EDI Invoice Default Dialog Box

The EDI Invoice Default dialog box appears when you double-click the EDI Invoice Defaults profile on the Acquisitions/Serials tab in System Administration. If a supplier creates an electronic invoice, the information in the EDI Invoice Default dialog box is used to create the invoice automatically. See also: Set up EDI invoice defaults.

Use the EDI Invoice Default dialog box to:

• Specify the title used to create EDI invoice line items when no matching purchase order line item is found - Type a title in the Title box.
• Select the default destination used to create EDI invoice line items when no matching purchase order line item is found - Select the library in the Destination box.
• Specify whether header charges are loaded automatically - Select Load supplier header charges to automatically load the supplier header charges to the EDI invoice. You can select only one fund to use for these charges if they are loaded automatically. If this checkbox is unchecked, none of the supplier header charges will be loaded automatically. When the shipment arrives, the supplier header charges can be entered in the Invoice workform.
• Specify the fund to use for header charges - If you selected Load supplier header charges, select the fund to use for these charges in the Header fund box.
• Select the fund used to create EDI invoice line items when no matching purchase order line item is found - Select the fund in the Segment fund box.
• Enter a note to include with any EDI invoice line item that is created when there is no matching purchase order line item - Type the text in the Alert note box.
• Specify whether matching purchase order line items are updated to Received - Select Update linked PO line item to received to update linked purchase order line items when the EDI invoice is created in Polaris. Clear the checkbox to wait to receive the line items when the actual shipment arrives. The the line items can be received from the invoice.
• Specify whether linked on-order items are updated - If the Update linked PO line item to received box is checked, select Update on-order item circulation status to update any linked on-order items to in-process. Clear the checkbox to leave the linked items with a status of on-order until the shipment is received.Important:
  If the Update on-order item circulation status checkbox is not selected, staff members will never see on-order items with an in-process status; they are updated to a status of In when they are checked in through circulation.
• Prevent EDI invoices from being generated when the number of copies ordered and received does not match - Select Hold partial receipt invoices if you do not want EDI invoices to be generated automatically from the supplier’s invoice files when the number of copies sent does not equal the number of copies ordered on any of the line items in the invoice. If this checkbox is checked, you can process these invoices using the Process EDI Invoices workform.
• Specify who should receive e-mail notices when the EDI invoices are received - In the Email addresses box, enter the e-mail addresses of the individuals to notify when the EDI invoice is received. You can enter multiple e-mail addresses separated by semicolons, but do not end an e-mail address with a semicolon unless another address follows it.

Important:
If an e-mail address ends with a semicolon, the e-mail program expects another e-mail address to follow and it fails on the blank address. The invoices are created but no e-mails are sent.