Re: EBSCO electronic invoices

[Roz Goldstein <Rosalyn.M.Goldstein@xxxxxxxxxx>]

I am responding to Terri Summey's original question, and I may be giving 
some of you more information than you need. We started the process by 
creating order records for each of our EBSCO titles, I then sent an 
excel file to EBSCO with our EBSCO title numbers and our III order 
record numbers. I spent a good deal of time going through this process. 
EBSCO added our order record numbers to the paper invoice so we now have 
a visual tracking system, and this year we only made a few corrections 
for our current renewal.

This will be the second year that we will be loading our invoice 
electronically. We also receive our paper copies, necessary for making 
changes and tracking, and for sending to our business office for payment.


EBSCO will send an email with the information, the email includes 
information that is necessary, such as login and password and file name, 
and a lot of information that we don't need to know, because we are on a 
III system.

We are still using the process in the character based system, I hope to 
be able to begin using MilAcq in the next few months.

Here are my notes, the may be a bit incomplete at the end. I check the 
invoices and do all of the steps to get the data into a pay file, 
someone in our acquisitions department does the posting along with the 
normal monograph acquisition workflow.

Follow instructions in the manual to FTP files into III page #102905 
with a link to page #102895, for release #3, in the character based Innopac.

Only one file can be FTPed at a time,
O>Ordering and receiving subsytem
A>Additional ordering and receiving functions
P>Process data from book/serial vendors
S>Receive invoice data from Serial vendor
E>Get a serial invoice file via FTS from EBSCO
3>ftp.ebsco.com - need to have the EBSCO ftp host on the list
Type User name: (you will receive this information in the email from EBSCO)
Type password: (same as above)
Type file name with single quotes, works in both upper and lower cases
&&


Once the file(s) are loaded into Innovative:
INSTRUCTIONS character based:
1.O>Ordering and receiving subsystem
2.A>Additional ordering and receiving functions
3.P>Process data from book/serial vendors
4.C>Check invoices received
5. This is where there may be the need to do some editing, don't worry 
that there are errors. Most of the time it is only that EBSCO doesn't 
have the order record number and has given a default number.
5.E>EBSCO and other vendors
6&.. Need to do all steps before FTPing another invoice

P> Process items
a) A> Accept charges
b) Y
c) We dont change the date when prompted
d) Get the opportunity to change fund or location
e) Leave rejected (none) items as they are
f) D> Do not set received date - our choice
g) Now they are ready to be posted

NOTES:
· Check line by line (only those titles with prices)
· Make sure there is only one order record per title

Roz Goldstein


Roz Goldstein
Head of Cataloging and Serials
Widener University
Wolfgram Memorial Library
Chester, PA 19013
(610) 499-4079
rosalyn.m.goldstein@xxxxxxxxxx