Polaris Acquisitions. Presented by: Wes Osborn Central Library Consortium

Transcription

1 Polaris Acquisitions Presented by: Wes Osborn Central Library Consortium

2 Overview Troubleshooting NOT Training Goals and Guidelines PO Problems Invoicing Issues Rollover Recommendations Reporting Round-Up

3 Caveats and Background

4 CLC is a public library consortium

5 Our members use vendor selection tools

6 We do NOT order Shelf-Ready material

7 Goals with acquisitions

8 Why should you use acquisitions Allows you to keep all ordering information in one place Creates links between on-order: bibs, items, orders and invoices Quick overview of spending Quicker turnaround time for adding new material into the system so they can be held by patrons If properly configured, reduces the amount of final cataloging required once an item is received

9 Why NOT to use Acquisitions It seems like you should AKA peer pressure You re hoping that it will integrate with your Fiscal System When all you want is to put on-order titles in the system

10 An Overview

11 Acquisitions is NOT

12 Its better than

13 More like a

14 Terminology Fiscal Year = Holds all FUND information for a particular library. Typically only one open Fiscal Year per library system. Fund = Used to designate different spending areas for purchases: Children s, Adult, DVD, etc. All funds MUST be associated with a Fiscal year. Purchase Order = Shopping Cart of different titles that have or will be ordered by the library. Contains one or more PO line items.

15 Terminology Purchase Order Line Items = Information about individual titles that have or will be ordered. All line items MUST be associated with a Purchase Order and a Fund. Invoice = Total amount billed by the vendor. Contains one or more Invoice Line Items. Invoice Line Items = Billing information for each title order by the library. All line items MUST be associated with an Invoice.

16 Tips for newbies Start small Don t create a huge order with a bunch of different titles. Start by ordering only a few things on a single PO until you get the hang of it. Start with new titles Ordering replacement copies can add additional headaches - start by only ordering new titles. Understand the process not just the steps If you re doing something that doesn t make sense to you, step back and examine how it fits into the overall process.

17 Major steps Select the items on vendor website Download MRC file from vendor Import MRC file into Polaris Create PO from MRC file Release PO (this creates item records) Send PO via FTP (EDI step) Process invoices (Manually or via EDI) Receive lines (Manually or through ASN) Perform final cataloging on bibs and items

18 Troubleshooting PO Creation

19 Duplicate ISBNs or UPCs

20 If we de-duplicate with an existing bib we can run into problems

21 Once we import the record into Polaris, the chain with the vendor is broken

22 The chain is broken because we can add ANY bib record to a PO

23 Biggest issue is that ISBN/UPC we intended to order is not guaranteed to be ISBN/UPC that we order (via EDI) from the vendor

24 The red exclamation point of pain

25 Why does this happen? Multiple ISBNs on the bib

26 Which ISBN is selected? From the Polaris Help If a bulk-added bibliographic record contains more than one ISBN or UPC, the purchase order line item displays the most-recently added ISBN (020$a) at the top of the ISBN list (and its associated price from the 020$c in the Price box), or the most-recently added UPC in the Other number box.

27 You need to select which one you want: 225 or 221

28 Keep your ISBNs and UPCs duplicates clean to reduce the red exclamation points

29 970 tags - The Glue that holds it all together

30 Populating MARC 970 fields Typically you work with your vendor to properly populate your 970 fields 970 fields are used to create PO lines 970s are used to create on-order item records

31 Sample 970 using $h (preferred) method 970 fcml-cficcust hcficnlt lc-nlt m15 p4.99 q1 $f = Fund code to use for PO Line item $h = Template code name to use for Item Record Creation Actual Item Template Name: ON ORDER CFICNLT $l (ell) = Location code used to create destination segments and limit matching item templates to only this location $m = Material Type code - not NEEDED when using $h $p = Price for PO Line item $q = Quantity or number ordered

32 970 setup options Filtering branches for consortia SA -> Profiles -> Acquisitions / Serials -> Filter branches in line item segments Uses $l (ell) to filter the list of matching item templates to $l s parent organization No $p price information System attempts to find price in the 020 or 024 If SA option Bulk add to PO: Replace invalid fields with default data set to Yes, then default data is used

33 Creating PO lines w/970 In order to properly create PO Lines & Item records, THERE MUST be a template name that starts with ONE of the following: On-Order On Order The spelling is NOT case sensitive.

