E-Resources homeJune 6, 2007 - JW

Electronic Resources Unit

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Loading electronic invoices- EDI

Receive email notification from vendor that EDI file is ready for download
1. Note the following from the EDI notification email:
  - Vendor
  - Name of the EDI file
  - Number of each invoice on the EDI file
  - Userid and password for login to vendor's FTP site, if included
Look up each invoice in the vendor's email to verify that they have not already been entered in Aleph.
If all invoices associated with the EDI file have already been entered in Aleph, then the EDI file does not need to be run.
1. From the Aleph Acquisitions client (production region), open the 'Select or Create Invoice' window by clicking the spindle icon in the toolbar OR by selecting 'General Invoice-->General Invoice' from the menu
2. In the 'Select or Create General Invoice dialog box, type the Vendor code:
  EBSCO: 0000002468
  Swets: 0000002452
  Harrassowitz: 0000002470
3. Click the triangle next to the 'Invoice Number' text field to see a list of all invoices associated with this vendor. If the invoice from the email appears on this list, then it has already been entered in Aleph
4. Repeat the last step for all invoices associated with the EDI file.
Download EDI file from vendor's FTP server (ASCII format)
1. Open the FTP client program on your computer, WS_FTP'
2. Click the triangle next to the 'Profile Name' field in the 'Session Properties' window, and select the vendor's name from the list.
3. Enter the User ID and password as necessary
4. Click 'OK' to connect to the vendor's FTP site
5. From the 'WS_FTP' window:
  1. Navigate to your computer's desktop folder in the 'Local system' side of the 'WS_FTP' window:
    1. Type the directory path in the field at the top of the 'Local System' side of the 'WS_FTP' window:
      C:\Documents and Settings\[your windows id]\Desktop
    2. Press 'Enter'
  2. Select the EDI file to be downloaded by single-clicking on its name in the 'Remote System' side of the 'WS_FTP' window.
    If the entire filename is not visible, you can resize the 'Name' column by clicking and dragging the column border.
  3. Make sure the 'ASCII' radio button is selected
  4. Click on the '<--' button to copy the EDI file from the remote server to your desktop.
  5. When the EDI filename appears in the 'Local System' side of the window, the file has been successfully downloaded to your computer's desktop.
6. Quit the WS_FTP program.
Upload EDI file to FCLA reporting region (http://uf.arept.fcla.edu/S)
1. In your web browser, open the web page for the FCLA Aleph reporting region staff welcome web page on the FCLA web site: <http://uf.arept.fcla.edu/S>
2. Log in to the Aleph reporting region on the FCLA web site
  1. From the Aleph staff menu page, open the login window by clicking the underlined word "here" where it says "Step 1: Click here to identify yourself"
  2. In the login window, enter your Aleph username and password then press return or click the 'OK' button.
  3. You have successfully logged in if your Aleph username appears on the FCLA Aleph reporting region staff welcome web page:
    Welcome [your Aleph user name] to the ALEPH staff menu
3. Upload the EDI file to the FCLA server
  1. From the FCLA Aleph reporting region staff welcome page, open FLCA upload page by clicking 'Upload Files'
  2. Clicking the radio button next to "ufu50/in/edi_incoming"
  3. Enter the directory path of the EDI file on your computer in the text field on the FCLA upload page:
    1. Click the 'Browse...' button to open a 'File Upload' window;
    2. Navigate to your computer's desktop by clicking the 'Desktop' button in the strip along the left side of the 'File Upload' window;
    3. From the 'File Upload' page, select the EDI file to be uploaded by clicking once on the name of file;
    4. Paste the name and path of the EDI file to the text field on the FCLA upload page by clicking the 'Open' button.
  4. Complete the upload by clicking the 'upload' button at the bottom of the FCLA upload page.
  5. If the upload was successful, a web page should appear with the text, "The following files were successfully uploaded to /exlibris/15_2/ufp/ufu50/edi/in/edi_incoming."
  6. You may verify that the file has uploaded successfully by checking the '/ufu50/edi/in/edi_incoming' directory on the FCLA website:
    1. From the "Success" web page, click the 'Return' link to navigate back to the 'File Upload' page.
    2. From the 'File Upload' page, click your web browser's 'Back' button once to navigate back to the FCLA 'Aleph Staff Menu' page.
    3. Click the 'View/Download Files' link to navigate to the 'File View/Download' page
    4. Click 'ufu50/edi'
    5. Click 'in'
    6. Click 'edi incoming' to see a list of all the edi files that have recently been uploaded to the FCLA reporting region server.
      If the file upload was successful, the file should appear on this list;
      If the file does not appear, use your web browser's 'back' button to navigate back to the 'Aleph Staff Menu' page and upload the file again.
Run edi-09, and edi-10 services in Aleph reporting
1. Close all open Aleph production client modules
2. Open the Aleph Acquisitions module (reporting region) and log in
3. Verify that the reporting region is active:
  If the reporting region is active, the following text will appear in the bottom border of the Aleph Acquisitions window:
  Connected to server: alephrept.fcla.edu
4. Run the edi-09 service to process any raw EDI files that have been uploaded to the FCLA Aleph reporting server
  1. From the menu bar in the Aleph Acquisitions window, select Services--> EDI--> Process EDI Incoming Messages (edi-09)
  2. Click the 'Submit' button in the 'Process EDI Incoming Messages (edi-09)' window
  3. Click the 'OK' button in the dialog box that says, "The job has been submitted to the queue'
  4. Verify the EDI-09 service has run by checking the log in the Aleph Tasks module:
    1. From the Aleph Applications Toolbar, open the Aleph Tasks module
    2. Right click on the Parthenon icon in the lower right-hand corner of the Tasks module window, and select 'UFU50 Univ Florida ADM' from the list
    3. Open the Aleph 'Batch Log' window by clicking on the 'L' icon in the upper left-hand corner of the Tasks module window
    4. Highlight 'p_edi_09' in the list in the top half of the 'Batch Log' window; the date, time and status for the highlighted process should appear in the lower half of the 'Batch Log' window.
      When the word 'end' appears in the 'Entry' column, the process has completed.
    5. If the process has not yet completed, periodically refresh the 'Batch Log' window by clicking the 'L' icon.
  5. This process usually takes a few minutes to complete, but it could take 45 minutes or longer depending on server load and file size.
5. Run the edi-10 service to load into Aleph reporting any EDI files that have been processed during the EDI-9 service
  1. From the menu bar in the Aleph Acquisitions window, select Services--> EDI--> Load EDI Messages (edi-10)
  2. Click the 'Submit' button in the 'Load EDI Incoming Messages (edi-10)' window
  3. Click the 'OK' button in the dialog box that says, "The job has been submitted to the queue'
  4. Verify the EDI-10 service has run by checking the log in the Aleph Tasks module:
    1. From the Aleph Applications Toolbar, open the Aleph Tasks module
    2. Right click on the Parthenon icon in the lower right-hand corner of the Tasks module window, and select 'UFU50 Univ Florida ADM' from the list
    3. Open the Aleph 'Batch Log' window by clicking on the 'L' icon in the upper left-hand corner of the Tasks module window
    4. Highlight 'p_edi_10' in the list in the top half of the 'Batch Log' window; the date, time and status for the highlighted process should appear in the lower half of the 'Batch Log' window.
      When the word 'end' appears in the 'Entry' column, the process has completed.
    5. If the process has not yet completed, periodically refresh the 'Batch Log' window by clicking the 'L' icon.
  5. This process usually takes a few minutes to complete, but it could take 45 minutes or longer depending on server load and file size.
6. Aleph reporting is refreshed daily from the production database, so files run in Aleph reporting today will not appear in Aleph reporting tomorrow.
  
