Configure EDIFACT messages for GOBI Library Solutions

Introducción

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:

• Pedidos
• Reclamaciones
• 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, dropoff 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. Haga clic en Añadir nuevo enlace.
   2. Rellene los siguientes campos para el enlace FTP seguro.
      • Link Name - Enter a descriptive name for the link (e.g., FTP account for GOBI EDIFACT claims).
      • URL - Introduzca la URL del sitio FTP de su proveedor. La URL debe empezar por sftp:// o ftps://.
      • Tipo - Seleccione SFTP o FTPS de la lista desplegable.
      • 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.
      • Directorio - Introduzca el directorio o carpeta donde deben ir los mensajes EDIFACT.
        • Las carpetas de nivel superior no requieren una barra al principio (p. ej. reclamaciones no /reclamaciones).
        • Las subcarpetas requieren una barra oblicua (por ejemplo, incoming/claim).
   3. Haga clic en Guardar enla esquina superior derecha.
4. En el registro del proveedor, haga clic en el acordeón Configuración de adquisiciones.
   1. En los campos Configuración de notificación específica, configure lo siguiente:
      1. In the Action list, select the type of EDIFACT messages you would like to set up with GOBI.
         • Pedidos
         • Reclamación de artículos del pedido
         • Reclamación de emisiones en serie
      2. En la lista Método de entrega, seleccione FTP (EDIFACT).
      3. En la lista Perfil FTP, seleccione el perfil que creó en el paso 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	Acción
         SAN	31B Example: {UNB Vendor Identifier SAN}::31B	Haga clic en el acordeón Identificadores. En el campo SAN, introduzca el identificador del proveedor.

      2. Configure UNB Library Identifier

         Identifier Type to select in drop down	Identifier to enter in Institution Registry or EDIFACT settings	Acción
         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	Acción
         SAN	31B Example: {UNB Vendor Identifier SAN}::31B	Haga clic en el acordeón Identificadores.  En el campo SAN, introduzca el identificador del proveedor.

      4. Configure NAD Library Identifier

         Identifier Type to select in drop-down	Identifier to enter in Institution Registry or EDIFACT settings	Acción
         GLN	GLN (provided by library)	See Step 4: Add library identifiers in OCLC Service Configuration.

5. Haga clic en Guardar.
6. Continue to the next step to configure your library identifier. 

Step 4: Add library identifiers to OCLC Service Configuration

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.