34 Creating PO lines w/970 Method 1 Use $c (collection code), $m (material type) and try to find a matching on-order item template. If there is more than one just grab the first one. Method 2 Use the $h (item template name) and match on the first 10 characters of the template name

35 Advantages of Method 2 - $h Easy to spot duplicates Just sort item templates by name Easy to make changes Change the codes being used within the template Recommendation Don t tie $h names too closely to underlying collection code or material type codes

36 970 using $h (preferred) method 970 fcml-cficcust hcficnlt lc-nlt m15 p4.99 q1 $f = Fund code to use for PO Line item $h = Template code name to use for Item Record Creation Actual Item Template Name: ON ORDER CFICNLT $l (ell) = Location code used to create destination segments and limit matching item templates to only this location $m = Material Type code - not NEEDED when using $h $p = Price for PO Line item $q = Quantity or number ordered

37 Bib Import profile should retain 970 tags

38 Problems releasing POs

39 What can go wrong: Item template doesn t match required fields Happens during PO Release step An unmatched template NOT a missing template If there was no template match it would fall back to default values The error message won t tell you the offending record

40 Unhelpful error message

41 Finding unmatched PO line items If you don t have access to SQL ask site manager SELECT seg.polineitemid,(seg.destinationorgid), li.materialtypeid, seg.destinationcollectionid, seg.itemtemplatecode FROM Polaris.POLines AS li WITH (NOLOCK) INNER JOIN Polaris.POLineItemSegments AS seg WITH (NOLOCK) ON li.polineitemid = seg.polineitemid WHERE li.purchaseorderid = NNNNN --Purchase Order ID, not number

42 Finding unmatched PO line items - SQL Result Typo OK Will use defaults PO Line Item - Correct 970 $h for Bib Linked to this line item

43 PO Line Item Find Tool - SQL Search for unmatched template codes (past 14 days) select pols.polineitemid from Polaris.polaris.POLineItemSegments pols where pols.itemtemplatecode is not null and not exists ( select 1 from Polaris.Polaris.ItemTemplates it where replace(replace(it.name, 'ON ORDER ', ''), 'ON-ORDER ', '') = pols.itemtemplatecode ) and pols.paymentstatusdate > dateadd(day, -14, getdate())

44 Change the $h and release the PO again Wrong (generated error): 970 fcml-cficcust hch1chap lc-nlt m15 p4.99 q1 Corrected (released properly): 970 fcml-cficcust hsdch1chap lc-nlt m15 p4.99 q1

45 Finding all bibs with a 970 $l (ell) of a specific organization - Bib Find Tool SQL select bt.bibliographicrecordid from polaris.polaris.bibliographictags bt join polaris.polaris.bibliographicsubfields bs on bt.bibliographictagid = bs.bibliographictagid where bt.tagnumber = 970 and bs.subfield = 'l' and bs.data = 'ORG-ABBREVIATION-CODE'

46 EDI Troubleshooting

47 What is EDI? EDI = Electronic Data Interchange, exchange of business information Not Library specific, used by other retailers and suppliers Standardized file format for placing orders and receiving order update information

48 When is EDI used? Sending Purchase Orders: This actually places the order for the items. The staff workstation performs this communication. Receiving Purchase Order Acknowledgements and Invoices: This updates your Polaris server with information that the orders have been received and or that the have shipped and you re being billed. The Polaris database server performs this communication.

49 EDI isn t particularly complex, but it is finicky

50 How does EDI information get transmitted?

51

52 Make sure your firewall allows FTP

53 Switch FTP modes (Passive vs Active)

54 Troubleshooting EDI Invoicing

55 And the #1 Problem Is...

56

57 The items show up before your EDI invoice does Three common reasons for this: 1. Vendor hasn t generated EDI file 2. Polaris server hasn t picked up and processed EDI file 3. The invoice file had the wrong information in it

58 Troubleshooting Vendor hasn t generated file: Manually log into vendor and look for file typically in an outgoing or out folder No file? Time to contact the vendor.

59 Troubleshooting files there, but no invoice: Check creation date on files

60 Troubleshoot files haven t been picked up by Polaris: Self-hosted (turnkey), increase EDI Agent frequency Job typically takes less than 5 minutes on Polaris 5.6+

61 Troubleshooting files there, but no invoice: Check supplier record, might have wrong FTP info

62 Still no invoice? You checked the supplier record You checked the vendor s FTP You checked the Polaris EDI Agent You see that an invoice file was processed

63

64 Tools for reviewing the EDI log Highly recommend downloading Notepad++ (free) Also recommend downloading EDI Notepad (Express = Free)

65 Some EDI logging information is also sent to this address

66 EDI File locations C:\ProgramData\Polaris\5.6\EDIAgent Only contains information about the most recent run for each supplier record C:\ProgramData\Polaris\5.6\EDIAgent\EdiNew Holding area for unprocessed files FTP d from supplier Typically files shouldn t be in this directory for more than a few minutes

67 EDI File locations - Continued C:\ProgramData\Polaris\5.6\Logs\SQLJobs\EdiAgent.log Details on the last run of the EDI Agent SQL Job Shows any basic connectivity errors C:\ProgramData\Polaris\5.6\EDIAgent\EdiDone All processed EDI files from vendors

68 Good luck finding the problem record

69 On of the greatest features EVER! Notepad++

70 Polaris Hosted customer? Call the vendor and ask them to regenerate the EDI invoice file and it to you directly for troubleshooting.

71 IT101 and IT111 Errors

72 NOT an ID-10T Error

73 IT101 Field Part of the EDI Invoice Assigned Identification for one item in the invoice

74 Carefully check fields follow this format The number of asterisks and the field identifiers are IMPORTANT /viewsolution.jsp?solutionid=

75 You can manually edit the file and then put it in the EdiNew folder and re-process by running the EDI Agent If manually editing the file fixes the problem, reach out to the vendor to have them correct the problem.