  If it is necessary to view the files in Aleph reporting for more than one day, the files must be re-loaded into the FCLA server and the EDI services must be run again each day.
Note lines with missing order numbers (Aleph reporting)
1. After running the EDI-09 and EDI-10 services in Aleph reporting, look up each invoice in the EDI file in Aleph reporting
  1. The invoice numbers for the EDI file can be found in the original EDI notification email from the vendor.
  2. From the Aleph Acquisitions client (reporting region), open the invoice lookup window by clicking the spindle icon in the toolbar OR by selecting general invoice-->general invoice from the menu.
  3. Enter the vendor code and the invoice number into the appropriate text box; click the triangle to the right of the appropriate text box to look up a vendor by name or to look up an invoice by number.
  4. Click the 'OK' button or press the 'Enter' key to open the invoice
2. Verify that each line item in the invoice has a corresponding Order Number (second column under the heading 'order Number')
3. If all lines have an order number, no further changes are necessary and the next invoice may be checked
4. If one or more lines do not have an order number, the correct order must be found and corrected before the EDI file may be run in production
  1. Note the following for any line items that don't have an order number:
    - EDI file
    - Invoice number
    - Line number
    - Net amount
  2. Open the XML file on the FCLA Aleph reporting web site
    1. Point browser to <https://uf.arept.fcla.edu/S>
    2. log in
    3. click 'View/Download Files' link
    4. On 'File View/Download' page, click 'ufu50/edi' link
    5. On 'Contents of /ufu50/edi:' page, click 'in' link
    6. On 'Contents of /ufu/50/in:' page, click 'xml processed' link
    7. On 'Contents of /ufu/50/in/xml_processed:' page, clink the link that corresponds to the name of the appropriate EDI file
  3. For each line that is missing an order number, use the information noted above to find the following values (if available) in the XML file:
    - ISSN
    - product-id
    - title-of-journal
    - Vendor-reference-no

