EDI @ Books Asia

Our EDI system was developed in 2011, working with Kent and Milton Keynes (SELMS), Hampshire (CBC) and Kirklees. Technical support was provided by Civica, SirsiDynix, Axiell and Nielsen.

Most libraries engage us on a supplier-select basis, a trend which is perpetuating through the industry. The traditional EDI-cycle lends itself naturally to this supplier-selection process.

For Civica and Sirsi users, EDI messages are exchanged via the Books Asia FTP Server. For Talis, Axiell and Infor, we use Nielsen BookNet.

EDI Quotes

Supplier-select and customer-select orders are submitted as EDI Quotes. Data does not need to be re-keyed by the library to 'raise an order'. Marc records are issued before the EDI Quotes, ensuring that full biblio details are available and allowing easy review/approve of the titles. We have worked closely with LMS vendors and libraries to engineer a solution which works seamlessly with or without ISBN numbers.

EDI Orders

Once the selection is approved, the library transmits an EDI Order to Books Asia. This holds the order numbers and unique references for Books Asia to use in subsequent EDI messages. Any changes to Local Class Numbers will also be passed back with the EDI Order, and used by us during servicing.

EDI Order Response (fulfilments)

We have worked closely with libraries to establish Shelf Mark standards within Consortia and individual libraries. The EDI Order Response greatly reduces accessioning times as Class Numbers, Shelf Marks and Barcodes are all sent by EDI before the books are despatched. Hence, when the books do arrive, they are truly shelf-ready.

EDI Invoice

Our EDI Invoice provides a line-level breakdown of all costs associated with each title. The Unit Price, Discounts and Servicing Charges are all provided. We also provide a PDF copy of the Invoice, with references back to each EDI line.

EDI Architecture

Here's how our EDI processes tie in with your Library Management System. Steps 1 to 9 illustrate typical workflow. Click on the image to open a full size (and printable) PDF version of the illustration.

Going EDI with Books Asia

Setting up for EDI with Books Asia is a quick process, and one which will reap many benefits:

You'll need our SAN / GLN, which is 5030670164455;

We'll need your SAN / GLN and the codes used in the GIR segments (eg LLO, LSQ, LFN, LSM etc) for each message type;

You'll need the logon details for our FTP Server so that we can exchange EDI messages (using DirectFTP).

We'll need to work with your LMS Supplier and your Cataloguer. It takes no more than a couple of weeks to setup, test and make the full transition over to EDI.

Our EDI messages have been developed in conjunction with the leading LMS Vendors. To date, the following messages have been tested and approved:

	Axiell	Talis	Infor	Innovative
EDI QUOTES			Mar 2012	May 2012
EDI ORDERS		Feb 2012	Mar 2012	TBC
EDI ORDRSP (fulfilments)	N/A	Feb 2012	TBC	TBC
EDI INVOICE		Mar 2012	TBC	TBC

With so many libraries looking to increase efficiencies and reduce operating costs, we have a growing pipeline of libraries waiting to be EDI'd.

Please contact us if you would like to work with Books Asia using EDI - we try to schedule implementations together for libraries using the same LMS.