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BookData Online Ordering Guide

Contents

BookData Online is a professional bibliographic search tool used by booksellers, publishers and libraries worldwide and provides aunique source of timely, accurate and comprehensive information for books (print and digital) and other published media. This, coupledwith 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 integratedonline help and a rolling demo which guides users through key elements of the service. We appreciate that users also find it usefulto refer to guidance notes when using the service and this guide covers ordering and order tracking. There is a separate guidecovering bibliographic searching, BookScan sales ranking and Real Time Supplier Data. Our Quick Reference Guides have beencreated 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)1483 712 260 email: [email protected]

Welcome to the home page! Click on the Login Now button and you will be prompted for your User name and Password. You can alsocatch up on the latest industry news by using the links in The Bookseller feed on the left hand side of the screen.

● 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

Go to: www.nielsenbookdataonline.com

Login ScreenEnter your User name and Password

Quick Guide BookData Online


Setting your Preferences

Please note it is very important to set your preferences before using the service. The first time you loginto BookData Online you will automatically be taken to the Preferences screen which includes set upoptions 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 iscrucial that you select your territory so that the summary views display relevant price and availability information for your chosenterritory. You can also refine the way records are printed by adding header and footer notes.

If you enter an email address you can receive notification by email of new titles added to the database. You can also change your password.

The first time you login to BookData Online you willautomatically be taken to the Preferences screen. Alternativelyyou can click on the Preferences tab in the top right hand cornerof the page.

Your password can be changed here. Please be aware that ourCustomer Services staff will see your new password in theadministration system.

Please ensure you enter an email address to receive Newtitle alerts. Adding an email address will also save you timewhen exporting records by email as this address will automaticallybe added as the From address in the Print, Save or Email form.

Choose a Territory view. Please note this will not affect yourresults but ensures the summary views display the data fromsuppliers in your territory as a preference. Full page viewinformation 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 yourpreferred view of results.

Click on the Submit button to make your changes take effect.

Preferences set now can be changed again at any time.

Logging OutRemember to logout in between sessions to avoid reaching yourmaximum concurrent user limit. If you do not logout the servicemay think you are still in session and prevent others within yourorganisation from logging in. If you would like to increase thenumber of users you have as part of your subscription email:[email protected]


Select Ordering from the left hand menu in Preferences.

System Order Reference allows you to set and control your orderreference. The Prefix is the starting characters of your default orderreference and Start From is an incremental number which followsthe prefix. If you leave these blank the system will use a defaultreference of ORDYYYYMMDD. You can transfer an existing numberingsystem from a previous service by personalising these boxes.

Show Order Basket Toolbar allows you to choose whether theBasket Toolbar is displayed or hidden whilst using the service.

Default values for the Order Basket Toolbar allows you to setup default entries for the Quantity, Supplier, Dues, CustomerReference and Comments fields within the Basket Toolbar.

You can also select how many order lines you want to view atone time in the order basket.


Advanced Preferences for Ordering

Order Upload allows you to upload a list of ISBNs or order fileinto the order basket for review before ordering.

Select Order Upload Format from the left hand menu inPreferences.

Select whether you want to include the header row of your filein the upload. If you select this tick box the first row in everyorder file will be ignored.

Set up your Order Upload Format by selecting the fields whichexist in your order file and stipulating the position of thecolumns they populate. For e.g. ISBN, Qty, Dues and Author. Thisallows you to tailor your upload format and prevents you havingto alter your existing order file.

Please note these preferences must be set in order touse the Order Upload function.

Advanced Preferences for Order Upload

Preferences for Ordering, Order Tracking and RealTime Supplier Data:

In order to trade electronically you need to have a SAN. A SAN(Standard Address Number) is your unique numerical identifierwhich allows you to trade within the book industry. This numberrelates to your geographical location and is not an account number.

In this section you can view the SAN number associated withyour subscription. It also shows which order functions areactivated as part of your login:

Order Tracking allows you to check the status of your individualorder lines, in particular exceptions.

Real Time Supplier Data allows you to check the retail price, yourcost price, trade discount (%) and the stock availability for titlessupplied by participating distributors.

Online Ordering allows you to place orders with over 60,000 suppliers.

System Default Page allows you to choose which screen youwant to view when you login to the service – either thebibliographic search screen or the order tracking search screen.


Preferences set now can be changed again at any time.


Select Order Tracking from the left hand menu in Preferences.

The default setting for Results Format is Order Summary. Thiscan be changed to Order Detail or Order Line Detail if youprefer. This enables you to search for a particular order line.

You can also tailor your Number of Results per page, the SortOrder and the selection criteria for Date Searching and theOrder Status.

