If you manage EDI operations, you know migrating from one Value Added Network (VAN) to another sounds like a risk. Even with frustration about high fees, slow support, or confusing bills, the worry about service interruptions or botched documents often keeps teams locked in. The reality is, with careful planning and the right partner, you can handle EDI migration without business disruption. Here’s how we make that a reality at Nexus VAN by focusing on parallel runs, rollback options, and transparent service commitments.
Switching EDI providers can feel like walking a tightrope. Even small issues can ripple through your supply chain. Problems can show up as mismatches in invoice details, missed shipping notices, or failed partner connections. If your company lives and breathes on timely EDI exchanges, even a short outage matters. We’ve worked with operations leaders, IT directors, and finance decision-makers who have faced these concerns and want to see a plan, not promises.
Successful migration starts with a thorough plan. Identify current pain points, like unpredictable billing or slow response times. Document every EDI document type, trading partner, and integration. Loop in all the right voices—IT, finance, EDI coordinators, compliance staff—to make sure nothing gets overlooked. Set clear timelines and realistic go-live dates. Keep each phase small enough to manage, typically focusing on one process or partner at a time.
Before any move, map your current data. Know what formats you use (X12, EDIFACT, flat files), which fields are most important, and where integrations touch your ERP, warehouse management, or order systems. Clean up duplicates or any outdated entries. This extra step cuts down on errors and streamlines the whole process.
One of the most effective ways to take the risk out of migration is parallel testing. While your legacy VAN keeps running, configure the new VAN (like Nexus VAN) to process a copy of your traffic. Send identical documents down both paths. Watch for matching outcomes—timestamps, status updates, and response accuracy. Your teams can monitor every transaction in real time using dashboards that show both systems running side by side.
This step gives you the proof you need. You see first-hand that nothing is missing and that partners respond as usual before you shut the old system off.
Even after positive parallel runs, always keep a rollback plan for the cutover period. With Nexus VAN, we recommend running the old VAN and new system together for at least 30 days after cutover. Agree on what triggers a rollback—like an uptick in failed acknowledgments or any partner complaints. Backup your migration data between systems every day during the switchover to minimize exposure if you need to flip back.
Our approach includes detailed documentation and same-day engineering support in case of any urgent remediation. That way, you have technical and operational safety nets.
No EDI migration is complete without partner coordination. Notify every trading partner well in advance about changes—new IDs, endpoints, protocols if any are updating. Start with a small group for initial pilots. Confirm end-to-end transmission: the partner receives your test, acknowledges, and confirms data accuracy through their own systems. For integrations with ERPs (whether Oracle, SAP, or other platforms), validate every handoff chain.
Nexus VAN supports direct interconnects with every other VAN worldwide. Usually, partners won’t need to adjust their systems at all, which makes testing and final migration faster.
You deserve service commitments you can audit. Look for a VAN with concrete, published Service Level Agreements—99.998 percent uptime, clear escalation support, and transparency around fees. Our customers track their own portal stats day-by-day, backed by 24/7 alerts if something goes out of parameter. If you have tight delivery cutoffs or compliance demands, this assurance is essential. After migration, keep monitoring for at least 30 days. Ask for feedback from both your users and trading partners. Audit the completeness and timing of every transmission.
One important angle is financial transparency. At Nexus VAN, you’re billed by the exact number of kilo-characters you actually transmit. That means no rounding up, no mailbox fees, no unexpected "overage" or "migration" charges. Plans are simple and predictable. You choose the volume that fits your needs, and we never charge for onboarding or trial periods. Most companies save between 40 and 80 percent by switching, with the added benefit of knowing exactly what every bill covers. For more about the true cost drivers in EDI billing, see our deeper look in How Transparent EDI VAN Billing Models Drive Efficiency and Predictable Growth.
Sometimes it helps to see how this plays out beyond theory. When Spanx reviewed their high-fee VAN bills, they made the switch to Nexus VAN with careful parallel runs and a rollback window. According to their experience, the transition brought immediate transparency and workflow speed—no interruptions to their retail partnerships. TIGI, managing a more complex retail supply network, leveraged pilot migrations and a backup plan to keep their onboarding issue-free. Both cases show that the details matter: test small, communicate well, monitor closely, and keep protective rollbacks for peace of mind.
The decision to migrate shouldn’t be rushed, but it also shouldn’t be avoided because of fear. With clear planning, parallel testing, and real rollback assurance, you can keep your business running smoothly while finally gaining the transparency and savings you’re looking for. If this sounds like a fit—or if you need a step-by-step walk-through tailored to your current landscape—schedule a time with our team. We respond same-day, walk you through the steps, and support you with a 90-day free trial that carries zero risk. See what your migration would actually look like, or reach out at info@nexusvan.com.
If you want to dive deeper into cost surprises in EDI or see the warning signs that it’s time to move, you might also find this breakdown of hidden EDI VAN costs useful as you evaluate options.
