Updating Vendor ID Fields Automatically

If your organization has acquired Electronic Serials Invoicing, Sierra can automatically add an Agent Unique Subscription Identifier to the checkin record when vendors transmit invoice data. Tags and labels for the Agent Unique Subscription Identifier are chosen during implementation of your system. Usually, the Agent Unique Subscription Identifier is entered into a variable-length field with an f tag and labelled VENDOR Title #, VENDOR Subscription #, or VENDOR ID #.

The vendor must include the Agent Unique Subscription Identifier in the invoice. Using this Identifier, you can create or update the VENDOR ID # field in the invoice's order and checkin records by using the Update ID option. The following records are updated:

• order records on the invoice
• for each order record, any checkin record in the same accounting unit that:
  • is attached to the same bibliographic record
  • contains the same vendor code

If there are multiple Vendor ID # fields in a record, the system updates only the first field.

Line items on the invoice must have a status of "ACCEPT" to be updated. Innovative recommends that you update the Vendor ID # fields after you have accepted or rejected charges, but before you process the invoice.

In the case of memberships, the checkin record might be associated with a different bibliographic record than the order record, and therefore will not be updated automatically. Update the Vendor ID # in those checkin records by editing the record.

The order record number is logged in the venid.msg file if the system cannot update:

• the order record
• at least one of the checkin records associated with the order record

Print the venid.msg report and use it to find and update checkin records that had no matches. If a checkin record has not yet been created for a new title, add the Vendor ID # from the printed report when you create the checkin record.

Innovative recommends clearing the venid.msg file before running a new update so that the report includes only current messages.

To update the VENDOR ID:

1. Choose Import Invoices from the Function list.
2. Choose the Accept/Reject tab.
   
3. Choose Tools | Update ID.

The Vendor ID # fields in the checkin and order record are added or updated.

The Reports tab displays the contents of the venid.msg file. The report displays the order record number, the Vendor ID #, and a message for each line item that could not be updated.