EDIFACT

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FOLIO supports electronic ordering, claiming, and invoicing using the EDIFACT standard. More information about the EDIFACT standard is available on the FOLIO Wiki. It is recommended that libraries contact their vendors to notify them when they plan to use FOLIO for EDIFACT ordering, claiming, and/or invoicing so that the vendor can provide all required infromation and additional testing support, as needed.

Setup for EDIFACT ordering, claiming, and invoicing spans multiple FOLIO apps. A library may choose to configure only those areas that are relevent to local institutional procedures. The sections below cover relevant setup for each area and information related to corresponding workflows.

EDIFACT Ordering

FOLIO allows a user to initiate an order within the Orders app, then transmit that order to a vendor in EDIFACT format. Please note: FOLIO does not support importing orders in EDIFACT format.

Setup

Initial setup for EDIFACT ordering occurs within the Organizations app. An organization record must be created and configured with an Active status and a Vendor designation. Once created and saved, the record must have integration details configured.

Ensure the integration type is set to Ordering and contact the vendor to request the following information:

  • Vendor EDI code
  • Vendor EDI type
  • Library EDI code
  • Library EDI type
  • EDI FTP
  • FTP mode
  • FTP address
  • FTP connection mode
  • FTP username and password, if needed
  • FTP port
  • Order directory

Ensure that:

  • the accounts you wish to apply automatic export to are selected or, in the absence of account numbers on organization records, that the default integration is selected.
  • the acquisition methods that are subject to EDIFACT export are selected.
  • the schedule is set to when the library wishes to have the EDIFACT orders file created and transmitted to the vendor.

Once all required and desired information is entered into the Create integration page, save the integration.

Initiating EDIFACT Orders

Order records are created within the Orders app. When creating a purchase order line (POL), the Automatic export checkbox will be selected if the POL is assigned to an acquisition method and account number that has designated for EDIFACT export within the organization record’s integration details.

After the order is opened, it will be eligible for export and the EDIFACT file will be generated according to the schedule set up within the organization record’s integration details.

Please note:

  • A vendor’s EDIFACT exports may be viewed by navigating to the vendor record in the Organizations app and clicking Actions > View export log. This will route a user to the Export manager app’s Organizations tab, pre-filtered to the selected vendor. The results may be further filtered within the app.
  • POLs that have been exported in EDIFACT format may be filtered by Export date within the Orders app, on the Order lines segment. The export job may be accessed from the Export details accordion.
  • The EDIFACT file may be downloaded from the Export manager app.

EDIFACT Claiming

FOLIO allows a user to initiate an claim for unreceived materials within the Claiming or Receiving apps, then transmit that order to a vendor in EDIFACT format. FOLIO also supports producing a CSV file for claims if vendors do not support EDIFACT claiming.

Setup

Initial setup for EDIFACT claiming occurs within the Organizations app. An organization record must be created and configured with an Active status and a Vendor designation. Once created and saved, the record must have integration details configured.

Ensure the integration type is set to Claiming and contact the vendor to request the following information:

  • Vendor EDI code
  • Vendor EDI type
  • Library EDI code
  • Library EDI type
  • EDI FTP
  • FTP mode
  • FTP address
  • FTP connection mode
  • FTP username and password, if needed
  • FTP port

Please note: If a library wishes to use File download as the Transmission method for claims, the FTP information is not required.

Once all required and desired information is entered into the Create integration page, save the integration.

In addition to the setup of the claiming integration on the vendor record, the following must be configured on the POL in the Orders app:

  • Claiming active must be selected.
  • The Claiming interval must be entered. This will be inherited from the vendor record, if entered in the Vendor information accordion.
  • An Expected receipt date must be entered on the piece record in the Receiving app.

Initiating EDIFACT Claims

Claims can be initiated from within the Claiming app or the Receiving app.

Please note:

  • A vendor’s EDIFACT exports may be viewed by navigating to the vendor record in the Organizations app and clicking Actions > View export log. This will route a user to the Export manager app’s Organizations tab, pre-filtered to the selected vendor. The results may be further filtered within the app.
  • The EDIFACT file may be downloaded from the Export manager app.

EDIFACT Invoicing

FOLIO allows a user to import an electronic invoice in EDIFACT format using the Data import app, resulting in a new invoice record within the Invoices app.

Setup

Initial setup for EDIFACT invoicing occurs within the Settings app, under Data import settings. Each vendor requires a separate data import job profile, which will consist of both a field mapping and an action profile. The FOLIO community has worked with several common industry vendors to create default field mapping profiles that adhere to the mapping decisions used by each vendor. It is recommended that FOLIO libraries duplicate the default field mapping profiles to retain the originals in case mistakes are made with configuration or a vendor requires multiple job profiles.

Within Settings > Data import > Field mapping profiles:

  1. Locate the default profile for the relevant vendor. If the vendor is not listed, it is recommended to contact the FOLIO Community Data Import SIG for assistance.
  2. Duplicate the default profile.
  3. In the duplicated profile:
    • Update the profile name.
    • Update the profile description.
    • Assign an acquisition unit, if desired. Please note: if the profile uses an acquisition unit, the FOLIO user that initiates the Data import job must be a member of the assigned acquisition unit.
    • Assign a batch group.
    • Assign a vendor.
    • Assign a payment method.
    • Verify the remaining default mapping values are correct based on the data included within an EDIFACT invoice file from your vendor.
    • Configure optional fields as desired.
    • Save as profile & Close.

Within Settings > Data import > Action profiles:

  1. Create a new action profile.
  2. Within the new action profile:
    • Name the action profile.
    • Add a description if desired.
    • Select Create as the Action.
    • Select Invoice as the FOLIO record type.
    • Link the field mapping profile created using the steps listed above.
    • Save as profile & Close.

Within Settings > Data import > Job profiles:

  1. Create a new job profile.
  2. Within the new job profile:
    • Name the job profile.
    • Add a description, if desired.
    • Add the action profile created using the steps listed above.
    • Save as profile & Close.

This process may be repeated for each vendor with whom a library wishes to participate in EDIFACT invoicing.

Initiating EDIFACT Invoicing

After Data import job profiles are configured in the Settings app, imports can be initiated within the Data import app using a file received from the vendor. Please note that the file from the vendor must have one of the following file extensions:

  • .edi
  • .inv
  1. Upload the file from the vendor by locating it within the file explorer or dragging and dropping the file into the app.
  2. Select the appropriate job profile.
  3. Click Actions > Run.

When the job completes, the resulting job log will provide a link to the created invoice line(s). If the job results in errors, the error messages may be viewed within the log.

Imported invoices can be located in the Invoices app by using the Source filter and selecting EDI. All invoices created using Data import will have an Open status, so that they can be reviewed and edited, if desired, prior to approval and payment. They may also be deleted without any impact to your financial transactions in FOLIO since the transaction does not begin until the invoice is approved.

Please note: FOLIO uses the FOLIO POL number and the vendor reference number as matchpoints to link purchase order lines to invoice lines. If the link is not created on import, this typically indicates one of the following:

  1. No matching POL exists within the FOLIO Orders app,
  2. The field mapping profile used within the job profile contains an incorrect mapping for one or both of these fields, or
  3. The file from the vendor omits these fields or contains inaccurate values.

FOLIO users may manually link POLs to invoice lines after import or may delete the originally imported invoice, correct the error, and re-import.

Last modified December 12, 2025