Order materials in Wise

Import an order 

Order files can be imported into Wise using the Order requests function. Library staff with an acquisitions role can use this function to manage orders and import titles into the catalog. Order files must be uploaded as a MARC file (.mrc format). 

To import an order:

1. In the staff client, select Order requests on the home screen, or go to Titles > Order requests. The Order requests screen opens.
2. Go to Management > Import a MARC data. An import window opens.
3. Browse to and select the .mrc file you want to import and click Open. A Read offer window opens.
4. (Optional) Provide an explanation for the imported order in the Explanation field.
5. Select a vendor from the Vendor drop-down list.
6. Click Import. An Execute task window opens to show that the system is working. The order is added and appears on the Order files tab in Order requests.

You can view all imported orders on the Order files tab. Refer to the Date and Status columns to identify the most recent file. Newly imported files appear with the status To order. Learn more about updating order/offer titles from 'See also' to 'See' titles.

Select items to order 

After an order file is imported, you can select which items will be ordered. 

1. In the staff client, select Order requests on the home screen, or go to Titles > Order requests. The Order requests screen opens.
2. On the Order files tab, click the order line from which you want to select items.
3. Click on the Titles/Order tab. A list of titles from the selected order appear on the screen.
   1. To order multiple items per branch location:
      1. Click the title that you want to order.
      2. Go to Options > Institution ordering.  The Institution order window opens. This screen includes a list of all of the branches for which you can order items.
      3. (Optional) Provide order details in the top part of the screen:
         • Initials: enter your initials
         • Vendor: select a vendor from the drop-down list
         • Link comment: enter a comment about the order
         • Budget: select the budget from which to purchase the items from the drop-down list
         • Reference: leave blank
         • Binding: if applicable, select a binding method from the drop-down list
         • Order template: if applicable, select an order template from the drop-down list. If a link comment was populated prior to selecting a template, the link comment will be applied to each line
      4. Enter the number of items you want to order for each branch in the Number column.
      5. (Optional) Include a comment in the Link comment column.
      6. Click Save. The window is closed and the Titles/Order tab is updated to display the number of items ordered for the selected title.
   2. To order items individually, go to Options > Order. The Order screen opens.
      1. (Optional) Fill in additional order information. 
4. Click OK to save. The order is now ready to be sent to the vendor. The status in the Cat. column is updated to T to indicate the title is in your catalog. The order status remains To order.
5. Submit the order to the vendor.

Submit the order via EDI 

If your library submits orders to the vendor directly via EDI, the order can be submitted directly from Wise. If your library is not submitting the order via EDI, see Submit a Vendor order list. For more information about configuring vendor information, see Vendors by institution.

To submit an order to a vendor:

1. In the staff client, select Order requests on the home screen, or go to Titles > Order requests. The Order requests screen opens.
2. On the Order files tab, click the order line that you want to submit.
3. Go to Management > Send order via EDI. The Submit order window opens. It displays the order name in the Offer field and Quantity of items to be ordered.
4. Click Send. The Status is updated to Finishing. The order is generated and is sent to the vendor's FTP site.

Create a Vendor order list 

A vendor order list must be generated to complete the process. This process prompts the system to create item records for ordered items and updates the status of the order to Ordered.

1. In the staff client, select Order requests on the home screen, or go to Titles > Order requests. The Order requests screen opens.
2. On the Order files tab, click the order line for which you will generate an order list.
3. Go to Options > Vendor order list. The Order overview window opens.
4. Select the correct Vendor from the drop-down list.
5. Select Yes for Mark order requests as ordered. This will prompt the system to update the order status.
6. (Optional) Make other selections for the overview (Branch, Ordering date, Introduction date).
7. Click Agree to generate the list. A report is generated in your browser window.

Submit a Vendor order list 

If your library does not submit orders via EDI or if the vendor from which you are purchasing does not accept EDI orders, the Vendor order list can be printed or saved and sent via email or mail directly to the vendor.

Update the catalog 

After the order is submitted, the catalog must be updated to add the ordered items.

1. In the staff client, select Order request on the home screen, or go to Titles > Order requests. The Order request screen opens.
2. On the Order files tab, click the order line for which you want to update the catalog.
3. Go to Titles > Update catalog. The Transfer selection to catalog window opens.
4. Select a Transfer option from the drop-down list.
   • 1 - Only ordered titles  - only the titles that do not already have T in the catalog status are updated
   • 2 - Ordered + Catalog titles (Recommended)
   • 3 - All titles
5. Click Agree, or to delay the process, click Run tonight. The process runs.

To confirm that the process is complete, select the Titles/Order tab and select Options > Refresh. The Cat. column should update to T&E. The title and ordered items now appear in your catalog. The items appear with the status "Ordered".