FAQs: Working with EDI and Reports
| • | Using EDI and related reports for serials claiming |
| • | Processing X12 Orders |
| • | Processing X12 Invoices |
| • | Processing X12 order acknowledgements with purchase order updates |
Using EDI and related reports for serials claiming
To send claims using X12
| 1 | Prepare the claim records as usual. Predictions that are late and subsequent claims may be marked automatically for claiming using the Prediction As Late Report in the Serial Group of reports. |
| 2 | Generate the X12 claim file for each X12-capable vendor by running the X12 Serial Claim Transactions Report in the Serial Group of reports. This report formats the claim data into the standard X12 format for transfer. The finished report also lists each title included in the X12 file. |
| 3 | Send the X12 files to each X12-capable vendor by running the EDI File Transmission Report in the EDI Group of reports. This report uses the information in the Vendor EDI address fields to automatically FTP the X12 claim files to each X12-capable vendor. |
| 4 | On your vendor’s schedule, retrieve a functional acknowledgment from the vendor using EDI File Retrieval Via FTP Report in the EDI Group of reports. |
| 5 | Process the vendor’s acknowledgement using the EDI File Receipt Report. |
| 6 | If your vendor requests that you electronically acknowledge your receipt of claim responses, you may generate an EDI Functional Acknowledgement Report. |
Orders created for EDI must have either an ISBN/ISSN in the bibliographic record or a catalog number specified in each orderline’s extended information to be selected by the X12 ordering reports. Book Orders are created in the Acquisitions Group, using the Book X12 Orders Report. Serials orders are created in the Serial Group, using the Serials X12 Orders Report.
The X12 order reports are similar to other SirsiDynix Symphony purchase order reports, but instead of a printed purchase order that will be mailed or emailed to a vendor, the purchase order produces a file that is X12 compliant for use with EDI according to the mapping set in the vendor record. If you select to update the records in the output options, the Date Mailed in the order record is updated. The PO numbers are printed in the report result. When the report is run, it creates a X12 ”envelope” in your SirsiDynix Symphony server’s outgoing EDI directory.
Next, you will run EDI reports to send the X12 files to each X12-capable vendor. Do this by running the EDI File Transmission Report in the EDI Group of reports. This report uses the information in the Vendor EDI address fields to automatically FTP the X12 purchase order files to each X12-capable vendor selected. If your vendor provides them, you may retrieve a functional acknowledgment from the vendor using the EDI File Retrieval Via FTP Report in the EDI Group of reports. Process the vendor’s acknowledgment using the EDI File Receipt Report, then the Book X12 Acknowledgements Report. If your vendor requests that you electronically acknowledge your receipt of responses, you may generate an EDI Functional Acknowledgement Report for the vendor as well.
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.
The X12 order reports impose 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
When invoices are processed, the file is retained on the vendor’s server, and you need to retrieve the file to the SirsiDynix Symphony server. You and the vendor may establish a schedule to determine when the file should be retrieved, or you may retrieve the invoice as soon as you have received the materials into the library. Use the EDI File Retrieval Via FTP Report in the EDI Group of reports to get the invoice. If your vendor requests that you electronically acknowledge your receipt of responses, you may generate an EDI Functional Acknowledgement Report for the vendor as well. Once the EDI file is retrieved, you can use the EDI Manager on the Utility toolbar to view the file. Finally, you would run the new invoice reports. If you are working with a serials vendor, run the Serials X12 Invoices Report in the Serials group of reports. If you are working with a book vendor, run the Book X12 Invoices Report in the Acquisitions group of reports.
Processing X12 order acknowledgements with purchase order updates
The Book X12 Ack with PO Update 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.
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.
Running the Report
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.
The following is an example of a purchase order acknowledgement note in orderline extended information.
X12 POA / 05/17/2007 17:46 / Baseline Order Data - Ordered quantity 2 / Line Item Acknowledgement - Line item status Item accepted
Cancelling Orderlines
On the Cancellation tab of the report, 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.
Related topics
Book X12 Acknowledgements Report
Book X12 Ack with PO Update Report
EDI File Retrieval Via FTP Report