| ALIBRIS | AMAZON | COUTTS |
| MIDWEST | THIRD PARTY | YBP (RUSH) |
COUTTS ORDERING – Originated in Oasis
Getting Orders from Oasis to Selection List
1. Log in to the GenAcqUM Oasis account.
(genacqum)
2. Search by ISBN, check item and "Add to Cart"
3. Go to Shopping Cart, click "Order Info" and add order information (fund, location, Ebook platform, etc.)
4. Click “Process List” (located under search box in upper right corner)
5. Check box by “Checkout Orders,” leave the "Retain on list" box unchecked
6. Select “Download MARC and clear” from menu
7. Give file a name in text box, i.e. “Coutts_Orders10222013a”
8. Click “Download” button
9. When download box appears, click “Save” (NOTE: these instructions specifically refer to Internet Explorer, when using Chrome or another browser, the file may just download without prompting you to Save)
10. When download is complete, proceed to Sierra to confirm that file is accessible
11. In Sierra, under FUNCTION, go to DATABASE MAINTENANCE and select “Data Exchange”
12. Next to Select Process, select “Load records via locally-created profiles (local)”
13. In the upper right, click the “Get PC” icon
14. NOTE: The upload box will default to the Documents folder (as pictured below). You will need to select the drop-down menu and go back to the folder with your user name, i.e., for Lauren the folder is “ltincher”
Once in this folder, double-click Downloads
The file that you named in Oasis should be in this folder. Select it and click “Upload.”
14. Sierra will the prompt you to “Please choose an accepted suffix” for the file. From the drop-down menu, select “.lfts” and click “OK”
15. Find the uploaded file in the Data Exchange list. (It may be helpful to sort by Last Modified)
Highlight your file and click the “Prep” button in the upper right corner.
16. Click “Start” in the bottom, center of the page.
a. Confirm that the number of records matches the number that you exported from your shopping cart in Oasis
b. Click “Close” button in the upper right corner
17. You have now created a new file in the Data Exchange list, it will display your file name ending with “.lmarc” (Again, it may be helpful to sort by Last Modified to locate this file)
a. Select the lmarc file and click “Load” button in upper right corner
18. From Load Actions, select “Add orders (OCLC 960/961 records” and click “OK”
19. Click “Test” in the bottom, center of the page.
a. Were there any errors?
b. If any records overlayed/attached, were they supposed to? (Added copies, replacements, etc.)
c. Were the appropriate number of bib records created?
d. If everything appears to be correct, click “Load” in the bottom, center of the page.
i. Check for the above issues again.
20. Your orders should now be on hold in the Selection List. From the FUNCTION MENU, go to ACQUISITIONS and select “Selection List”
21. From the drop-down menu in the upper left corner, select “Range”
22. Click “Start” in the upper right hand corner
a. You should now see a list of the items that you exported from Oasis.
23. You can now return to Oasis and click the "Process" button. This will remove the items from your shopping cart.
PROCEED TO PROCESS SELECTION LIST [for YBP Orders, continue to FTP Orders]
(These instructions are for orders that originate in Midwest, not those that originated in Oasis and were redirected to Midwest.)
1. Log in to Midwest Library Service
2. Go to the Express Entry function either by
a) Selecting the option from the menu on the current screen
b) Hovering over the Express Ordering option at the top of the page
3. Search for the item you wish to purchase using this search box near the top of the page:
4. Confirm from the results screen that this is the item you wish to purchase (Publisher, ISBN, etc.)
NOTE: Midwest will not indicate whether the item is actually in stock; if they do not have the item, they will try to source it from out of print vendors, which may result in a different price or format. If you are purchasing an older item, you may wish to try another vendor first.
Midwest WILL indicate whether we already have a record for that item in Sierra:
If you see this message, confirm that you want to place the order: Are you ordering an added copy/replacement? etc.
5. Add the appropriate Fund, Receive Action, and Location codes, as well as Selector and Internal Notes.
NOTE: Receive Action is found in the Branch box and Internal Notes go in the Internal Comments box.
6. If this is the item you wish to purchase, click the gray Add to Cart button. [THIS IS NOT AN OPTION] 12/3/15 JR
7. Midwest will then return you to the Express Entry page; repeat steps 3-5 until you have all the desired items in your shopping cart.
8. Go to Confirm Order Transactions by hovering over the Pending Actions option at the top of the page.
9. Confirm for each item that the information you entered is still complete and correct. If some information you entered is incorrect or missing, click on the title and a window will open to allow you to change or add the information. If you make changes, click the gray, Revise Pending Order button.
10. When you have gone down the list and confirmed that all necessary information is there for each item, confirm that the order option is selected for the items.
NOTE: If you wish to remove an item from the list, select the Delete option; if you wish to order some items now and others at a later time, select Hold for those items you will order later.
