EDI – short for Electronic Data Interchange – is the electronic transfer of data from one system to another using standard communication protocols. In the Acquisitions module, EDI can be used to transmit order and invoice information automatically between Evergreen and the vendor.

When a library uses EDI the basic process is:

  1. Library purchasers create an order cart in the vendor’s website
  2. MARC records for the ordered titles and copies are sent to WLS servers
  3. MARC records are uploaded by WLS Cataloging, and imported into Evergreen creating a purchase order (PO)
  4. The PO is transmitted to the vendor
  5. The vendor site sends a confirmation response
  6. When items are shipped, the vendor transmits an electronic invoice corresponding to the shipment

NOTE: Libraries can use the Acquisitions module, and import title and holdings record into the ILS, with or without EDI. If not using EDI, manual steps are needed to create POs and invoices.

Elements of an EDI Account record

If a library plans to use EDI ordering, an EDI Account must be created and linked to the vendor Provider record. WLS creates the Provider and EDI Account records, but will need information from the vendor to do so.

EDI Messages

All EDI messages are attached to the order PO.

There are typically three types of messages: order submitted to the vendor, confirmation that the order has been processed, and invoice(s) generated.

If a failure occurs, there will be an explanatory note in the Error field.