Aleph Update: Pilot for loading EDI invoices into Aleph

Subject: Aleph Update: Pilot for loading EDI invoices into Aleph
From: Corinna Baksik
Date: Wed, 17 Jan 2007 15:49:35 -0500

On Thursday OIS will begin a pilot project to load invoices directly into Aleph via EDI (Electronic Data Interchange). EDI is the standardized exchange of business information between systems. The pilot project is limited to serials invoices from Harrassowitz for Widener's Serials Services Division. Testing is underway with EBSCO and SWETS and loading of invoices from these vendors will be implemented after successful completion of the pilot.

A few details about the process

In order for invoice line items to be properly loaded, vendors must have Aleph Order Number 1 as the purchase order number in their records. It may be necessary for some order units to work with vendors to update order numbers for serials and standing orders established prior to Aleph implementation. Vendors can often facilitate this by providing spreadsheets which can be used to update batches of orders.
When an invoice line item matches an encumbered order, the line item is added with an object code of "EDI." During the pilot, these will be manually updated by the order unit. OIS is exploring methods for updating EDI object codes programmatically.
Order Log entries related to an EDI invoice will have user name EDI.
The EDI Load Log on the Administration Tab in the Acquisitions module will contain messages for successful transactions, warnings, and errors.

Please do not hesitate to contact me or the Aleph Support Center with any questions.
http://hul.harvard.edu/ois/systems/aleph/forms/f-supp-acq.html

Thank you,

Corinna Baksik
Office for Information Systems
Harvard University Library
90 Mt. Auburn St
Cambridge, MA 02138

Phone: 617-495-3724
Fax: 617-496-5600