Import invoice data from EDIFACT file
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.
Although the first column lists the WorldShare Acquisitions fields, the fields are listed in the order they occur in the EDIFACT file.
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)
- Item-level service charges are imported per unit. This means that the service charges will be multiplied by the quantity to calculate the service charge for the item. This could result in higher-than-anticipated service charges if the quantity is greater than one.
- Item-level taxes can only be imported as a percentage, not an amount.
Import invoice data (EDIFACT) instructions
Upload invoice data file (EDIFACT)
- On the left navigation, click Vendors.
- Search for the vendor whose data you are importing.
- From the vendor search results, click the Vendor Name.
- In the vendor record, click the Partner Exchange Services accordion.
- Click Upload File.
- In the Import Data dialog, from the Type list, select Import invoice data (EDIFACT).
- Click Choose File. Locate the invoice file on your computer and then click Open.
- From the Tax Handling drop-down list, select a tax calculation method.
- Tax item cost - Calculates tax amount by multiplying tax percentage by the price
- Tax item, service charge, and shipping cost - Calculates tax amount by multiplying tax percentage by the price, service charges, and shipping
- Includes taxes in costs - Calculates tax amount by considering it as included in the price, service charges, and shipping
- Click Upload.
- The system confirms your file has been uploaded.
- Click Cancel or the x in the upper right corner to close the Import Data window.
- 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 () above the table. After you upload the file, you will also receive an email with the file's import details.
- The system creates an invoice for you based on the data you imported.
- 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.
- To pay the invoice, go to Pay invoice.