New acknowledgements/Delivery Notes*: Select to retrieve onlyrecords which have been acknowledged, or which have receivedDelivery Notes (EDN – Electronic Delivery Notes), in the previousX number of days. This allows you to perform targeted searches.


* Subject to the type of BookNet service you subscribe to.

Advanced Preferences for Order Tracking

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 yourbusiness requirements.

In the first grey box select whether you want to omit the headerrow from your download file. If you select this tick box your filewill not have any column headings.

In the second grey box select the fields you want to downloadby putting a tick in the Select box and stipulating the position ofthe 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 yourdefault. Please note you can only have one Order DownloadFormat 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.

Advanced Preferences for Order History Download

To take advantage of Ordering, Order Tracking, Order History and Real Time Supplier Data★ contact Customer Services:Tel: 01483 712 200 Email: [email protected] Tracking, Order History and Real Time Supplier Data★ are included in your bibliographic subscription. Ordering (Basket, OrderUpload and File Transfer) are subject to an additional subscription fee.★ You must have a trading relationship with the participating distributor to use this functionality.


Ordering via Order Basket

Perform a bibliographic search using one of the search optionsavailable: Quick Find, Product Search or Bulk Search.

From the results screen, identify the titles you want to order byticking the box on the left of each record. Where available youcan check your Real Time Supplier Data.

Real Time Supplier Data is illustrated by

Depending on the options you have set in Advanced Preferencesfor Ordering you may need to select Show Basket Toolbar. TheOrder Basket Toolbar will appear as an additional medium greymenu bar.

Refer back to Advanced Preferences for Ordering if you wantthe order basket toolbar to permanently be displayed.

Review and amend, where necessary, the information in theOrder Basket including Quantity, Supplier Override andCustomer Reference.

Supplier Override – If you want to override the BookNetTeleOrdering default supplier to ensure that an order goes to, forexample, a specific wholesaler you can enter the appropriatecode as the supplier override. To check who the BookNetTeleOrdering default supplier is, scroll down to the distributorsection of the bibliographic record.

Please note we recommend customers use the BookNetTeleOrdering routing as their default and only use SupplierOverride 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 beenadded to the order basket.

BookData Online enables you to order from over 60,000 suppliers using the established BookNet TeleOrdering order routing service.

Ordering via Order Upload

Upload a list of ISBNs

Click on Orders and then the Order Upload tab next to OrderTracking.

Copy and paste a list of ISBNs into the white text box. You canapply values to all the ISBNs loaded into the text box using theOrder Upload toolbar. For e.g. you can stipulate a quantity andSupplier Override.

If you click on Clear Values the Dues will be reset to Y and therest 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 reviewand then place your order.

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 reviewbefore ordering. The ISBNs are not run against the Nielsen Book bibliographic database which means titles not listed on ourdatabase can still be ordered.


Upload an order file


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 Formatin Preferences before carrying out this action.

If your order file does not contain the values in the OrderUpload toolbar these can be applied using the toolbar. If yourorder file does contain these values they can not be overwrittenat this stage. All order lines can be amended or deleted once theyare in the Order Basket.

BookData Online will compare the order file being loaded withthe previous file loaded and will display an error message if theyare found to be the same. If you wish to override this checkplease ensure the tick box is de-selected.

To upload your order file click Load.

You can upload up to 1,000 ISBNs at any one time, dependingon the contents of your order basket. The maximum limit in

the order basket is also 1,000. An error message will bedisplayed if the combined total of ISBNs to be uploaded and

the contents of your order basket exceed 1,000.

Order Upload Validation


All uploaded files will be displayed in the Order UploadValidation screen for you to review before being added to thebasket.

Click on Add to Basket.

A message will appear detailing how many items have beenadded to the 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.

Order Basket


To amend your basket contents, select the order lines whichneed to be changed and then update using the options in theblue toolbar.

In this example the quantity in the first order line is increased to two.

Click Update to confirm your changes.

Click on the title to view the bibliographic record.

If you are using Order Upload please note that if the title is notlisted on our database it will not show any bibliographic data.The title will still be ordered and the order will be routed by ISBNprefix if recognised.

Change the number of items displayed in the order basket usingthe drop down box on the left hand side of the light grey toolbar.

You can also Restore Default Supplier and Remove SelectedItems. Simply select the applicable titles using the tick box andthen click on the appropriate button.

Restore Default Supplier will remove any supplier overridecodes previously entered and route that order line to theBookNet TeleOrdering default supplier instead.

Once you are ready, select the titles you wish to order and clickon Order Selected Items.

Before you submit your orders a preview screen will appearsummarising your order. Click on Submit Orders to place yourorder.

