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Import shelf-ready data from EDIFACT file

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Discover how to import shelf-ready 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 shelf-ready data in EDIFACT format. Before importing shelf-ready 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 shelf-ready 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.

 Note:

  • If you import the same file twice, it will erase the existing shelf-ready data and import the shelf-ready data from the file.
  • If you import two different files both containing the same item, the system will attempt to import the shelf-ready data for both items. The system will append the data of the second item to any un-received copies in the system.

EDIFACT shelf-ready data

EDIFACT shelf-ready data - Table
Element in Acquisitions EDIFACT field Description Example
Order Response Message Type BGM 23C is the only supported order response message type. BGM+23C+777596001+2'
WMS Order Item Number RFF+LI Used to match the shelf-ready data to the appropriate order item in WMS.

Each item must be identified using either a WMS Order Item Number or a Vendor Order Item Number (see below).		 RFF+LI:PO-2020-1-1'
Vendor Order Item Number RFF+SLI Used to match the shelf-ready data to the appropriate order item in WMS.

Each item must be identified using either a Vendor Order Item Number or aWMS Order Item Number (see above).		 RFF+SLI:VOIN20200824abc-5'
Copy information GIR Each copy is represented by a number in a GIR segment. The number must be either a single 3-digit sequence (e.g., 001, 002, etc.) or the letter C followed by a number (e.g., C01, C02, etc.).
 

 Note:

  • You cannot import a shelf-ready item that has more copies (unique GIR segments) than you have copies in WMS that are available for receiving.
  • Available to receive copies are copies that have:
    • Order Status of Ordered (rather than Cancelled)
    • Receipt Status of Not Received or Returned.
 GIR+C01+0:LCO+BAR20200824abc_501:LAC+Schärding:LCL+Brunnenthal:LSM+35.99:LCV'

GIR+001+0:LCO+BAR20200824abc_501:LAC+Schärding:LCL+Brunnenthal:LSM+35.99:LCV'
Barcode LAC Each item barcode must be unique. You cannot import a barcode that duplicates an existing copy in the system. GIR+C01+0:LCO+BAR20200824abc_501:LAC+Schärding:LCL+Brunnenthal:LSM+35.99:LCV'
Classification Number LCL If you do not provide a classification number, but a value is transmitted in the LSM field, this value will be placed in the classification number field in WMS and all other parts of the call number (suffix and prefix).

This is because the LSM field is used to transmit the entire call number, including the prefix and the suffix.		 GIR+C04+0:LCO+BAR20200824abc_504:LAC+ClassNumber:LCL+München:LSM+35.99:LCV'
Call Number LSM Only imported if LCL is not provided. If imported, then Suffix and Prefix are ignored.  
Suffix LFS   GIR+C04+GARTHDEE.UNASSIGNED:LLO+GEN-RES-BOOKS:LFN+Reh:LFS+Uhu:LSQ'
Prefix LSQ
or
LSZ		 You must select which option you want to use. The default option is to not import the prefix at all.
 

 Note: OCLC recommends instructing your vendor to provide any prefix values in the LSQ or LSZ fields.

If they place prefix values in the LCL field instead, the prefix value will be placed in the classification number field in WMS, which will result in WorldShare reports that group by classification number grouping items by their prefix rather than their classification number. 

  

Upload EDIFACT shelf-ready data file

 Note: Shelf-ready data only applies to single part monographs.

  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 Shelf Ready data (EDIFACT).
  7. Click Choose File. Locate the invoice file on your computer and then click Open.
  8. Select how you would like to import prefix data.
    • Do not import a call number prefix (default) - Select if you:
      • Do not want to import a call number prefix
        Or
      • Want to include the call number prefix in the classification field using either the LCL or LSM field.

         Note: If possible with your vendor, it is not recommended to use the LCL or LSM field for importing the prefix, as this will place the Prefix in the Classification field in WMS.  This may disturb reports that depend on a proper classification number for sorting items by subject.

    • Use LSZ segment for the call number prefix - Select if you want the system to locate the call number prefix in the LSZ segment.
    • Use LSQ segment for the call number prefix - Select if you want the system to locate the call number prefix in the LSQ segment.
  9. Click Upload.

Receive shelf-ready items

There are two ways to receive shelf-ready items:

  • Using the links in the Partner Exchange Service logs
  • Using the Receive and Invoice screen

Receive shelf-ready items using the Partner Exchange Service logs

Follow the instructions below if you imported a shelf-ready data file.

  1. From the left navigation, click Vendors.
  2. Search for the vendor whose files you imported.
  3. From the vendor search results, click the Vendor Name.
  4. In the vendor record, click the Partner Exchange Services accordion.
  5. In the Processing Log, in the Details column, click the first Receive: link. This will bring you to the Receiving screen.
  6. On the left navigation, under Receive and Invoice, in the Action list, select Receive.
  7. For each item:
    1. The call number and barcode of the item will be populated.
    2. Place your cursor in the Barcode field and press <Enter> to receive the item.
    3. The item appears in the Item(s) processed in this session section at the bottom of the screen. The item is received and a local holdings record is created.
  8. Repeat process if there are additional Receive: links listed in the Details column of the Processing Log.

Receive shelf-ready items using the Receive and Invoice screen

  1. From the left navigation, click Receive and Invoice.
  2. Select Monograph from the Processing Type drop-down list.
  3. Select Receive from the Action drop-down list.
  4. Click View Items.
  5. Select Order Number from the Search drop-down list.
  6. Enter the order number (e.g., PO-20218-15) in the Search Text form field and press <Enter> to bring up all items on the order.
    Or
    Do one of the following for each item:
    • Select Title from the Search drop-down list and enter the title in the Search Text form field, then press <Enter>.
    • Select ISBN from the Search drop-down list and enter the ISBN in the Search Text form field, then press <Enter>. The ISBN can be scanned from the UPC barcode.
    • Select Barcode from the Search drop-down list and enter the Barcode of the item (if imported in the shelf-ready data) in the Search Text form field, then press <Enter>.
  7. For each item:
    • The call number and barcode of the item will be populated. (You can verify the call number and barcode are correct.)
    • Place your cursor in the Barcode field and press <Enter> to receive the item.
    • The item appears in the Item(s) processed in this session section at the bottom of the screen. The item is received and a local holdings record is created.