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.
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.
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.
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:
|
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' |
Note: You can upload up to 100 invoices when importing EDIFACT invoices.
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 following table provides descriptions of frequently found errors and is not exhaustive.
Error | Description | Prevention |
---|---|---|
The quantity of copies invoiced in the file is not equal to the number of not invoiced copies. | The quantity of copies ordered in WMS does not match the quantity of the invoice item in the EDIFACT file. | Confirm that the the quantity in for your order item in WMS matches the quantity in your EDIFACT file and that you have not already invoiced 1 or more copies of the item. |
Vendor Order Item Number matches to more than one order item from different master subscriptions. | An existing subscription item, with a stored Vendor order ID in the Vendor Order Item Number field, has been re-ordered rather than renewed. The reorder results in a duplicate Vendor Order Item Number value. | Locate the items and remove the Vendor Order Item Number from any order items that are not current. Renew the item moving forward, rather than re-ordering. |
Vendor Order Item Number provided in RFF+SLI did not match to any existing order item. | The Vendor's order ID for the item is not in the Vendor Order Item Number field. OR The item has not been ordered. |
Locate the item, add the Vendor Order Item Number, and re-load the file. |