Processing Firm Orders (EDIFACT)

The EDIFACT Invoicing product enables you to process invoice files received in the EDIFACT format for monographic firm orders. When you retrieve and process the shipment, the system creates invoices and adds the orders to the invoice. Unlike processing firm order shipments in MARC format, this process does not overlay bibliographic records. As an option, EDIFACT Invoicing can support GST and VAT and list price information.

To receive an EDIFACT file from your vendor, you must first create bibliographic and order records in your database, and send the purchase order(s) to your vendor.

To retrieve and process an EDIFACT file:

1. Select Import Invoices from the Function list.
2. Retrieve one or more EDIFACT files for the firm order shipments by using either:
   • FTP
   • Browse

When you retrieve an EDIFACT file, Sierra processes the file, matching records on the order record number. When finished, Sierra takes you to the Accept / Reject tab and displays a list of the invoices that were included in the file.

3. Process the invoice.

   Skip Value in the Action Column

   If the Action column contains the value "Skip", there is invalid data in the record. Records must have valid FUND and LOCATION fields. To avoid losing data for orders marked as "Skip", you must correct the data before processing the invoice.

   
   

When you click Process in this step, the system creates an invoice record and adds the invoice to the session. You can post the session in the Pay an Invoice function.

Including List Prices in EDIFACT Invoices

If your vendor includes list price information in their EDIFACT files, your library can choose whether to display that information when accessing invoices in the Pay an Invoice and Browse Invoices functions.

To display list price information in EDIFACT invoices, the Key both list price and net price on invoice Acquisition option and the Are you going to be keying list prices? setting must be enabled.