Order Responses

Order Responses are sent from the vendor to Alma.
Any vendor that supports EDI Input (invoices for example) is automatically set as if it supports Order response.
Order responses can be one of:
  • Order report – a list of orders accepted by the vendors and their status (Vendors tent to send this file on a regular basis)
  • Fulfillment information (A.K.A Shelf ready) – this orders responses will contain item information like Barcode, item policy etc…
  • Claim response – Vendors responses to claim for serial orders.
When an Order response is received Alma will identify the type of response and for each type will do the following:
  • Order report – Alma will add a new task to EDI Tasks with possible actions if needed depending on the information on the EDI Record.
  • Claim Response – Alma will create a new task in the EDI Tasks with the relevant actions
  • Fulfillment information – Alma will update the items of the relevant PO Lines with the input information and may set them as received if the vendor shelf ready parameters are configured.
The summary in the order response is added as a note to the relevant PO lines.


The message structure in EDI is as follows:

see EDIfact standard for order responses.


Message Segments

  1. UNH (header):

UNH+{sender’s unique message reference number)+ORDRSP:D:96A:UN:EAN008’

  • Sender’s unique message reference number – By convention, incorporates a sequence number of the message within the interchange.
  • ORDRSP– order response
  • D – message type version number
  • 96A = message type release number – EDIFACT Directory D.96A
  • UN = controlling agency
  • EAN008 = association-assigned code – EAN version number
  1. BGM (Beginning of Message):

BGM+{order response type}+{message response number}+{Message function}’

  • order response type23C for shelf ready. 23S for journal claim response. 231 for other responses.
  • message function11 for claim response, 4 for shelf ready or response status.
  1. DTM (Date Time Message):

DTM+137:{message date}:102′

  • message date – in CCYYMMDD format
  1. NAD (Name and Address):

NAD+BY+{buyer identification}::9′
NAD+SU+{supplier identification}::9′

  • Identification – For BY, it is the Alma library. For SU it is the vendor code.
  1. LIN  (line number):

LIN+{line number}’

  • line number – sequence number of the order response in the message.
  1. PIA (Additional Product ID):
Unless the item is identified by an EAN article number in LIN segment 33, there must be one mandatory occurrence per line, coded 5 – or exceptionally, 5V in DE 4347 – to identify the product to which the line or sub-line refers.

PIA+5+{item id}:{identifier type}

  • identifier type:


  1. QTY (quantity):


  • quantity – number of ordered items
  1. RFF (reference):RFF+LI:{order number}’
  • order number – the Alma PO line number
  1. GIR (item specific information, relevant only for shelf ready):

GIR+{line number}+0:{information type}+{information data}’

  • information type – Alma can receive the following information:

LCO – Unique copy ID
LAC – barcode
LCV – Copy value
LLO – Branch or location code, should be sent in format LIB.LOC:LLO where LIB = Library code and LOC = Location code
LFN – Fund allocation


shelf ready sample:

claim response sample: