BookData Online Ordering Guide

Transcription

1 BookData Online Ordering Guide BookData Online is a professional bibliographic search tool used by booksellers, publishers and libraries worldwide and provides a unique source of timely, accurate and comprehensive information for books (print and digital) and other published media. This, coupled with ordering, order tracking, Real Time Supplier Data and BookScan sales ranking, provides an unequalled tool for book buyers. Our services are designed to be as intuitive as possible but we also provide a range of support tools for users, including integrated online help and a rolling demo which guides users through key elements of the service. We appreciate that users also find it useful to refer to guidance notes when using the service and this guide covers ordering and order tracking. There is a separate guide covering bibliographic searching, BookScan sales ranking and Real Time Supplier Data. Our Quick Reference Guides have been created to help you conduct key tasks which you may perform in your normal working environment. Our Help Desk, based in the UK, is available during normal working hours if you require further technical assistance: tel: +44 (0) help.book@nielsen.com Contents Login Logging Out Setting your Preferences for Bibliographic Searching, Ordering, Order Tracking and Real Time Supplier Data Advanced Preferences for Ordering Advanced Preferences for Order Upload Advanced Preferences for Order Tracking Advanced Preferences for Order History Download Ordering via Order Basket Ordering via Order Upload Order Basket Ordering via File Transfer Order Searching/Order History Order Tracking Search Results Order History Download Multi SAN Access Glossary Login Welcome to the home page! Click on the Login Now button and you will be prompted for your User name and Password. You can also catch up on the latest industry news by using the links in The Bookseller feed on the left hand side of the screen. Go to: Login Screen Enter your User name and Password Quick Guide BookData Online Page 1

2 Logging Out Remember to logout in between sessions to avoid reaching your maximum concurrent user limit. If you do not logout the service may think you are still in session and prevent others within your organisation from logging in. If you would like to increase the number of users you have as part of your subscription Setting your Preferences Please note it is very important to set your preferences before using the service. The first time you login to BookData Online you will automatically be taken to the Preferences screen which includes set up options for both bibliographic searching and ordering. The preferences screen allows you to select the type of information you want to look at and how that information is displayed. It is crucial that you select your territory so that the summary views display relevant price and availability information for your chosen territory. You can also refine the way records are printed by adding header and footer notes. If you enter an address you can receive notification by of new titles added to the database. You can also change your password. The first time you login to BookData Online you will automatically be taken to the Preferences screen. Alternatively you can click on the Preferences tab in the top right hand corner of the page. Your password can be changed here. Please be aware that our Customer Services staff will see your new password in the administration system. Please ensure you enter an address to receive New title alerts. Adding an address will also save you time when exporting records by as this address will automatically be added as the From address in the Print, Save or form. Choose a Territory view. Please note this will not affect your results but ensures the summary views display the data from suppliers in your territory as a preference. Full page view information is not restricted in any way. The number of records displayed in results can be selected (200 Single Line, 50 Multi Line and 200 Index Results are the maximum). You can also set the order in which your results appear and your preferred view of results. Click on the Submit button to make your changes take effect. Preferences set now can be changed again at any time. Quick Guide BookData Online Page 2

3 Preferences for Ordering, Order Tracking and Real Time Supplier Data: In order to trade electronically you need to have a SAN. A SAN (Standard Address Number) is your unique numerical identifier which allows you to trade within the book industry. This number relates to your geographical location and is not an account number. In this section you can view the SAN number associated with your subscription. It also shows which order functions are activated as part of your login: Order Tracking allows you to check the status of your individual order lines, in particular exceptions. Real Time Supplier Data allows you to check the retail price, your cost price, trade discount (%) and the stock availability for titles supplied by participating distributors. Online Ordering allows you to place orders with over 60,000 suppliers. System Default Page allows you to choose which screen you want to view when you login to the service either the bibliographic search screen or the order tracking search screen. Click on the Submit button to make your changes take effect. Preferences set now can be changed again at any time. Advanced Preferences for Ordering Select Ordering from the left hand menu in Preferences. System Order Reference allows you to set and control your order reference. The Prefix is the starting characters of your default order reference and Start From is an incremental number which follows the prefix. If you leave these blank the system will use a default reference of ORDYYYYMMDD. You can transfer an existing numbering system from a previous service by personalising these boxes. Show Order Basket Toolbar allows you to choose whether the Basket Toolbar is displayed or hidden whilst using the service. Default values for the Order Basket Toolbar allows you to set up default entries for the Quantity, Supplier, Dues, Customer Reference and Comments fields within the Basket Toolbar. You can also select how many order lines you want to view at one time in the order basket. Click on the Submit button to make your changes take effect. Advanced Preferences for Order Upload Order Upload allows you to upload a list of ISBNs or order file into the order basket for review before ordering. Select Order Upload Format from the left hand menu in Preferences. Select whether you want to include the header row of your file in the upload. If you select this tick box the first row in every order file will be ignored. Set up your Order Upload Format by selecting the fields which exist in your order file and stipulating the position of the columns they populate. For e.g. ISBN, Qty, Dues and Author. This allows you to tailor your upload format and prevents you having to alter your existing order file. Please note these preferences must be set in order to use the Order Upload function. Quick Guide BookData Online Page 3

