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Send your vendor EDIFACT order information via email

Discover how to send your EDIFACT order information via email in WorldShare Acquisitions.

Overview

When placing an order in WorldShare Acquisitions, you can notify the vendor of your order by sending them EDIFACT order information via email. The EDIFACT content will appear in the body of the email and as an attachment.

You must follow the instructions below before using the EDIFACT email method of notifying your vendor about your order. You have to configure these settings for every vendor you plan on notifying by this method. You need to have access to OCLC Service Configuration in order to complete all the steps. For information on creating an account, see Signing In.

 Note: Most vendors require that you include the following information when you place an order: ISBN or ISSN for all order items and an Account Number.

EDIFACT order data

The following information will be included in the order data file you send to the vendor.

EDIFACT order data - Table
EDIFACT element Segment EDIFACT element definition How WMS sets this value Example segment Example values
UNB Library Identifier UNB First of two identifiers in UNB segment. Identifies the library sending the order message. An identifier for the library sending the order message. Can be configured by the library to use the:
  • SAN: Uses qualifier 31B
  • GLN: Uses qualifier 14
  • ISIL: Uses qualifier 92
  • WorldCat Registry ID: Uses qualifier 92
  • Vendor Supplied Identifier: Uses qualifier 91
  • Library Supplied Identifier: Uses qualifier 91
UNB+UNOC:3+{UNB Library Identifier}:{Library Qualifier}+Vendor SAN:31B+200623:0700+20200623070000' Library SAN: UNB+UNOC:3+Library SAN:31B+Vendor SAN:31B+200623:0700+{Unique Interchange ID}'

Library GLN: UNB+UNOC:3+Library GLN:14+Vendor GLN:14+200623:0700+{Unique Interchange ID}'

etc.
UNB Vendor Identifier UNB Second of two identifiers in UNB segment. Identifies the vendor recipient of the order message. An identifier for the vendor receiving the order message. Can be configured to use the:
  • SAN: Uses qualifier 31B
  • GLN: Uses qualifier 14
  • ISIL: Uses qualifier 92
  • Local vendor Number: Uses qualifier 92
  • Vendor Supplied Identifier: Uses qualifier 91
  • Library Supplied Identifier: Uses qualifier 91
UNB+UNOC:3+LibrarySAN:31B+{UNB Vendor Identifier}:{Vendor Qualifier}+200623:0700+20200623070000'  Vendor SAN: UNB+UNOC:3+LibrarySAN:31B+Vendor SAN:31B+200623:0700+20200623070000'

Vendor GLN: UNB+UNOC:3+LibraryGLN:14+VendorGLN:14+200623:0700+20200623070000'

etc.
 
Unique Interchange ID UNB Identifier for the message itself in the UNB segment. Unique identifier assigned to each interchange by the system.

Fits pattern: yyyymmddhhmmss
UNB+UNOC:3+LibrarySAN:31B+VendorSAN:31B+200623:0700+{Unique Interchange ID}' UNB+UNOC:3+LibrarySAN:31B+VendorSAN:31B+200623:0700+20200623070000'
Unique Message ID UNH Identifier for the message itself in the UNH segment. Unique identifier assigned to each message by the system.

Fits pattern: yyyymmddhhmmss
UNH+{Unique Message ID}+ORDERS:D:96A:UN:EAN008' UNH+20200623070000+ORDERS:D:96A:UN:EAN008'
Type of Order BGM Identifies the type of order that is being sent, including whether the order is a
  • Rush order
  • Continuation order
If the Shipping Type is “Express” or “Next Day”, WMS will use value 22E (Rush Order)

If all items on the order are Subscriptions, WMS will use value 224 (Continuation Order)

If both conditions above apply, WMS will use 224 (Continuation Order)
BGM+{Type of Order}+PO-2020-1+9' Rush Order: BGM+22E+PO-2020-1+9'

Continuation Order: BGM+224+PO-2020-1+9'
Order Number BGM Identifier for the order itself in the BGM segment. Unique identifier for the order being sent by WMS. BGM+220+{WMS OrderNumber}+9'  BGM+220+PO-2020-1+9' 
Original Order or Re-transmission BGM Identifies whether order is the original order message sent or a retransmission of a previous message. If the order is the original order, WMS will use value 9.

