI 214s to freight forwarder throughout delivery:

• AF (Departed Pickup): Picked up container MAEU1234567 at Port of LA at 10:00 AM, January 19, 2025
• X3 (En Route): Currently on I-110 North, 15 miles from delivery
• X6 (Arrived): Arrived at ABC Electronics warehouse at 3:20 PM, January 19, 2025
• D1 (Delivered): Container unloaded, signed by warehouse manager Sarah Johnson at 4:45 PM

Step 9: Freight Forwarder Updates Importer

Freight forwarder's TMS automatically imports EDI 214 status updates. Importer logs into freight forwarder's customer portal to view real-time shipment tracking (powered by EDI 214 data).

How CSV Conversion Fits into Freight Forwarder Workflows

Problem: Multiple EDI Formats, Manual TMS Entry

Freight forwarders receive EDI files from 20-50 different carriers, each with slight variations in segment usage:

• Carrier A (ocean carrier): Uses proprietary API + manual PDF booking confirmations
• Carrier B (trucking): Sends EDI 990/214 via VAN (value-added network)
• Carrier C (air freight): Sends IATA Cargo-IMP messages (not X12 EDI)
• Carrier D (rail): Sends EDI 214 via AS2 connection

Without EDI integration, freight forwarder staff must:

1. Manually download EDI 214 file from carrier's portal
2. Open EDI file in text editor (Notepad++)
3. Find status code (AT7.01 segment)
4. Find date/time (AT7.03 segment)
5. Copy-paste into TMS shipment tracking screen
6. Repeat for 50-200 shipments/day

Time cost: 5-10 minutes per EDI file × 100 files/day = 8-16 hours/day of manual data entry.

Solution: EDI to CSV Conversion

Convert EDI 204/211/214/990 files to CSV with labeled columns:

• EDI 214 → CSV: Columns = BOL Number, Status Code, Status Description, Date, Time, Location City, Location State, POD Recipient Name
• EDI 204 → CSV: Columns = Load Reference, Pickup Date, Pickup Location, Delivery Date, Delivery Location, Equipment Type, Weight, Commodity

TMS integration: Most TMS platforms (Crane TMS, CSA Software, Descartes, MercuryGate) support CSV import:

1. Download EDI 214 file from carrier VAN/AS2 mailbox
2. Convert EDI 214 → CSV using converter tool (30 seconds)
3. Import CSV into TMS via Settings → Data Import → Upload CSV (1 minute)
4. TMS automatically updates shipment status for all 100 shipments in CSV file

Time saved: 16 hours/day manual entry → 30 minutes/day CSV import = 15.5 hours/day saved.

Freight Forwarder Use Cases for CSV Conversion

1. Daily Shipment Status Updates (EDI 214)

Scenario: Freight forwarder manages 500 active shipments. Each carrier sends 2-5 EDI 214 status updates per shipment (departed pickup, en route, arrived, delivered) = 1,000-2,500 EDI files/day.

CSV workflow:

• Download batch of 100 EDI 214 files from carrier portal at 6:00 AM daily
• Convert all 100 files to single consolidated CSV (1 row per status update)
• Import CSV into TMS → automatic status refresh for all shipments
• Customer portal shows updated tracking within 10 minutes

2. Carrier Rate Comparison (EDI 204 + 990)

Scenario: Freight forwarder needs to send same shipment (40-foot container from Port of LA to Dallas warehouse) to 5 different carriers for quotes.

CSV workflow:

• Export shipment details from TMS as CSV (1 row = 1 shipment)
• Convert CSV → EDI 204 using EDI generation tool (creates 5 EDI 204 files, one per carrier)
• Send EDI 204 to carriers via email or VAN
• Carriers respond with EDI 990 (accept/decline + rate)
• Convert all 5 EDI 990 responses → CSV
• Import CSV into Excel to compare rates side-by-side

3. Customs Broker Collaboration

Scenario: Freight forwarder handles 200 ocean import shipments/month. Each shipment requires customs clearance documentation (commercial invoice, packing list, HTS codes, country of origin).

