incoming edi acquisitions user group 27 march 2009
TRANSCRIPT
Incoming EDI
Acquisitions User Group 27 March 2009
2
Copyright Statement
All of the information and material inclusive of text, images, logos, product names is either the property of, or used with permission by Ex Libris Ltd. The information may not be distributed, modified, displayed, reproduced – in whole or in part – without the prior written permission of Ex Libris Ltd.
TRADEMARKS Ex Libris, the Ex Libris logo, Aleph, SFX, SFXIT, MetaLib, DigiTool, Verde, Primo, Voyager, MetaSearch, MetaIndex and other Ex Libris products and services referenced herein are trademarks of Ex Libris, and may be registered in certain jurisdictions. All other product names, company names, marks and logos referenced may be trademarks of their respective owners.
DISCLAIMER The information contained in this document is compiled from various sources and provided on an "AS IS" basis for general information purposes only without any representations, conditions or warranties whether express or implied, including any implied warranties of satisfactory quality, completeness, accuracy or fitness for a particular purpose.
Ex Libris, its subsidiaries and related corporations ("Ex Libris Group") disclaim any and all liability for all use of this information, including losses, damages, claims or expenses any person may incur as a result of the use of this information, even if advised of the possibility of such loss or damage.
© Ex Libris Ltd., 2009
3
Session Agenda
• EDI in ALEPH
• EDI setup
• Loading EDI Incoming messages
• Edi-09
• Edi-10
• EDI load log
• Action Log Messages
• Incoming message examples
4
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.
5
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
6
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]
7
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]
8
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
9
-1------2-------3-------4—-5-6-----7--------------8------WID INGRAM 53443345 31B IL523345 [email protected] INGRAM 53442541 31B IL767668 [email protected]
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**
10
Setting the EDI Vendor
Outgoing
11
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]
12
The currency code list should match the ISO 4217standard.
Currency List
13
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.
14
edi_in_attr [col 3]
Character conversion can also be identified incol.3
Example
-1------2-------3-------------
SWETS UTF_TO_8859_8
15
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
16
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/
17
Loading Incoming EDI Messages
18
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
19
Example: EDI Incoming Message Invoice
20
Example: Vendor
With Vendor EDI Code/Type
21
Example: Order
Serial order showing order number
22
Example: Subscription
Showing vendor order number
23
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
24
Step 2: Run edi-09
25
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.
26
Edi-09: Processed file
Snippet of xml file below
27
Edi-09: Processed file
28
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.
29
/edi/in/edi_processed/…..log file
This log shows the file was successfullyprocessed for this example.
30
/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.
31
Step 3: Run edi-10
32
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.
33
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]
34
Util g/2
last-edi-log-no
35
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
36
EDI Load Log
Where to locate the EDI Load Log in the GUI client
37
The EDI Load Log Report
A successful load log report
38
EDI Load Log
An example of log reporting warnings and errors
39
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
40
EDI Load Log
Order/Invoice button
41
Serial invoice loaded in Aleph
General invoice [z77]
42
Serial Invoice in Aleph
Line item [z75]
43
Serial Invoice
Matched to order [z68]
44
Serial Invoice
Budget Transaction [z601]
45
Map to Aleph: INVOIC-S
46
Map to Aleph: INVOIC - M
47
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.
48
EDI Load Log
• Edi Response
49
Edi Response
Order log entry [z71] generated Type 94
50
EDI response
Action Log Message
51
Map to Aleph: ORDRSP Monograph
52
Map to Aleph: ORDRSP Serial
53
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.
54
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
55
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'
56
EDI Load Log
Success
57
Serial Item checked in
Arrival date added
58
Serial Item: DESADV
Arrival date added and item process status removed.
59
Item process Status update
Item History log showing EDI as Cataloguer
60
EDI Load Log with Error
If RFF+SNA missing or incorrect [Vendor Order# in the subscription record]
61
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'
62
Example: Vendor Order # on Subscription
63
EDI Load Log
Success
64
Serial Item -DESADV
Subscription #2 checked in
65
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 [email protected]