If the order is a retransmission of a previous order, WMS will use value 7.
BGM+220+PO-2020-1+{Resend Indicator} Original Order: BGM+220+PO-2020-1+9'

Re-transmission: BGM+220+PO-2020-1+7'
Date of Order DTM Identifies the date of the order. Current date the order was sent. DTM+137:{YYYYMMDD}:102' DTM+137:20200623:102'
NAD Library Identifier NAD

(Specifically NAD+BY)
First of two NAD segment identifiers. Identifies the library sending the order message. An identifier for the library sending the order message. Can be configured by the library to use the:
  • SAN: Uses qualifier 31B
  • GLN: Uses qualifier 14
  • ISIL: Uses qualifier 92
  • WorldCat Registry ID: Uses qualifier 92
  • Vendor Supplied Identifier: Uses qualifier 91
  • Library Supplied Identifier: Uses qualifier 91
NAD+BY+{NAD Library Identifier}::{Library Qualifier}' SAN: NAD+BY+LibrarySAN::31B'

GLN: NAD+BY+LibraryGLN::14'

etc.
NAD Vendor Identifier NAD

(Specifically NAD+SU)
Second of two NAD segment identifiers. Identifies the vendor recipient of the order message. An identifier for the vendor receiving the order message. Can be configured to use the:
  • SAN: Uses qualifier 31B
  • GLN: Uses qualifier 14
  • ISIL: Uses qualifier 92
  • Local vendor Number: Uses qualifier 92
  • Vendor Supplied Identifier: Uses qualifier 91
  • Library Supplied Identifier: Uses qualifier 91 
NAD+SU+{NAD Vendor Identifier}::{Vendor Qualifier}' SAN: NAD+SU+VendorSAN::31B'

GLN: NAD+SU+VendorGLN::14'

etc.
Account Number RFF

(Specifically RFF+API)
Identifies the account number to be used for the order. Account number configured and selected by the user for the order. RFF+API:{Account Number}' RFF+API:123456-1'
Currency Code CUX Identifies the currency used on the order. The ISO code identifying the currency used on the order. CUX+2:{Currency Code}:9' CUX+2:USD:9'
Line Number LIN Identifies the individual line item on an order. Sequential number identifying the line item on the order. LIN+{Line Number}++1234567890123:EN’ LIN+1++1234567890123:EN’
Book or Serial Identifier (ISBN or ISSN) LIN

PIA
Contains the book (ISBN) or serial (ISSN) identifier for the item being ordered. Preferred ISBN or ISSN selected by the user in WMS.
 

 Note:

  • IS is used for PIA qualifier if ISSN is used
  • If no preferred ISBN or ISSN is selected, the field is left blank
LIN+1++{Preferred ISBN}:EN’

PIA+5+{Preferred ISBN}:IB’

Or

LIN+1++{Preferred ISSN}:EN’

PIA+5+{Preferred ISSN}:IS’
LIN+1++1234567890123:EN’

PIA+5+1234567890123:IB’

Or

LIN+1++1234-5678:EN’

PIA+5+1234-5678:IS’
Resource Information IMD Identifies information about the resource being ordered, including:
  • Title
  • Author
  • Edition
  • Publisher
  • Date of Publication
Resource information retrieved from WorldCat, including:
  • Title
  • Author
  • Edition
  • Publisher
  • Date of Publication
IMD+L+010+:::{Author}'

IMD+L+050+:::{Title of Book}

IMD+L+065+:::{Author}

IMD+L+100+:::{Edition}

IMD+L+120+:::{Publisher}

IMD+L+170+:::{Date of publication}
IMD+L+050+:::American Indians and the market economy, 1775-1850'

IMD+L+065+:::Lance Greene'

IMD+L+120+:::Tuscaloosa ?: University of Alabama Press, ©2010.'

