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Book acquisitions: a purchasing system.

The Library and Learning Resources at the University of Wisconsin-Whitewater processes approximately 6,000 to 8,000 firm orders annually. Since our library collection and development budget is not sizable enough to adopt a standard approval plan to satisfy our needs, most of the orders go through major vendors such as Blackwell North America, Midwest, Yankee, and Ambassador, with roughly 10 to 15 percent going to publishers direct.

When the ACQ350, an LS/2K acquisition system, was used in the recent past, most of the library's purchase orders were expeditiously faxed to vendors via 800 numbers. However, this process became impractical after we migrated in August 1993 to a new automated system, the NOTIS integrated system.

First, the NOTIS ACQ system prints a title per purchase order form; it lacks the functions to sort and group orders by publishers. Second, the system does not support direct electronic ordering with major vendors. As in the past, electronic ordering using vendor-supplied software was deemed inefficient because it involves double entry, once in the library integrated system and again using the vendor-supplied software. Posting the status of orders on OPAC has always been a priority at UW-Whitewater.

We have devised a simple, yet time- and cost-efective, solution for KeyNOTIS purchase orders. This solution provides us the control to print out whenever we want the purchase orders in paper, and most importantly it gives us the ability to maneuver the purchase order files and send orders through e-mail to major vendors. In addition, unlike the KeyNOTIS practice that all printing is done remotely at the Computer Center, we now print purchase orders locally at the library's Technical Processing area.

Descriptions of the two major features: printing and routing through e-mail of this solution follow.


We connected an HP Laser Jet II printer to a port at IBM 7171, which is configured as a CICS (Customer Information Control System) port. consequently, the printer can be configured as a NOTIS printer with a CICS netID such as DB20909A. KeyNOTIS purchase order file is generated by KeyNOTIS program overnight and stored in the print queue with class code. (See p. 34 of KeyNOTIS console operator guide.)

When we want the purchase orders printed, we login with LIB1 or LIB2 to NOTIS staff region (VSE/ESA): (1) select "2" for print facility; (2) select "2" for printer selection; (3) press <enter> at printer name; (4) type "2" in front of printer destination (e.g., 909A, i.e., CICS printer ID) if status is not "waiting" or "start"; (5) return to first screen of menus; (6) select "3" for console operations; (7) select "2" for manage batch queues; (8) select queue "1"; (9) tab to the correct "daily F5" report; (10) type "2" (to change), tab to "DIS" column, and change to "k", (k=means print and keep; d=means print and delete; h=means hold, i.e., not print), tab to "TO" column and type over "PUTSPOOL" with printer ID (e.g., 909A, this should match the ID in the printer selection list.) (11) type "3" to print: (12) after printing, when everything is satisfactory, type "5" on filename to discard file.

We use single sheet 8 1/2[inches] x 11[inches] duplicated purchase order forms.

Routing to Vendors

We defined a virtual printer in the VM directory of NOTIS and added it to the $IPL370 ASI proc (e.g., ADD 05E,PRT1,EML) of the NOTIS system and then issued a POWER command to start printer task (e.g., PSTART

LST,05E,R.VM). To control who receives the output, the POWER LST JECL card was coded using the DESTINATION parameter and the appropriate class ([e.g.sup.*]) $$ LST

CLASS=R,DEST=(,ZHENGT) menas output to go to CMS user ZHENGT).

To send orders to vendors via internet, the following steps are taken:

(1) The purchase order file is sent to CMS section of IBM by: a. following steps 6-9 of printing instructions; b. then type "2" (to change), tab to "CLass" column and change to "r," tab to "TO" column and type over "PUTSPOOL" with the CMS account which is now a virtual printer for the VM.

(2) Log onto CMS section of IBM, retrieve file.

(3) If the purchase order file consists of orders to more than one vendor, type copyfile / (vendor name)==on filename line, to make a backup copy; if the pruchase order file consists of orders to one vendor, type rename / (vendor name)==on filename line.

(4) Move curser to command line -- type file (to reformat).

(5) Xedit (F4) on vendor name.

(6) Move curser down to 0001, type a5(add 5 lines) -- type additional instruction to vendor -- "Please confirm no. of titles ordered by e-mail ... etc."

(7) Delete the non-applicable vendor records (dd at beginning line, and dd at end line).

(8) Make ISBN changes.

(9) With curser at arrow (Command line), type file to save the corrected file (q quit to get out without saving changes).

(10) Send file / to (vendor's telnet address) on filename line, and delete other characters.

(11) Discard the daily f5 file from VSE/ESA print queue after everything is done.

At UW-Whitewater, acquisitions work flow is planned in such a way that all orders that need to be printed are processed on the same day, so that the file is printed on the following day. To simplify the editing of files, we do not mix vendors on daily processing. If it deems necessary, we can mix orders that need to be printed with those to be e-mailed. After editing the files on CMS, the sorted file that needs to be printed can be routed to the local printer by initiating the command rescprt / to DB20909A at filename line.

This method of e-mailing order files to vendors via internet can be adopted by users of other automated systems that do not have electronic ordering as part of the system.

Appendix: Internet addresses: Blackwell North Bookhouse - (Jeff Kalusniak) Midwest - Yankee - Ambassador -
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Title Annotation:Special Section: Books and Periodicals; use of NOTIS ACQ system at University of Wisconsin, Whitewater
Author:Zheng, Ting; Huang, Joyce
Publication:Computers in Libraries
Date:May 1, 1994
Previous Article:Current awareness: acquisitions to endusers.
Next Article:The management of intellectual property.

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