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Overview
What is PubEasyŽ?
How does it Work?
Regular Updates
Contacting PubEasy

Registering for PubEasy
Online Registration
Multi-Users
Changing your Password

Login
Central Login
Affiliate Home Page
Affiliate Site Login

PubEasy Affiliate Site Main Menu Options
Basic-Level Access
Ordering/Order Inquiry Level Access
TRANSACT Service Access

Search and Check Availability
General Product Search
Searching by ISBN
Searching by Title or Author
General Product Search - Results
Placing Orders for Titles Displayed in Search Results
Title, Price & Availability Search Results
Copy ‘n’ Paste

Review Shopping Cart
Edit Shopping Cart Order

Check Order Status
All Orders
All Orders: Results
Recent Orders
Back Orders
Back Orders - Search Results

Place Orders
Fast Track by ISBN
E-Catalogs
View Publishers E-Catalogs
View My E-Catalogs
Create/Edit My E-Catalogs

Additional Help Information


Overview

What is PubEasyŽ?

PubEasyŽ is an Internet service that connects booksellers and their suppliers in the international publishing community. Thousands of booksellers from over 110 countries spanning
North America, Europe, Australia and Asia are using PubEasy to gain access to order placement, order tracking, price, title and availability data over the Internet with participating publishers, distributors and wholesalers, more quickly and cost-effectively. The service is for booksellers, who with a PubEasy password can directly access any Affiliate site on the PubEasy network.

All Affiliate "sites" within PubEasy look the same, and access between Affiliates is seamless. At the same time, the PubEasy service taps into the back office systems of each publisher, distributor and wholesaler in order to provide up-to-date title, price and availability information, recognize trading terms, and allow users to place and track orders. Participating publishers, distributors and wholesalers are known as Affiliates.

PubEasy offers a new level of customer service and fulfillment that will improve efficiency and
effectiveness across the supply chain. Through PubEasy, users can:

  • Access up-to-the-minute information on title, price, and stock availability
  • Place orders and receive confirmation even when customer service departments are
    closed
  • Check the status of all orders and back orders placed in any way with the Affiliate
  • Search e-Catalogs of title information and create their own catalogs of frequently-ordered titles
  • Access a network of Affiliate sites with a single login (click here for a list of Affiliates)

How does it work?

Booksellers can access Affiliate PubEasy sites anytime, anywhere. Over the web, PubEasy offers publisher’s titles through sophisticated links to and from the operational system for real-time price and availability, order status and the placement and acknowledgment of orders. Title
information is updated regularly throughout the day. Users receive an email confirming
all order processing.

Regular Updates

All registered users receive "PubEasy User Updates" via email. The User Update contains
information about new publishers, distributors and wholesalers joining the service, upgrades to
the services, "Bookseller Tips," and special promotions. We also send alerts when the service will be temporarily unavailable due to upgrades or emergencies.

Contacting PubEasy

CLICK HERE to contact PubEasy support via email or phone

Registering for PubEasy

Online Registration

To obtain your PubEasy password and User ID:

  • CLICK HERE to register
  • Complete and submit the online registration form. You will receive your password and User ID via email.

Multi-Users

Multi-User Access allows different passwords and access levels to be granted to users in your
company. You define each staff member's privileges by providing different levels of access to
PubEasy functions. Users can then simultaneously login to PubEasy under the main account each with a unique ID and password. The primary registered user (0001) can establish multiple User ID's for individual staff members.

The different levels of access are either:

  • Search and check availability only
  • Search and check availability, ordering and order status tracking

To establish Multi-User ID's simply:

  • Login to PubEasy using your PIN and password for user 0001
  • From the Affiliate Home Page select the link "User Registration Management" in the left-hand navigation bar
  • Check the box to indicate you want to create a new user
  • Fill in the staff member's name and email address
  • Select the level of access you want to provide
  • Click the "Next" button at the bottom of the page
  • Review the information you entered and then click "Confirm" or "Change Again" to further
    amend the information

Changing your Password

PubEasy provides you with a password at the time of registration. To change your password, login to PubEasy using your current password. Then, from the Affiliate Home Page select the "Change Password" link in the left-hand navigation bar.

