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Configure EDIFACT messages for GOBI Library Solutions

Discover how to configure EDIFACT ordering and claiming from GOBI Library Solutions.

Introduction

This page documents how to configure EDIFACT messages for GOBI Library Solutions. EDIFACT messages are sometimes required by vendors to support other forms of EDIFACT transactions including importing invoices, order response files, claims and cancellations. For instructions on how to import invoice and order response data for all vendors, including GOBI Library Solutions, see Import invoice data from EDIFACT file and Import EDIFACT order response data.

 Note: GOBI Library Solutions is the final source of official documentation on how to configure their EDIFACT messages. However, this document provides information gathered from libraries as well as GOBI Library Solutions on how to set up their EDIFACT ordering.

The following EDIFACT message types are supported by GOBI Library Solutions:

  • Orders
  • Claims
  • Cancellations

     Note: Cancellations are not yet supported by WMS.

 Note: This documentation was last updated on 11/6/2023.

Step 1: Determine how many vendor records to use

GOBI Library Solutions has offices in both the UK and the US, and libraries may order from one or both of these offices. If your library is ordering from one office, only one vendor record is needed. If your library is ordering from both offices, you have the option to use one record or two:

  1. If your library orders from both the UK and US GOBI Library Solutions offices, and wants to keep both US and UK orders and invoices united, one vendor record is required.
  2. If your library orders from both the UK and US GOBI Library Solutions offices, and wants to keep US and UK orders and invoices separate, two vendor records are required.

Step 2: Gather required information

In order to start get started with EDIFACT messaging for GOBI Library Solutions, you will need to note the following information:

  1. Secure FTP information from GOBI for dropping off messages. Contact the appropriate GOBI New Business Development Manager (NBDM) to establish full read/write permission on the GOBI secure FTP server. Secure FTP is required for WMS.
    1. Includes general information such as URL, drop-off folder, etc.
    2. Includes information for who to contact to retrieve username and password.
  2. GOBI's SAN for the UK and/or US office.
  3. Your library's SAN or GLN. If your library does not have either of these numbers, you will need to work with your GOBI New Business Development Manager (NBDM) to determine an appropriate substitute. 
  4. The GOBI subaccount numbers for all subaccounts from which your library will be sending EDIFCAT orders and/or expects to receive EDIFACT invoices.

Step 3: Enter GOBI Library Solutions vendor record

  1. In WorldShare Acquisitions, in the left navigation, click Vendors.
  2. Search for and select the GOBI Library Solutions vendor record.
  3. In the vendor record, click the Links & Logins accordion.
    1. Click Add New Link.
    2. Complete the following fields for the secure FTP link.
      • Link Name - Enter a descriptive name for the link (e.g., FTP account for GOBI EDIFACT claims).
      • URL - Enter the URL of your vendor's FTP site. The URL must start with sftp:// or ftps://.
      • Type - Select SFTP or FTPS from the drop-down list.
      • User ID - Enter the username provided by GOBI for the secure FTP account.
      • Password - Enter the password provided by GOBI for the secure FTP account.
      • Directory - Enter the directory or folder where EDIFACT messages should go.
        • Top-level folders do not require a beginning slash (e.g. claims not /claims).
        • Sub-folders require a slash (e.g., incoming/claim).
    3. Click Save in the upper right corner.
  4. In the vendor record, click the Acquisitions Settings accordion.
    1. In the Specific Notification Settings fields, set the following:
      1. In the Action list, select the type of EDIFACT messages you would like to set up with GOBI.
        • Ordering
        • Claiming order item(s)
        • Claiming serial issues
      2. In the Delivery Method list, select FTP (EDIFACT).
      3. In the FTP Profile list, select the profile you created in step 1.
    2. In the Edifact Notification Settings fields, use the lists to select the type of identifiers provided to you by GOBI:
      1. Configure UNB Vendor Identifier
        Identifier Type to select in drop-down Identifier to enter in Institution Registry or EDIFACT settings Action
        SAN 

        31B

        Example: {UNB Vendor Identifier SAN}::31B

        1. Click the Identifiers accordion.
        2. In the SAN field, enter the vendor identifier.
      2. Configure UNB Library Identifier
        Identifier Type to select in drop down Identifier to enter in Institution Registry or EDIFACT settings Action
        GLN

        GLN (provided by library)

        See Step 4: Add library identifiers in OCLC Service Configuration.
      3. Configure NAD Vendor Identifier
        Identifier Type to select in drop-down Identifier to enter in Institution Registry or EDIFACT settings Action
        SAN

        31B

        Example: {UNB Vendor Identifier SAN}::31B

        1. Click the Identifiers accordion. 
        2. In the SAN field, enter the vendor identifier.
      4. Configure NAD Library Identifier
        Identifier Type to select in drop-down Identifier to enter in Institution Registry or EDIFACT settings Action
        GLN GLN (provided by library) See Step 4: Add library identifiers in OCLC Service Configuration.
  5. Click Save.
  6. Continue to the next step to configure your library identifier. 

Step 4: Add library identifiers to 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.

Step 5: Send test order

  1. Supply an order receipt acknowledgment e-mail address.

     Note: E-order acknowledgment e-mails will not be sent for test orders.

  2. Create/amend the profile and vendor record for each ordering subaccount. See Create a new vendor and Edit a vendor for more information.
  3. Prepare a five item test order file for each ordering subaccount. Orders sent for testing will not be fulfilled.
  4. Using the credentials provided, send the test order file via FTP to sftp://ftp.ybp.com/ and place it in the \dropoff folder.
  5. When testing is complete, you will be notified of the results and given the approval for placing live orders or, if needed, feedback to implement changes that will allow approval. Changes may result in more testing.
  6. After approval has been granted, you will begin transmitting files to sftp://ftp.ybp.com/. Orders will typically process within 30 minutes of receipt.

Step 6: Sending live production orders

When you are ready to send live orders, you will generally follow the process outlined below:

  1. Create a new order.
  2. Select an ISBN for each eBook.
  3. Enter platform/license code in vendor note for each eBook.
  4. Place the order.