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, MARC or CSV text file. 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

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

If you've already started an order and want to continue working in it, you can select it from the drop-down list (Select Existing Order).

Give your new order a name – something that will help you identify the order's contents later on. Perhaps a department, company, season or date.

You can add optional information to your order, such as a purchase order, promotion code, or a brief comment. You can also tag your sales representative on your order. Your rep won't be able to access your order until you finalize and close it, at which point they will be able to view and export the 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 right number of store locations. Start typing in the name of your 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 search 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, has previously entered an order quantity for a title that you are viewing, below the order quantity box(es) you will see a link appear 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 your orders, click on the My Orders link in the global navigation at top right corner of the page, or in the footer navigation if you are working on a tablet. This takes you to a page where you can view all orders for your store. You have the option to limit the list of orders to only the orders you have created, or all orders for your store, including orders that sales reps have taken on your behalf.

Sales reps will see all orders they have taken for their accounts and any orders that have been shared with them by their accounts.

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

View order details

 

The View Order page allows you to view and edit specific orders. If the order is in Open status you can add or edit order quantities from this screen. Closed orders cannot be edited: if you need to make a change to a Closed order, you can reopen it for editing.

On this page, you can expand the number of rows you are viewing, edit the order details, add titles to an order by ISBN, or close or export an order. Each of these functions is detailed in the following sections.

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 use search to find the item and add your order quantities on the detail page.

Edit an order

 

You can edit the details on your order when you view it.

  1. Click Edit at the top right corner of the Order Details box. This opens a window where you can edit any of the existing content or add more details.

  2. Make the edits and click Save Changes.

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. Only orders in Closed status can be viewed by sales reps, and only when you share the order.

To close an order:

  1. Click Close Order from the View Order page, or click Close in the Action column on the My Orders page. The system prompts you to confirm any last-minute details you may want to add, including whether you want to share a copy of this order with your rep in CataList.

  2. Click Close Order Now.

Your order is closed. Orders can be reopened if needed by clicking Reopen on the View Order page or clicking Reopen in the Action column on the My Orders Page.

Export an order

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

For most accounts, 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.

Library accounts will see a third 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.

You can use either the account columns or your custom columns during the export. If you choose to use your custom columns, you will be using the columns you had set up for catalogue grid views (as opposed to the custom columns set up for search results). Learn more about customizing columns at the user level.