Incoming EDI

Acquisitions User Group 27 March 2009

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Copyright Statement

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© Ex Libris Ltd., 2009

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Session Agenda

• EDI in ALEPH

• EDI setup

• Loading EDI Incoming messages

• Edi-09

• Edi-10

• EDI load log

• Action Log Messages

• Incoming message examples

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EDI in ALEPH

EDI stands for Electronic Data Interchange, a standardfor electronic exchange between computer systems, e.g.invoices and purchase orders.

EDI is a component of the Acquisitions/Serials module inALEPH.

ALEPH works with the EDIFACT (D96.A) EANCOMstandard, which is managed by EDItEUR.

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Invoices for serials and monograph orders - EDI message type: INVOIC

Orders/Claims response for monographs and serials- EDI message type: ORDRSP

Serials issues automatic check-in message – EDImessage type: DESADV

EDI in ALEPH: Incoming Messages

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The vendor EDI definitions are recorded inthe vendor record in the GUI Acq/Serials module.

EDI orders and message counters are defined in utilG/2 on the server.

To enable processing of incoming EDI files, the EDI file/sare located in xxx50/edi/in/edi_incoming on the Alephserver.

Special features for incoming EDI Messages are definedin the edi_in_attr table.

EDI Setup [general and incoming]

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Various order notes: can be included in the EDI Ordermessage according to switches set in TAB100 foroutgoing.

Special features of outgoing EDI messages, needed forspecific vendors, are defined in the edi_out_attr table.

The library, as an EDI customer, is defined in tab35 ofthe ADM library.

The EDI Vendor FTP details are stored in the vendoraddress record in the GUI Acq/Serials module.

EDI Setup [outgoing]

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Vendor EDI code and EDI type [NB Vendor EDI code isnot the same as the Customer EDI code in tab35 foroutgoing.]

Setting the EDI Vendor

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-1------2-------3-------4—-5-6-----7--------------8------WID INGRAM 53443345 31B IL523345 st@exlib.ac.ilUSM50 INGRAM 53442541 31B IL767668 st@exlib.ac.il

Col.1 - Sublibrary/order unit/ADM LibraryCol.2 - Vendor CodeCol.3,4 - Customer EDI Code and Type Col.5,6 - Not in UseCol.7 - VAT NumberCol.8 - E-Mail Address for Error Messages

**Needed for outgoing

Library as EDI Customer – tab35**

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Setting the EDI Vendor

Outgoing

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Address fields:line 1: IP address or its alias line 2: User name line 3: Password line 4: Directory name in the ftp server

Setting the EDI Vendor Address [out]

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The currency code list should match the ISO 4217standard.

Currency List

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edi_in_attr switches [col 2]

1 EDI-IN-FTX-ONLY

N (default) = In serial INVOIC messages FTX, IMD and DTM tags will be loaded into invoice line note field [Z75-I-NOTE] depending on the available room.

Y = Only FTX will be loaded into invoice line note field [Z75-I-NOTE].

2 EDI-IN-ADDED-AMOUNT-SEP

N (default) = In INVOIC messages (serial as well as monograph) the added amount will be divided between the lines.

Y = The added amount will be stored separately in an extra line.

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edi_in_attr [col 3]

Character conversion can also be identified incol.3

Example

-1------2-------3-------------

SWETS UTF_TO_8859_8

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There must be counters for the last-edi-order, last-edimessage, last-edi-log-no, last-edi-order-change in

UTIL G/2 counters of the ADM library.

Setting the EDI Counters - UTIL G/2

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EDI incoming Directories

Ensure the following directories exist on yourServer under the edi/in directory

>>/exlibris/aleph/u18_1/xxx50/edi/in

>>ls

edi_incoming/ edi_processed/ edi_rejected/xml_incoming/

xml_processed/

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Loading Incoming EDI Messages

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Step 1: Ensure new EDI files supplied by the

vendor are in the directory ./xxx50/edi/in/edi_incoming.

Step 2: Activate the EDI batch service: Process EDI IncomingMessages (p-edi-09).

Step 3: Run the subsequent batch service: Load EDI Incoming

Messages (p-edi-10).

Loading EDI Incoming Messages

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Example: EDI Incoming Message Invoice

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Example: Vendor

With Vendor EDI Code/Type

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Example: Order

Serial order showing order number

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Example: Subscription

Showing vendor order number

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Step 1: Incoming files location

Incoming files must be sent or moved to theXxx50/edi/in/edi_incoming directory.

Example>>pwd>>/exlibris/aleph/a18_1/usm50/edi/in/edi_incoming>>lsmytestinv2.edi

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Step 2: Run edi-09

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edi-09: What does it do?

This service retrieves the file from the edi_incomingdirectory and converts the EDI structure format into ALEPHXML files.

If the conversion into XML is successful, a file with an .xmlextension is created in the ./xxx50/edi/in/xml_incomingdirectory.

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Edi-09: Processed file

Snippet of xml file below

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Edi-09: Processed file

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Edi-09: Processed directory

The original EDI files are moved to the./xxx50/edi/in/edi_processed directory, alongwith a log file (<filename>log) that indicates anyproblems that have occurred during theprocessing.

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/edi/in/edi_processed/…..log file

This log shows the file was successfullyprocessed for this example.

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/edi/in/edi_processed/…..log file

This log reports an error from a previous example

Load: /exlibris/aleph/a18_1/alephe/tab/tab100Load: /exlibris/aleph/a18_1/usm50/tab/tab100EDI vendor code 1697978

doesn't exist in the database.

