[Evergreen-acq] Ordering a mix of print books and ebooks with EDI turned on

[Tiffany Little]

Oh, that's smart! So the platform and license information are both all in
one subfield in your MARCs?

I remember you said you didn't want to receive those lineitems--are you
just going to leave those unreceived and leave the order open?

Also, I'm curious what vendor this is? That way if we run into this
question in the future I'll remember that you've already done it with them!
:)

Tiffany

Tiffany Little, PINES Services Specialist: Acquisitions

------------------------------

Georgia Public Library Service | University System of Georgia

2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341

(470) 512-1454 | tlittle at georgialibraries.org
<tmccanna at georgialibraries.org>

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On Thu, Oct 29, 2020 at 6:05 PM Jane Sandberg <sandbej at linnbenton.edu>
wrote:

> Thanks, Tiffany!
>
> Of course, after I sent my email to this list, and Tiffany took the time
> to write that helpful response, the vendor got back to me with a pretty
> good workaround.  Their platform is sending the platform and license
> information over in MARC records, in a subfield that we have mapped to the
> "Collection Code" field that we never use.  I then modified our EDI
> Attributes to send over the collection code with our EDI orders.  And we're
> using the "Activate without Loading Items" button to make sure we don't end
> up with a bunch of unnecessary items in our catalog.
>
> The nice thing is that it keeps our workflow for this vendor pretty
> consistent across formats. :-D
>
>   -Jane
>
> On Thu, Oct 29, 2020 at 8:29 AM Tiffany Little <
> tlittle at georgialibraries.org> wrote:
>
>> Hi Jane,
>>
>> I can say that for PINES libraries, we don't transmit ebook orders via
>> EDI. Probably what I would do in this case is set up another provider
>> profile, something like Vendor_ebooks maybe, so that our EDI orders don't
>> mix at all with ebook ordering (which I would not set up with EDI). But I'd
>> probably be happiest with another profile so (a) I can always immediately
>> distinguish which orders were ebook and which were not, and (b) if those
>> are two different accounts with the vendor I like specifying that with
>> provider profiles.
>>
>> If they're one account, thennnn that's something different since you'll
>> get EDI invoices for both physical book orders and ebook ones. At that
>> point, I might take it to a discussion with the vendor about how they're
>> invoicing you (making sure that they're separating out material type in
>> invoices, since you don't want invoicing mixing ebook/physical books), and
>> potentially separating out ebooks into another account number.
>>
>> If you don't want on-order records, and you don't want to receive them, I
>> wouldn't put them through a lineitem at all. I would just do a blanket
>> order (assuming you want to encumber the money ahead of time), and apply
>> invoices against it. If you don't need to encumber the money ahead of time
>> (you're okay waiting for invoices), I would cut out the PO entirely and
>> just use direct charges on invoices. But having that Vendor_ebooks provider
>> allows you to log those invoices not against your Vendor_books provider and
>> keep them separate.
>>
>> And then re: EDI, I would just order those through the vendor website so
>> that you can specify those platform/license issues directly in their
>> interface.
>>
>> Others may have better suggestions, since after all that blather I really
>> said that we don't do this. :) But that's my thought, fwiw.
>>
>> Tiffany
>>
>> Tiffany Little, PINES Services Specialist: Acquisitions
>>
>> ------------------------------
>>
>> Georgia Public Library Service | University System of Georgia
>>
>> 2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341
>>
>> (470) 512-1454 | tlittle at georgialibraries.org
>> <tmccanna at georgialibraries.org>
>>
>> Join our email list <http://georgialibraries.org/> for stories of
>> Georgia libraries making an impact in our communities.
>>
>>
>> On Wed, Oct 28, 2020 at 7:09 PM Jane Sandberg <sandbej at linnbenton.edu>
>> wrote:
>>
>>> Hi friends,
>>>
>>> We purchase both ebooks and print books from a particular book vendor.
>>> Since we are using EDI for the print books, it gets tricky to figure out
>>> what to do for ebooks.
>>>
>>> One issue is that the Evergreen line item details don't have a field for
>>> ebook platform or ebook license (e.g. whether it is a 1-user, 3-user, or
>>> unlimited-user license).  We need to be able to convey that information
>>> somehow via EDI in order for the vendor to know what we want.
>>>
>>> A trickier issue is that we don't want any on-order item records to get
>>> generated for ebooks, or to have to go through the "receive" process.
>>>
>>> How are other libraries handling this?
>>>
>>> Thanks,
>>>
>>>   -Jane
>>>
>>> --
>>> Jane Sandberg
>>> Electronic Resources Librarian
>>> Linn-Benton Community College
>>> sandbej at linnbenton.edu / 541-917-4655
>>> Pronouns: she/her/hers
>>>
>>> Library instagram: @lbcc_library
>>> <https://www.instagram.com/lbcc_library/>
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>
>
> --
> Jane Sandberg
> Electronic Resources Librarian
> Linn-Benton Community College
> sandbej at linnbenton.edu / 541-917-4655
> Pronouns: she/her/hers
>
> Library instagram: @lbcc_library <https://www.instagram.com/lbcc_library/>
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