IMD+L+170+:::©2010'
Quantity QTY Identifies the quantity of the item being ordered.

Repeated in GIR segment below.
Quantity as entered by the user in WMS. QTY+21:{Quantity} QTY+21:1
Branch GIR Identifies the branch where the item when received will be located. Identifier from the WorldCat Registry of Branch selected as the home location of this item. GIR+L01+1:LQT+{Branch ID}:LLO+MAIN-STACKS:LSQ+BKS,100:LFN’ GIR+L01+1:LQT+12345:LLO+MAIN-STACKS:LSQ+BKS,100:LFN’
Shelving Location GIR Identifies the shelving location where the item when received will be located. Identifier configured by the library and selected on the order to indicate the specific shelving location of this item as its home branch. GIR+L01+1:LQT+12345:LLO+{Shelving Location}:LSQ+BKS,100:LFN’ GIR+L01+1:LQT+12345:LLO+MAIN-STACKS:LSQ+BKS,100:LFN’
Fund Code GIR Identifies the fund where the item will be charged in the library's budget. Code for the fund to be used when encumbering money for the item on the library's budget. GIR+L01+1:LQT+12345:LLO+MAIN-STACKS:LSQ+{Fund Code},100:LFN’ GIR+L01+1:LQT+12345:LLO+MAIN-STACKS:LSQ+BKS,100:LFN’
Note for Vendor FTX Note for the vendor processing the order. Note entered by the user and specified to be for the vendor.  Can have multiple values. FTX+LIN+++{Vendor Note 1}
FTX+LIN+++{Vendor Note 2}
FTX+LIN+++{Vendor Note 3}
FTX+LIN+++This is a note
Pricing PRI Pricing of various types provided for the linPricing of various types provided for the line item.e item. Price calculated in different ways based on the values entered by the user in WMS:
  • Price of type AAA: UnitPrice - Discount Amount + Service Charges + Shipping
  • Price of type AAB: Unit Price
  • Price of type AAE: UnitPrice + Tax Amount
  • Price of type AAF: UnitPrice - Discount Amount + Tax Amount + Service Charges + Shipping
PRI+AAA:{UnitPrice - Discount Amount + Service Charges + Shipping}:CA’

PRI+AAB:{UnitPrice}:CA’

PRI+AAE:{UnitPrice + Tax Amount}:CA’

PRI+AAF:{UnitPrice - Discount Amount + Tax Amount + Service Charges + Shipping}:CA’

PRI+AAA:30.97:CA'

PRI+AAB:29.99:CA'

PRI+AAE:32.09:CA'

PRI+AAF:33.14:CA'

Line Item Identifier RFF

(Specifically RFF+LI)
Line item identifier provided by the library management system. Unique system-generated identifier for the order item in WMS. RFF+LI:{Order Item Number} RFF+LI:PO-2020-1-1
Fund Code RFF

(Specifically RFF+BFN)
Identifies the fund where the item will be charged in the library's budget. Code for the fund to be used when encumbering money for the item on the library's budget. RFF+BFN:{Fund Code} RFF+BFN:BKS
Number of line items CNT Count of the line items on the order. Count of the line items on the order. CNT+2:{Number of Line Items} CNT+2:5
Number of segments UNT Number of segments in the order message. N/A UNT+{Number of Segments}+20200623070000’ UNT+23+20200623070000’
Unique Message ID UNT Repeat of unique message ID in UNH segment. Unique identifier assigned to each message by the system.

Fits pattern: yyyymmddhhmmss
UNT+23+{Unique Message ID} UNT+23+20200623070000’
Number of Messages UNZ Number of messages in file. N/A UNZ+{Number of Messages}+20200623070000’ UNZ+1+20200623070000’
Unique Interchange ID UNZ Repeat of unique interchange ID in the UNB segment. Unique identifier assigned to each interchange by the system.

