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Import invoice data from EDIFACT file

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Discover how to import invoice data from an EDIFACT file in WorldShare Acquisitions.

 Note: You can automate file retrieval and import. See Automate file retrieval and import.

You can import invoice data in EDIFACT format. Before importing invoice data, you will need to set up importing with your vendor. This may include sending important information about what EDIFACT fields are supported. 

Basics of importing invoice data

The following tables outline the information that should be included in the data files you receive from your vendor. The data files must be set up by you and your vendor before you can import data files into WorldShare Acquisitions. You can provide your vendor with the information on this page to confirm they can supply you with the data in these fields.

EDIFACT invoice data

The following information should be included in the invoice data file you receive from your vendor.

 Note: Although the first column lists the WorldShare Acquisitions fields, the fields are listed in the order they occur in the EDIFACT file.

EDIFACT invoice data - Table
Element in Acquisitions EDIFACT field Description Example
Invoice number BGM

This is a required element and is used along with the Invoice Date to match to an existing invoice, or if no invoice is found, create a new invoice.

380 (invoice) and 38A (invoice for plans) are the only supported invoice types.

9 (original) and 43 (copy) are the only invoice functions supported.

Valid

BGM+380+inv122+43'

 

Invalid

BGM+381+inv521488'

BGM+380+inv665887+46'
Invoice date DTM

This is an optional but recommended element. It is used along with the Invoice Number to match to an existing invoice, or if no invoice is found, create a new invoice. Invoice date must be in CCYYMMDD format.

If this field is not present today’s date will be used for the Invoice Date.

137 (message date) is the only type supported.

Valid

DTM+137:20131029:102'

 

Invalid

DTM+131:20130911:102'

DTM+137:2013-09-11:102'
Currency CUX

Currency is an optional but recommended element. If provided, it must match an ISO 4217 three-alpha code. If not provided, the system will use the default currency of the Vendor.

2 (reference currency) is the only type supported.

Valid

CUX+2:EUR:4'

CUX+2:USD:4'

 

Invalid

CUX+2:EUR:10'
Invoice-level Discounts, Service Charges, and Shipping ALC (part of Header)

This is an optional element.

It must be a monetary amount and must occur in the EDIFACT Header, rather than the Summary.

If an allowance, it is entered as a non-bibliographic credit line item with a negative amount.

If a charge, it is entered as a non-bibliographic debit line item. The description of the item is determined by the special service code.

Valid

ALC+C++++BJ::28'

QTY+47:22'

MOA+8:140'

 

Invalid

ALC+C++++BJ::28'

QTY+47:22'

PCD+3:12.5:13'
Invoice-level Taxes TAX (part of Header)

This is an optional element.

It must be a monetary amount and must occur in the EDIFACT Header, rather than the Summary.

It is entered as a non-bibliographic debit line item.

Valid

TAX+7++++++'

MOA+124:10.5'

 

Invalid

TAX+7+VAT+++:::17.5+S'
Quantity QTY

This a required element. The quantity must be equal to the quantity of not invoiced copies on the order item.

47 (invoice quantity) is the only type supported.

Valid

QTY+47:1'

QTY+47:3'

 

Invalid

QTY+1:1'
Unit Price PRI

This an optional but recommended element. If not provided, the price from the order item is used.

AAA (Net Price), AAB (Gross Price), and AAF (Information Price) are the only three types supported.

If multiple prices of different types are provided, then the price of type AAF will be used first, then the price of type AAA, then type AAB last.

When price of type AAA is used, item-level service charges, discounts, or shipping will not be processed.

When price of type AAF is used, item-level service charges, discounts, taxes, or shipping will not be processed.

When price of type AAB is used, item-level service charges, discounts, taxes, and shipping will be processed.

Valid

PRI+AAB:57

PRI+AAA:46.74

PRI+AAF:11.65'

 

Invalid

PRI+AAE:11.65'
Order Line Item Reference Identifier (for Matching) RFF

This is a required element and is used to match to an existing order item. It must be of type SLI or LI.

Type SLI will be matched to the Vendor Order Item Number, which is a Vendor-provided identifier for the line item on the Order. (This can be entered manually in the system or imported using a MARC file in the 981 $z field.)

Type LI will be matched to the Order Item Number, which is system-generated Identifier for the line item on the Order.

