Les Lynam, University of Central Missouri

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

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

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

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

Ordinary (print) vendor file

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

VENDSAN code must be set up

Vendor will set up anFTP site for you, and

tell you your logonand password

(and other stuff you mayneed to know)

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 UCM does it:

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

Vendor will set you up with

FTP site and password

Locate file to transfer

Edit file as needed

Text being edited in freeware program:MarcEdit

File ready to send to MOBIUS

MCO informed of file via email

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?

Order files copied for review

Close-up of brief bib and order records

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

Title search finds the duplicate

Duplicate Bibs… side by side

Transfer order record to 1st 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

Transfer choices: Retain / Delete

Transfer complete

Both Order recordsNow on the same

Bib. record

Cancel the duplicate order

Orders ready for EDIFACT FTP

Since each vendor hasa different IP Address,we need to narrow the

list down to onevendor at a time

Just click this button

Type in the vendor code

These 8 go to the same place

I thought we canceled #4???

Canceling the order record does NOT remove it from the Purchase Orders that

are already queuedSo be sure to check it…

… and Delete it!

These 7 are ready to hit the net

Click HERE…

… and then HERE

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

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…

…Be sure you have the correct transfer type: Binary or ASCII…

…and THEN you

are ready to click “Put”

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!

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

More confirmations!

FTP finished, time to clean up at Home

Signed, sealed, delivered….

Still need some reassurance?

Check the order record

Hurrah! An order Date/Time Stamp!

Time passes…

…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!!!

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

We profiled for Yankee first, then

BNA, so they aren’t alphabetical

I want to download THIS file

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.

Time passes…

When will those packages arrive?

BNA sends meUPS 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

YBP Invoice Number

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

And my ZipCode

Tracking Information

On Time, and the estimated delivery date

Detail of a single package

Most recent activity is shown

at the top

Checking again, two days later…

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

Loading the file in MilAcq

Click on Import Invoices

Click “Get Shipment”

Select your vendor

Make sure you have the right

button checked

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

Check this box…

Then fill out these data fields

Vendor and invoice date

MCO will create Load Profiles

for you

Check this box

And select a review file

Find an empty

review file

Then click OK

Cluster rules to name our file

Click each of these

three boxes, sequentially

click

I compare the title of the first record with

my PromptCat printout to make sure I’m in the right invoice

click

This is one of those“do it just because”things. If you don’toften the reports

are empty

click

MCO told me to just say “No”

Four invoices successfully

loaded…

Now let’s look at the

reports

The Summary Report

The “Report” report

The MARC Log report

Brief Bibs overlaid with full catalog records

Item records are created

And next we click to go Up

One Level

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

No changes to the Order Record

Let’s click to View the Bib

Record

A Shiny newBibliographic

record replacesthe old brief

bib

An Item record is also created

Full cataloguing not always available

Brief Bib is still Brief

UCM suppresses Brief Bibs

Item record still created

We change to “in

process”

Sorting Brief from Full Bibs

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

300)

Sorted list

YBP brief bibs easily spotted by ALL CAP

titles

Rapid Update TLOC from “p” to “-”

You can create a Bib review file

Create a review file for bibs…

…based on order file

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’re back at Import Invoices

Highlight an invoice to pay…

Then click

Select

Default is “Accept”

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

“Process”

Are you REALLY sure?

Click

Each order record is now PAID

And that invoice is finished…

Only six more on THIS list for today….

<sigh>

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-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

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