Processing Open Order Status Reports from GOBI

• Department

• Purpose

• Overview

• Required Knowledge/Skills

• Safety Issues/Precautions

• Equipment/Supplies

• Procedure

Department

Acquisitions

Purpose

This procedure explains how to download and view status reports, and what actions to take based on those status updates.

Overview

Once a week, we get notified that our open order status report is available. These are downloaded from GOBI via FTP. FOLIO currently does not have the functionality to electronically process them so status updates get added to our order records. As a workaround, the Acquisitions Specialist downloads and views the .xml file to look for any status changes that require action. Most importantly, Acquisitions checks to see if any orders were cancelled by GOBI. GOBI does not notify us of cancellations any other way. (This is also why tracking orders using GOBI folders is advisable.)

Required Knowledge/Skills

FOLIO, FTP client, FTP login/password

Safety Issues/Precautions

N/A

Equipment/Supplies

Computer with internet, FOLIO, FTP client

Procedure

Get report via FTP

• Use an FTP client such as WinSCP.

• Enter ftp.ybp.com as the server/host name, and port number 21.

• Enter username and password provided to us by the vendor and connect.

• Locate the most recent report in GOBI's “ordrsp” folder and download the .xml file to your computer or any temporary local location.

• Open file in an application. (Microsoft Edge formats .xml properly.)

Review the status report for cancellations (Tip: find (ctrl+F) "cancelled" in the document to highlight cancellation lines for easier viewing.)

• Orders not cancelled look like this:

• Orders cancelled look like this, with the reason on the 2nd line:

• If there is a cancellation, look for the material elsewhere. If the item is not available anywhere, the record should be updated with a note and cancelled, and the liaison notified. If found elsewhere and ordered, edit the FOLIO records to indicate updated vendor and price. (If the copy costs significantly more, get approval from liaison first.)

Review the status report for any new publication dates.

• If an order has a new publication date, it would be on the <PubDueDate> line.

  • The default line with no publication date looks like this:

• If there’s a date on this line, add or edit the publication date in the POL internal note field.

The other orders on the report likely require no immediate action. (Most are books arriving in stock, or going out of stock temporarily.)

The .xml file can be deleted once the review is complete.