Aleph Update: Loading EDI invoices into Aleph

Subject: Aleph Update: Loading EDI invoices into Aleph
From: Corinna Baksik
Date: Thu, 21 Jun 2007 15:13:23 -0400

The pilot project for loading invoices into Aleph via EDI (Electronic Data Interchange) is now complete. EDI is the standardized exchange of business information between systems. The pilot project was limited to serial invoices from Harrassowitz and EBSCO for Widener's Serials Services Division. The first unit to request the load of monograph invoices will be asked to participate in brief test period.

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. Should the library request it, OIS can mediate this process.
When an invoice line item matches an encumbered order, the line item is added with an object code of "EDI." These must 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.

For more information, please read "EDI Invoices in Aleph," available from the Aleph Documentation Center:
http://hul.harvard.edu/ois/systems/aleph/doc-acq.html#edi

To request EDI invoices for your unit, please submit the request form:
http://hul.harvard.edu/ois/systems/aleph/dataloads.pl#status

Please submit any comments/questions via the Aleph Support Center:
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