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EDI vs EOD for order management (part 1)

Donna Smith

Training & Implementation Consultant

Donna.Smith@exlibrisgroup.com

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Agenda

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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

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Scope

Only as time allows:

• EDI – Claims

• EDI – Claim Responses

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Agenda

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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

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Concepts

How is EOD different from EDI for Purchase Orders ?

EOD EDI

BulkImport Acq Module

Any vendor/Any time *Approved Vendors only

From vendor to site From site to vendor

Create or Update PO Create PO only

*Ex Libris Documentation/Voyager/Product Information/EDI/Voyager EDI Certification.pdf

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Agenda

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EOD Sample files

Approval

E-packages

Browsing Collection

Online System Ordered

(ex. B&T Online)

Patron Driven

Acquisitions (PDA)

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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?

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Logistics

Who ‘owns’ bulkimport?

EOD means bulkimport

configuration in Sysadmin in

Cataloging for Acquisitions

data

Who needs to be involved in

EOD bulkimport

configuration?

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Configuration

Bibliographic record

MFHD

Item

Purchase Order

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Configuration

Order/Vendor settings

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Configuration

Price/Fund settings

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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

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Comments

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?

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Agenda

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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

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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

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Configuration

FTP location

Vendor record

EDI Connection Profile

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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

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Comments

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?

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Agenda

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EOD and EDI for ordering

Approval Plans - Pros/Cons

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EOD and EDI for ordering

E-packages - Pros/Cons

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EOD and EDI for ordering

Browsing Collection - Pros/Cons

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EOD and EDI for ordering

Vendor Ordering Systems- Pros/Cons

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EOD and EDI for ordering

Patron Driven Acquisitions (PDA) - Pros/Cons

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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

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Agenda

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ReCap

• 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

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Agenda

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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.

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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 22289 Loading EDI invoices changes PO status to Received Complete

• KCS 22308 Trying to use "Relink" button on invoice results in error

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Voyager System Administration

Thank you for joining me today!

I hope to see you after the break for Part 2!