Different vendors send reports in different ways and at different intervals. This instructions are for Midwest and Coutt's invoices, which arrive weekly via FTP; you will receive an e-mail informing you that the file is ready.
1. Under Acquisitions, enter the "Status Reports" module in Sierra
2. Click the “Download” button to start the FTP program
3. Connect to the vendor with the appropriate User and Password (see vendor record if you do not know this information)
4. Open the "pick-up" folder
5. Highlight the desired file (refer to the e-mail for the correct name) and click the “Get” button
6. Close the FTP window
7. During the review process, you can double click an order line to review or edit the order record.
It may be necessary to sign in to the vendor's web page to get more detailed information regarding the status of an item.
Insert an Internal Note with a status update for each item including the information from vendor's site on the status of the item, i.e.
"06/16/2014 - Order status: BACKORDERED, DUE 06/25/2014"
IF THE ITEM HAS BEEN CANCELLED, change the following items:
Status to "z Cancelled"
Order Code 4 to "n Suppress"
Identity - insert the word Cancelled before the current identity, i.e. Cancelled Hbk i=___________
Internal Note - include the information from the vendor's site on the reason for cancellation, i.e.
"Cancelled 06/16/2014 - Order status: Publisher reports this item is not available. Order cancelled."
8. Clicking the process button moves the vendor responses from the “Preview” tab to the “Processed” tab and adds the vendor remark to the order record.
9. Depending on the nature of each order, determine whether you should cancel any orders and re-order from other vendors or re-order and items that were cancelled via this status report.
Alibris
Alibris will send e-mail notification if an order has been cancelled. This e-mail will contain a link to find alternate copies of the item on the Alibris website. Analyze the alternate copies and determine if any of them are of acceptable price and condition. If so, forward the cancellation e-mail to "subs@alibris.com" with the following information:
Please substitute the following item.
Alibris ID: 12241524753 The Saint Bookstore, Southport, MERSEYSIDE, UNITED KINGDOM ← This is the information for the NEW BOOK, not the cancelled one
Price: $19.80 ← This is the information for the NEW BOOK, not the cancelled one
Update the order record with any price or vendor changes. You do not need to create a new order record.
Periodically, OCLC will send us notification that a WorldCat Partners file is ready for download. These files contain detailed MARC records to replace brief bibs provided by some of our vendors.
EXAMPLE:
1. Go to http://psw.oclc.org/
2. Click “download records and reports”
3. Click “All records and reports”
4. Log into the system
5. Download the correct file.
6. Import the file into Sierra using Data Exchange.
Be sure to select the appropriate load table.