Export FOLIO orders in EDIFACT format

UXPROD-531 - Getting issue details... STATUS

Problem(s):

Libraries often create orders in their own LSP system to keep track of order commitments and manage receiving. If the library has no means of transmitting this data to the relevant vendors they would need to manually re-create these orders in a vendor system.
Creating orders in a vendor system requires the library to first confirm in their own system whether they currently own the material or not. If the order can be created in the library system and electronically sent it helps prevent the duplication acquisitions work.

Use Cases & Requirements:

Requirement	Status	Use cases
Generate EDIFACT format files based on FOLIO Orders	VERIFIED	Library currently communicates all orders with large vendors via EDI. This reduces the amount of duplicate effort needed to manage acquisitions through this vendor. Often this is because the vendor could not or would not support a direct API integration with their ILS system Users need to confirm that they don't already own or have an outstanding or for the material they want to acquire. This is most easily done in the LSP system. Libraries will then check multiple vendors to compare pricing before acquisition.
Send orders in different formats as specified in the Organization record. Eg EDIFACT format, email etc	VERIFIED	Library needs to configure different EDI details for different organizations. Often files need to be uploaded to different directories or use different naming conventions or different codes Horrasawitz does not accept standing orders via EDI so the library will send PDFs via mail or email.
Send orders based on different export configurations for the same vendor, based on Account information.	VERIFIED	The institution has multiple libraries there will be different pickup and dropoff directories for the EDI files. Meaning two separate EDI files would be uploaded to two separate directories OR two separate FTP locations. Eg. one for Main library and one for Law Some accounts with different envelope addresses (Library EDI codes) may be included on the same EDI file OR the library may need to have them exported on separate files.
Allow user to indicate they want the order to be sent AFTER the order has been opened	VERIFIED	Librarian forgets to indicate they want the order to be exported. The order is now open, but we want to be able to check that box so it will be included in the next export.
Send orders in different formats for the same Organization based on account number and order type	VERIFIED	For a given vendor the library may send most orders through EDI but treat some order types differently. Data that drives the identification of a different communication method Account number (Team/location/Acquisition unit. These would likely be represented by account number) Order type (One-time, Ongoing, Ongoing-subs) Material type (this could be a concern but generally if it is it will be backed into the account number or order type)
Limit what orders are sent based on order data (Acquisition method?)	VERIFIED	For some material types the library will send order info through EDI but for others, they may create orders in the vendor systems and recreate in FOLIO. The library will differentiate between rush and non-rush. Non-rush orders going through EDI and Rush orders going through email Orders that are identified as certain acquisition methods should NOT be exported because the Vendor would already have these orders.
Allow library to trigger a "Resend" for the generated file	VERIFIED	If something goes wrong with the upload to ftp (Which does happen) we need to be able to resend the EDI file, without regenerating it and sending additional orders along with it.
Allow user to edit open order and set it to export. After save this order should be included in the next EDI export	PENDING	When we know files are being uploaded later in the day to the FTP location, someone may notice that an order was included on the wrong file. To correct this they will edit the order and indicate it should be exported and save. This should allow this order to be included in the file before it is uploaded to the Vendors FTP location at the set time.

Proposed workflow:

Export details are configured for each organization in the organization record

Option 1:

The organization has a default setting for "Automate export" and via which type it should be exported.

Option 2

Automated export could be set by acq method with "Export via" set at the organization level and editable at the POL

Each organization can have multiple export details and details type configured. Ie. Possible multiple EDI configuration, Email, csv etc.

Each organization account and can be associated with 1 of each export details type. (Ie. EDI 1 OR EDI 2)

Each export configuration can have multiple accounts associated with it. (Ie. EDI 1 can be assigned 3 accounts) NOTE we would need to consider No account specified as a separate assignment for organizations that have no accounts configured.

Export details are configured for each order at the order level

The PO as a whole will have "Automate export" set and will be exported via the described format. This way it can be adjusted on an order by order basis.

Note: "Export via" is only editable if Automate export = true

Each order line could have a different account number (Or no account number) associated with it. This will attach it to the correct export details for the format selected at the PO level. Ie. if EDI is selected the account may indicate EDI 1 or 2 etc. If email it could be different per account as well

In this workflow Export path from PO + account number = export details for POL.

Export details summary is be presented on the PO or POL so user can easily confirm what happened with an export

Accordion contains key details of the export

View export history

View export history for a specific export type by clicking the associated link or button

Arrive at the full screen view of the export history for that organization

Questions:

Question	Status	Conclusion	Comments
Should the decision to export be determined by the acq method on the POL?	OPEN
Should separate POLs potentially have different export settings?	OPEN