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EDIFACT, ISBN-13, PromptCat & the Changes in Workflow over the last 3 Years. Les Lynam, University of Central Missouri. May 17 - 20, 2009. Incomplete PowerPoint. I’m sorry, I didn’t have time to finish By May 8, 2009 The following is a presentation I did In 2006 at a regional conference

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edifact isbn 13 promptcat the changes in workflow over the last 3 years

EDIFACT, ISBN-13, PromptCat & the Changes in Workflow over the last 3 Years

Les Lynam, University of Central Missouri

May 17 - 20, 2009

incomplete powerpoint
Incomplete PowerPoint
  • I’m sorry, I didn’t have time to finish
  • By May 8, 2009
  • The following is a presentation I did
  • In 2006 at a regional conference
  • I’m basing this presentation on that and the growing pains of the same.
  • Check back later for completed PPT
  • I promise it won’t be this long, either…
the overview
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
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
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
BISAC (email) vendor file

VCODE3 is set to “e” Electronic Ordering

Email address for the BISAC Order

edifact ftp vendor file
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
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
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 UCM does it:
the request
The Request
  • All of the Librarians at UCM buy books
  • Few still send order cards to ACQ
  • All request titles on YBP’s GOBI
  • Acquisitions then picks up the request
  • And puts it in an EXPORT file
  • Hang on while we go through this
ftp to vendor
FTP to vendor

Vendor will set you up with

FTP site and password

edit file as needed
Edit file as needed

Text being edited in freeware program:


mco loads file emails report
MCO loads file, emails report

Bib and Order record start/stop #s

purchase orders ready to send
Purchase Orders ready to send

Did you know that there are files beyond your last review file?

close up of just brief bib record
Close-up of just brief bib record

Each vendor’s brief bibs will have Author, Title and ISBN… some have other data fields

someone requested a duplicate
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 1 st bib
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
Transfer complete

Both Order records

Now on the same

Bib. record

orders ready for edifact ftp
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
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
These 7 are ready to hit the net

Click HERE…

… and then HERE

be sure you have the right host
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
Contact has been made

Fill in User and Password and click OK

ready to transfer the file
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 chked ascii chosen put clicked
Rename chked, ASCII chosen, & “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
Internet Majik! It’s there!

The filename we gave it, as it appears on THEIR server

More confirmations!

signed sealed delivered
Signed, sealed, delivered….

Still need some reassurance? Check the order record

Hurrah! An order Date/Time Stamp!

and then an email from oclc
…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…

halt who goes there
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
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
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
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
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

detail of reference tracking
Detail of Reference # tracking

YBP Invoice Number

Date it was shipped (a range, so you can be “close”)

And my ZipCode

tracking information
Tracking Information

On Time, and the estimated delivery date

detail of a single package
Detail of a single package

Most recent activity is shown at the top

checking again two days later
Checking again, two days later…

It’s arriving today! Time to load the invoice!

loading the file in milacq
Loading the file in MilAcq

Click on Import Invoices


Make sure you have the right button checked

Select your vendor

And know where your file is


I keep my files on the desktop when loading

Yankee files start with YDX, then have the date, and are .bin files. Click this file to select

Then click OPEN


Vendor and invoice date

Check this box

MCO will create Load Profiles for you

And select a review file



I compare the title of the first record with my PromptCat printout to make sure I’m in the right invoice



This is one of those

“do it just because”

things. If you don’t

often the reports

are empty



MCO told me to just say “No”


Now let’s look at the reports

Four invoices



the marc log report
The MARC Log report

And next we click to go Up One Level

Brief Bibs overlaid with full catalog records

Item records are created

examine the files just loaded
Examine the files just loaded

Double click on a line to get a closer look at the records loaded

Go to Create Lists and select the file just loaded


Let’s click to View the Bib Record

No changes to the Order Record


A Shiny new


record replaces

the old brief


brief bib is still brief
Brief Bib is still Brief

UCM suppresses Brief Bibs

item record still created
Item record still created

We change to “in process”

sorting brief from full bibs
Sorting Brief from Full Bibs

Sorting by MARC Tag 300 puts all the brief bibs together (no 300)

sorted list
Sorted list

YBP brief bibs easily spotted by ALL CAP titles

you can create a bib review file
You can create a Bib review file

Create a review file for bibs…

…based on order file

jumping back to the invoice
Jumping back to the Invoice
  • Almost finished, time to pay
  • The Invoice is loaded, ready to examine
  • Each item can be accepted or rejected
  • Normally, none need rejected
  • Sometimes a damaged book is rejected
  • At CMSU the invoice not handled by the same person who receives the books
we ve been here before
We’ve been here before…

We’re back at Import Invoices

Then click Select

Highlight an invoice to pay…


Default is “Accept”

Compare to the printed invoice, and what’s in hand… if all is OK, then click “Process”

and that invoice is finished
And that invoice is finished…

Only six more on THIS list for today…. <sigh>

the wrap up
The Wrap-up
  • Yes, there are more tiny details
  • It will take weeks or months to get this all set up and working
  • But once you do, it makes the daily routine go sooooo much faster.
the wrap up1
The Wrap-up
  • Questions?
  • I thank you for coming, staying awake, and puzzling your brains about this
  • Be sure to get this PPT presentation when you get back home, and watch it all over again
contact information
Contact information
  • Les Lynam, Director of Technical Services
      • 2262 JCK Library
      • University of Central Missouri
      • Warrensburg, MO 64093
      • Phone: (660)543-8780
      • Email: lynam@libserv.ucmo.edu
      • Library homepage: library.ucmo.edu