BookData Online Ordering Guide
BookData Online is a professional bibliographic search tool used by booksellers, publishers and libraries worldwide and provides a
unique source of timely, accurate and comprehensive information for books (print and digital) and other published media. This, coupled
with ordering, order tracking, Real Time Supplier Data and BookScan sales ranking, provides an unequalled tool for book buyers.
Our services are designed to be as intuitive as possible but we also provide a range of support tools for users, including integrated
online help and a rolling demo which guides users through key elements of the service. We appreciate that users also find it useful
to refer to guidance notes when using the service and this guide covers ordering and order tracking. There is a separate guide
covering bibliographic searching, BookScan sales ranking and Real Time Supplier Data. Our Quick Reference Guides have been
created to help you conduct key tasks which you may perform in your normal working environment.
Our Help Desk, based in the UK, is available during normal working hours if you require further technical assistance:
tel: +44 (0)1483 712 260
email: [email protected]
Contents
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Login
Logging Out
Setting your Preferences for Bibliographic Searching, Ordering,
Order Tracking and Real Time Supplier Data
Advanced Preferences for Ordering
Advanced Preferences for Order Upload
Advanced Preferences for Order Tracking
Advanced Preferences for Order History Download
Ordering via Order Basket
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Ordering via Order Upload
Order Basket
Ordering via File Transfer
Order Searching/Order History
Order Tracking Search Results
Order History Download
Multi SAN Access
Glossary
Login
Welcome to the home page! Click on the Login Now button and you will be prompted for your User name and Password. You can also
catch up on the latest industry news by using the links in The Bookseller feed on the left hand side of the screen.
Go to: www.nielsenbookdataonline.com
Login Screen
Enter your User name and Password
Quick Guide BookData Online
Page 1
Logging Out
Remember to logout in between sessions to avoid reaching your
maximum concurrent user limit. If you do not logout the service
may think you are still in session and prevent others within your
organisation from logging in. If you would like to increase the
number of users you have as part of your subscription email:
[email protected]
Setting your Preferences
Please note it is very important to set your preferences before using the service. The first time you login
to BookData Online you will automatically be taken to the Preferences screen which includes set up
options for both bibliographic searching and ordering.
The preferences screen allows you to select the type of information you want to look at and how that information is displayed. It is
crucial that you select your territory so that the summary views display relevant price and availability information for your chosen
territory. You can also refine the way records are printed by adding header and footer notes.
If you enter an email address you can receive notification by email of new titles added to the database. You can also change your password.
The first time you login to BookData Online you will
automatically be taken to the Preferences screen. Alternatively
you can click on the Preferences tab in the top right hand corner
of the page.
Your password can be changed here. Please be aware that our
Customer Services staff will see your new password in the
administration system.
Please ensure you enter an email address to receive New
title alerts. Adding an email address will also save you time
when exporting records by email as this address will automatically
be added as the From address in the Print, Save or Email form.
Choose a Territory view. Please note this will not affect your
results but ensures the summary views display the data from
suppliers in your territory as a preference. Full page view
information is not restricted in any way.
The number of records displayed in results can be selected (200
Single Line, 50 Multi Line and 200 Index Results are the maximum).
You can also set the order in which your results appear and your
preferred view of results.
Click on the Submit button to make your changes take effect.
Preferences set now can be changed again at any time.
Quick Guide BookData Online
Page 2
Preferences for Ordering, Order Tracking and Real
Time Supplier Data:
In order to trade electronically you need to have a SAN. A SAN
(Standard Address Number) is your unique numerical identifier
which allows you to trade within the book industry. This number
relates to your geographical location and is not an account number.
In this section you can view the SAN number associated with
your subscription. It also shows which order functions are
activated as part of your login:
Order Tracking allows you to check the status of your individual
order lines, in particular exceptions.
Real Time Supplier Data allows you to check the retail price, your
cost price, trade discount (%) and the stock availability for titles
supplied by participating distributors.
Online Ordering allows you to place orders with over 60,000 suppliers.
System Default Page allows you to choose which screen you
want to view when you login to the service – either the
bibliographic search screen or the order tracking search screen.
Click on the Submit button to make your changes take effect.
Preferences set now can be changed again at any time.
Advanced Preferences for Ordering
Select Ordering from the left hand menu in Preferences.
System Order Reference allows you to set and control your order
reference. The Prefix is the starting characters of your default order
reference and Start From is an incremental number which follows
the prefix. If you leave these blank the system will use a default
reference of ORDYYYYMMDD. You can transfer an existing numbering
system from a previous service by personalising these boxes.
Show Order Basket Toolbar allows you to choose whether the
Basket Toolbar is displayed or hidden whilst using the service.
Default values for the Order Basket Toolbar allows you to set
up default entries for the Quantity, Supplier, Dues, Customer
Reference and Comments fields within the Basket Toolbar.
You can also select how many order lines you want to view at
one time in the order basket.
Click on the Submit button to make your changes take effect.
Advanced Preferences for Order Upload
Order Upload allows you to upload a list of ISBNs or order file
into the order basket for review before ordering.
Select Order Upload Format from the left hand menu in
Preferences.
Select whether you want to include the header row of your file
in the upload. If you select this tick box the first row in every
order file will be ignored.
Set up your Order Upload Format by selecting the fields which
exist in your order file and stipulating the position of the
columns they populate. For e.g. ISBN, Qty, Dues and Author. This
allows you to tailor your upload format and prevents you having
to alter your existing order file.
Please note these preferences must be set in order to
use the Order Upload function.
Quick Guide BookData Online
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Advanced Preferences for Order Tracking
Select Order Tracking from the left hand menu in Preferences.
The default setting for Results Format is Order Summary. This
can be changed to Order Detail or Order Line Detail if you
prefer. This enables you to search for a particular order line.
You can also tailor your Number of Results per page, the Sort
Order and the selection criteria for Date Searching and the
Order Status.
New acknowledgements/Delivery Notes*: Select to retrieve only
records which have been acknowledged, or which have received
Delivery Notes (EDN – Electronic Delivery Notes), in the previous
X number of days. This allows you to perform targeted searches.
Click on the Submit button to make your changes take effect.
* Subject to the type of BookNet service you subscribe to.
Advanced Preferences for Order History Download
Order History Download allows you to download your order history
as a CSV file.
Select Order Download from the left hand menu in Preferences.
Setting up your Order Download Format
This allows you to tailor your download format to fit your
business requirements.
In the first grey box select whether you want to omit the header
row from your download file. If you select this tick box your file
will not have any column headings.
In the second grey box select the fields you want to download
by putting a tick in the Select box and stipulating the position of
the column you want each one to populate. For e.g. ISBN,
Customer Ref, Supplier and Acknowledgement Status.
Click on Save Form, and this personalised format will become your
default. Please note you can only have one Order Download
Format saved at any one time.
If you don’t set up a new Order Download Format then your file will
be downloaded using the default setting which will download all the
available fields as they are listed in BookData Online.
To take advantage of Ordering, Order Tracking, Order History and Real Time Supplier Data★ contact Customer Services:
Tel: 01483 712 200 Email: [email protected]
Order Tracking, Order History and Real Time Supplier Data★ are included in your bibliographic subscription. Ordering (Basket, Order
Upload and File Transfer) are subject to an additional subscription fee.
★ You must have a trading relationship with the participating distributor to use this functionality.
Quick Guide BookData Online
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Ordering via Order Basket
BookData Online enables you to order from over 60,000 suppliers using the established BookNet TeleOrdering order routing service.
Perform a bibliographic search using one of the search options
available: Quick Find, Product Search or Bulk Search.
From the results screen, identify the titles you want to order by
ticking the box on the left of each record. Where available you
can check your Real Time Supplier Data.
Real Time Supplier Data is illustrated by
Depending on the options you have set in Advanced Preferences
for Ordering you may need to select Show Basket Toolbar. The
Order Basket Toolbar will appear as an additional medium grey
menu bar.
Refer back to Advanced Preferences for Ordering if you want
the order basket toolbar to permanently be displayed.
Review and amend, where necessary, the information in the
Order Basket including Quantity, Supplier Override and
Customer Reference.
Supplier Override – If you want to override the BookNet
TeleOrdering default supplier to ensure that an order goes to, for
example, a specific wholesaler you can enter the appropriate
code as the supplier override. To check who the BookNet
TeleOrdering default supplier is, scroll down to the distributor
section of the bibliographic record.
Please note we recommend customers use the BookNet
TeleOrdering routing as their default and only use Supplier
Override codes by exception.
Click Add to Basket to add your selected titles to the Order Basket.
A message will appear detailing how many items have been
added to the order basket.
Ordering via Order Upload
Order Upload allows you to upload a list or file of ISBNs or a file of order lines to the BookData Online order basket for review
before ordering. The ISBNs are not run against the Nielsen Book bibliographic database which means titles not listed on our
database can still be ordered.
Upload a list of ISBNs
Click on Orders and then the Order Upload tab next to Order
Tracking.
Copy and paste a list of ISBNs into the white text box. You can
apply values to all the ISBNs loaded into the text box using the
Order Upload toolbar. For e.g. you can stipulate a quantity and
Supplier Override.
If you click on Clear Values the Dues will be reset to Y and the
rest of the fields in the Order Upload toolbar will be cleared.
These fields can be personalised in Preferences.
Click on Add to Basket.
You will be navigated to the order basket where you can review
and then place your order.
