EDI Orders and Invoices Marina Penzin Alma Support Analyst September 2013

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Agenda General definitions and explanations 5–6 EDI from the standpoint of Alma 7-8 What is supported in Alma 9 Configuration 10–15 Orders Sending an order via EDI 16-17 Possible issues 18–19 ORDERS message 20

Agenda Invoices For reference 30 Upload 21 Processing 22 After the upload 23-24 If something went wrong 25 Additional options 26-27 View History 28 INVOIC message 29 For reference 30

EDI – General Definition EDI (Electronic Data Interchange) is a transmission of standard electronic documents between computer systems of companies or business organizations.

More in Detail Standard electronic document (an EDI message) includes acquisition related data divided by segments and data elements within each segment. For example: DTM+137:20120910:102’ Apostrophe ’ = segment terminator Plus sign + = segment tag and data element separator Colon : = component data element separator Question mark ? = release character. Period . = decimal point. The period does not require a release character when it is a normal text punctuation mark.

EDI from the Standpoint of Alma Alma works with the EDIFACT standard, which is managed by EDItEUR. EDIFACT (Electronic Data Interchange for Administration, Commerce and Transport) - is the international EDI standard registered as ISO 9735. EDItEUR - is the international group coordinating the development of the standards infrastructure for electronic commerce in the book, e-book, and serials sectors.

EDI from the Standpoint of Alma Alma uses EDI for two purposes Invoices: Alma imports invoices from the vendor. This is done from an FTP server where the vendor places the invoices. Orders: Alma creates orders in EDI format and sends them to the vendor by placing them on an FTP server for “pickup” by the vendor.

What is Supported in Alma: Message type – INVOIC or ORDERS Message version number – D Message release number – 96A Controlling agency – UN Association assigned code – EAN008 All the above must be presented in the UNH segment of the EDI message, for example: UNH+15+INVOIC:D:96A:UN:EAN008'

Configuration To configure EDI communication with vendor, a user must have this role defined. Acquisitions > Acquisitions Infrastructure > Vendors > Vendor details > EDI Information

Configuration: EDI Information Tab Vendor EDI Attributes EDI code – Vendor’s; unique per institution EDI type – choose from the menu This appears in the EDI message: UNB+UNOC:3+SPB_EDI:14+DRC_EDI:92+130901:0222+2149' EDI naming convention – the name of the file that includes an EDI message should be named according to the convention; choose from the menu. There are different conventions for the filenames, for example (Standard): edi.20130901.072211.1.DRC_AC Invoices – if the Vendor submits invoices via EDI. POs – indicates if the POs will be sent via EDI. Additional order number – when checked, the EDI order message will include an additional PO number (a unique vendor order number entered in the PO line). Include fund code – for the fund code to be included in the EDI files sent to the vendor and received from the vendor.

Configuration: EDI Information Tab Scheduling Status – indicates the status of the EDI communication. The status is active by default. Schedule – The time when the EDI job runs; should be chosen from the menu. The definition is relevant for invoices only. Run Now – For loading EDI invoices immediately (as soon as the Alma system can accommodate it).

Configuration: EDI Information Tab S/FTP Connection Max. Number of Files Not in use; the default value should be preserved. Max. file size Server Port UserName Password FTP server connection details For invoices to be taken and loaded into the system. Important: Alma must have reading and writing permissions for this directory. Input directory Output directory For orders; the directory must differ from the directory for the invoices. FTP server secured Choose this option if SFTP is in use. FTP mode ASCII – the data in the message will be divided into lines, each line per segment; Binary – a message will include one long line. Send command Append - does not overwrite a file with the same name (default); Put - a file with a same name will be overwritten. FTP passive mode – not in use.

Configuration: EDI Information Tab Per Organization Unit EDI Represents the Institution’s definitions for EDI communication with the Vendor Organization Unit An Institution, its EDI code and type. Separate Libraries may also be defined for independent communication with the Vendor: EDI code EDI type This appears in the EDI message: UNB+UNOC:3+SPB_EDI:14+DRC_EDI:92+130901:0222+2149‘ Or (as in the second case when BIO library has a separate EDI code): UNB+UNOC:3+BIO_EDI:91+DRC_EDI:92+130901:0624+2150'

Configuration: EDI Information Tab EAN per Account This section maps the EAN (Envelope Address Node) code to the vendor account. Examples: In ORDERS message appears the Vendor Account code: RFF+API:DRC_ACCOUNT' In ORDERS message appears EAN Code instead of the Vendor Account code: RFF+API:Draculetz 123'

Sending an Order via EDI - Workflow EDI is a part of an acquisition process. So, for EDI message ORDERS to be sent, we need an order record in “PO Line before sending” status. Register an order for our EDI Vendor

Sending an Order via EDI - Workflow Order it There are several ways for an order treatment in Alma, we will use an Order Now option When Order receives the status “Sent”, in the Attachments tab of the Vendor record, a new line of type order/edi appears:

Order Sending Process In case of third party problems No FTP connection: Alma sends PO by email Vendor receives an order by email No FTP connection and Email sending fails: Alma sends an email to an operator about the failure Vendor does not receive an order PO moves to “In Review” status

Order Sending Process Several tips in addition If PO remains in “Waiting for sending approval” status for a long time Check the whole Vendor’s EDI configuration – maybe it is not correct. Ensure that Vendor’s Shipping and Billing Addresses are registered and FTP domain is defined in the Allowed FTP Connections table. If PO remains in “In Review” status

EDI Order Message An order can be downloaded and viewed using the Download option of the Actions button (Attachments tab of the Vendor record).

Invoice Upload an invoice using an option Run Now in the Vendor record Let’s pretend that our Vendor has placed an invoice in the Input directory which is defined in the “EDI information” tab of the vendor record Vendor record Now press the Run Now button in the Vendor record Invoices load can be also scheduled to run automatically (options can be chosen from the drop-down menu).

Invoice Processing When the job is finished, Monitor Processes shows a completed process Statistics part of the report indicates Invoice number, number of Invoice lines and number of POL’s related to the Invoice.

Invoice: after the Upload On the Vendor’s FTP server, the file name receives an extension *.handled This will prevent the same file from being re-uploaded because any file with extension “handled” is not uploaded.

Invoice: after the Upload An invoice successfully registered in Alma

Invoice If something went wrong For example, there were errors during the load: Examine the Events for error messages

Invoice: Additional Options Invoice can be viewed or reloaded from Vendor search > View EDI Files Important for the Reload option - previously created invoice is not deleted automatically: An “old” invoice can be deleted manually by an operator before the reload. Or, an operator clicks on Reload and Alma will send an alert and then delete an invoice upon confirmation. A downloaded invoice example

Invoice: Additional Options Tab Attachments of the Invoice A possibility to download the invoice in an xml form

Invoice: View History Vendor search > View EDI Files > View History EDI jobs related to the Vendor

INVOIC Message – Analysis Sender and receiver of the message Type, version, release number, controlling agency, association assigned code Currency Invoice line begins here ISBN or ISSN Bibliographic information Number of copies Price POL number Invoice summary begins here Number of line items Prices + taxes Amount of segments in the current message The end of the message

For Reference Ex Libris Documentation Center > Alma > Product Documentation > Integrations with External Systems EDI Standard Supported in Alma (Important: vendor who wants to communicate with Alma by EDI, must work according to this document.) Alma Integrations with External Systems http://www.editeur.org/

Questions? Uploaded to Alma Teamsite

Thank you! Marina.Penzin@exlibrisgroup.com