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EDI

Askews and Holts are committed to providing EDI Services to our customers. It is hoped that this page will provide useful information and guidance in adopting one or more of the EDI Services Askews and Holts offer.

What Is EDI ?

Electronic Data Interchange

EDI is a method for communicating electronically with trading partners based upon standards.

Electronic Trading means information needs to only be manually typed, once onto a system. Data can then be manipulated by staff of the trading partners or be updated by their systems - no re-typing of data is required.

The EDI process is therefore more efficient and more accurate. By eliminating paper copies, EDI can also reduce costs and release staff time.

What Are The Standards ?

Communication between two separate systems means standards are important. Askews and Holts will insist that standards are enforced wherever possible in order to maintain the integrity of the EDI process.

Askews and Holts have developed systems in both TRADACOMS, a British standard, and EDIFACT, an International standard. However, since EDIFACT is becoming the preferred standard, all Askews and Holts’ future development will be in EDIFACT.

The standards are created by the Book Industry Communication (BIC) group. Further information can be found by visiting their website at www.bic.org.uk. Alternatively customers should check with their Library Management Supplier for details of their system.

What Are The EDI Services?

  • Orders
  • Quotes/9xx/Quick Click/Proposals
  • Acknowledgements
  • Cataloguing Servicing/Fulfilments/Item Load
  • Invoices (including consolidated)

What Are EDI Orders?

EDI Orders are files generated by the library computer system. An order entered on the library system is translated into an EDI file and transmitted to the library supplier in electronic format.

When received by the library supplier the EDI Order message is loaded onto the system automatically. Order entry staff can view each order in turn and merely have to confirm that all the details presented are valid.

Askews and Holts currently offer EDI Orders using either the TRADACOMS standard or the EDIFACT standard.

What Are EDI Quotes?

EDI Orders must have been implemented between the trading partners prior to implementing EDI Quotes as will be described below.

EDI Quotes are files generated by the library supplier. This would be in response to an order from the Website for example.

The library supplier's system will then create an EDI Quotes file for the specified orders. The EDI Quotes file is then transmitted to the library.

The EDI file will be picked up by the library’s computer system and imported directly into the system. For large orders, this can save the library days worth of inputting time.

Askews and Holts have developed EDI Quotes in the EDIFACT standard and we also support the 9XX, Quick Click and Proposal ordering methods.

What Are EDI Acknowledgements?

EDI Orders must have been implemented between the trading partners prior to implementing EDI Acknowledgements.

EDI Acknowledgements are EDI files generated by the library supplier's system and can only be generated in response to an EDI Order.

An EDI Acknowledgement message is generated for any item on an order which the library supplier cannot supply at all. This will include Out Of Print titles, titles where the publication date is later than the required library delivery date or where the ISBN changes (for instance a hardback to paperback substitution). 

When the EDI message is automatically uploaded into the library system, the library is notified of any problems with supply. This is of great benefit to the library as they can then cancel the order line immediately and release funds for further purchases.

Askews and Holts have developed EDI Acknowledgements in the TRADACOMS standard.

What Is EDI Cataloguing Servicing/Fulfilment/Item Load?

This service has a different name dependent on which Library Management System the library uses but works in very similar ways. For the purpose of this summary, we will solely use the phrase Cataloguing Servicing.

EDI Orders must have been implemented between the trading partners prior to implementing EDI Cataloguing Servicing.

The message is generated by the library supplier system when the books are being despatched and is transmitted to the library. The EDI Cataloguing Servicing record links the unique copy ID supplied by the library system, as part of the EDI Order, to the barcode number attached to the book during servicing by the library supplier.

Once imported into the library system, the EDI Cataloguing Servicing record is used to assist in receipting the books and for tracking the books at a later date.

Askews and Holts have developed EDI Cataloguing Servicing in the EDIFACT standard.

What Are EDI Invoices?

The EDI Invoice file is generated by the library supplier system when the order is despatched.

The EDI Invoice message contains all the financial information which would be presented on a paper invoice - that is ISBN, qty, location, price, VAT, discounts, servicing charges etc.

Once transmitted, the message can be imported directly into the library system. This will save the re-keying of those invoices into the library system saving time and money for the library.

Libraries can also benefit further by developing an EDI link into their own financial payment system. Current Libraries that have gone down this route have decided they no longer need to receive hard copy invoices and are, as a result, saving both money and their impact on the environment.

Askews and Holts have developed EDI invoices in the EDIFACT standard

For further information, please contact; academicenquiries@askewsandholts.com