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Step 3: Run edi-10

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edi-10: What does it do?

This service processes the XML files that have beencreated by the Process EDI Incoming Messages (edi-09)service.

It looks for files in the xxx50/edi/in/xml_incomingdirectory and tries to load them into ALEPH.

If the load of the XML into ALEPH is successful, the XMLfile is moved to the xxx50/edi/in/xml_processed directoryand the data (invoice/claims response/serial checkin) isloaded into ALEPH.

It also produces a log file in the xml_processed directorybut also there is a log in the GUI client for the staff user.

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The EDI Load Log

The load of each EDI file is recorded in the EDI Error Listwhich can be accessed via the ACQ administrationnavigation tree: EDI Load Log.

The EDI Load Log records each EDI file that is loaded intoALEPH and shows all errors accrued during the submissionof the load (edi-10).

Every run of edi-10 is assigned a number that comes fromthe last-edi-log-no sequence [Util g/2]

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Util g/2

last-edi-log-no

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The EDI Load Log window is available from the Administrativetab. It records each incoming EDI file, loaded into ALEPH, andshows all transactions that occurred during the load. Eachtransaction can be one of the following types:

I – Information that the transaction was carried out successfully.

W – Warning that a mismatch was found, but that the transaction was carried out successfully.

E – Error; the transaction was not carried out successfully.

EDI Load Log

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EDI Load Log

Where to locate the EDI Load Log in the GUI client

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The EDI Load Log Report

A successful load log report

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EDI Load Log

An example of log reporting warnings and errors

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What is created in Aleph?

• Loading an Invoice message [INVOIC]

General invoices (Z77) and line items (Z75) are created for

orders (Z68) matched to data in the EDI files.

The budget transactions (Z601) of the related orders are

updated. These records can be displayed and updated via the

GUI.

Loading EDI Incoming Messages

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EDI Load Log

Order/Invoice button

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Serial invoice loaded in Aleph

General invoice [z77]

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Serial Invoice in Aleph

Line item [z75]

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Serial Invoice

Matched to order [z68]

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Serial Invoice

Budget Transaction [z601]

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Map to Aleph: INVOIC-S

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Map to Aleph: INVOIC - M

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Loading EDI incoming messages

What is created in Aleph?

• Loading an Edi response [ORDRSP]

Each EDI response received from a vendor creates an orderlog (z71 type 94). It is displayed in each Order Log record andin the Action Log Messages window.

The Action Log Messages are available from theAdministrative tab.

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EDI Load Log

• Edi Response

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Edi Response

Order log entry [z71] generated Type 94

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EDI response

Action Log Message

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Map to Aleph: ORDRSP Monograph

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Map to Aleph: ORDRSP Serial

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Matching keys for incoming messages

Aleph order number [z68-order-number] is thefirst key for match while loading message types:

INVOICEORDRSP

This data must be contained in the EDI segment RFF+LI.

Vendor Reference Number [z68-vendorreference-no or z16-vendor-order-number] arethe second possible keys for match.

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Loading EDI incoming messages: DESADV

• Loading message type DESADV will automatically register arrival of Serials issues included in the file.

• The arrived item record (Z30) is updated with the arrival date, and the item’s process status is updated.

• Matching with issues in the database is done by the SICA included in tag PIA+5

• Vendor Order Number must also be present [z16] on subscription record. This data must be contained in the EDI segment RFF+SNA

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DESADV: Example

UNA:+.? 'UNB+UNOA:3+1697978:31B+ALEPH:92+123456:0601+1++++++1'UNH+026+DESADV:D:96A:UN:EAN005'BGM+351:026:9'DTM+137:20070707:102'DTM+11:20070709:102'NAD+SR+1697978::31B+1697978'NAD+BY+80803420024::31B+Ex Libris university'CPS+1'LIN+1'PIA+5+1533-4864(2007)111?:3;1-6:SI::28'IMD+L+050+:::Security Administrator'QTY+12:1'RFF+SNL:2202'RFF+SNA:FB762250079810595041'CNT+2:6'UNT+45+026'UNZ+1+1'

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EDI Load Log

Success

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Serial Item checked in

Arrival date added

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Serial Item: DESADV

Arrival date added and item process status removed.

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Item process Status update

Item History log showing EDI as Cataloguer

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EDI Load Log with Error

If RFF+SNA missing or incorrect [Vendor Order# in the subscription record]

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Example: Same title – different subscription

UNA:+.? 'UNB+UNOA:3+1697978:31B+ALEPH:92+123456:0601+1++++++1'UNH+026+DESADV:D:96A:UN:EAN005'BGM+351:026:9'DTM+137:20070707:102'DTM+11:20070709:102'NAD+SR+1697978::31B+1697978'NAD+BY+80803420024::31B+Ex Libris university'CPS+1'LIN+1'PIA+5+1533-4864(2008)112?:4;1-6:SI::28'IMD+L+050+:::Security Administrator'QTY+12:1'RFF+SNL:RFF+SNA:123456CNT+2:6'UNT+45+026'UNZ+1+1'

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Example: Vendor Order # on Subscription

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EDI Load Log

Success

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Serial Item -DESADV

Subscription #2 checked in

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Relevant Documentation

Aleph Staff Users Guide/Acquisitions/EDI

Mapping of EDItEUR messages sent by ALEPH KB Item8192-6119 [or ‘How to’ from Doc Portal]

Thank You!debbie.cheesman@exlibrisgroup.com