RE: [IUG] Re: IUG EDIFACT Ordering with YBP (Gale E. Eckerson)

["Said Shafik" <Said_Shafik at ecssr dot ac dot ae>]

We have a long experience in this area. Adding to it we will be soon one
of the first group of libraries to use Inventory Express with Coutts,
then YBP.
In order to start our setup, we first had to make sure that The Full
Approval Plan Interface uses the m2btab.pcat load table. 
Second, we had to setup our profile with vendors. Some vendors have
online form (like Blackwell) and some provide printed forms to complete
and fax. We made sure our profile is the same with all vendors. Profile
included account numbers; location and fund codes; default number of
copies; date format; and most important: Output local data in III
format, example: 
ISBN 020 $a, Author 100 $a, Title 245 $a, Edition 250 $a, Place of
Publication 260 $a, fund code 960$u, etc. We made sure that overlay
match point in 935 is working. Also, we made sure the 960 $v has vendor
code in lower case, because if it is not, getting records from vendor
ftp will not work!
As far as the Inventory Express setup, we asked vendors to provide:
- WSDL address
- Login
- Password
Then contact III to do their part.
Once we are done with the setup, we entered the testing stage. We have
asked vendors to agree on the workflow of our choice:
1- Vendors use our profile to collect brief bib/order records in a file
and place it in "export" folder on their ftp every 2 weeks. This to
eliminate the step of going to the vendor site to select records then
export them to Millennium. Some vendors kindly agreed, some had
reservation that after collecting records for us we might use Inventory
Express and choose to get the items from other vendors. So, for example,
we have to go to Gobi2 to select records and export them to Millennium.
Here, we found that location and fund code are set to NONE by default.
We work with vendors to correct this issue.
2- We login, transfer the file, process it and create a review file.
3- We found two way to select records and process them to the EDIFACT:
Use the review file, open the order record, change the status from
Pending to On Order, check the Queue PO box then save the record to be
sent. The other way is to use Selection List (though it is for multi
department use, we found it better to be used to select records because
it has "Next Record" feature) to do the same steps.
4- Once we finish with selection, we go to Send mode, choose from the
drop down menu the records ready to be ftp, send to vendors by loging to
ftp and put EDIFACT file in the Drop Off folder.
5- A confirmation email is sent to us.
6- Once full cataloging records are ready, we receive and email
notifying us to pickup the fully cataloged records. We login, get the
file from the Cataloging folder, process records: overlaying bibs, and
process invoices. We had a problem with the III order record number is
not being output to the 935 $a, which prevent the overlay from bieng
done.

Please see the User Manual for more information about these processes,
under the headings Loading invoices: Millennium Guide > Millennium
Acquisitions > Electronic Invoice and Approval Processing, page #
106111.

* When you receive the Electronic Invoice data, you will need to load
this under the Import Invoices option in Millennium Acquisitions.
Go | Import Invoices

Choose Get Shipment. 

Select the Approvals/Firm Orders button, and enter a vendor code in the
Vendor box.

Choose FTP, and transfer the file as you did using Data Exchange.

The file should appear in the list of shipments on the Import tab. You
can select the file, and view it by selecting the View Shipment option.

To load the records with invoice data, click on the Shipment file from
YBP, Blackwells, etc.

Enter a vendor name in the Vendor box.

You can enter an order date in the Order date box, but the default is
the system date (today's date).

You can also put the records into a review file, by selecting the Create
Review File button. A box will appear asking you to select the review
file to use, and then you will be prompted to rename the review file. 

Choose the ''Approval Plan Interface BIB and ORDER record" from the Load
Profile drop-down menu.

Choose the Process button. 

After the file has been processed/loaded, you need to accept or reject
the invoice line items. Choose the Accept/Reject tab. 

Choose a payfile/session from the Session drop down menu.

Click on an Invoice# from the list of invoices. Choose Select to display
the invoice.

Click in the Action column of a row to accept or reject the charge 




Hope all this could help.




   


~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Said Shafik
Systems Librarian
Emirates Center for Strategic Studies and Research
Abu Dhabi, United Arab Emirates
www.ecssr.com
Office Phone:++971-2-404-4481
Mobile:++971-5-323-5695
Home: ++971-2-645-9787
Said_Shafik at ecssr dot ac dot ae
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 


-----Original Message-----
From: innopac-bounces at innopacusers dot org
[mailto:innopac-bounces at innopacusers dot org] On Behalf Of Cuesta, Emerita 
Sent: February 11, 2006 12:12 AM
To: IUG INNOPAC List
Subject: RE: [IUG] Re: IUG EDIFACT Ordering with YBP (Gale E. Eckerson)

Annie,
We are at the very beginning! I am interested in workflow details, i.e.
at which point did you catalog? Do you download records from your
vendors instead? What has the introduction of this process changed the
acquisitions/cataloging relationship?
Also, what glitches did you encounter and what advice would you give to
those of us starting out?
Emma

-----Original Message-----
From: innopac-bounces at innopacusers dot org
[mailto:innopac-bounces at innopacusers dot org] On Behalf Of Pifer, Amie S.
Sent: Friday, February 10, 2006 2:46 PM
To: innopac at innopacusers dot org
Subject: [IUG] Re: IUG EDIFACT Ordering with YBP (Gale E. Eckerson)

I would gladly answer your questions regarding electronic ordering.  We
currently order about 90 of our books via electronic ordering through
Coutts and Emery Pratt.  All you need is the correct coding in the
vendor records and access to the vendors server.  I can pass on details,
if you tell me at where you are in implementation.

 

Amie

 

Amie S. Pifer

Office Manager, Technical Services

Park Library 310

Central Michigan University

Phone:  989-774-3031

Fax:  989-774-2145

email:  pifer1as at cmich dot edu

 

 



--- StripMime Report -- processed MIME parts --- multipart/alternative
  text/plain (text body -- kept)
  text/html
---
--
This message was distributed through the Innovative Users Group INNOPAC
list Public replies:  INNOPAC at innopacusers dot org Update your subscription
options:
http://innopacusers.org/mailman/listinfo/innopac

--
This message was distributed through the Innovative Users Group INNOPAC
list Public replies:  INNOPAC at innopacusers dot org Update your subscription
options: http://innopacusers.org/mailman/listinfo/innopac