Login

Central Login

To login to PubEasy go to the homepage and enter the following information in the
appropriate fields in the upper right hand corner.

  • PIN or EAN
  • User ID
  • Password

Or, select the "Affiliates" menu option and navigate directly to the Affiliate Login Page. If you login at an Affiliate site, next time you login using the same browser, PubEasy will remember your PIN and User ID. You will need only to enter your Password to login.

Affiliate Home Page

From the Central Login you will arrive at the Affiliate Home Page. From this page you can:

  • Choose a specific Affiliate from the drop down menu
  • Search for a publisher or imprint represented on PubEasy (alphabetically or by distributor)
  • Search on the Whitaker "Books in Print" UK bibliographic database (not currently available
    to North American-based users)

Affiliate Site Login

To login directly to an Affiliate site enter that Affiliate’s URL and then enter your PIN
or EAN, User ID and Password. Next time you login using the same browser, PubEasy will
remember your PIN and User ID. You will need only to enter your Password to login.

A list of all live Affiliates is available here: ../affiliates/participating.html

PubEasy Affiliate Site Main MenuOptions

When you have chosen or logged in to an Affiliate, you will arrive at the main menu. The Main Menu page provides links to all the functional areas available to booksellers. The "Welcome Message" should show your company name. If for any reason this is incorrect please contact the Affiliate’s Customer Services Department. Contact information can be found on the login page.

Navigation of the PubEasy service has been made as simple as possible. Any words or phrases that are underlined can be clicked on for action. Likewise any button will perform the action shown.

Basic-Level Access

When you register for PubEasy, your account information will be matched to each Affiliate to confirm that you have an existing account. All users are granted basic "Search & Check Availability" privileges across all Affiliate sites. This level of access will display two Main Menu options – "Search & Check Availability" and "E-Catalogs."

Ordering/Order Inquiry Level Access

If you have an existing trading account with an Affiliate your ordering and order status inquiry options should be displayed. If you can view only basic access Main Menu options, please contact PubEasy User Support at PubEasy.Support@nielsen.comand let us know with which Affiliates you have existing trading accounts. We will contact the Affiliates on your behalf.

Search and Check Availability

This Main Menu option allows you to obtain up-to-date title, price and availability information directly from each Affiliate’s back office system. This means that as soon as title information is updated, changes are quickly reflected in PubEasy as well. You can also view detailed bibliographic data and, where available, link to the publisher’s marketing website for promotional copy and book jackets.

General Product Search

To display information about an Affiliate’s products and to check current availability, enter the
search criteria in at least one of the fields shown. The Shopping Cart is built into the Search and Check Availability function to make it easy to place orders after conducting a search.

Searching by ISBN

Searching by full ISBN will display the most immediate response to your inquiry. Partial ISBN
search is not possible. If, however, you are uncertain of the ISBN or wish to order a number of
similar titles (e.g. by the same author, containing the same word in the title) then use one of the other searching methods.

Searching by Title or Author

The system will allow you to enter as little or as much text in each box as is required to identify the product. The more information you enter the more likely you are to identify the correct title and reduce the size of the selected list. Words can be entered in full or partially, separated by a space.

By default the search will assume that you have entered full words within either the Title or
Author selection boxes. If you are unsure of the spelling of any words you should enter the beginning part of a word(s) and check the 'part word searches' box. This process will instruct the search matching to assume that each word entered is only a partial word and will only attempt to match against the characters entered followed by a wildcard. For example "stor" will find titles containing story, storm etc. but not history.

To keep this search facility simple all words are assumed to be separated by an 'and', and no facility exists to create selection lists using 'or'. This means that the search engine will only select products that match each of the full or part words entered as part of the selection.

Publisher
Most Affiliates represent a number of publishers and imprints. By default all publishers' products will be selected. If you already know the publisher of the title you seek, click on the drop down menu and restrict the search to a single publisher's products.

Series
Selecting a specific series is another way to further refine and speed your search. To do so, click on the drop down menu and select a series code.

Display Sequence
The search results can be sequenced in either ascending or descending order by selecting the
relevant button. The default selection will always be ascending.