The next screen will confirm Your order is being processed andyou can navigate away from this page.


Ordering via File Transfer

Select your Telelink 3 file by clicking on Browse and searching forthe file on your computer.

BookData Online will compare the order file being loaded withthe previous file loaded and will display an error message if theyare found to be the same. If you wish to override this checkplease ensure the tick box is de-selected.

Click on Load.

Once you have submitted your file you can track its progressusing Order Tracking.

File Transfer allows you to upload a Telelink 3 file and submit it directly to BookNet TeleOrdering, bypassing the order basket. Itdoes not allow you to review or amend your order once the file has been uploaded.

Order Searching/Order History

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 allowyou to select your results view. See below for more details.

The Order Date allows you to narrow your search to a specificdate when the order was placed.

New Acknowledgements/Delivery Notes: You can nowchoose to find only orders which have been acknowledged orfor which you have received Delivery Notes (EDN – ElectronicDelivery Notes) in the previous X number of days. This allowsyou to perform targeted searches.

Click on Search Now to perform the search.

Order Tracking has one search form which allows you to carry out detailed searches for any order line placed via BookNetTeleOrdering using your SAN within the last six months, regardless of how these were sent.

Order Tracking Search Results

The results of your search are displayed in the Order Summaryview by default, but this can be changed in Preferences.

To view the Order Details click on the dates available under theheading Log Date.

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 Order Details view allows you to see at a glance the statusof your order (see key below).

To view the Order Line Detail click on the Order Ref number inthe left hand column. To view the suppliers details click on theSupplier name.

By default, orders requiring your attention will be listed at thetop of your results. The results can be resorted by clicking on thecolumn headings.

T/O – TeleOrdering confirmationAck – Order Line AcknowledgedEDN – Delivery Note received

To return to the Order Summary view, click on Back toOrder 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 andDelivery Note information for the individual order.

Click on the Title to view the bibliographic record.

The Delivery Note information, if available, contains the CarrierRef and/or Shipper Ref numbers. If either are highlighted in blueyou can click on the hyperlink to view a status update from theirrespective websites.

Carrier Ref: the parcel reference number allocated by the carrierto track the parcel from the warehouse to either a UK address oran international shipping agent.

Shipper Ref: the reference number allocated by the internationalshipping agent to track the parcel from receipt to the delivery address.

Please note the delivery note information may be displayeddifferently depending on the supplier. Some suppliers may referto the Shipper as the Carrier and others may link to the Invoicenumber 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 tothe Carrier or Shipper’s website to view an up-to-date trackingstatus report.

BookData Online links to the following Carriers andShipping Agents:

Dynamic Parcel Delivery (formerly Parceline)FedEx UKThe PSL Group and SkanTrans-PSLTNTUPSWorld Wide Books


Order History Download

Click on the Orders tab in the top right hand corner and run anOrder 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 whichneed attention. For example, if the order could not be routed orthe supply has been delayed.

In the Order Tracking Results screen click on Download.

A prompt screen will appear with the option to Open, Save orCancel the CSV file.

If you are viewing your results in the Order Summary or OrderLine Detail view you will need to switch to Order Detail in orderto download your orders.

Please note all the results found by your Order Tracking searchwill be downloaded. If you want to reduce the number of recordsyou download you will need to refine your search criteria.

Multi SAN Access

Click on Preferences and scroll down to Ordering, OrderTracking and Real Time Supplier Data.

All the SANs relevant to your business are listed as a drop downlist. Select the SAN you wish to use and click on Submit.

If you then click on Orders the SAN you selected will bedisplayed 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 selectthe correct SAN when submitting your orders.

The selected SAN will remain active for the duration of yoursession but can easily be changed by clicking on Preferences andselecting an alternative. When you log out the SAN will revertback to your assigned Login SAN.

Multi SAN Access allows head office staff to access order and order tracking functionality on behalf of each branch. This featureremoves 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 email: [email protected]


Nielsen BookUK Help DeskMonday to Friday 08.30-17.30 (GMT)Tel: +44 (0)1483 712 260Email: [email protected]

AustraliaHelp DeskMonday to Friday 08.30-17.30 Tel: +61 1800 683 522Email: [email protected]

New ZealandHelp DeskMonday to Friday 08.30-17.30 Tel: +64 0800 447 029 Email: [email protected]

Asia PacificHelp DeskMonday to Friday 08.30-17.30 Tel: +64 9 360 3294 Email: [email protected]

South AfricaHelp DeskPublications Network (Pty) Ltd/T/a SAPnetTel: +27 (0)21 852 3716Email: [email protected]

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:

Glossary


User Name:

Password:

Notes:

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