Decommissioning of Inbound Email EDI Purchase Order Service
From 1 October 2025, we will no longer accept EDI (Electronic Data Interchange) orders via email. Impacted customers will be contacted directly and offered alternative solutions.
Why are we closing this service?
• Email is not a secure route for order transfers.
• To avoid relying on unsupported third-party IT system services associated with the orders – which has on occasion caused customer orders to fail.
• Alternative solutions are already in place that are better and more secure.
• Orders by email don’t have delivery guarantees or Service Level Agreements.
What are the alternative routes?
• XML (Extensible Markup Language) Direct webservice
• PEPPOL (Pan-European Public Procurement On-Line) via a trading partner of your choice.
• SFTP (Secure File Transfer Protocol) – the same flat text file format as used for emailing orders.
Feature comparison against alternative options
| Feature | SFTP | PEPPOL / XML | |
| Security | Unsecure | Secure HSCN connection | Secure HTTPS |
| Technology | Aging and unsupported | Aging but supported | Modern and supported |
| First line support | Complicated compared to other systems | Manual | Simple using one web based system |
| Header and line level notes | Header only for GHX customers | None | Header and line |
| File retention | 14 days | 28 days | 365 days |
| Order response | Enhanced automatic XML return message. Updated email response to customer mailbox. | ||
| Set up cost * No charge from NHS Supply Chain | Configuration charges may be incurred | Configuration charges may be incurred | PEPPOL and configuration charges may be incurred |
| Bespoke configuration | None | None | Masking and duplicate NPC configurable |
What happens next?
• We will email NHS trusts or your third party service providers with full details of the options
• Our Client Service Team will provide technical help to support the switch to alternative systems – email edimigration@supplychain.nhs.uk with any questions.
Links section
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