Ordering

CataList allows you to add and edit order quantities as you browse through catalogues or search for titles. You can manage your orders in multiple sessions, tag a purchase order or promotion code onto an order, and export to Excel, CSV, MARC, or PDF files. Sales reps can take orders on behalf of their accounts, and buyers can share orders they enter with their reps on CataList.

Please note that once you've created an order in CataList, you must directly submit it to the Canadian supplier for those items, or to your wholesalers.

CataList does support direct export to WordStock for users of that POS system. For other POS systems, you can use the Excel or CSV exports to import orders to your system and send via EDI, or to send directly to your sales reps or distributor contacts for fulfilment using your usual methods.

 If you'd like us to support your POS system, please have your POS vendor get in touch with us at catalist@booknetcanada.ca. 



Start a new order

Click on image to see full size.

To start a new order from any catalogue or title detail page, click Order Products in the toolbar and click Start a New Order.

(If you want to work in an existing order instead, choose the order from the Select Existing Order drop-down list.)

Enter information for your new order.

  1. Give your new order a name that will help you identify the order's contents later on (for example, a department, company, season, or date).

  2. Select the location(s) you wish to include in the order.
    Note: Additional locations cannot be added to the order once the order has been created.

  3. (Optional) Add a purchase order, a promotion code, categories, or a brief comment.

  4. Click Start Order.

All of these fields can be edited later, so you don't need to have all the information when you start your order.

If you are a sales rep taking an order on behalf of an account, you will need to enter the account name so that CataList can display the correct store locations. Start typing in the name of the account, and CataList will provide a list of possible matches.

If the store is not yet set up in the CataList system, click Add new to add the new store to CataList. The store will receive an invitation to set up a password for CataList to view or export the orders that you – and other reps – take for them.

Add order quantities

Once your order is started, you can browse through titles and catalogues, adding order quantities as you go. You'll see a spinner appear while your changes are being saved, and a checkmark confirms that the changes have been saved. The checkmark fades away after a few seconds.

CataList displays an Order Summary with a running total of your order contents:

  • The number of titles in your order

  • The total quantity of those items

  • An extended list price calculation

These totals are updated as you add more items to the order.

Continue working through as many catalogues as needed or use the search tool to locate titles you want to add. The Order Summary section always shows you which order you are working in.

Switch between orders

 

The name of the order you're working in is displayed in the Order Summary box.

To switch to another order:

  1. Click More. A summary of your current order displays.

  2. From the drop-down list, you have three options:

    • Select one of your recent open orders.

    • View all orders in the drop-down list and switch to one of them.

    • Start a new order.

If you chose to switch to another order, it switches automatically. If you chose to start a new order, a modal prompts you to enter information about the order.

View previous orders for an item

If you, or someone in the same account as you, previously entered an order quantity for a title that you are viewing, below the order quantity box(es) you will see a link to "View previous orders for this title."

Clicking the link will pop up a box with details of the previous order quantities, including the order name, the status of the order, the date that order was last modified, and the quantity. In multi-location accounts, you will see the order quantities by location, with each location in its own column.

View all your orders

To view a list of all orders for your store, click the My Orders link in the global navigation at the top right corner of the page, or in the footer navigation if you are working on a tablet.

You have the option to limit the list of orders to only those you have created, or all orders for your store, including orders that sales reps have taken on your behalf.

If you are a sales rep, you will see all the orders you have created for your accounts and any that have been submitted to you. A notification icon next to the My Orders link indicates that you have received new orders. New orders are bolded on the My Orders page until you either view the order or export it.

View order details

To view the contents of any order, click on the linked order name anywhere you see it displayed on the site.

Orders can have an Open or Closed status:

  • Open – Order quantities and order details can be edited.

  • Closed – Edits cannot be made. If you need to make a change to a Closed order, reopen the order.

  • Closed and Submitted to rep – Edits cannot be made, and the order cannot be reopened.

When you view the order details, you can do the following:

  • Edit the order details

  • Add titles to the order by ISBN

  • Add notes specific to an ISBN in the order

  • Close, export, or submit the order

Each of these functions is detailed in the following sections.

Edit order details

In the Order Details box, click Edit to make changes to your order details and billing/shipping addresses.

The default billing/shipping addresses in the order are based on the addresses that the store had saved in their account settings. The store – or the sales rep, if the order was created by the rep – can edit the addresses directly on the order details page before submitting the order.

Quick-add an ISBN

If you are working in an order and just want to quickly add an item, enter the ISBN into the Quick Add box and click Go. This adds the ISBN to the top line of the order, ready for you to add your order quantities.

If you don't have the ISBN handy, you can search for the item and add it to your order quantities on the title detail page.

Add order line notes

Use order line notes to enter free text related to the ordered item. Order line notes, unlike ISBN notes, are saved to the order rather than the ISBN itself. They are also included in the order’s PDF export.

Close an order

Closing an order removes this order from the list of options presented when you use the Change feature to switch between orders.

To close an order:

  • Click Close Order from the order details page, or click Close in the Action column on the My Orders page.

Once an order is closed, the information in the order cannot be edited, and the title’s price will not be updated. Orders can be reopened by clicking Reopen on the order details page or in the Action column on the My Orders page.

Export an order

 

Orders can be exported from the My Orders or order details page.

Excel and CSV order exports

Order details can be exported to Excel or CSV files and saved to your computer. You can then email the files if needed or import them into your own systems for placement to your vendors. Orders in either Open or Closed status can be exported from CataList.

MARC order exports

Library accounts will see an additional option in the export menu: MARC. Library account users can export a MARC bibliographic stub record for all ISBNs contained in any order or any catalogue. The MARC stub record data is provided by BiblioShare – if you need a more complete bibliographic data record supplied for new titles, contact the BiblioShare team for more information about other MARC record generation services.

PDF order exports

Order details for single-location orders can be exported as a PDF. This type of export is available for all account types that have access to ordering features.

Submit an order

Buyers have the additional option to submit an order. If your sales rep has a CataList account and is opted in to the directory, you can share with them the order you created on CataList.

To submit an order:

  • Click Submit Order and type in your sales rep’s name. CataList provides a list of possible matches.

Submitted orders, unlike Closed orders, cannot be reopened for editing. Ensure that all of the information is correct before submitting the order.

Please confirm with your sales rep whether you also need to submit your order through other channels.