Questions and answers regarding the transition to the new technical service provider – PIM Service GmbH.

 

1. General questions 

2. General questions about the contract

3. Questions about DocuSign

4. Technical questions

5. Fees for suppliers

6. Fees for retailers

 

Die deutsche Version finden Sie hier.

 

Important Notice: The BTE Clearing Center is suspending contract signings and the collection of supplier fees until further notice. A new contract and a new fee model for suppliers are currently being developed. Further information will be communicated as soon as it becomes available. No fees will be charged until further notice, including for suppliers who have already signed the contract.

1.1 Who is the new technical service provider of BTE Clearing Center?

 

The new technical service provider of BTE Clearing Center is PIM Service GmbH. PIM Service GmbH was founded in 2022 by members of a retail ERFA group (Stackmann, Hagemeyer and L&T) together with the consulting company h+p hachmeister + partner, a well-known and respected partner in the fashion industry and long-standing competence partner of BTE.

 

This company combines decades of experience working with product data from both supplier and retailer perspectives. The combination of high standards of leading retail companies and the extensive expertise in standardizing ERP, CRM and product master data, along with the analytical insights provided to market participants, represents a promising and valueadding partnership.

 

As a coshareholder of PIM Service GmbH, BTE and ITE GmbH have a say in major decision-making processes, creating significant added value for the textile, footwear and leather goods industry.

 

1.2 What is the goal of the cooperation with PIM Service GmbH?

 

The goal is to implement a reliable and futureproof clearing software for the textile, footwear and leather goods industry, providing highquality, standardized data for crosscompany use.

 

Given the current and future challenges in the multilabel fashion market, the industry needs a forwardthinking EDI partner more than ever, one that acts as a central link between retail, ERP systems, manufacturers and consulting firms. There is still a lack of standardized EDI data with companyspecific configurations necessary to remain competitive with vertical concepts.

 

The new BTE Clearing Center aims to set the longterm industry standard and provide added value and innovation for the sector. In parallel, a data hub with key KPIs for the industry will be created. It is increasingly important to manage vertical process chains consistently and efficiently across all market participants and stages.

 

1.3 Which developments are expected to be prioritized in the future with the new system?

 

In the second half of the year, connected retailers will gain access to their data within the customer system. This increases transparency as users can track exactly which messages were sent when and to which destination. Search functions will make it easier to look up individual delivery note numbers or EAN numbers, fulfilling a longstanding request by many customers.

 

In the future, high data quality will play an even more central role, especially for monetization at granular article, color and size levels in areas such as reporting, smart replenishment, AI, dynamic pricing and forecasting. This enables precise control of assortment, pricing, and inventory. Thus, it improves profitability and customer satisfaction.

2.1 Is a new contract required for retailers?

 

Yes, signing the new EDI service contract is mandatory for all retailers who want to continue exchanging data via the BTE Clearing Center. Previously, only retail participants had a service contract with the former technical service provider TrueCommerce (formerly DiCentral, ClientComputing, Compello or GLI) and a participation declaration with ITE GmbH. ITE GmbH operates the BTE Clearing Center and had commissioned TrueCommerce to manage the technical processing. This contract was terminated by ITE GmbH as of 30 June 2026 to implement a modern and futureproof clearing center. After an extensive selection process, PIM Service GmbH was appointed as the new technical service provider.

 

ITE GmbH and PIM Service GmbH have defined the legal and technical framework for all customers in a framework agreement. Therefore, participants of the BTE Clearing Center from the retail sector only need to sign a contract with ITE GmbH.

 

If the contract is not submitted before the transition to the new service provider, no data can be exchanged between retailers and suppliers. In this case, ITE GmbH will have to stop all data exchange.

 

2.2 Do suppliers also have to sign a contract?

 

Yes, suppliers must also sign an EDI service agreement with the BTE Clearing Center.

This is necessary because the BTE Clearing Center receives and processes suppliers’ EDI data. The contract clarifies essential legal, technical and data protection responsibilities.

A contract with only one party is not legally sufficient. If the contract is not submitted before the transition date, no data can be processed. ITE GmbH would then be required to stop data exchange.

 

2.3 How do retailers and suppliers receive the new EDI service contract?

 

They receive it via email through DocuSign from the address [email protected]. Signing can be done digitally via DocuSign. After signing, the contractual partners automatically receive a copy.

 

2.4 Does the existing contract with TrueCommerce need to be terminated?

 

No, it does not. The existing contract becomes invalid automatically due to ITE GmbH’s termination. TrueCommerce will stop converting all data as of 30 June 2026.

 

2.5 Does the previously valid direct debit authorization remain valid?

 

Yes, it remains valid until revoked.