Valid

RFF+LI:PO-2014-1-1'

RFF+SLI:99954978355'

 

Invalid

RFF+SNA:954872665'

RFF+LBO:887458932'
Line-Level Taxes TAX (part of Detail)

This is an optional element.

Only percentage values are allowed.

 Note:

  • You can assign a percentage value up to three decimal places (e.g., 7.745%).
  • Percentage values with four decimal places will be rounded off to three decimal places (e.g., 7.7454% will be rounded to 7.745%).
  • By default, the percentage value has two decimal places unless a third decimal place is entered.

Valid

TAX+7++++:::17.5+S'

 

Invalid

TAX+7+VAT+++::::+S'

MOA+56:10.5'
Line-Level Discount, Service Charges, and Shipping ALC (part of Detail)

This is an optional element.

Only percentage values are allowed for Discounts or Allowances and must be contained in the PCD element.

Only monetary values are allowed for Service Charges and Shipping.

Whether a charge is considered a Service Charge or Shipping cost is determined by the special service code.

Valid

ALC+C++++BJ::28'

MOA+8:140'

ALC+A++++DI'

PCD+3:10'

 

Invalid

ALC+A++++DI'

MOA+8:140'

Notes when setting up invoice data import

  • You can choose to import service charges at the invoice level or at the item level, or both.
    • Item-level service charges will be included in the invoice item.
    • Invoice-level service charges will create a non-bibliographic invoice item for these charges.
  • To import item-level service charges, you must use a price of type AAB (see table above).
  • The total amount of service charges is divided by the quantity of items to automatically calculate the per-unit service charges.
    • If evenly divisible, the resulting number will be entered as the per-unit service charge.
    • If not evenly divisible, the service charges setting will be changed to total, and the line-item amount will be entered in the service charges field.
  • If the invoice contains non-zero taxes on service charges (separate from any taxes for the item itself), the tax amount will be calculated for the entire item and imported as a total value in Tax 1.
    • If only a percentage is provided for a service charge tax, the effective tax amount is calculated based on the percentage and added to the other provided tax values to calculate the total Tax 1 amount.
  • Item-level taxes can only be imported as a percentage, not an amount.
  • The invoice import process will invoice the most recent order item with that same vendor order item number.
    • If there are order items from separate subscription chains (i.e. groups of order items that have been renewed from the previous order item), the system will throw an error and the user will have to remove the vendor order item number from one of the chains.

Import invoice data (EDIFACT) instructions

Upload invoice data file (EDIFACT)

 Note: You can upload up to 100 invoices when importing EDIFACT invoices.

  1. On the left navigation, click Vendors.
  2. Search for the vendor whose data you are importing.
  3. From the vendor search results, click the Vendor Name.
  4. In the vendor record, click the Partner Exchange Services accordion.
  5. Click Upload File.
  6. In the Import Data dialog, from the Type list, select Import invoice data (EDIFACT).
  7. Click Choose File. Locate the invoice file on your computer and then click Open.
  8. From the Tax Handling drop-down list, select a tax calculation method.
    1. Tax item cost - Calculates tax amount by multiplying tax percentage by the price
    2. Tax item, service charge, and shipping cost - Calculates tax amount by multiplying tax percentage by the price, service charges, and shipping
    3. Includes taxes in costs - Calculates tax amount by considering it as included in the price, service charges, and shipping
  9. Click Upload.
  10. The system confirms your file has been uploaded.
  11. Click Cancel or the x in the upper right corner to close the Import Data window.
  12. If you are also importing a shelf-ready MARC file, follow the instructions under Import invoice and shelf-ready data from MARC file.

Review invoice and invoice items

The file you uploaded appears in the first row of the Processing Log. If you do not see the file in the table, click the Refresh button (Refresh button) above the table. After you upload the file, you will also receive an email with the file's import details.

  1. The system creates an invoice for you based on the data you imported.
  2. The Details column links to the invoice created as a result of the upload. In the Details column of your invoice import, click the Invoice: link. This will bring you to the invoice with the items already added.
    • The item amounts, discounts, service charges, and taxes will be populated if included in the invoice data file.
    • You will also receive an email notification that will give the status of the import and of each item. The email text is also viewable in the Details column in the processing log.
    • If there is a line item in the imported EDIFACT invoice for which there is no matching order item in Acquisitions - either based on the order item number (RFF+LI) or vendor order item number (RFF+SLI) - then the line item will not be imported and will display an error in the resulting email notification.
  3. To pay the invoice, go to Pay invoice.