  • ISBN
  • Title - This is the default selection
  • Author
  • Availability Month

Once your criteria have been entered click the SEARCH button to create a selection
list containing all of the titles that match the criteria. Alternatively you may reset your search
parameters by clicking on the CLEAR CRITERIA button in order to start your search again.

General Product Search - Results

This page displays the products that match the search criteria you have entered. The number
of products displayed may be limited to only show the first 50 or 100 matching records. If the
title(s) you require are not within the records displayed click on NEW SEARCH and enter
more selection parameters to narrow the results or re-enter different search criteria.

The price quoted on this page is the current published retail price excluding sales tax. Your price will be calculated based on your negotiated trading terms with each Affiliate.

The availability column shows the product’s availability. Click on the title/ISBN to display additional bibliographic information about the product if available.

Placing Orders for Titles Displayed in Search Results

Record Back Orders
If the item shown above is out of stock, you have the option of requesting the Affiliate to supply when available. Check ON for yes or OFF for no (the default is yes). This option is only available if displayed.

Part Supply
If the Affiliate is unable to supply the full quantity required, you have the option of requesting to record (if applicable) all the ordered quantity or supply the available amount and record the balance. Check ON for yes or OFF for no (the default is yes). This option is only available if displayed.

Order Reference
Enter the reference you want quoted on the invoice to identify your order (maximum 14 characters). This field is mandatory only if a line reference is not specified for each product you have entered a quantity against.The order reference will default to the last reference used within the Shopping Cart option in the current session to avoid repetitive entry of the same information.

Special Instructions
To send special instructions to the order processing warehouse or shipper click on the special instructions button and a new page will appear to enter your instructions. Once the text has been entered click on the RETURN TO ORDER button. This function is not intended to designate urgent orders. Any order containing special instructions will be removed from automatic processing and manually reviewed. This option is only available if displayed.

To add one or more products from your search results to your Shopping Cart enter an order quantity against the line(s) required and click on the ADD TO SHOPPING CART button.

Title, Price & Availability Search Results

This page displays the products that have matched the search criteria entered. The number of products displayed may be limited to only show the first 50 or 100 matching records. If the title(s) you require  are not within the records displayed, click on the new search button and enter more selection parameters to narrow the results or re-enter different search criteria.

The price quoted on this page is the current published retail price excluding Sales Tax.

The availability column shows the current answer code description, an indication of the answer date  (where applicable) and an indication of the product's availability. To obtain further information or to  place an order for any of the displayed titles click on the underlined ISBN or title.

Copy‘n’ Paste

If you need to obtain title, price and availability information for multiple titles and already have the ISBNs in electronic format, "Copy ‘n’ Paste" speeds the process. Go to either "Search and Check Availability" or "Place Orders" and select Copy 'n' Paste. You can copy a list of ISBNs (from your inventory management system, Word document, Excel document, etc) and paste them into the "Copy ‘n’ Paste" box on the web page. Or, you can manually enter lists of ISBNs in the same box.  Each ISBN must be on its own line.

When you click "Submit" the search results will bring back availability information and bibliographic data for all the ISBNs you provided.  Then choose which ones you would like to place the order for.

Review Shopping Cart

This page lists all of the items you have added to your Shopping Cart from earlier selections plus a grand total of the product retail value in your cart. These orders have not yet been sent to the Affiliate for processing.

  • To amend the contents of a line click on Edit text.
  • To delete a line from your Shopping Cart click on Delete against the entry you wish to delete.
  • To delete all of the items from your Shopping Cart click on the DELETE ALL button.

When you are satisfied with the contents and wish to place the order, click on the CONFIRM ALL button. An acknowledgment to confirm your order has been sent will be emailed to you.

Note. While unconfirmed orders remain in your Shopping Cart every screen will display the
message 'You have unconfirmed orders in your Shopping Cart. Please confirm'. Use the Review
Shopping Cart option to edit, delete or confirm such orders.

Edit Shopping Cart Order

This page provides you with the ability to edit your Shopping Cart entry and displays further
information about the title.

Availability
This field will show the current availability and an indication of the availability date (where applicable).

