[OPEN-ILS-GENERAL] ***SPAM*** Re: Acquisitions and Invoices

[Tim Spindler]

I have been going back and forth with my member libraries and they have a
concern about this functionality and maybe current development is addressing
this.  Right now in their workflow, they might issue 3 orders to Baker &
Taylor on the 1st, 15th and 30th of the month and lets say each order had 10
line items.  Baker and Taylor ships 6 items the folowing month with an
appropriate  invoice.  Of the 6 items, 2 of the items are from the order on
the 1st, 2 of the items are from the order on the 15th and 2 are from the
order on the 30th.  In the Innovative system, they will import the
electronic invoice (or status update) from Baker & Taylor and that will
change the items to received.  They still physically verify that the items
were received and if there was a problem they would make the appropriate
changes to their records and notify Baker & Taylor.

As I understand the way Evergreen acquisitions currently operates, the
libraries would have to touch 3 different POs and select the appropriate
line items in each order and mark the item received.  With a small amount of
ordering, this is manageable but libraries that are receiving a large volume
of items each month, this creates a significant amount of extra work.

Thanks,

Tim Spindler
C/W MARS

On Wed, Oct 13, 2010 at 5:33 PM, Joe Atzberger <jatzberger at esilibrary.com>wrote:

> We have 2.0 Alpha 1 loaded and I don't see any way to load electronic
>> invoices and can't seem to finid any details on this.  Is this something
>> that will be available at some point?
>
>
> We might have some terminological confusion over the term "invoice".  The
> EDIFACT message type "INVOIC" is not currently processed in any version of
> EG.
>
> Most EDI features are only a few weeks old, so Alpha1 (Aug 23rd) may be too
> old a release for many purposes.  The newest one right now is Alpha4.  The
> currently used message types are:
>
>    - ORDERS: purchase order, from EG
>    - ORDRSP: purchase order response, from vendor
>
> Yet to be implemented:
>
>    - OSTENQ: order status enquiry, from EG
>    - OSTRPT: order status report (an update), from vendor
>    - INVOIC: invoice
>
>
> INVOIC, OSTRPT and ORDRSP are similar, and I think ORDRSP probably provides
> the information you are asking about currently.
>
> Also, if it is available, will you be able to receive all items if you load
>> the invoices?
>>
>
> When ORDRSP or OSTRPT files are loaded, they are used to update
> order/lineitem status, expected delivery date and price.  No EDI is
> necessary to receive items individually or as part of a whole PO.  So, to
> answer your question, yes you are able to receive all PO items, whether
> INVOIC processing is available or not.
>
> As I understand it, the workflow of "load this file to tell you what you
> received" is unsupported by design.  At some point an operator needs to tell
> the system what items actually arrived in the real world, and not just what
> the machines say arrived.  For EG, we expect that reality check to happen as
> items are received.  Afterwards, we don't care if an electronic file says
> otherwise, we *know* we received a given item (or that we didn't).
>
> We will be looking to update price info from an INVOIC when we do process
> those files.  However, I'm not sure what we will do, if anything, with
> account balance information that may appear in the same message.  I'll have
> to decide when I get to that part.
>
> I hope that answers a few questions.
>
> --Joe Atzberger
> Equinox Software, Inc.
>



-- 
__________________________
Tim Spindler
tjspindler at gmail.com
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