Book X12 Ack with PO Update Report
The Book X12 Acknowledgements with Purchase Order Update (BookX12POAack) report generates an EDI acknowledgment that indicates to the library that the vendor has electronically received the purchase order and has indicated what orderlines the vendor can fulfill, as well as orderlines that are cancelled by the vendor. This report updates the SirsiDynix Symphony orders database with this information.
This report is in the Acquisition Group Reports.
This report contains the following tabs.
| • | Basic Tab: Reports |
| • | Orderline Extended Information Tab |
| • | Cancellation Tab |
The acknowledgement codes sent by the vendors are listed in Book X12 Order Acknowledgement Codes.
You can use either the Book X12 Acknowledgement report or Book X12 Ack with PO Update report to record order acknowledgements from your vendors. Every run of either report will process all of the available POA files. However, one library in your system cannot use one report, while another library uses the other report to process POA files. You must decide on one report to use for POA processing.
This report imposes a single record size limit of 5 MB per order. Orders that produce X12 output larger than 5MB will not be processed, but will be written to the error log. The following message will appear in the report log.
Mem Alloc failed!! Size of 5242880 exceeded!****ERROR reading input record
How This Report Works
Once the X12 acknowledgement has been received, this report will update the status of the orderline in the order record, if necessary.
A note will be written to orderline extended information for every PO1 segment in the purchase order acknowledgement. The orderline extended information entry is specified on the Orderline Extended Information tab.
This note includes the text “X12 POA,” quantity ordered (PO102), product service ID, line item status code (ACK01), optional quantity (ACK02), industry code (ACK29) and optional quantity and name from the SCH segments.
For example, the following displays a purchase order acknowledgement note in the orderline extended information.
X12 POA / 05/17/2007 17:46 / Baseline Order Data - Ordered quantity 2 / Line Item Acknowledgement - Line item status Item accepted
How This Report Cancels Orderlines
On the Cancellation tab, if the Cancel Orderlines check box is selected, the report will use information from ACK01 segment to determine if an orderline needs to be considered for cancellation.
When the codes IR or IA are in ACK01, this report will continue checking as follows to determine whether the orderline will be cancelled.
| • | If no quantity is provided in ACK02, the report won’t cancel the orderline. |
| • | If the quantity provided in ACK02 is not equal to the orderline quantity from the orderline database or if the orderline quantity is 0, the report won’t cancel the orderline. |
| • | If the quantity provided in ACK02 is equal to the orderline quantity from the orderline database, the report will continue checking to determine whether the orderline will be canceled. |
| • | If the orderline quantity received is 0 and the orderline quantity paid is 0, and all the conditions above are met, the report will cancel the entire quantity on the orderline. |
When the report cancels the orderline, a cancel segment is added as the first segment. The cancel reason is set to Vendor, the quantity is the orderline quantity, cancelled date is set to the current date, and the mailed date is set to NEVER. The quantity in all fundings/distributions are set to 0. If there are any claims, the claim status is set to canceled.
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