Next ISBN
If the selected product is unavailable and an alternative is known the ISBN will be displayed here. By clicking on the underlined ISBN the screen will be refreshed with the information pertaining to the alternative ISBN. The most likely reason an alternative ISBN will be displayed is where a new edition exists, so in the case of volume editions the most recent edition will be displayed.

Other Edition
If the selected title is unavailable and an alternative binding is available, the ISBN of that title will be displayed here. By clicking on the underlined ISBN the screen will be refreshed with the
information pertaining to the alternative binding.

Pack Size
The quantity of the product in a shrink-wrapped binder pack. It is often beneficial to order in
multiples of binder pack sizes to avoid loose copies.

Record Back Orders
If the item shown above is out of stock, do you wish us to supply when available? Click ON for
yes or OFF for no (the default is yes). This option is only available if displayed.

Part Supply
If we are unable to supply the full quantity required do you wish us to record (if applicable) all
the ordered quantity or supply the amount we can and record the balance. Click ON for yes or OFF for no (the default is yes). This option is only available if displayed.

Quantity
Enter the quantity that you wish to order (negative quantities are invalid).

Order Reference
Enter the reference number on the invoice to identify your order (maximum 14 characters).
Note: This field is required. Your order cannot be processed if this field is blank.

Once you are satisfied with your order details you can click on the UPDATE ORDER button to
amend your order and return to the Review Shopping Cart Contents page with the message:
Order Amended Successfully
. If you do not wish to amend the line click on the REVIEW/CONFIRM SHOPPING CART button to return to review your Shopping Cart contents, or click on the MAIN MENU button.

Check Order Status

Obtain up-to-date information on the status of your orders directly from the Affiliate’s back office systems.

All Orders

This function allows you to view the status of ALL your recent orders with an Affiliate regardless of how they were placed – via EDI, fax, telephone, email or PubEasy.

"Check Order Status – All Orders" shows details of supplied orders for the past six months and
details of all outstanding back order records. Your original order may have been split into more
than one part, some supplied, and others recorded as back orders. The supplied lines may have
been supplied from different warehouses, at different times and signed for by different people at different times. For this reason each order line is searched for and displayed separately. They may appear in a different sequence than they appeared on your original order.

To search your orders enter a full ISBN and/or your order reference and click on the SEARCH button.

The current status of any matching order lines will be displayed and, where the information is
available, the date of delivery/proof of delivery information will also be shown.

You can select the sequence in which you would like your search results to be displayed. The
default selection will always be ascending.

  • ISBN
  • Title
  • Customer Order Line Reference - This is the default selection
  • Invoice Advice Note
  • Invoice Date

All Orders: Results

Each order line that matched your search criteria is displayed with the following information:

  • Our invoice number or advice note number relating to this line
  • Current price
  • Quantity
  • Current status (definition of status terms follows)

To Follow

The order line has been recorded and will be supplied when available. The answer code and
anticipated time-scale will also be displayed where known.

Order Invoiced - Stock Fulfilled

The order line has been invoiced and stock was available for your order. If the order has already been shipped and delivered Proof of Delivery information will be displayed where available electronically from the carrier.

On Hold

The order is not supplied at the moment due to an inquiry about the bookseller’s account status. Please contact the Affiliate’s Customer Services.

Order in Progress - Stock Available

Your order is currently being processed by our computer system or is being consolidated for
shipping on your preferred delivery date before invoicing. Stock is available and has been allocated to your order request.

Order Cannot be Supplied - Referred/Restricted

The order line cannot be fulfilled, as the distributor does not have the rights to this title.

Order Not Supplied - Not Back ordered

The order cannot be fulfilled or you requested that this order line should not be recorded.

Recent Orders

This page allows you to review the orders placed on your account during the past 24 hours via
PubEasy. You can also view the current status of each ordered line. This is especially useful if
you are unsure if you clicked on the right buttons and wish to confirm that you have placed an order or if you wish to check the details of the order after it was placed. Any orders shown on this page will normally have been processed by the Affiliate.

Back Orders

This function allows you to ascertain the status of orders that are currently on back order regardless of how they were placed. It is possible to select by entering an ISBN and/or your order reference and/or a date range. The current status of any matching order lines will be displayed and, where the information is available, the date of delivery/proof of delivery information will also be shown.  You are also able to leave all fields blank and hit SEARCH.  This will pull all of your outstanding back orders.

