Downloading Electronic (EDIFACT) Invoices

Department

Acquisitions

Purpose

To download electronic (EDIFACT) invoices so payments can be posted in FOLIO.

Overview

Some vendors provide EDI files so we do not have to manually enter invoices into FOLIO.

Required Knowledge/Skills

FOLIO, FTP passwords.

Safety Issues/Precautions

N/A

Equipment/Supplies

Computer, internet, FTP client.

Procedure

Some vendors provide EDI files that can be downloaded directly from their website after logging in, such as EBSCO and Midwest. Other times, we need to download them via FTP (like with GOBI).

To FTP, follow all the steps below. If you already have the file, skip ahead to step 6.

1. Use FTP client such as WinSCP.
2. Enter vendor's site as the server/host name.
3. The port number is usually 21 or 22.
4. Enter username and password provided to us by the vendor and connect.
5. Locate file in vendor's invoices folder and download to your computer or any temporary local location.
6. In FOLIO, go to the Data Import app and import file you downloaded, either by browsing or dragging and dropping the file.
7. It will prompt you to choose a job profile. Select the one for creating an invoice with that vendor. Run.
8. Once complete, the invoice can be viewed and manipulated in the Invoices app.
9. In the Invoices app, make sure each invoice line has a POL number attached. If it did not map properly, you can click on the attachment icon to manually attach the correct POL number. Check if the total is correct. FOLIO is not able to map invoice level adjustments yet, so shipping charges need to be added after the invoice is imported.
10. If there are shipping charges, they are added at the invoice level not the invoice line level. On the invoice screen, click on Actions, then Edit. Add adjustment using the description "freight" and prorate by amount, in addition to total. Add the freight surcharge in dollars. When you save and close, the calculated total amount should now match the invoice total.
11. When everything looks right, click Actions and Approve & pay.
12. The EDI file can be deleted from your computer.