Fits pattern: yyyymmddhhmmss
UNZ+1+{Unique Interchange ID} UNZ+1+20200623070000

Sample message

 Note:

  • Uses the SAN for the vendor identifiers and a library-supplied identifier for the library identifiers
  • Bolded portions are specified in table above

UNA:+.? '
UNB+UNOC:3+1234:92+1234567:31B+200623:1546+20200623154616'
UNH+20200623154616+ORDERS:D:96A:UN:EAN008'
BGM+220+PO-2017-3478+9'
DTM+137:20200623:102'
RFF+API:03487239847'
NAD+BY+1234::92'
NAD+SU+1234567::31B'
CUX+2:USD:9'
LIN+1++9780817317140:EN'
PIA+5+9780817317140:EN'
IMD+L+050+:::American Indians and the market economy, 1775-1850'
IMD+L+065+:::Lance Greene'
IMD+L+120+:::Tuscaloosa ?: University of Alabama Press, ©2010.'
IMD+L+170+:::©2010'
QTY+21:2'
GIR+L01+2:LQT+125569:LLO+EUS (Shelving Location):LSQ+books:LFN'
FTX+LIN+++This is a note.'
PRI+AAA:5.99:CA'
PRI+AAB:0:CA'
PRI+AAE:0:CA'
PRI+AAF:6.11:CA'
RFF+LI:PO-2017-3478-1'
RFF+BFN:books'
LIN+2++9780806141756:EN'
PIA+5+9780806141756:EN'
IMD+L+050+:::After Moctezuma ?: indigenous politics and self-government in Mexico City, 1524-1730'
IMD+L+065+:::William F. Connell'
IMD+L+120+:::Norman ?: University of Oklahoma Press, ©2011.'
QTY+21:1'
GIR+L01+1:LQT+125569:LLO+EUS (Shelving Location):LSQ+books:LFN'
PRI+AAA:30.97:CA'
PRI+AAB:29.99:CA'
PRI+AAE:32.09:CA'
PRI+AAF:33.14:CA'
RFF+LI:PO-2017-3478-5'
RFF+BFN:books'
LIN+3++9780812242973:EN'
PIA+5+9780812242973:EN'
IMD+L+050+:::Civil rights advocacy on behalf of the poor'
IMD+L+065+:::Catherine M. Paden'
IMD+L+120+:::Philadelphia ?: University of Pennsylvania Press, 2011.'
IMD+L+170+:::2011'
QTY+21:5'
GIR+L01+5:LQT+125569:LLO+EUS (Shelving Location):LSQ+books:LFN'
PRI+AAA:14.78:CA'
PRI+AAB:0:CA'
PRI+AAE:0:CA'
PRI+AAF:15.52:CA'
RFF+LI:PO-2017-3478-4'
RFF+BFN:books'
LIN+4++9781438436319:EN'
PIA+5+9781438436319:EN'
IMD+L+050+:::The anarchist bastard ?: growing up Italian in America'
IMD+L+065+:::Joanna Clapps. Herman'
IMD+L+120+:::Albany ?: Excelsior Editions/State University of New York Press, ©2011.'
IMD+L+170+:::©2011'
QTY+21:3'
GIR+L01+3:LQT+125569:LLO+EUS (Shelving Location):LSQ+books:LFN'
PRI+AAA:8.94:CA'
PRI+AAB:0:CA'
PRI+AAE:0:CA'
PRI+AAF:9.21:CA'
RFF+LI:PO-2017-3478-2'
RFF+BFN:books'
LIN+5++9780826219046:EN'
PIA+5+9780826219046:EN'
IMD+L+050+:::Brothers to the Buffalo Soldiers ?: perspectives on the African American militia and volunteers, 1865-1917'
IMD+L+065+:::Bruce A. Glasrud'
IMD+L+120+:::Columbia, Missouri ?: University of Missouri Press, ©2011.'
IMD+L+170+:::©2011'
QTY+21:4'
GIR+L01+4:LQT+125569:LLO+EUS (Shelving Location):LSQ+books:LFN'
PRI+AAA:11.87:CA'
PRI+AAB:0:CA'
PRI+AAE:0:CA'
PRI+AAF:12.35:CA'
RFF+LI:PO-2017-3478-3'
RFF+BFN:books'
UNS+S'
CNT+2:5'
UNT+80+20200623154616'
UNZ+1+20200623154616'