Quick Guide BookData Online
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Upload an order file
Click on Orders and then the Order Upload tab next to Order
Tracking.
Select your order file by clicking on Browse and searching for your
.csv or comma separated .txt order file saved on your computer.
Please note you must have set up your Order Upload Format
in Preferences before carrying out this action.
If your order file does not contain the values in the Order
Upload toolbar these can be applied using the toolbar. If your
order file does contain these values they can not be overwritten
at this stage. All order lines can be amended or deleted once they
are in the Order Basket.
You can upload up to 1,000 ISBNs at any one time, depending
on the contents of your order basket. The maximum limit in
the order basket is also 1,000. An error message will be
displayed if the combined total of ISBNs to be uploaded and
the contents of your order basket exceed 1,000.
BookData Online will compare the order file being loaded with
the previous file loaded and will display an error message if they
are found to be the same. If you wish to override this check
please ensure the tick box is de-selected.
To upload your order file click Load.
Order Upload Validation
Click on Orders and then the Order Upload tab next to Order
Tracking.
All uploaded files will be displayed in the Order Upload
Validation screen for you to review before being added to the
basket.
Click on Add to Basket.
A message will appear detailing how many items have been
added to the order basket.
Order Basket
Click on View Basket to review the items added to the order basket.
You can store up to 1,000 orders in the basket at any one time.
Each column can be sorted by clicking on the heading.
Please note the price listed is the RRP.
Quick Guide BookData Online
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Click on the title to view the bibliographic record.
If you are using Order Upload please note that if the title is not
listed on our database it will not show any bibliographic data.
The title will still be ordered and the order will be routed by ISBN
prefix if recognised.
To amend your basket contents, select the order lines which
need to be changed and then update using the options in the
blue toolbar.
In this example the quantity in the first order line is increased to two.
Click Update to confirm your changes.
Change the number of items displayed in the order basket using
the drop down box on the left hand side of the light grey toolbar.
You can also Restore Default Supplier and Remove Selected
Items. Simply select the applicable titles using the tick box and
then click on the appropriate button.
Restore Default Supplier will remove any supplier override
codes previously entered and route that order line to the
BookNet TeleOrdering default supplier instead.
Once you are ready, select the titles you wish to order and click
on Order Selected Items.
Before you submit your orders a preview screen will appear
summarising your order. Click on Submit Orders to place your
order.
The next screen will confirm Your order is being processed and
you can navigate away from this page.
Quick Guide BookData Online
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Ordering via File Transfer
File Transfer allows you to upload a Telelink 3 file and submit it directly to BookNet TeleOrdering, bypassing the order basket. It
does not allow you to review or amend your order once the file has been uploaded.
Select your Telelink 3 file by clicking on Browse and searching for
the file on your computer.
BookData Online will compare the order file being loaded with
the previous file loaded and will display an error message if they
are found to be the same. If you wish to override this check
please ensure the tick box is de-selected.
Click on Load.
Once you have submitted your file you can track its progress
using Order Tracking.
Order Searching/Order History
Order Tracking has one search form which allows you to carry out detailed searches for any order line placed via BookNet
TeleOrdering using your SAN within the last six months, regardless of how these were sent.
Click on the Orders tab in the top right hand corner of the page.
The Order Tracking search form is displayed.
The options in the blue bar at the top of the search form allow
you to select your results view. See below for more details.
The Order Date allows you to narrow your search to a specific
date when the order was placed.
New Acknowledgements/Delivery Notes: You can now
choose to find only orders which have been acknowledged or
for which you have received Delivery Notes (EDN – Electronic
Delivery Notes) in the previous X number of days. This allows
you to perform targeted searches.
Click on Search Now to perform the search.
Order Tracking Search Results
Your search results can be viewed in three ways:
● Order Summary – basic details for each order
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Order Detail - summary details for each order line
Order Line Detail – detailed information for each order line
The results of your search are displayed in the Order Summary
view by default, but this can be changed in Preferences.
To view the Order Details click on the dates available under the
heading Log Date.
Quick Guide BookData Online
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The Order Details view allows you to see at a glance the status
of your order (see key below).
To view the Order Line Detail click on the Order Ref number in
the left hand column. To view the suppliers details click on the
Supplier name.
By default, orders requiring your attention will be listed at the
top of your results. The results can be resorted by clicking on the
column headings.
T/O – TeleOrdering confirmation
Ack – Order Line Acknowledged
EDN – Delivery Note received
To return to the Order Summary view, click on Back to
Order Summary.
Icon
Category
Category Description
GREEN TICK
YELLOW TICK
Passed
Passed – with warning
QUESTION MARK
Passed – delayed
RED CROSS
Failed
No problems at this stage.
Order accepted but there is a concern. For instance price difference,
quantity difference or item unknown to Nielsen Book database.
