EDI Compliance and Chargebacks | ShipWave Help Center

What the compliance dashboard tracks

Open Admin → EDI → Compliance to see your live scorecard per trading partner:

ASN on-time-rate – percentage of 856s posted before the carrier picks up. Most retailers gate at 98%.
OTIF (On Time In Full) – orders delivered on the requested delivery window with full quantity. Walmart's OTIF requirement is 87% (and tightening).
PO ack latency – how long after receiving an 850 your 855 was sent. Target window is typically under 24 hours.
Chargeback risk score – a 0–100 composite that highlights partners trending toward penalties even when no single metric is in the red yet.

The dashboard color-codes each row green/yellow/red against the specific retailer's thresholds so you can scan for trouble.

Threshold alerts

ShipWave fires an email alert to your EDI compliance contact (set under Admin → EDI → Settings) the moment a 30-day metric dips below a soft warning threshold (typically 1% above the retailer's hard threshold). You get advance notice while there's still time to investigate and recover. The alert links straight to the partner's drill-down view with the worst-performing recent shipments highlighted. Alerts repeat daily until the metric recovers.

When chargebacks hit anyway

If a retailer issues a chargeback (a deduction on your next 810 invoice payment), it shows up in Admin → EDI → Chargebacks. Each entry includes the retailer, PO, reason code, amount, and the underlying ASN or shipment. From there you can: dispute the chargeback (ShipWave generates a dispute letter from the shipment evidence), accept it (log it for your accountant), or escalate to SPS Commerce for arbitration. Dispute approval rates vary by retailer but are highest when ShipWave has tracking data proving compliance.

Manual ASN fallback

SPS Commerce has very high uptime, but on the rare occasion they're down (or a network blip prevents the ASN from posting in time), ShipWave queues the ASN and retries automatically every 5 minutes for 4 hours. If retries fail past that window, you'll get an alert. From the affected order, click EDI → Send manual ASN. ShipWave generates a PDF of the ASN data and a CSV; you upload them through the retailer's portal directly. The original electronic ASN keeps retrying so when SPS recovers it goes through too—duplicates are deduplicated on the retailer's side via the PO number.

Best practices to stay compliant

Print and apply carton labels before the carrier arrives, not while they're waiting at the dock—late labels delay the ASN and drag your on-time rate.
Keep the SKU map current. An 850 with an unknown SKU pauses the order and bleeds into your PO ack latency.
Review the compliance dashboard weekly, not just when an alert fires. Trending issues often show up days before they trip thresholds.
When a routing guide changes (retailers update them annually or more), apply the new rules in ShipWave on the day they take effect—not after the first chargeback arrives.

FAQs

What's a typical chargeback amount?

Reasons and amounts vary by retailer. Late ASN: $100–$250 per shipment. Bad label barcode: $50–$150 per carton. Short-ship: percentage of line value. Walmart and Target publish their fee schedules in your vendor portal.

Will ShipWave fight chargebacks for me automatically?

No. ShipWave generates the dispute evidence and the letter, but you submit. Submission needs your vendor portal credentials. Some 3PLs offer chargeback services as an add-on—ask your account manager.

How do I add an EDI compliance contact?

Go to <strong>Admin → EDI → Settings</strong> and add the email. You can list multiple addresses if you want your warehouse manager and ops lead both to receive alerts.

Compliance dashboard, chargebacks, and the manual ASN fallback