Selecting the correct vendor account

Owned by Mallory
Last updated: Nov 18, 2020
2 min read


For some vendors you can use the default vendor account, but for others it is very important that you choose the correct vendor account record, and not use the default vendor account. For vendors to whom Harvard sends orders via EDI, you must choose the correct vendor account in order for your materials to be shipped to the appropriate place. If you do not choose the correct vendor account, your material will not be billed/shipped to the correct library. 


Vendors to whom Harvard sends orders via EDI

These are the vendors for which you must make sure you choose the correct vendor account record. 

  • AMALIVRE-EDI
  • CASALI-EDI
  • ERASMUS-EDI
  • ERASMUSFR-EDI
  • HRSW-EDI

For the above vendors, all orders (both one time and continuous) placed in Alma will be sent via EDI. There is no option to send orders via email through Alma.

    • EDI ordering is in the process of being reviewed, tested, communicated, and implemented at the approval of the Alma TSWG (10/20/2020)
    • EDI ordering will be implemented 12/1/2020 per the Alma TSWG

Why

  • The Vendor account record is required when sending EDI orders.
  • The Default Vendor account cannot be used for EDI orders.

  • The unit-specific vendor account allows the vendor to deliver materials and invoices to the appropriate library.

    Do not use default vendor account for placing orders with EDI vendors


    Do not, under any circumstances, use the Default vendor account for orders to EDI vendors. To do so would cause significantly delay delivery of the order to the vendor. Each EDI ordering account must be set up as an unique Vendor Account record.

     

Process

 When creating an order, under Vendor Information -- Material Supplier field, you must select the appropriate Vendor account code:


  1. Next to the material supplier box, click the button to the right to see a list of options:




2. Then search for the vendor code to see the relevant account codes. Selecting the appropriate code ensures that the ordered materials are billed/shipped to the proper library.




3. Acquisition method must be set to "Purchase"