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Aleph Acquisitions: Loading EDI invoices (SUS)

How to load vendor-provided Electronic Data Interchange (EDI) invoice files into Aleph

Procedure--loading EDI invoice files into Aleph (SUS)

  1. Download EDI file from vendor
    Most vendors will send a notification email when an EDI file is ready for download; some will also provide additional information such as invoice numbers, title lists, etc.
     
  2. Upload EDI file(s) to the Aleph server
  • Visit the following URL in your web browser and log in using your Aleph ID and password:

    ​Aleph File View / Download / Upload (SUS Production)
    https://susopac.falsc.org/cgi-bin/afv

    Aleph File View / Download / Upload (SUS Reporting)
    https://susopac.rept.falsc.org/cgi-bin/afv
     
  • Select the radio button next to ./edi/in/edi_incoming
  • Click the "choose file" button and browse to the EDI file on your workstation
  • Click the "Upload" button to upload the file to the Aleph server
     
  1. Run the EDI services in the Aleph Acquisitions client

Aleph EDI services
 

  • edi-09: Processes EDI files in the ./edi/in/incoming/ directory on the Aleph server into xml format
    Aleph edi-09
     
  • edi-12 (optional): Run after edi-09 and before edi-10 to create a report of errors encountered during loading; you may use this service to find and correct errors before actually loading the invoices in Aleph
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  • edi-10: Creates invoices in Aleph from the XML file
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  • custom-30: Adds object codes to invoice lines from the "Quantity Note" field of the order record
    Aleph EDI service custom-30

    You will need to enter the EDI load log number for the invoice file--by default, the most recent log is displayed; usually this is the one you need, but you may need to enter a lower log number to find the log for an earlier EDI load:

    EDI load log: number 159 for invoice EBSCO/0699906
    EDI load log number 159

    EDI load log number 158 for invoice EBSCO/2006522, loaded on 4/14/2020
    EDI load log number 158