 

2.6 Which payment methods are possible as of 1 July 2026?

 

Only the SEPA direct debit procedure is accepted.

 

2.7 Can itemized bills still be downloaded during the transition phase?

 

The monthly itemized bills can no longer be downloaded. However, it can be requested during the transition phase by emailing [email protected]. Once the customer portal is activated, all data relevant for volume fees will be fully visible there.

 

2.8 What is included in the framework agreement between PIM and ITE?

 

ITE GmbH and PIM Service GmbH have contractually defined the legal and technical requirements for all customers. This includes, among other things, the requirements the EDI transmission portal must meet. A powerful, secure and futureoriented system was specifically agreed upon.

 

2.9 Is there a description of the standardized inbound and outbound formats?

 

Retail inbound and outbound formats have been coordinated with ERP providers and are stored in the respective ERP systems. Supplier formats (D.01B) can be requested via email at [email protected].

 

2.10 Must the formats of previously sent data be changed?

 

No, all existing formats will remain unchanged. For new connections, the standard formats apply.

 

2.11 Will set-up costs arise for the transition?

 

Retailers

 

Retailers already connected through the previous service provider will not incur set-up costs.

 

New retail customers will be charged a onetime set-up fee per message type.

The detailed price list can be requested via [email protected].

 

Suppliers

 

Suppliers who have already exchanged data through the BTE Clearing Center will be charged the set-up fee listed in the price list based on the number of retail contacts.

 

2.12 Why does the BTE Clearing Center charge suppliers a onetime set-up fee for the transition?

 

Set-up fees are necessary because the BTE Clearing Center:

• conducts extensive technical analysis and migration work,
• records and rebuilds all historical and individual characteristics, 
• handles large variations in formats and content,
• protects suppliers from internal adjustment efforts.

These efforts ensure a smooth transition, allowing suppliers to continue using all existing data structures without changes.

 

2.13 Why will suppliers be charged monthly fees in the future?

 

The monthly service fee is necessary because the Clearing Center provides essential services including monitoring, error analysis, hotline, security, data storage, updates and guaranteed system availability. These ensure stable operations across 1,100 retailers and 700 suppliers.

 

With the new technical platform, suppliers benefit from fewer errors, less support effort and stable, futureproof EDI processes.

 

2.14 How can §4 of the contract regarding data usage rights be understood?

 

PIM Service GmbH must access the raw data provided by senders to convert them into the agreed formats and forward them to the correct recipients.

 

All data must be duplicable for the services outlined in the contract, including backup, archiving, technical processing and integration into PIM’s future customer database.

For invoicing, PIM may provide monthly statistical usage reports to ITE GmbH.

 

PIM may use raw and processed datasets free of charge for its own business purposes.

Only aggregated, anonymized datasets may be shared with shareholders hachmeister + partner and ITE, who may also use them for their own purposes.

 

Disclosure of such data to any other third party is only allowed with separate written permission. Companyspecific data is never shared with third parties.

 

The goal is to provide the industry with aggregated data to optimize decisions and business processes.

 

2.15 How can §7 paragraph 4 “Contract Term” be understood?

 

The framework agreement between ITE and PIM includes a long-fixed term.

Termination with immediate effect is only possible for important reasons, such as failure to fulfil agreed services. If this occurs, ITE will immediately inform all customers.

 

2.16 When does the contract come into effect?

The contract comes into effect on the date of the successful integration of the merchant by PIM into the new BTE Clearing Center, but no later than July 1, 2026.

 

2.17 What is the duration of the contract?

The contract term includes:

• the remaining period of the current calendar year from the date of contract signing, and
• an additional period of 6 months.

2.18 Does the contract renew automatically?

Yes, the contract automatically renews for successive periods of 6 months.

 

2.19 How can the contract be terminated?

The contract may be terminated with 30 days’ notice to the end of the respective term.

3.1 How do retailers and suppliers receive the new EDI service contract?

 

They receive it by email via the digital software DocuSign from the email address [email protected]. Via DocuSign, the signature can be completed digitally, which ensures a streamlined process. After signing, the contractual partners automatically receive a copy of the contract.

 

3.2 Can the contract be forwarded via DocuSign to the authorized signatory?

 

Yes, the software is set up so that the contract can be forwarded to the authorized signatory. After opening the contract link, please click on “More options” and then select “Assign to someone else”.

 

3.3 Do I need to install the DocuSign software on my device to sign via DocuSign?

 

No, the signing of the contract works without installing the software.

 

3.4 Can the contract documents also be printed out, signed and returned as a PDF document?

 

Please sign the contract documents via DocuSign as an automated process is linked to it. This is the only way we can easily verify who has already signed and who has not.

