BookData Online - Quick Guide for Order Tracking and Real Time Supplier Data

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1 BookData Online - Quick Guide for Order Tracking and Real Time Supplier Data BookData Online is the most effective and user-friendly search and discovery tool for booksellers, librarians and publishers. We are developing BookData Online to include a number of features from our BookNet Web service, which to date include Order Tracking and Real Time Supplier Data. 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. We appreciate that users also find it helpful to refer to guidance notes when using the service and this guide has been created to help you conduct key tasks relating to Order Tracking and Real Time Supplier Data. Please refer to our main Quick Reference Guide for help on BookData Online s other features which include bibliographic searching. Our Help Desk, based in the UK, is available during normal working hours - Monday to Friday (GMT) - if you require further technical assistance: tel: +44 (0) help.book@nielsen.com 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. 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). Participating distributors are currently Cambridge University Press, HarperCollins, Macmillan Distribution Services (MDL) and The Book Service (TBS). 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. Contents Login Setting your Preferences for Bibliographic Searching and Order Tracking Advanced Preferences for Order Tracking Real Time Supplier Data Order Searching Order Tracking Search Results Login Welcome to the home page! To track your orders login to the service using the Login Now button where you will be prompted for your username 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. New users can register for a FREE 30 day trial by clicking on the Register button. Go to: Quick Guide BookData Online Page 1

2 Login Screen Enter your User name and Password Setting your Preferences Please note it is very important to set up your preferences before you start using the service. 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 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 at any time. Your password can be changed here but be aware that our Customer Services staff will see your new password in the administration system. Preferences for Bibliographic Searching. Please ensure you enter an address to receive New title alerts. 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 as well as refining the way records are printed by adding header and footer notes. Preferences for Order Tracking In the Order Tracking section you can view your SAN number. System Default Page allows you to choose which search screen you want to view when you login to the service. Preferences set now can be changed again at any time. Quick Guide BookData Online Page 2

3 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 but may delay the retrieval of information due to the volume of data available. 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 FEATURE: 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. Real Time Supplier Data Real Time Supplier Data allows you to check your trade discount (%) and cost price for titles supplied by participating distributors. To view Real Time Supplier Data you need to perform a bibliographic search using either Quick Find or by clicking on the New Search tab. Real Time Supplier Data will be accessible via the Multi Line Summary screen or the Full Page View. Use the View dropdown in the top left hand corner of the screen to switch between views. See our main Quick Reference Guide for more information about bibliographic searching. Real Time Supplier Data is illustrated by: This symbol will be displayed in either the Multi Line Summary or the Full Page View. In the Multi Line Summary the symbol will appear next to the Recommended Retail Price (RRP) for all titles distributed by the participants. To view the Real Time Supplier Data click on the symbol and it will take you straight to a special version of the Full Page View. If you are looking at title information via the Full Page View there will be a link below the availability information for Real Time Supplier Data. This link will only be visible if Real Time Supplier Data is available from that supplier. Click on this link to display the Real Time Supplier Data. The Real Time Supplier Data shows your trade discount (%) and cost price supplied directly from the distributors own system based on your company s SAN. This information is made available to you because you have a trading relationship with that supplier. Stock Status is the current availability from the distributor. Quick Guide BookData Online Page 3

4 Order Searching Order Tracking has one search form which allows you to carry out detailed searches for any order placed within the last six months, regardless of how these were sent. Please note the Quick Find search in the top right hand corner of the screen is one of three bibliographic search options available. See our main Quick Reference Guide for more information. 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 FEATURE: 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. 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 with the exception of Quantity and Price. 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. Quick Guide BookData Online Page 4

5 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. To return to the Order Summary view, click on Back to Order Summary. UK Help Desk Monday to Friday (GMT) Tel: +44 (0) help.book@nielsen.com Quick Guide BookData Online Page 5