Before starting an import it is best to tick the option Skip precheck for match to Bib Databases

This is essential if you wish the records to be enhanced from BFOL or BFCD from Nielsen. You may only wish to import a small proportion of records from the listing and do not wish a check to be carried out on the bib databases for each record. At the time of import a lookup will be carried out only on records tagged for import.

CAUTION: If you are importing using a user defined Import Template (Enterprise Version only) it is recommended that before importing large numbers of records you carry out a test import on a small subset of the records in the source file(3-10) and check the results carefully. Once imported undoing changes can be difficult, if not impossible, and time consuming. Data will be overwritten for fields mapped and cannot be retrieved.

Records are imported into a temporary holding queue during the first phase of the import process.

The import Queue holds records for reviewing by the user during the import process. Candidate records for import are displayed to the user for confirmation before they are actually imported into the corresponding records in Bookmine. After importing has finished the queue can be used to add the items to purchase orders (See below).

Importing records takes place in two stages:

• The raw data is read into the import holding queue and is displayed to the user for reviewing. At this stage the user can tag/untag items to be imported as desired. Bookmine attempts to match the ISBN/EANs in the import queue with existing stock records. If a match is found the stockid is displayed on a button. Clicking this button will give full details about the matching stockid. Previous sales and deliveries for the item are also displayed on a graphic.

• The user individually or bulk tags records they wish to be imported based on sales/deliveries etc. Use the View/Find to limit the records displayed and then bulk tag them.

• The records tagged for import are imported into Bookmine tables. Where required, new Supply Condition records are created for titles not already supplied by the supplier.

The Import Holding Queue

The Import Holding Queue displays the following information for each record in the source file:

• The Details button displays the data from the exteranl file.

• The bibliographic fields show some of the fields about to be imported

• EAN Match – Ticked if the record to be imported matches a stock record EAN.

• Matched by Bib Database –record was found in Bookdata bibliographic database.

• Stockid – If an ISBN/EAN match is found with an existing stock record in Bookmine the stockid is displayed. Clicking will drill down into the details of the stock record. Note: such records will not be overwritten or enhanced using bibliographic fields. The current values will be retained. However pricing and quantities will be overwritten if a mapping exists (Enterprise version only).

• The sales and delivery history is displayed for any item matched to an existing stock record.

• Supplier Code Match – Ticked if source record was not matched by EAN but the Supplier code matched an existing supplier code for the supplier under consideration.

• Multiple Stock Match – Ticked if source record matches more than one existing stock record.

• The user can limit the display and tag groups of records for importing using the Limit Records Displayed button in conjunction with the Tag and UnTag command buttons.

Importing

• When the user is happy with the items selected to be imported Click the Import All Tagged records button.

• A progress bar is displayed while the import progresses. Importing large numbers of records can be time consuming.

Purchase Ordering directly from the Import Holding queue

Any item with a stockid can be Purchased Ordered directly from the import queue. This is ideal for ordering from a supplier's rep. The rep gives you the ONIX listing for a period. You import them into the holding queue. Based on your discussion with the rep you then decide which items to import. After import you can place orders for each item as required by clicking on the Order button. You are prompted for the quantity. This will add the item to a purchase order for the supplier being imported against.

The Import Holding Queue can be viewed at any time by clicking on the View Import Queue from the main import form. The contents will be the last records imported on the computer you are using. Note: each workstation has its own import queue to prevent interference between users. As soon as you select a valid file for importing the previous contents of the import queue on that workstation is deleted and replaced by the new candidates for importing.