Paying GOBI EDI invoices in FOLIO

Department

Acquisitions

Purpose

How to download invoice files from the vendor, import them into FOLIO, and post payments.

Overview

We use EDI (electronic invoicing) with most of our GOBI accounts so invoices can be imported into FOLIO. We are set up to use EDI for our regular firm order subaccount (5552-10), bypass subaccount (5552-01), eBook subaccount (5552-50), and copy 2 subaccount (5552-16). Invoices for other subaccounts (like the awards approval plan, 5552-11) have to be manually entered.

Required Knowledge/Skills

FOLIO login and permissions, FTP password.

Safety Issues/Precautions

N/A

Equipment/Supplies

Computer with internet

Procedure

1. Download EDI files via FTP. Using WinSCP, use the following settings to connect to GOBI's server:
   File protocol: FTP
   Host name: ftp.ybp.com
   Port: 21
   Username: valpar
   Password: SW****

2. Go to the Data Import app in FOLIO and import file you just downloaded.

3. Select the job profile "Create GOBI Invoice" and select “Run” under Actions.

4. Once complete, the invoice can be viewed and manipulated in the Invoices app.

5. 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.

6. 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.

7. Click Actions and Approve & pay.

See Invoices App documentation for further information: https://docs.folio.org/docs/acquisitions/invoices/