EDI stands for Electronic Data Interchange, which is a standard for the electronic
exchange between computer systems of business documents, such as invoices and
purchase orders. EDI is a component of the Acquisitions/Serials module in ALEPH.
Several standards exist for producing and sending EDI messages. ALEPH 500 works
with the UN/EDIFACT standard. EDItEUR is a subset of UN/EDIFACT, selected and accommodated for the commerce in books and serials by the international group that coordinates the development of the standards infrastructure for electronic commerce in the book and serials industries.
ALEPH supports the following EDI message types.
Outgoing Messages from the library to vendors:
• Purchase order (online and batch) - EDI message type: ORDERS.
• Order cancellation (online) - EDI message type: ORDCHG.
• Order claims for various order types: monographs, serials and standing orders - EDI message type: OSTENQ.
• Serial issues claims (online and batch) - EDI message type: OSTENQ.
Incoming messages from vendors to the library:
• Serials and monographs invoice - EDI message type: INVOIC.
• Orders/claims response for serials and monographs - EDI message type: ORDRSP.
• Serial Issues Arrival Registration - EDI message type: DESADV
To begin setup:
The information needed from your vendor rep for server side setup tab35 is:
• Vendor Code
• Customer's EDI code
• Customer's EDI code type
The vendor will need to know your Aleph vendor code, such as 'EBSCO' or '0000005566'. For serials invoicing, they will need to have all your order numbers for each title. The Subscription ID needs to be in all your order records on Tab 2. in the Vendor Reference field.
Your vendor record needs to be updated in the Acquisitions/Serials module. Find the vendor record and update the fields of the Vendor Information form Tab 1. in the bottom pane.
• Vendor EDI Code:
Can be the same as the vendor code.
• EDI for Order Only:
Checkbox denotes whether claims or order cancellations are sent in a format other than EDI. When the check box is marked the claims or order cancellations are sent in a format other than EDI. When the check box is cleared, claims or order cancellation are sent in EDI format.
• Vendor EDI Type:
Enter the vendor's EDI code type. They are 31B for US SAN, 014 for EAN-13, 091 for ID assigned by supplier or 092 for ID assigned by customer.
In the vendor record on Tab 2. Vendor Information, you will need to select EDI for Letter Send Method or List Send Method for EDI ordering.
For EDI ordering, in the Vendor Address go to Tab 5. EDI Address to supply the vendor's FTP address:
• Address field - line 1: IP address or its alias
• Address field - line 2: User name
• Address field - line 3: Password
• Address field - line 4: Directory name in the ftp server
Finally, to enable the processing of incoming EDI files, the files must be located in the /xxx50/edi/in/edi_incoming directory. It can be uploaded to the directory through your Aleph Staff Menu:
• For Production go to https://susopac.falsc.org/cgi-bin/afv
• For Report go to https://susopac.rept.falsc.org/cgi-bin/afv
• For Test go to https://susopac.test.falsc.org/cgi-bin/afv [tip: it's not a good idea to test invoicing in Test since the data is not as up-to-date and in sync with Production. Use Rept for testing EDI incoming messages]