Step 1: Contact your vendor

Before you begin configuration, you must contact the vendor in order to determine the correct EDIFACT notification settings:

  • The vendor will provide what to put in the UNB Vendor Identifier and NAD Vendor Identifier fields.
  • The vendor may also have recommendations for how your library should identify itself in the UNB Library Identifier and NAD Library Identifier fields. The vendor may require certain identifier types to be used, or they may provide you with the options they support.
  • It is your library's responsibility to have a conversation with the vendor about your library identifier. If you hit a roadblock in the process, contact OCLC Support.

Step 2: Add vendor identifiers in Vendors

  1. On the left navigation, click Vendors.
  2. Search for the vendor you want to configure for the EDIFACT email method.
  3. From the vendor search results, click the Vendor Name.
  4. In the vendor record, click the Acquisitions Settings accordion.
  5. In the Specific Notification Settings fields, set the following:
    1. In the Action list, select Ordering.
    2. In the Contact list, select your vendor contact who will be receiving the email. You can add contacts in the Vendors section of the vendor record.
    3. In the Delivery Method list, select E-Mail (EDIFACT).
    4. Click Save.
  6. In the Edifact Notification Settings fields, use the lists to select the type of identifiers provided to you by your vendor. You must select a value for all four fields:
    1. Depending on what you select for UNB Vendor Identifier and NAD Vendor Identifier, your next steps will vary.
      Identifier Type Action
      SAN
      1. Click the Identifiers accordion.
      2. In the SAN field, enter the vendor identifier.
      GLN or ISIL
      1. Click the Identifiers accordion.
      2. In the Additional Identifiers Type list, select GLN Global Number or ISIL International Standard for Libraries.
      3. In the Value field, enter the vendor identifier.
      Local Vendor ID The Local Vendor Number is assigned by the system. To view your vendor number, click the Local Identifiers accordion.
      Vendor-supplied ID or Library-supplied ID Enter the identifier in the text field that appears on the right.
    2. Depending on what you select for UNB Library Identifier and NAD Library Identifier, your next steps will vary.
      Identifier Type Action
      SAN, GLN, or ISIL Go to step 8.
      WorldCat Registry ID The WorldCat Registry ID is an identifier in the form of a running number which is assigned to all libraries and other cultural institutions within the WorldCat Registry. To view your WorldCat Registry ID, log into OCLC Service Configuration, and click WorldCat Registry > Identifiers.
      Vendor-supplied ID or Library-supplied ID Enter the identifier in the text field that appears on the right.
  7. Click Save.
  8. If you selected SAN, GLIN, or ISIL for your UNB Library Identifier or NAD Library Identifier, continue to the steps below to configure your library identifier. Otherwise you can begin using the EDIFACT email method (see Step 4: Send the order).

Step 3: Add library identifiers in OCLC Service Configuration

If your UNB Library Identifier or NAD Library Identifier is a SAN, GLN, or ISIL, you must configure your library identification in OCLC Service Configuration.

  1. Sign in to Service Configuration.
  2. On the left navigation, click WorldCat Registry > Identifiers.
  3. Select your Identifier Type from the list.
  4. Enter your Identifier in the text field.
  5. Click Add.
  6. Click Save.
  7. You can begin using the EDIFACT email method.

Step 4: Send the order

  1. Create your order for the vendor and add line items using your normal method.
  2. Select an ISBN or ISSN for each item on the order.
  3. Select the appropriate Account Number.
  4. Click Place Order.
  5. On the Place Order window, make sure the Notify Vendor about this order check box is selected.
  6. Click Continue.
  7. Click Place & Send Order.

 

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