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

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

4. Preparing with the Vendor Contact you favorite book vendor Contact you favorite book vendor Tell them you are ready to EDIFACT Tell them you are ready to EDIFACT And that you want them to help you And that you want them to help you Please…. please… please Please…. please… please Get their document on “Everything you need to know about EDIFACT” Get their document on “Everything you need to know about EDIFACT” Have them set up their end Have them set up their end Set up (or adjust) your vendor record 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 VENDSAN code must be set up Vendor will set up an FTP site for you, and tell you your logon and password (and other stuff you may need to know)

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

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

10. The Request All of the Librarians at CMSU buy books All of the Librarians at CMSU buy books Some still send order cards to ACQ Some still send order cards to ACQ Some request their own titles on YBP’s GOBI or BNA’s Collection Manager Some request their own titles on YBP’s GOBI or BNA’s Collection Manager Acquisitions then picks up the request Acquisitions then picks up the request And puts it in an EXPORT file And puts it in an EXPORT file Hang on while we go through this 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 1 st Bib. Be sure that the order record to be moved is checked When both bib records are open, the target will automatically be displayed, ready for transfer

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 So be sure to check it… … and Delete it!

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

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

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… …Be sure you have the correct transfer type: Binary or ASCII… …and THEN you are ready to click “Put”

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 It’s from Yankee… …and it’s a BIG one!!! 353!!!

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

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

51. Detail of Reference # tracking YBP Invoice Number Date it was shipped (a range, so you can be “close”) And my ZipCode

52. Tracking Information On Time, and the estimated delivery date

53. Detail of a single package Most recent activity is show at the top

54. Checking again, two days later… It’s arriving today! Time to load the invoice!

55. Loading the file in MilAcq Click on Import Invoices

56. Click “Get Shipment”

57. Select your vendor Make sure you have the right button checked And know where your file is

58. 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

59. Check this box… Then fill out these data fields

60. Vendor and invoice date MCO will create Load Profiles for you Check this box And select a review file

61. Find an empty review file Then click OK

62. Use cluster rules to name your file

63. Click each of these three boxes, sequentially

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

65. click This is one of those “do it just because” things. If you don’t often the reports are empty

66. click MCO told me to just say “No”

67. Four invoices successfully loaded… Now let’s look at the reports

68. The Summary Report

69. The “Report” report

70. The MARC Log report Brief Bibs overlaid with full catalog records Item records are created And next we click to go Up One Level

71. Examine the files just loaded Go to Create Lists and select the file just loaded Double click on a line to get a closer look at the records loaded

72. No changes to the Order Record Let’s click to View the Bib Record

73. A Shiny new Bibliographic record replaces the old brief bib

74. An Item record is also created

75. Full cataloguing not always available

76. Brief Bib is still Brief CMSU suppresses Brief Bibs

77. Item record still created We change to “in process”

78. Sorting Brief from Full Bibs Sorting by MARC Tag 300 puts all the brief bibs together (no 300)

79. Sorted list YBP brief bibs easily spotted by ALL CAP titles

80. Rapid Update TLOC from “p” to “-”

81. You can create a Bib review file Create a review file for bibs… …based on order file

82. Jumping back to the Invoice Almost finished, time to pay Almost finished, time to pay The Invoice is loaded, ready to examine The Invoice is loaded, ready to examine Each item can be accepted or rejected Each item can be accepted or rejected Normally, none need rejected Normally, none need rejected Sometimes a damaged book is rejected Sometimes a damaged book is rejected At CMSU the invoice not handled by the same person who receives the books At CMSU the invoice not handled by the same person who receives the books

83. We’ve been here before… We’re back at Import Invoices Highlight an invoice to pay… Then click Select

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

85. Are you REALLY sure? Click

86. Each order record is now PAID

87. And that invoice is finished… Only six more on THIS list for today….

88. The Wrap-up Yes, there are more tiny details Yes, there are more tiny details It will take weeks or months to get this all set up and working 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. But once you do, it makes the daily routine go sooooo much faster.

89. The Wrap-up Questions? Questions? I thank you for coming, staying awake, and puzzling your brains about this 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 Be sure to get this PPT presentation when you get back home, and watch it all over again