CSV workflow:

• TMS stores all shipment details (SKU, quantity, unit value, total value, shipper, consignee)
• Export shipment data as CSV with columns required by customs broker
• Email CSV to customs broker weekly (covers all 50 shipments arriving that week)
• Customs broker imports CSV into their clearance software (Ace Entry, Cargowise, etc.)
• Avoids manual re-entry of 200 commercial invoices/month

When to Use EDI-to-CSV vs. Full TMS Integration

Use EDI-to-CSV Conversion When:

• Low volume: Processing <50 EDI files/day—manual CSV import is tolerable
• Few carriers: Working with 1-5 carriers—not enough volume to justify full EDI integration
• Legacy TMS: Your TMS doesn't support EDI but has CSV import
• Temporary projects: Short-term contract with new carrier, not worth setting up permanent EDI connection
• Cost-sensitive: Full EDI integration costs $5,000-$15,000 setup + $500-$2,000/month VAN fees

Upgrade to Full TMS EDI Integration When:

• High volume: Processing 200+ EDI files/day—manual CSV import becomes bottleneck
• Many carriers: Working with 10+ carriers—need automated EDI mailbox monitoring
• Real-time tracking required: Customers demand live shipment updates, can't wait for daily CSV batch import
• Compliance mandates: Carriers require EDI transmission via VAN/AS2 (not email)
• Billing automation: Need to auto-generate EDI 210 freight invoices from carrier EDI 214 delivery confirmations

EDI Conversion Tools for Freight Forwarders

Tools for Freight Forwarder EDI Conversion

1. Stedi EDI Inspector (Free JSON Conversion)

Best for: Developers who can parse JSON and convert to CSV manually
Supported transaction types: All X12 (including 204, 211, 214, 990)
Output format: JSON (requires manual JSON → CSV conversion)
Cost: Free for EDI Inspector, API pricing starts at $50/month
URL: stedi.com/app/edi-translate

2. Healthcare Data Insight EDI Converter (CSV Output)

Best for: Non-developers who need direct CSV output
Supported transaction types: Primarily healthcare (837, 835, 834), limited support for logistics EDI
Output format: CSV, Excel, JSON
Cost: Free for small files (3 transactions), paid plans $29+/month
URL: datainsight.health/edi/viewer/

3. Full TMS with Built-In EDI (Recommended for High Volume)

If processing 200+ EDI files/day, invest in TMS software with native EDI support:

• CSA Software: Freight forwarding TMS with dedicated EDI group, handles 204/211/214/990 + ocean/air carrier proprietary formats
• Crane TMS: Integration hub supports XML, EDI, CSV, JSON, REST for multi-modal freight
• Descartes: Global logistics platform with 200+ carrier EDI connections pre-configured
• MercuryGate: Cloud TMS with EDI automation for 204 tendering, 214 tracking, 210 invoicing

Cost: $10,000-$50,000 setup + $2,000-$10,000/month depending on shipment volume

Freight Forwarder EDI Cost Comparison

Common Challenges & Solutions

Challenge 1: Multiple Carrier EDI Formats

Problem: Carrier A sends EDI 214 with status code in AT7.01, Carrier B puts status in proprietary segment K1.

Solution: Use EDI mapping software (e.g., TrueCommerce, SPS Commerce) that normalizes different carrier formats into standard CSV columns. Alternatively, create carrier-specific CSV templates and manually map fields.

Challenge 2: Ocean Carriers Use Proprietary APIs, Not X12 EDI

Problem: Maersk, MSC, CMA CGM send booking confirmations via proprietary APIs or PDFs, not EDI 214.

Solution: Modern TMS platforms (Crane, Descartes) integrate with ocean carrier APIs directly. For smaller forwarders, manually download PDF booking confirmations and use data entry staff to update TMS.

Challenge 3: Customs Brokers Require Specific CSV Formats

Problem: Customs broker needs CSV with exact column headers (HS Code, Country of Origin, Importer of Record) but your TMS exports different column names.

Solution: Use Excel to create a mapping template: open TMS CSV export, copy-paste columns into broker's template, save as new CSV. Or invest in middleware software (Jitterbit, Boomi) to auto-transform CSV formats.

Frequently Asked Questions

Does PlainEDI support EDI 204, 211, 214, or 990 for freight forwarders?

No. PlainEDI currently only supports retail EDI transaction types (850, 855, 856, 810, 820, 846, 997) for vendors selling to major retailers like Walmart, Target, and Amazon. We do not support freight/logistics EDI transaction types at this time.

If you need freight EDI conversion, see the tools recommended above (Stedi EDI Inspector for free JSON conversion, or full TMS platforms with built-in EDI support).

What's the difference between a freight forwarder and a 3PL?

Freight forwarders specialize in international shipping: booking cargo space on ships/planes, customs clearance, multi-modal transport coordination (ocean + rail + truck). They typically don't own warehouses or manage inventory.

