EDI Invoicing - Set up

Release: Lotus, Hotfix 3
Updated: 2022-09-20
Added to Confluence: 2023-08-30

Google doc version: EDI Invoicing - Set up

Resources:

Handshakes and workarounds

Description: 

Steps for setting up the 3 profiles needed for  EDI invoicing

Steps:

• Settings → Data import → Field mapping profiles

• Locate and double click on the default template from the list

  • Actions → Duplicate to make a copy for editing

  • Name: prefix and vendor information (for example, include subaccount name or number)

  • Description: edit as helpful and relevant

  • Under Invoice information:

    • Accept default Invoice date and Status

    • Be sure Payment due is left blank!

    • Enter Acquisitions unit, Bill to name, Batch group

  • Under Vendor information:

    • Enter Vendor name, using Organization look-up modal

  • Under Extended information:

    • Enter Payment method

    • Check Export to accounting, if using

  • Save as profile and close

• Settings → Data import→ Action profiles

  • Actions → New action profile

  • Name - include prefix and vendor name

  • Under Details:

    • Action: Create

    • FOLIO record type: Invoice

  • Under Associated field mapping profile:

    • Select Link profile and select appropriate field mapping profile from the list

    • Save as profile & Close

• Settings → Data import → Job profiles

  • Actions → New job profile

    • Name: Include prefix and vendor name

    • Accepted data type: Choose EDIFACT

    • Link to appropriate Action profile

    • Save as profile & Close

Notes:
Set up the 3 profiles (Field mapping, Action, Job) for each FOLIO Vendor with whom you use EDI Invoicing.  For example, if you have separate Vendor records/Codes for EBSCO Subscription and EBSCOHost, you will set up profiles for each.