EDI vs EOD for order management (part 1) Donna Smith Training & Implementation Consultant

Transcription

1 1 EDI vs EOD for order management (part 1) Donna Smith Training & Implementation Consultant

2 Copyright Statement 2 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, Alma, 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., 2014

3 Agenda 3

4 4 Introduction Better understanding of the processes of EDI and EOD for order management Shared information regarding staff impacts on the processes Shared information of the vendors influence on the processes Shared information on the impact to the catalog of the process used

5 5 Scope Only as time allows: EDI Claims EDI Claim Responses

6 Agenda 6

7 7 Concepts Embedded Order Data (EOD) Within Bulkimport files Receive order data electronically from the vendor along with bibliographic data Electronic Data Interchange (EDI) Format used in acquisitions to send order data electronically from Voyager to a vendor Send orders and claims Receive invoices and claim responses

8 8 Concepts How is EOD different from EDI for Purchase Orders? EOD BulkImport Any vendor/any time From vendor to site Create or Update PO EDI Acq Module *Approved Vendors only From site to vendor Create PO only *Ex Libris Documentation/Voyager/Product Information/EDI/Voyager EDI Certification.pdf

9 Agenda 9

10 10 EOD Sample files Approval E-packages Browsing Collection Online System Ordered (ex. B&T Online) Patron Driven Acquisitions (PDA)

11 11 Vendor What standard numbers are provided? (LCCN, ISBN, etc.) Does this vendor embed order data? What tag & subfields are used? What subfields can you provide?

12 12 Logistics Who owns bulkimport? EOD means bulkimport configuration in Sysadmin in Cataloging for Acquisitions data Who needs to be involved in EOD bulkimport configuration?

13 13 Configuration Bibliographic record MFHD Item Purchase Order

14 14 Configuration Order/Vendor settings

15 15 Configuration Price/Fund settings

16 16 Recap EOD workflow Vendor discussion Tag & Subfields identified Can fund be supplied? Logistics Staff discussions Who owns EOD process? Joint configuration of Sysadmin Cataloging - BulkImport Test with small samples first Check both Cataloging records and Purchase Orders

17 Comments 17 Brainstorming for the open discussion What do you see as the main challenge of EOD? Ignoring people aspects, would it be a time-saver to use EOD? Why that answer? What would be the concerns involved? How could those concerns be addressed?

18 Agenda 18

19 19 EDI Electronic Data Interchange (EDI) Acquisitions to Vendor Send - Purchase Order, Claim Vendor to Acquisitions Receive Invoice, Claim Response Via ftp EDIFACT (Electronic Data Interchange for Administration Commerce and Transport) Standard

20 20 Vendor Must be certified with ExLibris Certified List on Documentation Center Voyager - Product Information EDI -Voyager EDI Certification.pdf Get envelope addresses from vendor for vendor and library

21 21 Configuration FTP location Vendor record EDI Connection Profile

22 22 Recap EDI workflow Vendor and EDI connections configured Bibs in catalog or in import file No EOD, will create MFHD but no items PO created/approved Setting Preferences prior to PO creation can decrease data entry Process EDI Messages Transmits PO to vendor Test with small samples first Can be used with any type of Purchase Order

23 Comments 23 Brainstorming for the open discussion What do you see as the main challenge of EDI? Ignoring people aspects, would it be a time-saver to use EDI? Why that answer? What would be the concerns involved? How could those concerns be addressed?

24 Agenda 24

25 25 EOD and EDI for ordering Approval Plans - Pros/Cons

26 26 EOD and EDI for ordering E-packages - Pros/Cons

27 27 EOD and EDI for ordering Browsing Collection - Pros/Cons

28 28 EOD and EDI for ordering Vendor Ordering Systems- Pros/Cons

29 29 EOD and EDI for ordering Patron Driven Acquisitions (PDA) - Pros/Cons

30 30 Recap EOD Discussion Reminder: EOD settings may be in the import file but do not have to be imported! (PDA and Approval Plans) EDI Discussion In the end, it depends on the data, vendor and staff involved

31 Agenda 31

32 ReCap 32 Examined processes of EDI and EOD for order management Shared information regarding staff impacts on the processes Shared information of the vendors influence on the processes Shared information on the impact to the catalog of the process used Shared opinions of the processes

33 Agenda 33

34 34 Resources Acquisitions User s Guide - Chapter 15 Electronic Data Interchange System Administration User s Guide Chapter 4 Cataloging Configuration Ex Libris Documentation/Voyager/Product Information/EDI/Voyager EDI Certification.pdf Contains the current list of approved Voyager EDI vendors in addition to the process a vendor needs to use to become certified.

35 35 Resources Ex Libris Customer Center - KCS Articles KCS 2070 How EOD works in Voyager KCS 4554 BULK/EOD:Single MFHD:"Missing main field type configuration for creating MFHD" KCS 3911 EOD:this fundcode is not unique KCS 4496 EOD/Bulk Import profile not recognizing fund information KCS 3900 EDI vendor code not does not match Voyager vendor code KCS Loading EDI invoices changes PO status to Received Complete KCS Trying to use "Relink" button on invoice results in error

36 36 Voyager System Administration Thank you for joining me today! I hope to see you after the break for Part 2!