4 Advanced Preferences for Order Tracking Select Order Tracking from the left hand menu in Preferences. The default setting for Results Format is Order Summary. This can be changed to Order Detail or Order Line Detail if you prefer. This enables you to search for a particular order line. You can also tailor your Number of Results per page, the Sort Order and the selection criteria for Date Searching and the Order Status. New acknowledgements/delivery Notes*: Select to retrieve only records which have been acknowledged, or which have received Delivery Notes (EDN Electronic Delivery Notes), in the previous X number of days. This allows you to perform targeted searches. Click on the Submit button to make your changes take effect. * Subject to the type of BookNet service you subscribe to. Advanced Preferences for Order History Download Order History Download allows you to download your order history as a CSV file. Select Order Download from the left hand menu in Preferences. Setting up your Order Download Format This allows you to tailor your download format to fit your business requirements. In the first grey box select whether you want to omit the header row from your download file. If you select this tick box your file will not have any column headings. In the second grey box select the fields you want to download by putting a tick in the Select box and stipulating the position of the column you want each one to populate. For e.g. ISBN, Customer Ref, Supplier and Acknowledgement Status. Click on Save Form, and this personalised format will become your default. Please note you can only have one Order Download Format saved at any one time. If you don t set up a new Order Download Format then your file will be downloaded using the default setting which will download all the available fields as they are listed in BookData Online. To take advantage of Ordering, Order Tracking, Order History and Real Time Supplier Data contact Customer Services: Tel: customerservices.book@nielsen.com Order Tracking, Order History and Real Time Supplier Data are included in your bibliographic subscription. Ordering (Basket, Order Upload and File Transfer) are subject to an additional subscription fee. You must have a trading relationship with the participating distributor to use this functionality. Quick Guide BookData Online Page 4

5 Ordering via Order Basket BookData Online enables you to order from over 60,000 suppliers using the established BookNet TeleOrdering order routing service. Perform a bibliographic search using one of the search options available: Quick Find, Product Search or Bulk Search. From the results screen, identify the titles you want to order by ticking the box on the left of each record. Where available you can check your Real Time Supplier Data. Real Time Supplier Data is illustrated by Depending on the options you have set in Advanced Preferences for Ordering you may need to select Show Basket Toolbar. The Order Basket Toolbar will appear as an additional medium grey menu bar. Refer back to Advanced Preferences for Ordering if you want the order basket toolbar to permanently be displayed. Review and amend, where necessary, the information in the Order Basket including Quantity, Supplier Override and Customer Reference. Supplier Override If you want to override the BookNet TeleOrdering default supplier to ensure that an order goes to, for example, a specific wholesaler you can enter the appropriate code as the supplier override. To check who the BookNet TeleOrdering default supplier is, scroll down to the distributor section of the bibliographic record. Please note we recommend customers use the BookNet TeleOrdering routing as their default and only use Supplier Override codes by exception. Click Add to Basket to add your selected titles to the Order Basket. A message will appear detailing how many items have been added to the order basket. Ordering via Order Upload Order Upload allows you to upload a list or file of ISBNs or a file of order lines to the BookData Online order basket for review before ordering. The ISBNs are not run against the Nielsen Book bibliographic database which means titles not listed on our database can still be ordered. Upload a list of ISBNs Click on Orders and then the Order Upload tab next to Order Tracking. Copy and paste a list of ISBNs into the white text box. You can apply values to all the ISBNs loaded into the text box using the Order Upload toolbar. For e.g. you can stipulate a quantity and Supplier Override. If you click on Clear Values the Dues will be reset to Y and the rest of the fields in the Order Upload toolbar will be cleared. These fields can be personalised in Preferences. Click on Add to Basket. You will be navigated to the order basket where you can review and then place your order. Quick Guide BookData Online Page 5

