EDI - Library Setup and Workflow
Setup
Set system preferences
These are the key system preferences to consider when setting up EDI in Koha.
EDIFACT - Set to 'Enable' to use EDI.
EdifactInvoiceImport - 'Do' or 'Don't' automatically import invoices when vendors send them to a library's FTP folder. Since importing invoices marks items as Received, ByWater generally recommends setting this to 'Don't'. That way, items won't be marked Received until the library imports their invoice.
AcqCreateItem - This tells Koha when to create items as a system default. Libraries using EDI usually set this to 'placing an order'. Individual baskets can be set separately from the default.
AcqItemSetSubfieldsWhenReceiptIsCancelled - To have Koha automatically update an item subfield if receipt is cancelled, set that here. For instance, if you would like the not for loan status to revert to -1/on order if receipt is cancelled, set it as 7=-1.
EdifactInvoiceImport - 'Do' or 'Don't' automatically import invoices when vendors send them to a library's FTP folder. Since importing invoices marks items as Received, ByWater generally recommends setting this to 'Don't'. That way, items won't be marked Received until the library imports their invoice.
AcqCreateItem - This tells Koha when to create items as a system default. Libraries using EDI usually set this to 'placing an order'. Individual baskets can be set separately from the default.
AcqItemSetSubfieldsWhenReceiptIsCancelled - To have Koha automatically update an item subfield if receipt is cancelled, set that here. For instance, if you would like the not for loan status to revert to -1/on order if receipt is cancelled, set it as 7=-1.
AcqItemSetSubfieldsWhenReceived - This will tell Koha to automatically update item subfields when items are received. (Note that not for loan statuses can be automatically updated using each vendor's plugin.)
MarcItemFieldsToOrder - If a vendor will be sending item information in order files, this maps the tag/subfields they will use in order to create items in Koha. Your Educator will work with you to set this up as part of your EDI workbook.
MarcFieldsToOrder - This system preference allows vendors to send order information including price, fund, and quantity in order files. This is for vendors who are not sending additional item information as part of the order file. Your Educator will work with you to set this up as part of your EDI workbook.
MarcItemFieldsToOrder - If a vendor will be sending item information in order files, this maps the tag/subfields they will use in order to create items in Koha. Your Educator will work with you to set this up as part of your EDI workbook.
MarcFieldsToOrder - This system preference allows vendors to send order information including price, fund, and quantity in order files. This is for vendors who are not sending additional item information as part of the order file. Your Educator will work with you to set this up as part of your EDI workbook.
Gather account information
The Koha Manual gives an overview of the EDI ordering process and setup requirements.
To start using EDI, you will need to provide ByWater with a list of your ordering accounts, library EAN/SAN, and FTP server connection information. Your Educator will share a workbook based on the vendor questions in the Koha Manual that you can use to gather this information.
To start using EDI, you will need to provide ByWater with a list of your ordering accounts, library EAN/SAN, and FTP server connection information. Your Educator will share a workbook based on the vendor questions in the Koha Manual that you can use to gather this information.
Create vendors
Create the vendor records you will need in Acquisitions > Vendors > New. It can be helpful to include account numbers in a note.
A library may have one or more vendor records for the same vendor.
Remember that in Koha Acquisitions, ordering and invoicing are linked to the vendor record. If all processed materials are ordered together, it may be best to have one processed vendor record. If processed materials for different collections or locations are ordered separately, separate vendor accounts can help with organization.
For Baker & Taylor, the only requirement is that accounts needing
GIR fields (enriched) and accounts that cannot have GIR fields
(unprocessed - other descriptors might be 'product only', non-cataloged,
and possibly non-CLS) must have separate plugins/vendor EDI records.
Ask your Baker & Taylor representative if you are not sure.
Vendor setup
Codes
To set up grids, share with your vendor the following as applicable:
- Library codes (branch codes)
- Fund codes
- Item type codes
- Authorized values, including collection codes, shelving locations, and not for loan statuses
Your Educator can add reports to your Reports module that you can use to generate and send lists of these codes.
Tags and subfields
If your vendor will be sending order or item information via MarcFieldsToOrder or MarcItemFieldsToOrder, you will need to send them the applicable tag and subfields. These will be any otherwise-unused 9xx tag such as 949, 975, or 970, with any subfields. Work with your Educator to confirm these.
In addition to information in MarcFieldsToOrder and MarcItemFieldsToOrder, we highly recommend that vendors send bib-level item types in 942$c. If they cannot do so, you will need to add 942$c to your files with staging by using a MARC modification template or prior to staging your file using an outside program such as MarcEdit.
If your vendor will be sending final MARC files that include item information, they may want a list of item subfields. 952 is Koha's item tag. The most common item subfields for final files are:
952$a - Home library
952$b - Holding library
952$c - Shelving location
952$g - Price
952$o - Call number
952$p - Barcode
952$v - Replacement price
952$y - Item type
952$7 - Not for loan status
952$8 - Collection code
952$9 - Item number
A full list of item subfields is available in the Koha Manual.
If you will want to overlay order files with final MARC files, note that the final MARC files your vendors send must include 999$c/Koha biblionumber for bib overlay, and 952$9/Koha item number for item overlay.
Koha setup
Based on the details in your EDI workbook, your Educator will set up your EDI Accounts, Library EANs, and plugin(s).
Plugins have an optional setting to automatically switch items' not for loan status when they are received. Most libraries choose to have this update automatically.
Order workflow
Once configuration is complete, work with your vendor representative to set up a test order. This is the same process you will use to place orders.
Create a basket and submit order
On your vendor's site:
- Create your order, but do not submit it.
- Download the order MARC file.
In Koha:
- Go to Cataloging > Stage records for import to stage your MARC file.
- In Acquisitions, find the vendor's record, then create a new basket.
- Add to the basket using the 'From a staged file' option.
- After importing the order file into your basket, check the details for each bib/item to verify that order/item information is coming through complete and correctly. If it is not, please discuss with your Educator.
- Submit your order and close your basket in one click with the 'Create EDIFACT order' button.
You can view the status of your EDIFACT message in the basket under 'EDI status'.
Once 'Create EDIFACT order' is clicked, 'EDI status' will change to Pending. The
EDI cron runs every 15 minutes, so this will remain pending until the next run. Once it sends, the status will update again.
Invoices and receiving
- Your vendor will process the test order and send an EDIFACT invoice back to Koha. When they notify you that the order has been processed, go to Acquisitions > EDIFACT messages, and click the 'Import' button next to the invoice.
- In Acquisitions > Invoices, find your invoice. Review it for accuracy, add any adjustments, and close it if everything is correct. If anything does not show as you expect, please discuss with your Educator.
Importing the invoice will mark items Received, and depending on settings in your plugin(s), may update not for loan statuses and prices. Please reach out to your Educator with any questions.
Overlay final files
If your vendor sends final MARC files, go to Cataloging > Stage records for import to overlay your final file over the order file. Typically, libraries use the 999$c/Koha biblionumber matching rule for final files. If you have questions about which settings to use for staging/import, please work with your Educator.
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