USER DOCUMENTATION. ALEPH Requirements for EDI - Outgoing and Incoming Messages

Transcription

1 USER DOCUMENTATION ALEPH Requirements for EDI - Outgoing and Incoming Messages Ex Libris Ltd., 2003 Release 15 and later Last Update: August 10, 2003

2 This document is intended for staff users and vendors who work with the Electronic Data Interchange (EDI) standard for the electronic exchange of business documents such as invoices and purchase orders. This document complements the chapter on EDI in the ALEPH 500 Web Guide, Acquisitions module. There are two sections: Mapping of EDItEUR messages sent by ALEPH Requirements for EDI messages sent to ALEPH It is essential that the specifications listed here are stated explicitly in all EDIrelated agreements between ALEPH customers and third party vendors. Mapping of EDItEUR messages sent by ALEPH This section maps EDI segments that are used by ALEPH when producing outgoing EDI messages. ORDERS books version September 2001 RFF VA CUX LIN PIA IB IMD 170, 110, 109, 50, 11, 10 QTY FTX PRI AAB CUX RFF LCO, LI, BFN LOC NAD TDT Ex Libris Ltd., 2003 Page 2 of 6

3 ORDCHG (for cancellation only) Books version September, 2001 RFF VA CUX LIN DE 1229 = 2. PIA DE 4347= 5, CE 7143= IB IMD 009, 010, 011, 050, RFF LI, SLI, BFN OSTENQ books version September 2001 DOC LIN PIA DE 4347= 5, CE 7143= IB IMD 009, 010, 011, 050 RFF LI, ACT, SLI QTY CE 6063 = 21 FTX not in EDItEUR guidelines. The structure is as in ORDERS L-4-29 using C108 TEXT LITERAL Ex Libris Ltd., 2003 Page 3 of 6

4 OSTENQ Serials version December 2000 DOC LIN PIA DE 4347= 5, CE 7143= IS IMD 009, 010, 011, 050, 080 STS DE 9011 = CSD, DE 9013 = 55, 56E, 58E, 59E, 218, 239 RFF SNA, SNL, ACT QTY CE 6063 = 21 FTX not in EDItEUR guidelines. The structure is as in ORDERS L-4-29 using C108 TEXT LITERAL Requirements for EDI messages sent to ALEPH This section details the specifications that are used by ALEPH when translating an incoming message from EDI format into ALEPH standard format. If not stated otherwise, ALEPH accepts all codes specified in the EDItEUR guidelines. ORDRSP Books 231 or 23C codes for quick distinction as books message. IMD only the subset for brief description in both the numeric and alpha codes is implemented. RFF in the line section of the message, LI code (not ON), that signifies buyer s original order number, is a must for ALEPH. In addition, SLI (supplier's order number) can be sent for better future communication. However, if LI is not available, SLI code is a must, if former messages sent to the library used this SLI number so ALEPH already saved it. RFF if the ORDRSP message is a response to a claim and not to an order, in the line section of the message, ACT code must appear with the buyer s original claim Ex Libris Ltd., 2003 Page 4 of 6

5 number including the claim sequence number. The original claim number was sent to the vendor under ACT code in the OSTENQ message. Serials 23S code for quick distinction as serials message. IMD both the numeric and alpha codes are acceptable. RFF in the line part of the message, LI code (not ON), that signifies buyer s original order number, is a must for ALEPH. In addition, SNA (agent's subscription number) or SNP (publisher's subscription number) can be sent for better future communication. However, if LI is not available, SNA or SNP code is a must. Also, if the message is a response to OSTENQ message (claim) and no order number was supplied by ALEPH (e.g. in existing serial subscription), the claim reference number set by ALEPH in the OSTENQ message must be sent under ACT code. RFF if the ORDRSP message is a response to a claim and not to an order, in the line section of the message, ACT code must appear with the buyer s original claim number including the claim sequence number. The original claim number was sent to the vendor under ACT code in the OSTENQ message. INVOIC Books MOA - on invoice level 9 total payable amount, 124 VAT amount, 176 total tax amount (if there are other taxes beside VAT) and 131 total allowance or charge amount. RFF in the line section of the message, LI code (not ON code), that signifies buyer s original order number, is a must for ALEPH. In addition, SLI (supplier's order number) can be sent for better future communication. However, if LI is not available, SLI code is a must, if former messages sent to the library used this SLI number so ALEPH already saved it. Serials - JINV or JCRN in component data element 1000 for quick distinction as serials message. MOA - on line level 203 amount. Ex Libris Ltd., 2003 Page 5 of 6

6 MOA - on invoice level 9 total payable amount, 124 amount for VAT, 176 total tax amount (if there are other taxes beside VAT) and 8 total allowance or charge amount. RFF in the line part of the message, LI code (not ON code), that signifies buyer s original order number, is a must for ALEPH. In addition, SNA (agent's subscription number) can be sent for better future communication. However, if LI is not available, SNA code is a must. Ex Libris Ltd., 2003 Page 6 of 6