1. EDI Orders and Invoices
Marina Penzin
Alma Support Analyst
September 2013

2. Copyright Statement
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3. 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
Possible issues 18–19
ORDERS message 20

4. Agenda Invoices For reference 30 Upload 21 Processing 22
After the upload
If something went wrong 25
Additional options
View History 28
INVOIC message 29
For reference 30

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

6. 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: :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.

7. 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.

8. 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.

9. 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'

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

11. 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: : '
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 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.

12. 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).

13. 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.

14. 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: : ‘
Or (as in the second case when BIO library has a separate EDI code):
UNB+UNOC:3+BIO_EDI:91+DRC_EDI: : '

15. 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'

16. 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

17. 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:

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

19. 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

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

21. 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).

22. 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.

23. 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.

24. Invoice: after the Upload
An invoice successfully registered in Alma

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

26. 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

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

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

29. 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

30. 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

31. Questions?
Uploaded to Alma Teamsite

32. Thank you!