3PLs (third-party logistics) manage warehousing, inventory, order fulfillment, and domestic transportation. They often own distribution centers and provide pick/pack/ship services for ecommerce companies.

Both use EDI, but different transaction types: freight forwarders use 204/211/214/990 for transportation, while 3PLs use 850/856/810 for order fulfillment (same as retail vendors).

Can I use Excel to convert EDI 214 files to CSV?

Not directly. Excel expects .csv or .xlsx files with comma/tab delimiters. EDI uses * (element separator) and ~ (segment terminator). If you open an EDI 214 file in Excel, you'll see one cell with the entire file as unformatted text.

To get EDI data into Excel, you need an EDI parser (Stedi, Healthcare Data Insight, or custom VBA macro) to convert EDI → CSV first, then open CSV in Excel.

How do freight forwarders receive EDI files from carriers?

Three common methods:

1. VAN (Value-Added Network): Carrier sends EDI to VAN mailbox (e.g., SPS Commerce, TrueCommerce), freight forwarder downloads from VAN portal. Cost: $500-$2,000/month.
2. AS2 (Applicability Statement 2): Direct encrypted file transfer between carrier and forwarder. Requires AS2 server setup. Cost: $200-$800/month for AS2 hosting.
3. Email attachment: Small carriers email EDI files as .edi or .txt attachments (not secure, not recommended for high volume).

What is the EDI 204 load tender workflow?

Standard workflow for full truckload shipments:

1. Shipper or forwarder sends EDI 204 to carrier: "We have a 40-foot container to move from Port of LA to Dallas, pickup January 20, 8:00-12:00, delivery January 21, 14:00-18:00."
2. Carrier responds with EDI 990: Accept (code A), Decline (code D), or Accept with Changes (code C + alternative rate/dates).
3. If accepted, forwarder sends EDI 211: Bill of lading with legal terms, freight charges, liability limits.
4. Carrier sends EDI 214 updates: Departed pickup, en route, arrived, delivered (with timestamps and locations).
5. Carrier sends EDI 210 invoice (optional): Freight charges $800, fuel surcharge $120, total due $920.

Can I automate EDI 214 status updates in my TMS?

Yes, but requires EDI integration (not manual CSV import). Modern TMS platforms (CSA Software, Crane, Descartes, MercuryGate) offer EDI automation:

• VAN/AS2 mailbox monitoring: TMS automatically downloads new EDI 214 files every 15 minutes
• Auto-parsing: TMS reads AT7.01 status code, AT7.03 date/time, MS3 location
• Auto-update: TMS matches BOL number (B10.02) to shipment record and updates status
• Customer notifications: TMS sends email to importer: "Your shipment ABC-123 was delivered at 4:45 PM."

Cost: $10,000-$50,000 setup + $2,000-$10,000/month depending on volume.

Do I need a VAN to exchange EDI files with carriers?

Not always. Three options:

1. VAN (most common): Carrier and forwarder both connect to VAN (SPS Commerce, TrueCommerce). VAN stores, routes, and translates EDI files. Cost: $500-$2,000/month.
2. AS2 direct connection: Carrier and forwarder exchange EDI files directly via encrypted AS2 protocol. Cheaper than VAN ($200-$800/month) but requires technical setup.
3. Email (small volume only): Carrier emails EDI files as attachments. Not secure, not scalable, but works for <10 files/month.

Conclusion: CSV Conversion for Freight Forwarders

Freight forwarders manage complex multi-party workflows—coordinating shippers, carriers, customs brokers, and consignees—with EDI files (204 load tenders, 211 bills of lading, 214 status updates, 990 responses) flowing between systems.

For low-volume operations (<50 EDI files/day), converting EDI to CSV and manually importing into your TMS is a cost-effective approach. It saves 10-15 hours/day vs. manual data entry while avoiding $10,000-$50,000 full EDI integration costs.

For high-volume operations (200+ EDI files/day), invest in full TMS software with native EDI support (CSA Software, Crane, Descartes, MercuryGate). Automated EDI processing justifies the cost when you're processing thousands of shipments/month.

PlainEDI does not currently support freight EDI (204/211/214/990). We specialize in retail EDI (850/856/810) for vendors selling to Walmart, Target, Amazon, and other major retailers. If you need retail EDI conversion, try PlainEDI's free preview. For freight EDI, use Stedi EDI Inspector (free JSON conversion) or invest in full TMS software.

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