Note missing lines for each invoice in the EDI file

Enter correct vendor reference numbers (Aleph production):
1. Close all open Aleph reporting modules
2. Open the Aleph Acquisitions module in the production region
3. In the Aleph Acquisitions production client, use the ISSN or journal title to find the order record for line identified above.
4. Open the order record
5. In tab 2 of the Aleph order record, enter the correct vendor reference number
6. Repeat the last three steps for each line that is missing an order number
7. Refer any questions to the appropriate staff member in the Electronic Resources Unit.
Upload ASCII EDI file to FCLA production region (http://uf.aleph.fcla.edu/S)
1. Open the web page for the Aleph production region staff menu web page on the FCLA web site (Point browser to https://uf.aleph.fcla.edu/S)
2. Log in to the Aleph production region on the FCLA web site
  1. From the Aleph staff menu page, open the login window by clicking the underlined word "here" where it says "Step 1: Click here to identify yourself"
  2. In the login window, enter your Aleph username and password then press return or click the 'OK' button.
3. Upload the EDI file to the FCLA server
  1. From the 'Aleph Staff Menu' page, open FLCA upload page by clicking 'Upload Files
  2. Select the proper upload directory:
  3. From the FCLA upload page, click the radio button next to "ufu50/in/edi_incoming"
  4. Select the EDI file on your computer
  5. Open a 'File Upload' window
    1. From the FCLA upload page, Click the 'Browse...' button
    2. Navigate to your computer's desktop by clicking the 'Desktop' button in the stip along the left side of the 'File Upload' window;
    3. From the 'File Upload' window, select the EDI file to be uploaded by clicking once on the name of file;
    4. click the 'Open' button; this will paste the name and path of the EDI file to the text field on the FCLA upload page.
  6. Upload the file to the FCLA server by clicking the 'upload' button at the bottom of the FCLA upload page.
  7. If the upload was successful, a web page should appear with the text, "The following files were successfully uploaded to /exlibris/15_2/uf/ufu50/edi/in/edi_incoming."
  8. You may verify that the file has uploaded successfully by checking the EDI directory on the FCLA website:
    1. Click the browser's 'back' button to return to the FCLA staff menu page
    2. Open the link to the file directories by clicking '"View/Download Files"
    3. From the directory page, open the edi directory by clicking on "ufu50/edi"
    4. From the 'contents of /ufu50/edi' page, click "in"
    5. From the 'Contents of /ufu50/edi/in" page, click "edi incoming"
    6. On the 'Contents of /ufu50/edi/in/edi_incoming:' page, then verify that the name of the correct edi file appears on the file list.
    7. If the file does not appear on the list, either the edi-9 service was run, or the file did not upload correctly and must be re-uploaded.
  9. Run edi-09, -10, and -30 services in Aleph production
    1. Verify that the production region is active:
      
      If the production region is active, the following text will appear in the bottom border of the Aleph Acquisitions window:
      
      Connected to server: alephpc.fcla.edu:
    2. If necessary, close any open Aleph reporting client modules and open the Aleph Acquisitions module in the production region
    3. Run the EDI-9 service to process any raw EDI files that have been uploaded to the FCLA Aleph production server
      1. From the Aleph Acquisitions windows, select Services--> EDI--> Process EDI Incoming Messages (EDI-09)
      2. Click the 'Submit' button in the 'Process EDI Incoming Messages (EDI-09)' window
      3. Click the 'OK' button in the dialog box that says, "The job has been submitted to the queue'
      4. Verify the edi-09 service has run by checking the log in the Aleph Tasks module:
        