 

3.5 Why has my DocuSign link expired?

 

For security reasons, links in email notifications expire automatically. This usually occurs either after 48 hours or after the link has been clicked more than 5 times.

 

3.6 What can I do if the link has expired?

 

Click on the “View Document” button in the email again. A new button labeled “SEND NEW LINK” will now appear on the DocuSign page. DocuSign will then automatically send you a new link by email. If this does not work, please contact us at [email protected]. We will send you a new link.

 

3.7 Can I change contract data such as company name or address myself in the contract in DocuSign?

 

Yes. Contract data such as company name, address or similar information can be adjusted directly in the document. We will then receive the signed contract together with a notice about the changes made and will transfer these into our database. Sending a new contract is therefore not necessary.

 

3.8 I have signed, but I have not received a confirmation. What can I do?

 

You may not have confirmed your entries in the document. After signing, please click the “Finish” button (bottom right). Detailed instructions can be found in section 3.9.

 

3.9 Do you have a guide on how to digitally sign the contract in DocuSign?

3.10 Can two signatories sign a document on DocuSign?

 

The standard contract does not provide for signatures by two signatories. Please send us an email with the names and email addresses of the two signatories. We will amend the existing contract accordingly and then send it via DocuSign for both parties to sign.

4.1 Who answers questions about technical problems?

 

In the future, questions must be sent to the new ticket system, including the company name and customer number. Especially during the transition phase, an increased number of inquiries is expected. These will be processed systematically by a competent team in the order in which messages are received.

 

The support email address is: [email protected]

 

However, you can be assured that we will continue to maintain our personal contact and kindly ask for your understanding if there are any delays in processing inquiries during the transition weeks.

 

4.2 How and when must the communication channel for EDI data be changed?

 

The new email communication address for EDI data exchange for all OUTGOING MESSAGES is: [email protected]

 

The previous email address [email protected] will expire by the final transition date on 01.07.2026.

 

The individual transition date will be communicated at short notice.

 

Information on how to update the EDI email address in the connected ERP system will be provided by the respective ERP provider.

 

4.3 Is there a new communication software (formerly BTE Box)?

 

Yes, there is new communication software for the automatic sending, receiving and intermediate archiving of data. The name of the new software is BTE-GATEWAY. This software is secure and developed according to current standards.

 

PIM Service does not charge any license fees, subscription fees or update fees.

ITE GmbH charges €8 per month for the use of the BTE-Gateway.

 

The software is available for download via the following LINK.

 

4.4 Which communication channels can be used for EDI data exchange?

• Email
• AS2
• SFTP

Data via the X400 communication channel will no longer be accepted.

 

A detailed description of all communication channels (DE and EN) is available under the following LINK.

 

The communication channel email is free of charge for connected retailers.

If other communication channels are used (AS2/SFTP/BTE-Gateway), an additional €8 per month will be charged. There are no additional annual fees, license costs, subscription fees or update costs for the use of these communication channels.

 

4.5 What is the timeline for the transition of the BTE Clearing Center to the new technical service provider?

 

March to end of April

 

Transition Phase 1: All retail companies and suppliers must switch their OUTGOING MESSAGE communication to the new channels (Email, SFTP, AS2) during this period.

PIM Service forwards the data to TrueCommerce and recipients receive the data in the format previously set up at TrueCommerce as usual.

 

April to end of June

 

Transition Phase 2: During this period, PIM Service takes over the conversion (translation) of the data into the usual format. This will run unnoticed for the connected companies. However, all customers receive a letter beforehand with information about their specific transition date.

 

4.6 Will the existing formats continue to be supported?

 

The existing formats will continue to be supported. No format changes need to be made by connected customers or suppliers.

 

Retail companies

For connected retailers, the BTE CSV format coordinated with ERP providers applies as both the standardized inbound and outbound format.

 

Suppliers

Suppliers already exchanging data via the BTE Clearing Center may continue using their existing formats (D.01B and D96A).

 

New suppliers exchanging EDI data with connected retail companies must be able to send and receive these data in the EDIFACT D.01B format. The guideline can be requested via the ticket hotline.

 

This is the support email: [email protected]

 

4.7 Were extensive tests carried out before the transition?

 

The data was analyzed, tested and compared with existing data. Corresponding optimizations were implemented. Before the complete transition of all customers, additional tests were conducted with pilot customers.

 

After the first transition phase (communication channel change), the data will again be processed via a shadow system and compared with the existing old data to ensure accuracy.

 

This ensures that the BTE Clearing Center provides a smooth process for all parties involved.