6 Upload an order file Click on Orders and then the Order Upload tab next to Order Tracking. Select your order file by clicking on Browse and searching for your.csv or comma separated.txt order file saved on your computer. Please note you must have set up your Order Upload Format in Preferences before carrying out this action. If your order file does not contain the values in the Order Upload toolbar these can be applied using the toolbar. If your order file does contain these values they can not be overwritten at this stage. All order lines can be amended or deleted once they are in the Order Basket. You can upload up to 1,000 ISBNs at any one time, depending on the contents of your order basket. The maximum limit in the order basket is also 1,000. An error message will be displayed if the combined total of ISBNs to be uploaded and the contents of your order basket exceed 1,000. BookData Online will compare the order file being loaded with the previous file loaded and will display an error message if they are found to be the same. If you wish to override this check please ensure the tick box is de-selected. To upload your order file click Load. Order Upload Validation Click on Orders and then the Order Upload tab next to Order Tracking. All uploaded files will be displayed in the Order Upload Validation screen for you to review before being added to the basket. Click on Add to Basket. A message will appear detailing how many items have been added to the order basket. Order Basket Click on View Basket to review the items added to the order basket. You can store up to 1,000 orders in the basket at any one time. Each column can be sorted by clicking on the heading. Please note the price listed is the RRP. Quick Guide BookData Online Page 6

7 Click on the title to view the bibliographic record. If you are using Order Upload please note that if the title is not listed on our database it will not show any bibliographic data. The title will still be ordered and the order will be routed by ISBN prefix if recognised. To amend your basket contents, select the order lines which need to be changed and then update using the options in the blue toolbar. In this example the quantity in the first order line is increased to two. Click Update to confirm your changes. Change the number of items displayed in the order basket using the drop down box on the left hand side of the light grey toolbar. You can also Restore Default Supplier and Remove Selected Items. Simply select the applicable titles using the tick box and then click on the appropriate button. Restore Default Supplier will remove any supplier override codes previously entered and route that order line to the BookNet TeleOrdering default supplier instead. Once you are ready, select the titles you wish to order and click on Order Selected Items. Before you submit your orders a preview screen will appear summarising your order. Click on Submit Orders to place your order. The next screen will confirm Your order is being processed and you can navigate away from this page. Quick Guide BookData Online Page 7

8 Ordering via File Transfer File Transfer allows you to upload a Telelink 3 file and submit it directly to BookNet TeleOrdering, bypassing the order basket. It does not allow you to review or amend your order once the file has been uploaded. Select your Telelink 3 file by clicking on Browse and searching for the file on your computer. BookData Online will compare the order file being loaded with the previous file loaded and will display an error message if they are found to be the same. If you wish to override this check please ensure the tick box is de-selected. Click on Load. Once you have submitted your file you can track its progress using Order Tracking. Order Searching/Order History Order Tracking has one search form which allows you to carry out detailed searches for any order line placed via BookNet TeleOrdering using your SAN within the last six months, regardless of how these were sent. Click on the Orders tab in the top right hand corner of the page. The Order Tracking search form is displayed. The options in the blue bar at the top of the search form allow you to select your results view. See below for more details. The Order Date allows you to narrow your search to a specific date when the order was placed. New Acknowledgements/Delivery Notes: You can now choose to find only orders which have been acknowledged or for which you have received Delivery Notes (EDN Electronic Delivery Notes) in the previous X number of days. This allows you to perform targeted searches. Click on Search Now to perform the search. Order Tracking Search Results Your search results can be viewed in three ways: Order Summary basic details for each order Order Detail - summary details for each order line Order Line Detail detailed information for each order line The results of your search are displayed in the Order Summary view by default, but this can be changed in Preferences. To view the Order Details click on the dates available under the heading Log Date. Quick Guide BookData Online Page 8

