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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.

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

What Are The Standards ?

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

Askews and Holts Library Services 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 Library Services 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
Acknowledgements
Cataloguing Servicing / Fulfilments / Item Load
Invoices(including consolidated)

What Are EDI Orders?

EDI Orders are files generated by the Customers computer system. An order entered on the Customers 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 Library Services 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 a Showroom Visit, Supplier Selection or an order from the Website.

In the case of Showroom Visits, the Customer will visit the Library Supplier and select books from the shelves. The books are put through order entry as a Showroom Visit EDI order.

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 Customer.

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

Askews and Holts Library Services have developed EDI Quotes in the EDIFACT standard.

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 Suppliers 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 Customer delivery date or where the ISBN changes (for instance a hardback to paperback substitution). A title for which we have a shortfall in stock would not be acknowledged.

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

Askews and Holts Library Services 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 customer 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 Customer. The EDI Cataloguing Servicing record links the unique copy ID supplied by the Customer 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 Customer 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 Library Services 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 Customers system. This will save the re-keying of those invoices into the Customers system saving time and money for the Customer.

Customers can also benefit further with by developing EDI link into their own authority’s financial payment system. Current customers that have gone down this route have decided they no longer receive hard copy invoices and are saving both money and the environment.

Askews and Holts Library Services have developed EDI invoices in the EDIFACT standard.