Quick Click

Last Updated On June 18, 2019
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General

Quick Click Ordering is an Innovative product.  It is used to streamline the process of creating bibliographic and order records for order placed with vendors who support this functionality.  Supported vendors include Baker & Taylor, Ingram, Quality Books, and Midwest Tapes.  Using Quick Click Ordering with a vendor requires that you have an account and user profile set up with that vendor.  Most vendors do not charge for this set-up, but Baker & Taylor does.

Initial Set-up

Sierra Set-up

  • Individual libraries need to be using the Acquisitions module
  • Vendor addresses need to be added to the Network Access Table (which has been done for B&T, Ingram, Quality Books, and Midwest Tapes)
  • Feature to produce a review file of bibliographic records that are created during the Quick Click Ordering process should be enabled
  • Special load table (Click) is set up for Quick Click.  The load table uses the default bib and order (_bib, _order) templates; it is not specific to one library.
  • The order records are set to “queue the PO” so they can be ordered

TitleSource 360 Set-up

  • Libraries need to be using B&T’s Title Source 360
    • There is both a paid and free version
  • One-time fee needs to be paid to B&T for grid set-up
  • Lists of form, fund, and item location codes need to be sent to B&T and input into the appropriate fields in TS360
  • Go to Admin/Grid Codes

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  • Create three grid fields
    • Create a field for format codes
      • Input the format fields (in order records) for materials that you will order from B&T
      • Make sure the Character Limit field is checked and enter “1” in the box
      • Check the box to Assign all grid codes to users if all users of TS360 can order all materials; if left unchecked, this assignment process must be completed for each User who will use Grid Distribution.
      • Click the Save button when you are done

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    • Create a field for fund codes
      • Input the fund codes for materials that you will order from B&T
      • Make sure the Character Limit field is checked and enter “5” in the box
      • Check the box to Assign all grid codes to users if all users of TS360 can order all materials; if left unchecked, this assignment process must be completed for each User who will use Grid Distribution
      • Click the Save button when you are done

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    • Create a field for item location codes
      • Input the fund codes for materials that you will order from B&T
      • Make sure the Character Limit field is checked and enter “5” in the box
      • Check the box to Assign all grid codes to users if all users of TS360 can order all materials; if left unchecked, this assignment process must be completed for each User who will use Grid Distribution
      • Click the Save button when you are done

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    • Create a Quick Click profile
      • Go to ADMIN/MARC Profiles
      • Create a new MARC profile called Quick Click

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      • Go to General MARC info tab and fill in the fields as shown below.  The FTP Inbound Directory is specific to each library accounting unit.  If you do not know it, contact the MORE Office.
        • Click the Save button when you are done

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      • Go to MARC Bibliographic Rules tab, add rules for MARC Tag 960
        • Subfield k and l are the same as your RLOC and BLOC fields in your order record; they are specific to each accounting unit
        • Subfield m is the order status field; fill in “o” if you wish the status to be on order; fill in “1” if you wish the status to be on hold
        • Subfield s is the estimated price field; the dropdown should be changed from User defined to TS360 Data.  You have the choice of using Estimated discount price or List Price
        • Subfield v is the vendor field; fill in the B&T vendor code.  If you have different B&T accounts, this field will have to be changed before the order is downloaded into Sierra
        • Subfield x is the Selector field; fill in “-” or the appropriate initials
        • Click Save when you are done

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        • MARC Tag 655 Subfield a is the Genre heading of “Coming soon fiction and Coming soon non-fiction”.

Quick click

      • Go to MARC Grid Rules and add four tag rules.  Fill in the fields as shown below
        • Click the Save button when you are done

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  • Create Grid Templates
    • Go to ADMIN/Grid Templates
    • Click the Create Template button
    • Fill the Template Name (shortened form) and Template Description
    • Select the appropriate format, fund and item location codes from the drop down menus.  Fill in the appropriate quantity.
    • Click the Save button when you are done

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Ingram Set-up

  • Ingram will need to be contacted first to get the setup on their end done first.  Once that is complete, go to My Account/ipage Account Settings.

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  • Under the One-Click section, fill in all of the fields as shown below.

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  • When filled in, click on the test FTP Connection.  You should get a Test connection successful message.

