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EDIFACT, ISBN-13, PromptCat and the Growing Pains of Electronic Ordering

EDIFACT, ISBN-13, PromptCat and the Growing Pains of Electronic Ordering. Les Lynam, Director of Technical Services, Kirkpatrick Library, Central Missouri State University. The Overview. Preparing with the vendor Requesting books from a vendor Creating the export record

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EDIFACT, ISBN-13, PromptCat and the Growing Pains of Electronic Ordering

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  1. EDIFACT, ISBN-13, PromptCat and the Growing Pains of Electronic Ordering Les Lynam, Director of Technical Services, Kirkpatrick Library, Central Missouri State University

  2. The Overview • Preparing with the vendor • Requesting books from a vendor • Creating the export record • FTPing the export record • The drop-off at MCO • Prepping the order file • Sending the order file • The PromptCat connection

  3. Overview, continued • Tracking the package • Loading the Invoice file • Examining, massaging the records • Payment • There is no way to explain this all in an Hour • Questions?

  4. Preparing with the Vendor • Contact you favorite book vendor • Tell them you are ready to EDIFACT • And that you want them to help you • Please…. please… please • Get their document on “Everything you need to know about EDIFACT” • Have them set up their end • Set up (or adjust) your vendor record

  5. Ordinary (print) vendor file

  6. BISAC (email) vendor file VCODE3 is set to “e” Electronic Ordering Email address for the BISAC Order

  7. EDIFACT (FTP) vendor file VCODE3 is set to “d” EDIFACT Vendor will set up an FTP site for you, and tell you your logon and password (and other stuff you may need to know) VENDSAN code must be set up

  8. Requesting books online • Major vendors all have online ordering systems • Invite your sales rep to show you theirs. • Have them back several times • Ask them questions • Promise them money • Ask them more questions

  9. Choose your path • You can Order on the Vendor’s website • or • You can “Request” on the Vendor’s site • Then export the file to III • Then use III to make the order • How you “do business” makes the choice • Here’s how CMSU does it:

  10. The Request • All of the Librarians at CMSU buy books • Some still send order cards to ACQ • Some request their own titles on YBP’s GOBI or BNA’s Collection Manager • Acquisitions then picks up the request • And puts it in an EXPORT file • Hang on while we go through this

  11. FTP to vendor Vendor will set you up with FTP site and password

  12. Locate file to transfer

  13. Edit file as needed Text being edited in freeware program: MarcEdit

  14. File ready to send to MOBIUS

  15. MCO informed of file via email

  16. MCO loads file, emails report Bib and Order record start/stop #s

  17. Purchase Orders ready to send Did you know that there are files beyond your last review file?

  18. Order files copied for review

  19. Close-up of brief bib and order records

  20. Close-up of just brief bib record Each vendor’s brief bibs will have Author, Title and ISBN… some have other data fields

  21. Control-H checks for unique fields Stars mean unique

  22. Someone requested a duplicate “B” next to a MARC field means it already exists in your database, almost certainly a problem when it’s the ISBN

  23. Title search finds the duplicate

  24. Duplicate Bibs… side by side

  25. Transfer order record to 1st Bib. When both bib records are open, the target will automatically be displayed, ready for transfer Be sure that the order record to be moved is checked

  26. Transfer choices: Retain / Delete

  27. Transfer complete Both Order records Now on the same Bib. record

  28. Cancel the duplicate order

  29. Orders ready for EDIFACT FTP Since each vendor has a different IP Address, we need to narrow the list down to one vendor at a time Just click this button

  30. Type in the vendor code

  31. These 8 go to the same place

  32. I thought we canceled #4??? Canceling the order record does NOT remove it from the Purchase Orders that are already queued … and Delete it! So be sure to check it…

  33. These 7 are ready to hit the net Click HERE… … and then HERE

  34. Be sure you have the right Host Now click the Connect Button If you have more than one vendor, there will be a pull down menu of choices here

  35. Contact has been made Fill in User and Password and click OK

  36. Ready to transfer the file Your vendor may have a special naming functions to keep files organized… … if so, then check the Rename files upon transfer box… …and THEN you are ready to click “Put” …Be sure you have the correct transfer type: Binary or ASCII…

  37. Rename checked, ASCII chosen, and “Put” clicked This pop up box allows you to enter the name of the file as it will be on the vendor’s server

  38. Internet Majik! It’s there! The filename we gave it, as it appears on THEIR server More confirmations!

  39. FTP finished, time to clean up at Home

  40. Signed, sealed, delivered…. Still need some reassurance? Check the order record Hurrah! An order Date/Time Stamp!

  41. Time passes…

  42. …and then an Email from OCLC I need to go HERE to pick up the file …and it’s a BIG one!!! 353!!! It’s from Yankee…

  43. Getting to the PromptCat File Click here…

  44. Still getting to the PromptCat File… And then click HERE…

  45. Halt! Who goes there? Enter your Authorization # and Password You can get a new “PromptCat” login, or… I just use my cataloging ID

  46. Files listed, newest first I want to download THIS file We profiled for Yankee first, then BNA, so they aren’t alphabetical

  47. Scroll down to get the reports I want THIS one (it has the same date as the file) Two choices, download or view. I view, since it’s just text.

  48. Viewing the report Four invoices in this PromptCat shipment… Details of the first invoice starts here… scroll down to view each individual invoice as processed Detail is at the record level, with title, source of cataloging, etc.

  49. Time passes…

  50. When will those packages arrive? BNA sends me UPS Tracking Numbers in Email For YBP I use “Reference Number Tracking” which happens to be the YBP Invoice number that I get from the PromptCat file

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