Order delayed. For instance Reprinting, Temporarily Unavailable
or Forthcoming
The order line will not be processed further.
The Order Line Detail gives detailed Acknowledgements and
Delivery Note information for the individual order.
Click on the Title to view the bibliographic record.
The Delivery Note information, if available, contains the Carrier
Ref and/or Shipper Ref numbers. If either are highlighted in blue
you can click on the hyperlink to view a status update from their
respective websites.
Carrier Ref: the parcel reference number allocated by the carrier
to track the parcel from the warehouse to either a UK address or
an international shipping agent.
Shipper Ref: the reference number allocated by the international
shipping agent to track the parcel from receipt to the delivery address.
Please note the delivery note information may be displayed
differently depending on the supplier. Some suppliers may refer
to the Shipper as the Carrier and others may link to the Invoice
number rather than the Shipper Ref.
To return to the Order Summary view, click on Back to Order Summary.
Click on either the Carrier Ref or Shipper Ref number to link to
the Carrier or Shipper’s website to view an up-to-date tracking
status report.
BookData Online links to the following Carriers and
Shipping Agents:
Dynamic Parcel Delivery (formerly Parceline)
FedEx UK
The PSL Group and SkanTrans-PSL
TNT
UPS
World Wide Books
Quick Guide BookData Online
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Order History Download
Click on the Orders tab in the top right hand corner and run an
Order Tracking search.
For this example we are searching for Exceptions Only in March and
April. The results are set to display in the Order Detail view.
Searching for Exceptions Only will display any orders which
need attention. For example, if the order could not be routed or
the supply has been delayed.
In the Order Tracking Results screen click on Download.
A prompt screen will appear with the option to Open, Save or
Cancel the CSV file.
If you are viewing your results in the Order Summary or Order
Line Detail view you will need to switch to Order Detail in order
to download your orders.
Please note all the results found by your Order Tracking search
will be downloaded. If you want to reduce the number of records
you download you will need to refine your search criteria.
Multi SAN Access
Multi SAN Access allows head office staff to access order and order tracking functionality on behalf of each branch. This feature
removes the need for you to keep logging in as a different user.
Please note Multi SAN Access only applies to customers with more than one SAN.
For more information email: [email protected]
Click on Preferences and scroll down to Ordering, Order
Tracking and Real Time Supplier Data.
All the SANs relevant to your business are listed as a drop down
list. Select the SAN you wish to use and click on Submit.
If you then click on Orders the SAN you selected will be
displayed in the top right hand corner.
You can now place orders, use Order Tracking and request
Real Time Supplier Data for your chosen SAN.
Please note: orders cannot be cancelled so make sure you select
the correct SAN when submitting your orders.
The selected SAN will remain active for the duration of your
session but can easily be changed by clicking on Preferences and
selecting an alternative. When you log out the SAN will revert
back to your assigned Login SAN.
Quick Guide BookData Online
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Glossary
For the benefit of this guide we have assumed the following definitions:
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An Order Line is an individual order for a single ISBN.
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An Order is a group of order lines sent at exactly the same time.
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Order Tracking allows you to check the status of individual order lines,
in particular exceptions, for up to 6 months.
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An Acknowledgement is sent once an order has been received by the
supplier containing a status code explaining whether the order will
be supplied now, later, in part or not at all.
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Dues also known as logged order
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Supplier Override code previously known as Mnemonic
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Order Upload allows you to upload a list of ISBNs or order file into the
order basket for review before ordering
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Telelink 3 is a proprietary BookNet TeleOrdering format
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File Transfer allows you to upload a Telelink 3 file and submit it directly to
BookNet TeleOrdering.
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Radio Buttons are displayed like this:
Real Time Supplier Data provides retail and cost price, trade discount (%)
and stock availability for titles supplied by participating distributors using
your company’s SAN. (This was formerly known as ‘My Price’ enquiry).
SAN (Standard Address Number) is your unique numerical identifier
which allows you to trade within the book industry. This number
relates to your geographical location and is not an account number.
Delivery Note is a message sent by the publisher/distributor to
confirm the order has been despatched.
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Nielsen Book
UK Help Desk
Monday to Friday 08.30-17.30 (GMT)
Tel: +44 (0)1483 712 260
Email: [email protected]
Australia
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New Zealand
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Help Desk
Monday to Friday 08.30-17.30
Monday to Friday 08.30-17.30
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Tel: +61 1800 683 522
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Email: [email protected] Email: [email protected] Email: [email protected]
Quick Guide BookData Online
South Africa
Help Desk
Publications Network (Pty) Ltd/T/a SAPnet
Tel: +27 (0)21 852 3716
Email: [email protected]
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User Name:
Password:
Notes:
Quick Guide BookData Online
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