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  • Next, go to the Acquisitions Vendor section and click on MARC setup.

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  • Make sure III Enhanced is selected and enter the ipage administrator’s password.

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  • If you need to add additional fields, fill in the tags and subfields required and click the Add button

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  • The 960 fields contain information that will be used to fill in order record codes.  Click add/edit values to input codes; click save preferences when done
  • Make sure subfield k and l are filled in with your library’s rloc/bloc number.  This can be found in your order template or contact the MORE office for this information
  • Enter appropriate location field in subfield t
  • Enter appropriate funds in subfield u
  • Enter appropriate vendor code(s) in subfield v.  If you have more than one vendor code for Ingram because you have different Ingram accounts, this code will need to be changed before an order is downloaded into Sierra

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  • To create grid templates, go to Order/Grid ordering setup

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  • Add a template name, click add

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  • Select which columns you wish to include in the template; when finished, click continue

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  • Fill in the appropriate fields such as quantity, location and fund.  Click complete when finished.  Add more grids as desired

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Midwest Tapes Setup

  • Much of the set-up work on Midwest Tapes site is done behind the scenes.  Contact Midwest Tapes and give them the “960” tag information and they will program it in for you.
    • They will need fund and item location codes, the Midwest Tapes vendor code, rloc and bloc for your library
  • Login to Midwest Tapes with a login that has Admin privileges
  • Choose the Settings tab
  • Under Personal Settings, choose Downloads
    • Under “Vendor and MARC on the Spot Records”, choose the send via FTP button and check just one order or cart at a time
    • Under “Orderline Records”, choose the download immediately via browser button and check just one order or cart at a time
    • Under “When sending information via FTP”, fill in the URL, port, directory (this will be specific to your library; contact the MORE office if you do not know it), username, and password.  Make sure the FTP mode is Active.  Check the box to include a timestamp in the file name.  See screenshot below for specific field information.

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    • Save the information
    • Test the information to make sure it is set up correctly
  • Under Library Settings, choose Vendor MARC configuration
    • Select which MARC fields you wish to import into Sierra

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  • Under Library Settings, choose Funds
    • Verify that the fund and location code pairing are correct for each fund

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Vendor Sites

Baker & Taylor TS360 Download Process

  • Create a cart in TS360
    • Go to Carts/Manage Carts and click the New Cart button

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    • Fill in the Cart Name
      • Select the appropriate account number
      • Choose Folder
      • Click OK

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  • Add items to the cart
    • Grid information can either be added to individual titles one by one or can be applied before ordering to an entire cart
      • If a cart will include items that all need different grid information (different form, fund or item location codes), apply a grid template to the individual item(s) or choose form, fund, and item location codes individually before adding the item to the cart
        • Click on the Grid tab below the cover image
        • Add the various codes (format, fund, item location, qty) individually OR add grid lines from a template selected from the drop-down menu

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      • If a cart will include items that only need one grid template (same form, fund, item location), wait and apply the grid information to the entire cart just before ordering.  Add orders to the cart without grid information.
      • If adding one or two items to a cart consisting of items that will all need the same grid template, apply a grid template to the individual item(s) or choose form, fund, and item location codes individually before adding the item to the cart.  When applying a grid template to the cart, apply template to only non-gridded titles
    • Go the Carts/Manage Carts tab in TS360
      • Select the appropriate cart
      • Add a grid template if necessary to the entire cart by selecting Add template from the Select Action dropdown
        • Select the appropriate grid template using the dropdown menu
        • Click the Apply template to only non-gridded titles (so you don’t overlay any grids you added to items in the cart)
        • Click the Apply Template button

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      • Select One Click Marc from the Select Action dropdown
        • Select the appropriate MARC Profile from the dropdown
        • Select Change cart status to “Downloaded”
        • Select the Download button
        • A download progress bar will appear on the screen

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    • When done, the status will be changed to Downloaded and there will be a blue FPT icon under the status field

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    • The bib and order records will show up in Sierra within a couple minutes.
    • After the cart has been loaded into Sierra, go back into TS360 and archive the cart.  Go to Carts/Manage Carts and choose Archive Cart from the selected cart actions dropdown