11. When all the items have the appropriate action selected, check the box pictured below and click the gray Approve button.
NOTE: This box and button can be found at the top and the bottom of the list, it does not matter which pair you check and click.
12. Proceed to the MARC Download screen, also found under the Pending Actions option (see step 8).
13. By date and number of Total records, find the line that represents the order you just exported from the shopping cart and click on the file name.
a. A box will appear at the bottom of the screen asking what action you wish to take with the file; select Save. (NOTE: these instructions specifically refer to Internet Explorer, when using Chrome or another browser, the file may just download without prompting you to Save)
14. In Sierra, under FUNCTION, go to DATABASE MAINTENANCE and select “Data Exchange”
15. Next to Select Process, select “Load records via locally-created profiles (local)”
16. In the upper right, click the “Get PC” icon
17. NOTE: The upload box will default to the Documents folder (as pictured below). You will need to select the drop-down menu and go back to the folder with your user name, i.e., for Lauren the folder is “ltincher”
Once in this folder, double-click Downloads
The file that you named in Oasis or GOBI should be in this folder. Select it and click “Upload.”
18. Sierra will the prompt you to “Please choose an accepted suffix” for the file. From the drop-down menu, select “.lfts” and click “OK”
19. Find the uploaded file in the Data Exchange list. (It may be helpful to sort by Last Modified)
Highlight your file and click the “Prep” button in the upper right corner.
20. Click “Start” in the bottom, center of the page.
a. Confirm that the number of records matches the number that you exported from Midwest
b. Click “Close” button in the upper right corner
21. You have now created a new file in the Data Exchange list, it will display your file name ending with “.lmarc” (Again, it may be helpful to sort by Last Modified to locate this file)
a. Select the lmarc file and click “Load” button in upper right corner
22. From Load Actions, select “Add orders (OCLC 960/961 records” and click “OK”
23. Click “Test” in the bottom, center of the page.
a. Were there any errors?
b. If any records overlayed/attached, were they supposed to? (Added copies, replacements, etc.)
c. Were the appropriate number of bib records created?
d. If everything appears to be correct, click “Load” in the bottom, center of the page.
i. Check for the above issues again.
24. Your orders should now be on hold in the Selection List. From the FUNCTION MENU, go to ACQUISITIONS and select “Selection List”
25. From the drop-down menu in the upper left corner, select “Range”
26. Click “Start” in the upper right hand corner
a. You should now see a list of the items that you exported from Midwest.
PROCEED TO PROCESS SELECTION LIST [for YBP Orders, continue to FTP Orders]
(These instructions are for orders that originate in Alibris, not those that originated in GOBI and were redirected to Alibris.)
NOTE: We have TWO Alibris accounts, one for regular 1xxxb funds (dkeeney) and one for foundation funds (lib_acq). See the vendor record in Sierra for login information.
NOTE ALSO: Alibris coupons are based on a tier system and can be used an unlimited amount of times until they expire, so you should split your orders to use as many coupons as possible, i.e. ordering $580 worth of books = 1 order of $500 ($75/coupon) + 2 orders of $40 ($6/coupon). If not rush, if possible, hold Alibris candidates for use in a bulk order with a coupon.
1. Log in to Alibris for Libraries
2. Search for the item you wish to purchase. If you need an exact edition of the item, it is best to search by ISBN.
3. Confirm that Alibris has copies available in appropriate format, condition, price, etc.
4. If you have confirmed that Alibris has an acceptable copy that we wish to purchase, create an Order Record for the item in Sierra.
For purchases from Alibris, we add an Internal Note with the Alibris ID and vendor name. This is done in case of cancellations, so that we do not reorder from the same vendor.
5. In Alibris, add the item to your cart.
6. If you have additional items to purchase, repeat from step 2 until all the items you wish to purchase are in your cart.
Once you have all the items you wish to purchase in your cart, click the "check out" button.
NOTE: At this point, you may be prompted to log in again. Make sure you sign in to the correct account.
7. Select "Pay Using Purchase Order"
For the Purchase Order #, enter a unique identifier, like today's date. (If you are placing multiple Alibris orders in one day, you can add a letter to the end of the date: 02172014a, 02172014b, etc.)
8. In the box next to each item for "Your Ref #" enter the Sierra order record number for the item.
9. Click the blue "continue" button.
10. Review this screen. Were you logged in to the correct account (check the shipping address)? Did you enter the order numbers correctly and for the correct item?
If you have a coupon code, enter it at this time and click "apply." Make sure the coupon worked as expected
Note: Alibris gives us free shipping, which we will use most of the time, but for some items it may be appropriate to choose an expedited shipping option.
11. If everything is correct, click the green "place your order" button. This should lead you to an order confirmation page and you should receive a confirmation e-mail shortly.
