Acquisitions > Getting Started with EDI

Getting Started with EDI

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About EDI

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Before You Begin

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Setting Up EDI in Acquisitions

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Creating EDI Purchase Orders and Invoices

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Managing EDI Transactions

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Serials Claiming

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Vendor EDI Addresses

For the most up-to-date EDI information, see the EDI link on the SirsiDynix Customer Support Web page (http://clientcare.sirsidynix.com/index.php?goto=Knowledge&pid=3&docs&kcat_id=21).

About EDI

EDI (Electronic Data Interchange) is a separately purchased module that allows libraries to communicate with vendors to transfer ordering, invoicing, or subscription information between computers. EDI places information from one computer to another, making it different from electronic mail or sharing files on a network. Although EDI requires a specified data structure for each document, you and your vendors can have quite different processing systems and still gain the advantages of EDI. The EDI Transaction Manager is used primarily for the following purposes.

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Send standard X12 serial claim files via FTP to serial vendors.

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Send standard X12 serial order files via FTP to serial vendors.

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Receive standard X12 serial invoice files via FTP from serial vendors.

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Send standard X12 book order files via FTP to book vendors.

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Receive standard X12 book invoice files via FTP from book vendors.

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Send and Receive standard X12 functional acknowledgments via FTP from book and serials vendors.

EDI works with the following elements of SirsiDynix Symphony.

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EDI policies, including Vendor EDI Address Format policy and Serial Claim Reason Codes, which reflect the SISAC X12 code list.

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X12 Serial Claim Transactions report, in the Serials report group, which formats claim data into X12 format for export.

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Serials X12 Orders report, in the Serials report group, which formats serials order data into X12 format for export.

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Book X12 Orders report, in the Acquisitions report group, which formats book order data into X12 format for export.

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EDI group of reports, which are used to send and/or receive the claim, order, and invoice files and process functional acknowledgments.

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Serials X12 Invoices report, in the Serials report group, which imports retrieved serials invoice data for import.

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Book X12 Invoices report, in the Acquisitions report group, which formats retrieved book invoice data for import.

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EDI Manager wizard, which is used to list the status of transactions and to remove transactions.

Before You Begin

Before you implement SirsiDynix Symphony EDI (purchase orders and invoices), you must:

Have the SirsiDynix Symphony WorkFlows Acquisition module installed on your system.

Set up supplier/vendor information.

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User ID

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Passwords

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Directories

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FTP mode; binary or ASCII

Determine library work flow processes.

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Are you going to process both purchase orders and invoices, or just one of the formats?

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What suppliers will you “roll out” with? Follow documentation for detail system setup.

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What plans will be first to go into production? For example, testing has been done with all FIRM orders.

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Are there any new work flow changes necessary to change and train staff with procedures?

Consider specific vendor requirements and preferences. Vendors may vary in their requirements for using EDI. It is recommended that each time you implement a vendor, review any specific information regarding setup, work flow, and so on. For example, Ingram Books recommends using both formats-purchase order and invoice.

Consider the following questions when talking to all vendors.

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If using purchase orders, do they expect you to FTP the purchase order file back?

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Is there a specific time of day to transfer or pickup files?

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If processing a purchase order or invoice, do they support both monograph and serial transactions?

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Can all accounts use EDI functionality? Some vendors, for example, may not use EDI or all the EDI formats for specific accounts, such as Audio and Video.

Setting Up EDI in Acquisitions

To use EDI you need to create and modify fund records, vendor records, and set up the EDI reports.

Creating a Fund

Use the Add Fund Wizard to create a special fund for EDI vendors.

Creating a Vendor

Use the Add Vendor Wizard to create vendors for EDI functions. Required EDI fields are: vendor ID (name), fiscal cycle, X12 capable note, and EDI address.

For a sample vendor EDI address format, see the FAQ How do I create a Vendor EDI Address Format policy?

Adding the Standard Address Number

Use the Library Wizard to add the Standard Address Number (SAN) to identify customers for electronic business transactions. This number is required in all EDI communications.

A SAN should be unique to a Library policy. The SAN is entered on the Acquisitions tab of the Library policy, and multiple Library policies cannot share the same SAN. When ordering is centralized, and one library orders for several libraries, it is the library that “owns” the orders that should have the SAN listed. EDI X12 depends on a one-to-one relationship between the library SAN and the Library policy. It is acceptable for the Standard Address Number field to be empty for Library policies where the library does not “own” orders/invoices being processed through X12.

The SAN is an American National Standard, initiated and maintained by R.R. Bowker. As the U.S. SAN Agency, Bowker assigns SANs to firms in the U.S., as well to some locations outside of the U.S. For international sites that do not use a R.R. Bowker number, these sites need to agree on a number with their vendors and trading partners and consistently use that number. For more information, see http://www.isbn.org.