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B&T Multiple Users

  • If you have multiple logins to TS360, carts will be created using different logins.  To apply a grid/template and to download using one-click MARC, the carts need to be in the administrative login’s cart list. The selector can share the cart with the TS360 administrator (login that has administrative privileges and is used to download records). The administrator can click on the Admin dropdown list and select Carts List (all carts will be shown), then transfer the appropriate carts to the administative login The adminstrator can also select Users from the Admin dropdown, select a particular user and view their carts, then transfer the appropriate carts to the correct login.
    • If a user wants to share the cart with someone else, go to Carts/Manage Carts
      • Highlight the appropriate cart(s), click on the dropdown on the right side of the page (Select Action).

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      • Select the user id of the person you want to share with and click add

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      • Click Save profile and Share.
    • If the administrator wants to transfer the cart to their login, go to the Admin dropdown and select Carts List
      • All carts will be displayed

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      • Select the appropriate cart (checkbox next to cart name)
      • Choose Transfer at the Select Action dropdown

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      • Select a user to receive the transferred cart(s)

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      • Choose whether you want to keep a copy of the transferred cart
      • Click the Transfer Cart button
      • A message will pop up that the carts has transferred successfully.  Click the Close Window button, then follow the instructions on applying a template above.

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    • The administrator can also transfer a cart(s) by going to the Admin dropdown and selecting Users
      • Select a particular user by checking the box next to the user name

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      • Click the View Carts button

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      • Select the appropriate cart (checkbox next to cart name)
      • Choose Transfer at the Select Action dropdown

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      • Select a user to receive the transferred cart(s)

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      • Choose whether you want to keep a copy of the transferred cart
      • Click the Transfer Cart button
      • A message will pop up that the carts has transferred successfully.  Click the Close Window button, then follow the instructions on applying a template above.

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B&T Automatically Yours

  • Baker & Taylor sends confirmation of Standing Orders (Automatically Yours) of titles monthly.  This report can be received as an Excel spreadsheet by email (contact B&T customer service to get this set up for your account(s))
  • The email has a column titled: Title Source Batch Import.  New titles will have an ISBN in this field.  This field can be saved as a text document, imported into B&T TS3 or TS360, then order records can be downloaded into Sierra using the Quickclick program.  Libraries set up to use QuickClick on B&T TS3 or TS360 can use this feature.

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  • Highlight the ISBN’s and Quantity in the Title Source Batch Import column

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  • Copy the information into a Notepad file

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  • Save to your Desktop

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  • Login into TS360 and go to Carts/Batch Entry

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  • Create a new cart
    • Make sure the correct account is used; there should be a separate AY account

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  • Choose the IMPORT FROM FILE tab
    • Make sure the box next to Grids Enabled is checked

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    • Browse your computer to find file
      • Switch to Desktop, highlight the file and click on Open

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    • Save to CART
    • You will get a message indicating that items were added to your cart successfully

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  • Click the View Cart button
    • Verify the titles are correct
    • The titles will show up as duplicates because they are on backorder already through the Automatically Yours program
    • If a template will be applied to the entire cart, check to make sure all titles will use the same template
      • If a title(s) needs a different template, select the Grid tab below the title and apply the correct template
      • Make sure you click the UPDATE PAGE button when you are done

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  • Select Carts/Manage Carts
    • Select the appropriate cart (checkbox next to cart name)
    • Choose Apply Template at the Select Action dropdown

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    • Select the correct template
    • Apply template to only non-gridded titles (in case you had titles that needed a different grid)
    • Click the APPLY TEMPLATE button

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    • Select One Click Marc from the Select Action dropdown
      • Select the appropriate MARC Profile from the dropdown (a separate MARC profile should be created for Automatically Yours titles because the vendor is different)
      • Select Change cart status to “Downloaded”
      • Select the Download button
      • A download progress bar will appear on the screen

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    • When done, the status will be changed to Downloaded and there will be a blue FPT icon under the status field

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  • The bib and order records will show up in Sierra within a couple minutes.
  • Because these items are already on backorder with Baker & Taylor, they should not be queued.  Once loaded into Sierra, they can be deleted from the Print/Send File
  • After the cart has been loaded into Sierra, go back into TS360 and archive the cart.  Go to Carts/Manage Carts and choose Archive Cart from the selected cart actions dropdown

Ingram Download Process

  • Create a new selection list in ipage.  Go to Order/Selection lists, then Create New List

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  • Enter the name, choose whether it is a public or private list and click the Create button

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  • Add titles to the selection list.  You can either apply a grid to individual titles or add the grid to the entire list before ordering

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  • When ready to order, go to the selection list.  Choose a grid template if it hasn’t been done yet and apply template.