12. Create a PDF of the purchase order in Sierra and save it to the shared drive.
(These instructions are for orders that originate in Amazon, not those that originated in Oasis and were redirected to Amazon.)
1. Log in to Amazon.com *Log in information is listed under Vendor In Sierra*
2. Search for the item you wish to purchase. If you need an exact edition of the item, it is best to search by ISBN/UPC.
3. Confirm that Amazon has copies available in appropriate format, condition, price, etc.
Do not purchase items from unreliable vendors.
Our preference is to order from dealers in the United States, but we will order overseas if necessary.
4. If you have confirmed that Amazon has an acceptable copy that we wish to purchase, create an Order Record for the item in Sierra.
Remember, for purchases from Amazon, the Acquisition Type is c - Credit Card.
5. In Amazon, add the item to your cart.
6. If you have additional items to purchase, repeat from step 2 until all the items you wish to purchase are in your cart.
Once you have all the items you wish to purchase in your cart, click the "Proceed to Checkout" button.
NOTE: At this point, you may be prompted to log in again.
7. Review this screen. Have you selected the correct items? Did you select the correct shipping method?
We prefer standard or free shipping when available, unless the item is a rush.
8. If everything is correct, click the yellow "place your order" button. This should lead you to an order confirmation page and you should receive a confirmation e-mail shortly.
9. Create a PDF of the purchase order in Sierra and save it to the current Collection Management departmental shared drive PO folder: [POs yyyy-yy] e.g., "POs 2015-16"
Ordering via GOBI3 (YBP)
Subaccounts:
| Code |
Subacct # |
Description |
Use for |
|---|---|---|---|
| YBP1 |
1860-01 |
BY-PASS (GobiExport, EDI ordering and EDI invoicing but no other tech services) |
Orders requiring no physical processing |
| YBP3 |
1860-03 |
RUSH EDI (GOBI ordering, EDI invoicing but no physical processing) |
All Rush Orders |
| YBP4 | 1860-04 | Firm Orders (GobiExport, EDI ordering and EDI invoicing and physical processing) | Departmental Funds Only |
| YBP6 | 1860-06 | Firm Orders (GobiExport, EDI ordering and EDI invoicing and physical processing / 1 fund code per invoice) | Lambuth, Wynn, all other non-1 accounts. |
|
YBP9 |
1860-09 |
Shelf-Ready EDI (No invoice restrictions, GobiExporting, EDI invoicing, cataloging and physical processing) |
Departmental Funds Only |
| YBP10 |
1860-10 |
Shelf-Ready EDI (1 Fund code per invoice, GobiExporting, EDI invoicing, cataloging and physical processing / 1 fund code per invoice) |
Lambuth, Wynn, all other non-1 accounts. |
NOTE: On Monday, James will download selections <= yesterday [save as Excel to CM Drive > Acquisitions > Saved_Selections_FY17].
Search Selections, "Date Selected"=< the Date for Monday of that week for your assigned funds
Search in ILS
Update order details in GOBI as necessary by selecting and clicking "Enter Order Details"
NOTES REGARDING EBOOKS: If McWherter has an ebook record
Check bib for "TBR subscription" note. Do not treat TBR ebooks as duplicates.
Added copies: If we own ebook (not TBR subscription), it is either a duplicate or new firm order (check with selector to verify). We do not "add copies" for a print edition to ebook bib records.
Move Duplicates [Duplicate=McWherter already owns print and an added copy is NOT being requested]
Process as OP if "US Status" in GOBI is:
Move OP selections
Order OP selections from Out of Print Supplier (e.g., Alibris) and update "OP_[DATE]" file
Leave NYP selections as is in GOBI and notify Liaison it will not be ordered until published.
Process available items (in stock US) as follows:
Subaccount 04 (or 09 shelf-ready) for all funds beginning with 1, except 1lscb (Special Collections) and 1lgdb (Gov Docs)
Subaccount 06 (or 10 shelf-ready) for all funds beginning with a number other than 1 (e.g., 5lamb, 3wynb, etc.)
Subaccount 01 for anything not requiring any physical processing (e.g., 1lscb)
Subaccount 03 for all rush (rush requests and faculty pubs, etc.)
Go to "Reports" (on blue ribbon menu) > Export Log
Double-click MARC (.mrc) file.
Click Execute
Click "Edit Records"
Execute "Process YBP records for loading" Task by pressing Shift + F1, or follow these steps:
Go to Tools > Swap Field Data
Enter Field > Subfield data as follows:
Swap fields again as follows to copy ISBN to 961 |a
Replace =$a with =
Compile File into MARC record
File is now ready to load into Sierra ("Getting Orders from Midwest to Selection List," No.14-) and process using Data Exchange
