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Princeton University Order Division Documentation
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Princeton University Order Division Documentation |
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EDI
EDI Invoices |
Placing EDI OrdersGeneral informationThe process of placing orders via EDI involves several steps. Staff input orders ; the EDI processor prepares files to be sent and verifies the orders in the EDI files against the paperwork on hand. The Order Division EDI administrator takes files from the Voyager server, FTPs them to vendors, monitors vendor confirmation messages,and maintains a log of all files sent. The System Administrator archives the confirmed files from the Voyager server.Staff entering ordersThere are two sources for EDI orders ; "EDI Presearched" and "EDI Search and Order." Staff who have not been certified in the Search and Order procedure should take material only from the Presearched basket.Note the place of publication of records that you import. You will find, for example, that books advertised on Blackwells Book Services UK slips as being published in England often have US cities listed as place of publication. Be aware that in this case the book will be supplied on a Blackwells Book Services US invoice, regardless of the vendor code you use. Be sure in this case to order from EBNA rather than EBHB. Similarly, when doing Search and Order items, you may find that the book in question is copublished in the US by a different publisher. Consult supervisor with any such questions. Only firm orders that require no notes to the vendor should be placed using this procedure. If, while searching, you discover that a title is published in multiple volumes and/or requires instructions to the vendor, use the print order vendor code and place as usual, being sure you print the order rather than transmitting via EDI. Procedure1. Set your PCGo to Workflows > Approve processing. Unclick Print Purchase Order Click Transmit via EDI 2. Take orders from the appropriate EDI basket. Input order as usual, using the appropriate EDI vendor code. EDI vendor codes begin with the letter E. (EBNA, EBHB, etc.) 3.Approve the order. Be sure that "Print Purchase Order" is unclicked and "Transmit via EDI" is clicked. 4.When you have finished ordering, do a Boolean search in acquisitions with your opid, a create date of today and the appropriate vendor code. Make a screen print of the result showing the number of orders and the list, clip it to the order recommendations, and file in the EDI Orders Placed file for the correct vendor. 5.Reset your PC Go to Workflows > Approve processing. Click Print Purchase Order Unclick Transmit via EDI Be sure to count "search and order" items as a search on your statistics. |
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©2002 Princeton University Last Modified 10/01/2004 |
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