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 • FTPing the export record • The drop-off at MCO • Prepping the order file • Sending the order file • The PromptCat connection
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?
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
BISAC (email) vendor file VCODE3 is set to “e” Electronic Ordering Email address for the BISAC Order
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
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
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:
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
FTP to vendor Vendor will set you up with FTP site and password
Edit file as needed Text being edited in freeware program: MarcEdit
MCO loads file, emails report Bib and Order record start/stop #s
Purchase Orders ready to send Did you know that there are files beyond your last review file?
Close-up of just brief bib record Each vendor’s brief bibs will have Author, Title and ISBN… some have other data fields
Control-H checks for unique fields Stars mean unique
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
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
Transfer complete Both Order records Now on the same Bib. record
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
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…
These 7 are ready to hit the net Click HERE… … and then HERE
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
Contact has been made Fill in User and Password and click OK
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…
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
Internet Majik! It’s there! The filename we gave it, as it appears on THEIR server More confirmations!
Signed, sealed, delivered…. Still need some reassurance? Check the order record Hurrah! An order Date/Time Stamp!
…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…
Getting to the PromptCat File Click here…
Still getting to the PromptCat File… And then click HERE…
Halt! Who goes there? Enter your Authorization # and Password You can get a new “PromptCat” login, or… I just use my cataloging ID
Files listed, newest first I want to download THIS file We profiled for Yankee first, then BNA, so they aren’t alphabetical
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.
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.
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