        From the Aleph Applications Toolbar, open the Aleph Tasks module
        
        Right click on the Parthenon icon in the lower right-hand corner of the Tasks module window, and select 'UFU50 Univ Florida ADM' from the list
        
        Open the Aleph 'Batch Log' window by clicking on the 'L' icon in the upper left-hand corner of the Tasks module window
        
        Highlight 'p_edi_09' in the list in the top half of the 'Batch Log' window; the date, time and status for the highlighted process should appear in the lower half of the 'Batch Log' window.
        When the word 'end' appears in the 'Entry' column, the process has completed.
        
        If the process has not yet completed, periodically refresh the 'Batch Log' window by clicking the 'L' icon.
      5. This process usually takes a few minutes to complete, but it could take 45 minutes or longer depending on server load and file size.
    4. Run the EDI-10 service to load into Aleph any EDI files that have been processed during the EDI-9 service
      1. From the Aleph Acquisitions windows, select Services--> EDI--> Load EDI Messages (EDI-10)
      2. Click the 'Submit' button in the 'Load EDI Messages (EDI-10)' window
      3. Click the 'OK' button in the dialog box that says, "The job has been submitted to the queue'
      4. Verify that the edi-10 service has run by checking the log in the Aleph Tasks module:
        
        From the Aleph Applications Toolbar, open the Aleph Tasks module
        
        Right click on the Parthenon icon in the lower right-hand corner of the Tasks module window, and select 'UFU50 Univ Florida ADM' from the list
        
        Open the Aleph 'Batch Log' window by clicking on the 'L' icon in the upper left-hand corner of the Tasks module window
        
        Highlight 'p_edi_10' in the list in the top half of the 'Batch Log' window; the date, time and status for the highlighted process should appear in the lower half of the 'Batch Log' window.
        When the word 'end' appears in the 'Entry' column, the process has completed.
        
        If the process has not yet completed, periodically refresh the 'Batch Log' window by clicking the 'L' icon.
      5. This process usually takes a few minutes or less to complete, but it could take 45 minutes or longer depending on server load and file size.
    5. Run the 'custom-30' service to load objects codes for invoice lines (from a database maintained by Ellen Bishop at FCLA)
      1. From the Aleph Acquisitions windows, select Services--> EDI--> Load Object Codes (custom-30)
      2. Click the 'Submit' button in the 'Load EDI Object Codes (custom-30)' window
      3. Click the 'OK' button in the dialog box that says, "The job has been submitted to the queue'
      4. Verify that the custom-30 service has run by checking the log in the Aleph Tasks module:
        
        From the Aleph Applications Toolbar, open the Aleph Tasks module
        
        Right click on the Parthenon icon in the lower right-hand corner of the Tasks module window, and select 'UFU50 Univ Florida ADM' from the list
        
        Open the Aleph 'Batch Log' window by clicking on the 'L' icon in the upper left-hand corner of the Tasks module window
        
        Highlight 'p_custom_30' in the list in the top half of the 'Batch Log' window; the date, time and status for the highlighted process should appear in the lower half of the 'Batch Log' window.
        When the word 'end' appears in the 'Entry' column, the process has completed.
        
        If the process has not yet completed, periodically refresh the 'Batch Log' window by clicking the 'L' icon.
      5. This process usually takes a few minutes to complete, but it could take 45 minutes or longer depending on server load and file size.
    6. After running the EDI file in Aleph production, verify that each invoice from the EDI file has been successfully loaded into Aleph
      1. The invoice numbers for the EDI file can be found in the original EDI notification email from the vendor.
      2. From the Aleph Acquisitions client (production region) Open the invoice lookup window by clicking the spindle icon in the toolbar OR by selecting general invoice-->general invoice from the menu.
      3. Enter the vendor code and the invoice number into the appropriate text box; click the triangle to the right of the appropriate text box to look up a vendor by name or an invoice by number.
      4. Click the 'OK' button or press the 'Enter' key to open the invoice
      5. Verify that invoice exists, and that all line items are present.
      6. Repeat for the remaining invoices in the EDI file
      7. When all invoices from the EDI file have loaded successfully, the EDI process is complete.
        
        When the print invoice arrives, give to Serials Unit staff members responsible for invoicing so that they may correct any errors or add any missing lines not present in the EDI file.