Send your vendor an EDIFACT order message
Discover how to notify a vendor of your order by sending them an EDIFACT order message using email or secure FTP in WorldShare Acquisitions.
Overview
When placing an order in WorldShare Acquisitions, you can notify the vendor of your order by sending them an EDIFACT order message using secure FTP (SFTP or FTPS) or email.
- Vendors prefer to receive EDIFACT orders via secure FTP as it can decrease order processing times.
- EDIFACT orders received via email will have the content in the body of the email and as an attachment.
You must follow the instructions below before using either EDIFACT order messaging method. You have to:
- Configure settings for every vendor you plan on notifying.
- Access to OCLC Service Configuration in order to configure EDIFACT order messages using email. For information on creating an account, see Signing In.
EDIFACT order data
The following information will be included in the order data file you send to the vendor.
Step 1: Contact your vendor
Before you begin configuration, you must contact the vendor in order to determine the correct EDIFACT notification settings:
- The vendor will provide what to put in the UNB Vendor Identifier and NAD Vendor Identifier fields.
- The vendor may also have recommendations for how your library should identify itself in the UNB Library Identifier and NAD Library Identifier fields. The vendor may require certain identifier types to be used, or they may provide you with the options they support.
- For secure FTP order messages, ask the vendor for their secure FTP information for dropping off order messages.
- For email order messages, ask the vendor which email contact the message should be sent to.
- It is your library's responsibility to have a conversation with the vendor about your library identifier. If you hit a roadblock in the process, contact OCLC Support.
Step 2: Configure your vendor
The following workflow applies to sending order messages via both email and secure FTP. Steps that only apply to one order delivery method are identified.
- On the left navigation, click Vendors.
- Search for the vendor you want to configure for the EDIFACT email method.
- From the vendor search results, click the Vendor Name.
- (Secure FTP messages only) In the vendor record, click the Links & Logins accordion.
- Click Add New Link.
- Complete the following fields for the secure FTP link.
- Link Name - Enter a descriptive name for the link (e.g., FTP account for EDIFACT orders).
- 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 the vendor for the secure FTP account.
- Password - Enter the password provided by the vendor for the secure FTP account.
- Directory - Enter the directory or folder where EDIFACT orders should go.
- Top-level folders do not require a beginning slash (e.g. orders not /orders).
- Sub-folders require a slash (e.g., incoming/order).
- Click Save.
- In the vendor record, click the Acquisitions Settings accordion.
- In the Specific Notification Settings fields, set the following:
- For secure FTP order messages:
- In the Action list, select Ordering.
- In the Delivery Method list, select FTP (EDIFACT).
- In the FTP Profile list, select the profile you created in step 1.
- For email order messages:
- In the Action list, select Ordering.
- In the Contact list, select your vendor contact who will be receiving the email. You can add contacts in the Vendors section of the vendor record.
- In the Delivery Method list, select E-Mail (EDIFACT).
- Click Save.
- For secure FTP order messages:
- In the Edifact Notification Settings fields, use the lists to select the type of identifiers provided to you by your vendor. You must select a value for all four fields:
- In the Specific Notification Settings fields, set the following:
- Click Save.
- If you selected SAN, GLIN, or ISIL for your UNB Library Identifier or NAD Library Identifier, continue to the next step to configure your library identifier. Otherwise you can begin using the EDIFACT email method (see Step 4: Send the order).
Step 3: Add library identifiers in 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.
- Sign in to Service Configuration.
- On the left navigation, click WorldCat Registry > Identifiers.
- Select your Identifier Type from the list.
- Enter your Identifier in the text field.
- Click Add.
- Click Save.
- You can begin using the EDIFACT email method.
Step 4: Send the order
- Create your order for the vendor and add line items using your normal method.
- Select an ISBN or ISSN for each item on the order.
- Select the appropriate Account Number if the vendor requires an account number.
- Click Place Order.
- On the Place Order window, make sure the Notify Vendor about this order check box is selected.
- On the Notify Vendor about Order window, confirm:
- (Secure FTP order messages) The delivery method is set to FTP (EDIFACT) and the FTP profile selected is correct.
- (Email order messages) The delivery method is set to E-mail (EDIFACT) and the vendor contact selected is correct.
- Click Continue.
- Click Place & Send Order.