Import EDIFACT order response data

Upload EDIFACT order response data

 Note: A vendor must be marked as In Use in order to upload data.

1. On the left navigation, expand Vendors.
2. Search for the vendor whose data you are importing.
3. From the vendor search results, click the Vendor Name.
4. In the vendor record, click the Partner Exchange Services accordion.
5. Click Upload File.
6. In the Import Data dialog, from the Type list, select Import order response data (EDIFACT).
7. Click Choose File. Locate the file on your computer and then click Open.
8. Select your desired Import Options. These include
   • Mark problem items as "Requires Attention" - This will mark items with any items besides those with the vendor response of Order Confirmed with the Requires Attention flag.
   • Cancel unreceived copies, based on vendor response - This will automatically cancel the unreceived copies of the item if the vendor response is Cancelled.

      Note: Please use this feature carefully. You will receive an indication that the item was cancelled in the e-mail notification, but cancelling items based on vendor response can be dangerous if misused.

9. Click Upload.
10. The system confirms your file has been uploaded.

How the Vendor Response field is set from imported files

The system will use values included in the EDIFACT action code and EDIFACT status code fields provided in the order response data to update the Vendor Response field for order items. This is determined using a three-step process.

Order item results

The file you uploaded appears as the first line in the Processing Log. The Processing Log is the table listing all of the files you have uploaded for the vendor. If you do not see the file in the table, click the Refresh button () above the table.

1. In the Processing Log, view the status of the import in the Status column. If the upload fails, it will be noted here.
2. The file will update the following order item fields if provided in the file.
   • Price - Only if provided
     • Price types AAA and AAF are not currently supported.
     • Price type AAB must be used with Tax Handling of either:
       • Tax item cost
       • Tax item, shipping, and service costs
     • Price type AAE must be used with Tax Handling of:
       • Include taxes in costs

   • EDIFACT Action Code

     EDIFACT Action Code	Description
     100	Order line accepted
     101	Price query: order line will be held awaiting customer response
     102	Discount query: order line will be held awaiting customer response
     103	Minimum order value not reached: order line will be held until required value is reached
     104	Firm order required: order line will be held awaiting customer response
     110	Order line accepted, substitute product will be supplied
     200	Order line not accepted
     201	Price query: order line not accepted
     202	Discount query: order line not accepted
     203	Minimum order value not reached: order line not accepted
     205	Order line not accepted: quoted promotion is invalid
     206	Order line not accepted: quoted promotion has ended
     207	Order line not accepted: customer inelegible for quoted promotion
     210	Order line not accepted, substitute product is offered
     220	Outstanding order line cancelled: reason unspecified
     221	Outstanding order line cancelled: past order expiry date
     222	Outstanding order line cancelled by customer request
     223	Outstanding order line cancelled - unable to supply
     300	Order line passed to new supplier
     301	Order line passed to secondhand department
     400	Backordered - awaiting supply
     401	On order from our supplier
     402	On order from abroad
     403	Backordered, waiting to reach minimum order value
     404	Despatched from our supplier, awaiting delivery
     405	Our supplier sent wrong item(s), re-ordered
     406	Our supplier sent short, re-ordered
     407	Our supplier sent damaged item(s), re-ordered
     408	Our supplier sent imperfect item(s), re-ordered
     409	Our supplier cannot trace order, re-ordered
     410	Ordered item(s) being processed by bookseller
     411	Ordered item(s) being processed by bookseller, awaiting customer action
     412	Order line held awaiting customer instruction
     500	Order line on hold – contact customer service (usually because account is stopped)
     800	Order line already despatched/stock allocated for despatch
     900	Cannot trace order line
     901	Order line held: note title change
     902	Order line held: note pubdate or availability date delay
     903	Order line held: note price change
     999	Temporary hold: order action not yet determined

   • EDIFACT Status Code

     EDIFACT Status Code	Description
     AB	Publication abandoned (cancelled by publisher)
     AD	Apply direct: item not available to trade
     AU	Publisher’s address unknown
     CS	Status uncertain: check with customer service
     FQ	Only obtainable abroad
     HK	Paperback out of print: hardback available
     IB	In stock (at wholesaler or bookseller)
     IP	In print and in stock (at publisher)
     MD	Manufactured on demand
     NK	Item not known (we cannot trace) -  see also SN
     NM	We do not supply this item
     NP	Not yet published
     NQ	Not stocked
     NS	Not sold separately
     OB	Temporarily out of stock (at wholesaler or bookseller)
     OF	This format out of print: other format available
     OP	Out of print
     OR	Out of print: (to be) replaced by new edition
     PC	Order in process, awaiting customer action
     PK	Hardback out of print: paperback available
     PN	Publisher no longer in business
     RE	Awaiting reissue
     RF	Refer to other publisher or distributor
     RM	Remaindered
     RP	Reprinting
     RR	Rights restricted (cannot supply in this market)
     SD	Sold (for unique copies of secondhand/antiquarian items)
     SN	Our supplier cannot trace -  see also NK
     SO	Pack/set not available: available as single items only
     ST	Stocktaking: temporarily unavailable
     TO	Only to order
     TU	Temporarily unavailable, reason unspecified
     UB	Item unobtainable from our suppliers

      

   • EDIFACT Last Updated Date - This is set automatically to the date that the file was uploaded.
   • Vendor Response - This is set based on a mapping between the EDIFACT action code, an EDIFACT status code and a Vendor Response value. Please see How the vendor response field is set from imported files above.
   • Requires Attention - If the user has selected this option and the Vendor Response is set to something other than Order Confirmed, this value is set to Yes.
   • Order Status - The system will set the Order Status to Cancelled if this option is selected and any unreceived copies exist for an item with a Vendor Response of Cancelled.
3. You will also receive an email notification that provides the status of the import and of each item. This email is also viewable by clicking the .html link in the details column of the processing log. 
4. Make any other edits to the order items, if needed.