Electronic Data Electronic Data Interchange (EDI)Interchange (EDI)

InvoicesInvoices

Kim SeagravesKim Seagraves

February 21, 2007February 21, 2007

Oklahoma State University - StillwaterOklahoma State University - Stillwater

Electronic Data Interchange (EDI) allows Electronic Data Interchange (EDI) allows your library to electronically exchange your library to electronically exchange information with participating vendors. information with participating vendors.

I will outline the following:I will outline the following: SecuritySecurity EDI Connection ProfileEDI Connection Profile Receiving a fileReceiving a file

An operator must have adequate security to An operator must have adequate security to work with incoming or outgoing EDI messages. work with incoming or outgoing EDI messages. The EDI Incoming (for invoices) and/or EDI The EDI Incoming (for invoices) and/or EDI Outgoing check boxes should be selected in Outgoing check boxes should be selected in SysAdmin security. SysAdmin security.

SysAdmin > Security > Acquisitions/Serials SysAdmin > Security > Acquisitions/Serials Profiles > Select the appropriate profile > Profile Profiles > Select the appropriate profile > Profile Values Cont. tab. Check the EDI boxes as Values Cont. tab. Check the EDI boxes as needed. See example below.needed. See example below.

SecuritySecurity

EDI Connection ProfileEDI Connection Profile

An EDI connection profile is required in An EDI connection profile is required in order to send messages to a vendor. The order to send messages to a vendor. The profile contains library, vendor and usage profile contains library, vendor and usage sections. sections.

Acquisitions module > Vendors > New EDI Acquisitions module > Vendors > New EDI Connection ProfileConnection Profile

Library SectionLibrary Section

Location – required. Select “Any Location” unless Location – required. Select “Any Location” unless different locations at your institution have separate EDI different locations at your institution have separate EDI relationships with vendors, and therefore need to be relationships with vendors, and therefore need to be protected from accidentally working with each other’s protected from accidentally working with each other’s messages. If all EDI transmissions are done from a messages. If all EDI transmissions are done from a single location, then you can select Any location for your single location, then you can select Any location for your profiles.profiles.Envelope Address – required. This is the receiver code Envelope Address – required. This is the receiver code for incoming messages that match this particular for incoming messages that match this particular connection profile.connection profile.OPTIONAL: User Vendor Account number. Used for OPTIONAL: User Vendor Account number. Used for outgoing messages.outgoing messages.OPTIONAL: Inside Address – no required. Used for OPTIONAL: Inside Address – no required. Used for outgoing message.outgoing message.

Vendor SectionVendor Section

Vendor Code – required. You can use the Vendor Code – required. You can use the search button beside the field.search button beside the field.

Envelope Address – required. The Envelope Address – required. The receiver code for incoming messages. receiver code for incoming messages. The vendor will give this to you.The vendor will give this to you.

OPTIONAL: Inside Address. OPTIONAL: Inside Address.

Usage SectionUsage Section

Usage check boxes – required. Specify Usage check boxes – required. Specify the use(s) of the profile by clicking one or the use(s) of the profile by clicking one or more of the check boxes. more of the check boxes.

OPTIONAL: XM check box. Allows you to OPTIONAL: XM check box. Allows you to designate the Library Location of this designate the Library Location of this profile as the default location. profile as the default location.

Example of EDI ProcessExample of EDI Process

Step 1:Step 1: EBSCO notifies via email that an invoice file is EBSCO notifies via email that an invoice file is

ready. Transfer the file from the EBSCO FTP ready. Transfer the file from the EBSCO FTP site per their instructions.site per their instructions.

Place the incoming file on the Voyager server Place the incoming file on the Voyager server at at /m1/voyager/xxxdb/edi/incoming/m1/voyager/xxxdb/edi/incoming..

Step 2:Step 2: Receive the file into Voyager:Receive the file into Voyager:

Voyager Acquisitions > EDI > Process EDI Voyager Acquisitions > EDI > Process EDI messages > Receive a file. Select the File and OK.messages > Receive a file. Select the File and OK.

ResourcesResources

Voyager 6.1 Acquisitions User’s GuideVoyager 6.1 Acquisitions User’s Guide Pages 4-4 through 4-54Pages 4-4 through 4-54 Chapter 15Chapter 15

Tip – Periodically delete older files off Tip – Periodically delete older files off server.server.