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OCLC Wise Support EN

Order using 9xx files

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Learn how to process shelf-ready 9xx orders in the Wise staff client.

Import the order 

  1. Go to Titles > Order requests. The Order requests screen opens.
  2. Go to Management > Import MARC data. An Import MARC data window opens.
  3. Browse to and select your brief or shelf-ready order file from your vendor on your computer. Click Open to import the file. A Read offer window opens.
  4. (Optional) Enter information about the order in the Explanation field.
  5. Select your vendor from the Vendor drop-down list.
  6. Click Import. The order is added to the Order files screen.
     Note:
    • If a PO number is included in the order's 949 $g, that value will appear in the Description column, replacing the Explanation entered in step 4.
    • If you would like to include a description or note about the order to be included in the order file, it can be placed in the 981 $x field.
  7. Review the order details.
    1. Select the Titles/Order tab to view the items included in the order. The titles should be highlighted in yellow and appear as ordered because the information in the 9xx file includes these details. If the titles are not yellow, you will need to update the catalog.
    2. Select the Orders tab to see how many items were ordered and to which branch they belong.
  8. To submit the order, return to the Orders tab and select the imported order.
  9. Go to Management > Send order via EDI. A confirmation message appears, it displays how many items were ordered.
  10. Click Send. The order status changes to Finishing. The orders are sent directly to the vendor’s FTP.

Create vendor order list 

  1. Go to Options > Vendor order list. This allows the system to add the titles to the catalog. An Order overview screen opens.
  2. Select the correct Vendor from the drop-down list.
  3. Select Yes for Mark order requests as ordered.
  4. Click Agree. A report is generated in your browser window, it displays an overview of the order. The order status is updated to Ordered.

Update the catalog 

  1. Return to the Order request screen and go to Titles > Update catalog. A selection window opens. Select an option from the drop-down list:
    • 1 - Only ordered titles
    • 2 - Ordered titles + Catalog titles
    • 3 - All titles

     Note: If you do not know which titles have already been ordered, we recommend selecting 2 – Only ordered titles to avoid creating duplicate titles.

  2. Click Agree. The status of the order is updated to Confirmed. The status of the items is updated to Ordered in the staff catalog and On order in the OPAC and assigned a temporary barcode. If permitted by your library, customers can place holds on these items.

Process received invoice 

  1. When the invoice is available from the vendor, download the file from the vendor’s FTP site and save it on your computer.
  2. Add the invoice file to Wise.
    1. Go to Branch management > File management.
    2. Right-click on the factuur folder and select Upload file.
    3. Locate the invoice that was downloaded from your vendor's FTP site and click Open to add the file to Wise. Close the File management window
    4. Go to Titles > Order administration. The Order administration window opens.
    5. Go to Files > Import EDI files > Import invoice. A selection window opens.
    6. Select the invoice you added in step 3 from the drop-down list and click Agree. A report is generated in your browser window, it displays an overview of the uploaded invoice. 

Add shelf-ready data to Wise 

If you are processing shelf-ready files, follow these steps to add the data to your catalog:

  1. When the shelf-ready file is available from the vendor, download the file from the vendor’s FTP site and save it on your computer.
  2. In the staff client, go to Titles > Order requests. The Order requests screen opens.
  3. Go to Management > Import enriched title data. A selection window opens.
  4. Locate the shelf-ready data file that you downloaded from the vendor's FTP site and click Open to add the file to Wise.

     Note: The file type must be .mrc. 

    A report is generated in your browser window, it displays an overview of the shelf-ready file that has been added to Wise. This report displays previous and new barcode and spine label information for the ordered items. The items are updated with this new information. Title records are updated with enriched data included in the shelf-ready file.

Rules for shelf-ready processing in Wise 

The following rules apply to shelf-ready processing in Wise: 

Order process Rules
Orders placed in Wise via EDI The shelf-ready file must contain 959 tags with as much detail as the vendor and library have agreed on. The placement branch (959 $c) is required for matching. 
Orders placed in Wise, not via EDI  The shelf-ready file must contain the 959 tags with as much detail as the vendor and library have agreed on, as well as tag 981. Vendor order number (981 $n) is required for matching.
Orders placed outside of Wise

The shelf-ready file must contain the 959 tags with as much detail as the vendor and library have agreed on, but can not have a 981 tag. This means that notes can not be included. 

 Note: If the file is loaded through Import enriched title data, a message appears stating "Please import the file using Import MARC data." Follow these steps to load the file:

  1. Import the shelf-ready file following the instructions in Import brief order files.
  2. Create and submit a Vendor order list. 
  3. Update the catalog to add the ordered items. 
  4. Import the file again using the Import enriched data files process. 

 

Pay the invoice and link items 

After the ordering process is complete, you can process invoices and link the new items via EDI link.

 

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