9 The Order Details view allows you to see at a glance the status of your order (see key below). To view the Order Line Detail click on the Order Ref number in the left hand column. To view the suppliers details click on the Supplier name. By default, orders requiring your attention will be listed at the top of your results. The results can be resorted by clicking on the column headings. T/O TeleOrdering confirmation Ack Order Line Acknowledged EDN Delivery Note received To return to the Order Summary view, click on Back to Order Summary. Icon Category Category Description GREEN TICK Passed No problems at this stage. YELLOW TICK Passed with warning Order accepted but there is a concern. For instance price difference, quantity difference or item unknown to Nielsen Book database. QUESTION MARK Passed delayed Order delayed. For instance Reprinting, Temporarily Unavailable or Forthcoming RED CROSS Failed The order line will not be processed further. The Order Line Detail gives detailed Acknowledgements and Delivery Note information for the individual order. Click on the Title to view the bibliographic record. The Delivery Note information, if available, contains the Carrier Ref and/or Shipper Ref numbers. If either are highlighted in blue you can click on the hyperlink to view a status update from their respective websites. Carrier Ref: the parcel reference number allocated by the carrier to track the parcel from the warehouse to either a UK address or an international shipping agent. Shipper Ref: the reference number allocated by the international shipping agent to track the parcel from receipt to the delivery address. Please note the delivery note information may be displayed differently depending on the supplier. Some suppliers may refer to the Shipper as the Carrier and others may link to the Invoice number rather than the Shipper Ref. To return to the Order Summary view, click on Back to Order Summary. Click on either the Carrier Ref or Shipper Ref number to link to the Carrier or Shipper s website to view an up-to-date tracking status report. BookData Online links to the following Carriers and Shipping Agents: Dynamic Parcel Delivery (formerly Parceline) FedEx UK The PSL Group and SkanTrans-PSL TNT UPS World Wide Books Quick Guide BookData Online Page 9

10 Order History Download Click on the Orders tab in the top right hand corner and run an Order Tracking search. For this example we are searching for Exceptions Only in March and April. The results are set to display in the Order Detail view. Searching for Exceptions Only will display any orders which need attention. For example, if the order could not be routed or the supply has been delayed. In the Order Tracking Results screen click on Download. A prompt screen will appear with the option to Open, Save or Cancel the CSV file. If you are viewing your results in the Order Summary or Order Line Detail view you will need to switch to Order Detail in order to download your orders. Please note all the results found by your Order Tracking search will be downloaded. If you want to reduce the number of records you download you will need to refine your search criteria. Multi SAN Access Multi SAN Access allows head office staff to access order and order tracking functionality on behalf of each branch. This feature removes the need for you to keep logging in as a different user. Please note Multi SAN Access only applies to customers with more than one SAN. For more information sales.booknet@nielsen.com Click on Preferences and scroll down to Ordering, Order Tracking and Real Time Supplier Data. All the SANs relevant to your business are listed as a drop down list. Select the SAN you wish to use and click on Submit. If you then click on Orders the SAN you selected will be displayed in the top right hand corner. You can now place orders, use Order Tracking and request Real Time Supplier Data for your chosen SAN. Please note: orders cannot be cancelled so make sure you select the correct SAN when submitting your orders. The selected SAN will remain active for the duration of your session but can easily be changed by clicking on Preferences and selecting an alternative. When you log out the SAN will revert back to your assigned Login SAN. Quick Guide BookData Online Page 10

11 Glossary For the benefit of this guide we have assumed the following definitions: An Order Line is an individual order for a single ISBN. An Order is a group of order lines sent at exactly the same time. Order Tracking allows you to check the status of individual order lines, in particular exceptions, for up to 6 months. An Acknowledgement is sent once an order has been received by the supplier containing a status code explaining whether the order will be supplied now, later, in part or not at all. Delivery Note is a message sent by the publisher/distributor to confirm the order has been despatched. Real Time Supplier Data provides retail and cost price, trade discount (%) and stock availability for titles supplied by participating distributors using your company s SAN. (This was formerly known as My Price enquiry). SAN (Standard Address Number) is your unique numerical identifier which allows you to trade within the book industry. This number relates to your geographical location and is not an account number. Dues also known as logged order Supplier Override code previously known as Mnemonic Order Upload allows you to upload a list of ISBNs or order file into the order basket for review before ordering Telelink 3 is a proprietary BookNet TeleOrdering format File Transfer allows you to upload a Telelink 3 file and submit it directly to BookNet TeleOrdering. Radio Buttons are displayed like this: Nielsen Book UK Help Desk Monday to Friday (GMT) Tel: +44 (0) help.book@nielsen.com Australia Help Desk Monday to Friday Tel: support@nielsenbookdata.com.au New Zealand Help Desk Monday to Friday Tel: support@nielsenbookdata.co.nz Asia Pacific Help Desk Monday to Friday Tel: support@nielsenbookdata.biz South Africa Help Desk Publications Network (Pty) Ltd/T/a SAPnet Tel: +27 (0) data@bookdatasapnet.co.za Quick Guide BookData Online Page 11

12 User Name: Password: Notes: Quick Guide BookData Online Page 12