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  • Click on the download button
  • Make sure the Custom MARC EAN format is selection; enter an order po and/or a file name if preferred.  Enter a file name consisting of vendor code and date (it’s easier to identify with all the libraries using QuickClick.  Click on the One-click button

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  • You should get a message indicating that the file has been transferred correctly.  Wait a couple minutes and then check to see if the list has been created in Sierra

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Midwest Tapes Download Process

  • Create a cart in Midwest Tapes
  • Add items to the cart
  • Go to View Carts and select your current cart
  • Make sure you are in “Normal Cart” view
  • Make sure the Vendor MARC box is checked at the top of the list of titles; this will check the box for all items in the cart

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  • Select fund information for the items in the cart
    • This can be done one by one if there are different funds contained in the cart
      • Click on the yellow button by each title and select the appropriate fund in the drop down list

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    • One fund can also be selected to apply to the whole cart
      • Click on the Set Fund button near the bottom of the screen

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      • Choose the correct fund from the dropdown list and click on the Set button

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    • Verify that all items have a fund assigned by checking the Fund Summary near the bottom of the screen

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  • If you made any changes on the screen, make sure you save your changes by clicking Update Cart
  • Click on the Download Vendor (Brief) MARCs.
  • The bib and order records will show up in Sierra within a couple minutes.

Sierra Process

  • In Sierra, select the Create Lists function
  • Choose an empty review file
  • Click the Copy icon below the function drop down list

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  • Go to the bottom of the Review File list.  Select the correct file to copy from (Load: Inserted records with your two letter library code followed by today’s date stamp: this will be a list of new bib records and attached order records) and click on the OK button

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  • When asked if you want to remove the file being copied from, click yes

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  • Verify that the information in the bibliographic records is correct.
    • Check to make sure bib loc and format came through correctly
    • Make sure the 10 digit ISBN is on top.
    • Check author’s name
      • Single/personal author should have a first indicator of “1”
    • Check 245 title and indicators
      • First indicator should be “0” if there is no 100 field;
        first indicator should be “1” if there is an author in the 100 field.
      • Second indicator is the skip character; if the title starts with:
        • A, second indicator = 2
        • An, second indicator = 3
        • The, second indicator = 4
    • Add a 595 note indicating release date information if appropriate.  Add note if publication date is more than 2-3 months in the future
    • Verify the record
      • Click the verify icon on the top right of the display
      • Check author’s name for correct form
      • Check for duplicates
        • Make sure ISBN is new (has *)
        • Make sure title is unique; if title has “B” in front of it, go to the title index and make sure it is not a duplicate
          • Make sure cursor is in 245 title field
          • Click CTRL and the “G” key together
          • Look at other instances of title in the title listing.  Check the “i” button for further information or click on the record and press the View icon at the top of the screen
  • Verify that the information is correct in the order records
    • Check copy number, item location, fund and vendor.  If first record is correct, the other order records will the same.
  • Empty the “Inserted records” file
  • Choose another empty review file
  • Click the Copy icon below the function drop down list.
  • Go to the bottom of the Review File list.  Select the correct file to copy from (Load: overlaid records with your two letter library code followed by today’s date stamp: this will be a list of orders which were attached to existing bib records)
  • When asked if you want to remove the file being copied from, click yes
  • Verify that the information is correct in the order records.
    • Check copy number, item location, fund and vendor.  If first record is correct, the other order records will the same.
  • Empty the “Overlaid records” file
  • Repeat the process to download any additional carts on the vendor’s site.
  • Go to Print/Send orders and send the order ftp (Edifact) to the appropriate vendor.
    • The items will NOT be ordered if the they aren’t sent ftp to the vendor!!