 

4.8 What must be considered when changing formats in the future?

 

Suppliers or retailers wishing to switch to a new format must notify the BTE Clearing Center at least 4 weeks in advance. A technical coordination with PIM Service GmbH will then take place. If data is sent within the predefined standard, the transition is free of charge. If the change is made without prior notice or outside of the predefined standard, the effort will be charged.

 

4.9 Can data be resent?

 

The data is archived for at least 12 months and can be requested again.

Important Notice: The BTE Clearing Center is suspending contract signings and the collection of supplier fees until further notice. A new contract and a new fee model for suppliers are currently being developed. Further information will be communicated as soon as it becomes available. No fees will be charged until further notice, including for suppliers who have already signed the contract.

 

5.1 Why will monthly service fees be charged for suppliers in the future?

 

The BTE Clearing Center ensures the continuous, secure and highly available exchange of all EDI data between retailers and suppliers. These services incur ongoing costs, which until now have been borne exclusively by the retailers. Since both sides benefit equally from the infrastructure, a fair cost distribution will be introduced in the future.

 

5.2 We have our own EDI service provider. Why do we still have to pay?

 

Your own EDI service provider monitors only the internal systems and your own communication. The Clearing Center, however, monitors and controls:

• the complete data communication between you and all connected retailers,
• mappings, format conversions, protocols, routing and data validations,
• all incoming and outgoing messages in both directions.

External EDI service providers cannot provide these services because they have no insight into retail processes and the central clearing system.

 

5.3 What does the monthly service fee of €50 include?

 

The fee covers extensive services that are necessary for stable EDI operations:

• hotline & support
• troubleshooting and error analysis at the interface to retail 
• permanent monitoring of the clearing routes
• communication monitoring and alerting 
• data storage and audit-proof retention
• compliance with current security and data protection standards 
• regular maintenance, updates and further development
• guaranteed high availability of the system

These services are available to all suppliers equally regardless of how many retailer relationships are active.

 

5.4 We have our own monitoring. Why do we need the additional clearing monitoring?

 

Your own monitoring covers only your internal system side.

 

The clearing monitoring covers the critical areas that you cannot see yourself:

• rejections or errors on the retailer side
• delays, bottlenecks or transmission errors in clearing 
• format deviations between retailers
• disruptions within the central routing and mapping processes

Without this monitoring, communication errors on the retailer side would not be detectable.

 

5.5 We have not paid anything so far. Why is this changing now?

 

Until now, retailers have borne all costs for operation, support and infrastructure.

 

The network has now grown to 1.100 retailers and 700 suppliers with increasing requirements for security, availability and technical standards.

 

To keep the system stable, modern and future-proof in the long term, a fair contribution from all users is necessary.

 

5.6 Do we as a supplier benefit from the new system?

 

Yes. Thanks to the new technical service provider and the modernized clearing platform, you benefit from:

• fewer error cases,
• fewer inquiries and reduced support effort, 
• stabilized processes,
• improved security, 
• faster response times,
• long-term compatibility with market standards.

Overall, this also reduces your workload towards retailers and in your own EDI support.

 

5.7 Are there any hidden costs or additional fees?

 

No.

 

The monthly fee of €50 covers all central services.

 

5.8 Do we have to adapt our EDI formats?

 

No.

 

One advantage of our system is that all existing formats and individual specifications can continue to be used.

 

Therefore, no additional conversion efforts arise for suppliers.

 

5.9 How is the service fee billed?

 

The first invoice for the set-up fees and the proportionate service fee for 6 months will be issued at the beginning of July 2026. Starting in 2027, suppliers will receive an annual invoice for the service fee at the beginning of each year.

 

5.10 In summary, how does the fees for suppliers look like?

 

A service fee of €50 per month is charged (regardless of the connected participants or messages), as well as a one-time set-up fee, which is charged based on the number of contractual partners.

 

Service fee: €50 per month

 

Included services:

• hotline & support
• troubleshooting and error analysis at the interface to retail 
• permanent monitoring of the clearing routes
• communication monitoring and alerting 
• data storage and audit-proof retention
• compliance with current security and data protection standards 
• regular maintenance, updates and further development
• guaranteed high availability of the system

One-time set-up fees:

 

€150 up to 10 retail contacts per contractual partner

€250 up to 100 retail contacts per contractual partner

€390 over 100 retail contacts per contractual partner

6.1 Do the fees for retail participants change?

 

No, the fees will remain unchanged for the time being. You will receive the currently valid price list with the new contract documents.

 

6.2 Are there any setup fees when changing the technical service provider?

 

When changing the technical service provider, merchants who were previously connected to the BTE Clearing Center via their former provider do not incur any setup fees.

 

For new customers, a one-time setup fee is charged per message. The detailed price list can be requested via email at [email protected].