The library uses edifact files for automating purchasing from different vendors. In this case acquisition librarian uses an FTP client to download and load the edifact file into the ILS. Errors can easily happen where you can then no longer access the invoice from the vendor and a new edifact file must be issued and imported into horizon.
What is an Edifact File?The UN/EDIFACT Syntax Rules were approved as the ISO standard ISO 9735 by the International Standardization Organization.
The EDIFACT standard provides:
a set of syntax rules to structure data
an interactive exchange protocol (I-EDI)
standard messages which allow multi-country and multi-industry exchange
Edifact File Sample
The UNB number the B number MUST match the B number in UNZ, also the UNH B number MUST match the UNZ B number. These are unique identifiers for the invoice generated by the vendor. If there is an issue with the import of an invoice such as cancelled items on the PO, or any other error you will need to get a new Edifact file from the vendor.
How to check the error on edifact files in Horizon
To check for errors on edifact imports (uploads) you need to view them in table Editor
Double click table editor to open up the search and type in edifact
Then select double click on “edifact exceptions” and scroll to the bottom for the most recent errors. You will want to look for the errors highlighted in Green, not errors stating the edifact file has already been uploaded.
If you try import a file and it fails do the following:
Ask the vendor for a new Edifact File with new header numbers. (Once you try import it once it can not be imported again with the same header numbers)
Check the PO in horizon, verify everything is ok and there is nothing cancelled, etc.
Check for error codes in table editor using the edifact exceptions view
Either fix the PO or remove the troublesome line in the edifact file using Notepad.
Once the PO or the edifact file is fixed, reimport (upload) the file into horizon.
Additional Error info:
If you get an error like Process Invoice Error PO/Line, means there is a mismatch with the PO and the invoice, and the PO in Horizon needs to be fixed or an item in the edifact file needs to be removed shown in the example in orange. Verify the PO in horizon before trying to re-import the edifact file in Horizon. The PO either needs to be corrected or remove anything that is not in the PO in the edifact file.
Unfortunately you have to go back to the vendor and ask for a new edifact file because there was an error on import and a new header needs to be generated so the Unique identifier matches what the vendor gives for the import and once a file has been imported it can not be easily deleted in Horizon.