76 Invoices still missing?

77 Time to dig deeper

78 Reading plain EDI invoices is NOT fun

79 EDI Notepad to saves the day!

80 Using EDI Notepad

81 Using Notepad++ Locate the invoice file and make a copy

82 Open the file in EDI Notepad Make sure you re searching ALL file extensions

83 The errors can typically be ignored

84 Sender ID = Supplier SAN - Exciting!

85 Receiver ID = Branch SAN - Now we re

86 Jackpot!

87 We re still trying to find a missing invoice

88 A released PO has an EDITABLE PO Number

89 Dangers of an EDITABLE PO Number Polaris PO is created and staff assign a PO number Polaris PO is released by the staff member Order is placed via Polaris by sending EDI file Vendor processes order with PO assigned in step #1 Staff member changes PO number in Polaris Vendor ships items and creates EDI Invoice file (using PO from step #1) Polaris processes EDI Invoice file Because the PO number has been changed (step #5) the invoice doesn t match the PO number

90 EDI log error notification The SA Profile defaults were used to create INLI# 5 on Inv # An unlinked invoice line item is created using default data in the EDI Invoice Defaults profile because no matching purchase order line item was found. If a bibliographic record with a matching ISBN and title is found in the Polaris database, it is used for the title of the invoice line item. If no matching ISBN or title is found, the title is the default title in the profile, for example, No matching PO line item was found.

91 Unlinked Invoice Line Item

92 Finding unlinked Invoices - Find Tool - Invoice Link Item - SQL Search select InvLineItemID from polaris.polaris.invlines where POLineItemID is null and PONumber = PO-NUMBER-FROM-EDI-NOTEPAD --(use single quotes)

93 Exploring more with EDI Notepad

94 Confirming the PO ordered was what we wanted EDI Notepad Polaris

95 Checking the price

96 Rollover Options

97 Acquisitions rollover is a really scary process

98 There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo! There is no undo!

99 How do you know there is no undo, Wes?

100 Why is there no undo button? Properly dealing with $$$ (money) is difficult

101 Recommendations for rollover STOP all other system activity Take a backup OR Checkpoint Perform the rollover ONLY Carefully check the results

102 More Info: Fiscal Rollover Wednesday 1:05PM Quick Hits Theater: Jesse Jensen

103 Reporting Round-Up

104 Rollover Pre-processing report Fiscal Year/Fund Balance Select Run pre-processing reports from the Fiscal Year Rollover Utility.The Fiscal Year/Fund Balance report displays the various balances in the funds. After the utility is finished, you can run the report again to make sure that all the funds and the new fiscal year are balanced.

105 More likely to happen if you use Standing Orders When we performed the rollover the amount disencumbered from the old fund didn't match the encumbrance amount on the new fund, or what we saw on the pre-processing report. While the amount encumbered/disencumbered between fiscal years typically matches, we have seen differences if anything out of the ordinary happened in the fund transaction histories.

106 Truly encumbered amounts Custom truly encumbered amounts report Download RDL for SSRS: trueroll

107 The Vendor PAC Link Problem

108 Today, selection happens on vendor s site

109 They allow you to link to the PAC. But the PAC gives too much of the wrong kind of information and too little of the information you need.

110 Alternative option is linking to a SSRS report!

111 SSRS Benefits Accessible through the web browser Hijacking the typical vendor PAC link Allows parameters passed via the URL SSRS is included with all Polaris systems Report can be adapted for your library s needs

112 The Report CLC s SSRS item report includes information that is important to our members

113 Link to PAC Consortia & Local Holds and Items Details on Items

114 Use our RDL file as a starting point Simultaneously queries UPC and ISBN indexes SQL is embedded in the RDL file Available from:

115 The URL Understanding the different elements of the URL

116 3 Main Parts to the URL Host name and path to report (static) Library ID (static) ISBN or UPC Number (dynamic)

117 Server and path to the report wer.aspx?/polaris/custom/~tech+services/item+counts+by+isbn+or +UPC

118 Library ID (remains static) &library=replacewithorganizationidfromchart

119 ISBN or UPC Number (dynamic portion) &input=replacewithisbnorupc

120 Example URL Polaris/Custom/~Tech+Services/Item+Counts+by+ISBN+or+UPC&libra ry=23&input=

121 Vendor Setup Adding the report link on the vendor s website

122 Baker & Taylor - Title Source 360 Setup Server FQDN URL Path ISBN

123 Baker & Taylor - Title Source 3 Server FQDN URL Path ISBN

124 Midwest tapes Full URL, #ISBN# as the placeholder

125 Using the report Where to find the link on the vendor s interface

126 Using the link - Baker & Taylor Click here

127 Using the link - Brodart Click here

128 Link results Populates Library Populates ISBN

129 - This presentation & past presentations Thanks! - Supplemental Polaris documentation Wes Osborn Central Library Consortium wosborn@clcohio.org - Report definitions and screenshots