Bugzilla – Attachment 33957 Details for
Bug 7736
Edifact QUOTE and ORDER functionality
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Some basic documentation
edifact_koha.txt (text/plain), 4.11 KB, created by
Colin Campbell
on 2014-11-26 16:26:51 UTC
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Description:
Some basic documentation
Filename:
MIME Type:
Creator:
Colin Campbell
Created:
2014-11-26 16:26:51 UTC
Size:
4.11 KB
patch
obsolete
>Setting Up and using Edifact in Koha > >A brief guide to administering and using the Koha Edifact Interface: > >Setting Up; > >In Koha add the EAN/SAN for the library > administration/acquisitions/EDI Eans > >In practice there is usually one code for the library system entered here. > >Add accounts for vendors you will be using Edifact with: > administration/acquisitions/Vendor EDI Accounts > >When adding a vendor you will see the following Fields: > >Vendor : This will correspond to an existing bookseller record on your system > >Description : This is free text for your convenience identifying the account > >Transport: Set to indicate the means by which files will be transferred to and >from the vendor > Supported transports are: > > FTP ( the most common ) > SFTP ( more secure ) > FILE ( Instead of accessing a remote server the directories are >understood to be located on the same server as the Koha system. Originally >added to enable testing setups, this could also be used if a different, >unsupported transport is required and an external script could add and >retrieve files via these directories) > >Remote host: > The name of the vendor's server e.g. ftp.booksrus.com > >Username: > The username the vendor wishes you to use when logging into their host > >Password: > The password to use with the above username > >Download directory: > This is the directory on the vendor's host where you will find files the >vendor is sending to you ( QUOTES and INVOICES ) > >Upload directory: > This is the directory on the vendor's host where you will place files you >are sending to the vendor ( ORDERS ) > >Qualifier: > The type of identifier the vendor is identified by in edifact > >SAN: The vendor's identifier use in Edifact transactions > >The SAN, host name, login and directory details should all be provided by the >vendor when setting up the service. > >There are then checkboxes (Quotes/Orders/Invoices enabled) > >If on this means transfer messages of this type between the vendor and the >system and load the information on them. If not enabled they are ignored (e.g. >if Invoices are disabled the vendor will probably still create them but we >will never look for them or transfer them) > > >When setting the library up the vendor will want to set up fields to include >in the quotes etc. such as fund order is to be allocated to. Its important >that these correspond to the values set up in the Koha system otherwise the >information cannot be loaded into Acquisitions. > >There is a utility script misc/cronjobs/edi_cron.pl It will transfer any >waiting messages and load the incoming ones into koha > >Online Operation: > >In Acquisitions there is a new screen Edifact Messages > >Listed there are details of both incoming (QUOTE and INVOICE ) and outgoing >(ORDER) messages. The raw message can be viewed by clicking on 'View message' > >The message status is set to 'new' for quotes and invoices when downloaded and >updated to received when they have been loaded into acquisitions. >Orders are set to 'Pending' on creation and updated to 'sent' once they have >been transferred to the vendor. > >The column headed Details has links to the corresponding data for the message >in the acquisitions system. The basket for quotes and orders (where each file >corresponds to a single basket) or the invoice(s) for and invoice file ( >Invoice transmissions typically include multiple invoice messages) > >On the Acquisions basket screen there is now a 'Create edifact order' option. >This will generate an edifact message ordering the basket set to status >'Pending' and close the basket. > >The normal workflow is thus: > >Library connects to vendor and selects items they wish to order. > >Vendor prepares a QUOTE file with details > >Koha fetches quote and generates a basket from it. If orders are for bibs not >already held by the library bibs are created from the brief descriptions in >the message. If the system is set to create items on order (recommended) these >are created now. > >Librarian inspects the basket and approves it with 'Create Edifact order' > >Order is created from basket and set to vendor > >On despatch Vendor generates Invoice message > >On receipt of invoice Koha creates an invoice record and receipts the order >
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