Adding Report Groups

The User Access Wizard allows you to make the reports for Acquisitions, Reports, and EDI available.

Creating EDI Purchase Orders and Invoices

EDI Work Flow

Use the Add Basic Order Wizard to create a purchase order.

Run the Book X12 Orders Report (Acquisitions report group). This report prepares your SirsiDynix Symphony PO file for the vendor. If processing a serial purchase order, run the Serials X12 Order report.

Run the EDI File Transmission Report (EDI report group). This report will FTP the purchase order file to the vendor.

After the vendor notifies you that the invoice is ready, run the EDI File Retrieval Via FTP Report (EDI report group). This report will FTP the invoice back to your system.

Run the EDI File Receipt Report (EDI report group). This report takes the invoice file from the vendor and loads it on the SirsiDynix Symphony system.

Run the Book X12 Invoices Report (Acquisitions report group). This report updates your files with invoice information. If this is a serial invoice, run the Serial X12 Invoice report.

Use the report logs to identify what the vendor wants you to pick up. To process invoices properly, make sure you run the reports in the following order:

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EDI File Retrieval Via FTP

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EDI File Receipt

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Book X12 Invoices

Managing EDI Transactions

If you are using the EDI Manager Wizard for the first time, confirm that the following components are available on your system.

System Administration

If X12 ordering and invoicing is a feature you would like to implement, your library administrator should contact potential vendors to see if they support X12 ordering and invoicing. If a vendor agrees to establish an electronic ordering relationship with your library, contact SirsiDynix Customer Support. SirsiDynix will work with you and your vendor to properly configure your system for EDI ordering.

Do the following steps to set up your system to use EDI.

Confirm the Vendor EDI Address Format policy is in your Acquisition Configuration. Edit EDI vendors to include the following information:

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Verify that a customer number appears in the Customer Number field.

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Type the following text in the Extended Information Note field X12 CAPABLE

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Type address information in the EDI Address fields.

Confirm that the appropriate EDI Address entries display in new and existing vendor records:

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Make sure that the SENDER_ID entry is the same as the SAN ID in ISA08 and GS03 of the EDI address in the vendor record. These values must be identical.

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If you are using EDI for book orders, make sure that all of the vendors who will receive orders contain the text 850:bookorder.map in the REC_TRANS EDI Address entry.

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This entry enables the vendor to be used for processing purchase orders for monographs.

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If you are using EDI for serials orders, make sure that all of the vendors who will receive orders contain the text 850:serorder.map in the REC_TRANS EDI Address entry. This entry enables the vendor to be used for processing purchase orders for serials.

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If you are using EDI for book invoices, make sure that all of the vendors who will send invoices contain the text 810:bookinv.rmap in the REC_TRANS EDI Address entry. This entry enables the vendor to be used for processing invoices for monographs.

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If you are using EDI for serials invoices, make sure that all of the vendors who will send invoices contain the text 810:serinv.rmap in the REC_TRANS EDI Address entry. This entry enables the vendor to be used for processing invoices for serials.

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If you are using EDI for serials claims, make sure that all of the vendors who will be used in serials claims contain the text 869:serclaim.map in the REC_TRANS EDI Address entry. This entry enables the vendor to be used for serials claims.

If you are using EDI for serials claims, review the Serials Claim Reason policies to make sure the numeric codes required by vendors are using the SISAC X12 code list. The X12 claim code appears in the X12 claims and is used by vendors to determine the claim reason.

Add the EDI utility selection for user accesses who will be using EDI.

Add the EDI report group selection for user accesses who will be using EDI.

Perl V5.003 or later with the NET:: FTP module must be installed on the system. This is delivered with SirsiDynix Symphony.

Serials Claiming

EDI serials claiming is an automated serials claiming process. See FAQs: Claiming Serials for more information.

Contact the subscription vendor for information about sending X12 claims via FTP.

Edit the vendor record(s) for your serial subscription vendor.

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Verify that a customer number appears in the Customer Number field.

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Type the following text in the Extended Information Note field X12 CAPABLE.

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Type address information in the EDI Address fields.

Verify that the serial control records from which claims are to be generated contain the vendor’s Subscription ID and the Vendor Title # on the Basic tab of the control record.

Each vendor will supply an updated FTP address, a Username and Password, and additional FTP guidelines. If your vendor is not in this list, contact SirsiDynix Customer Support about adding EDI serials claiming capabilities for your vendor.

Vendor EDI Addresses

The following vendor EDI addresses are defined.

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Baker & Taylor

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Blackwell

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Brodart

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Ebsco

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Harrassowitz

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Ingram

For the most up-to-date information, see the EDI: Vendor Address Information link on the SirsiDynix Customer Support Web page (http://clientcare.sirsidynix.com/index.php?goto=Knowledge&pid=3&docs&kcat_id=21).