To locate specific back order lines you need to enter a full ISBN and/or your order reference and/or a date range in which the original order was placed and click on the SEARCH button. If an order line reference has been entered for selection the search process will match against any references that begin with the text that you have entered.

A list of options is provided to allow the search results to be sequenced:

  • ISBN
  • Title
  • Author
  • Customer Order Line Reference
  • Order Date- This is the default selection
  • Availability Month

The search results can be sequenced in either ascending or descending order by selecting the
relevant radio button. The default selection will always be ascending.

Back Orders - Search Results

Each order line or back order that matched your search criteria is displayed with the following
information:

  • Your order line reference
  • Our invoice number or advice note number relating to this line
  • Current price
  • Quantity
  • Current availability

If the product is currently in stock the availability will read 'Delivery Expected Soon'.

PlaceOrders

Fast Track by ISBN

Fast Track by ISBN allows rapid order entry by ISBN. Multiple ISBNs with their line references
and quantities can be input quickly. If you do not know the ISBN of the title(s) you require click on the RETURN TO MAIN MENU button and use the Search and Check Availability option for a single line order or the Shopping Cart order entry option for multiple line orders.

Once you have entered all lines for an order, you can validate the order and receive an availability status update. Up to ten order lines can be entered on one page by entering ISBN and quantity.

The Order Reference, Record Back Orders and Part Supply defaults entered at the top of the page can be overridden against each line if required.

Record Back Orders
If the item shown above is out of stock, do you wish us to supply when available? Click ON for yes or OFF for no (the default is yes). This option is only available if displayed.

Part Supply
If the full quantity required is not available, you have the option to record (if applicable) all the
ordered quantity or supply the amount we can and record the balance. Click ON for yes or OFF
for no (the default is yes). This option is only available if displayed.

Order Reference
Enter the reference you wish to be quoted on the invoice to identify your order (maximum 14
characters). This field is required and must be completed in order to process your request.

Special Instructions
If you wish to send special instructions to the order processing warehouse or shipper, click on
the special instructions button to enter your text. Once the text has been entered click on the
RETURN TO ORDER button. This feature is not intended to indicate urgent orders. Special orders will be removed from automatic processing and manually reviewed. This option is only available if displayed.

Once you have entered all of your order lines click on the VALIDATE ORDER button to check for
errors and display the title, price and availability status of each ordered line. If no errors have been found the page will be redisplayed with the title and price fields filled in. If an error has been found the page will be redisplayed with the message: ‘Please Change or Remove Order Lines in Error.’

The following error messages can be displayed in the status column against any line:

  • Invalid ISBN
  • Missing Quantity
  • Quantity cannot be negative
  • Check Quantity

The Check Quantity message will be generated when the quantity entered is for an extra large quantity. If you wish to confirm acceptance of the quantity ordered you will need to click in the Accept Qty check box available. Once accepted this error message will not be displayed for that order line again unless the quantity is once again amended to a 'large' quantity.

If you do not wish to see the title and price of your entered ISBNs you can click on the ADD TO SHOPPING CART button to place the items in your Shopping Cart. This will still perform the validation process described above but will display errors if the order lines entered have failed any validation checks. At this stage you will be directed to a new page that contains the details of all products that are currently held in your Shopping Cart. The Shopping Cart enables you to review your order details and provides edit and delete capability should you wish to amend the order prior to confirmation. Once confirmed the order will be submitted to the publisher, distributor or wholesaler for processing.

E-Catalogs:

View Publisher’s E-Catalogs

E-Catalogs are selections of titles that Affiliates have prepared to facilitate search and ordering. The functionality is similar to Search & Check Availability.

Click on the required catalog to select it. To select multiple catalogs hold down the CTRL key and click on each of the required catalogs. Each of the selected catalogs will be highlighted.

A list of options is provided in the 'Display Sequence' drop down list to allow the search results to be sequenced:

  • E-Catalog Sequence (This is the default)
    This displays each of the selected catalogs in alphabetical order of the catalog description with all of the products belonging to the catalogs displayed in the sequence they were originally entered.
  • Author
    If this sequence is chosen the products will be displayed in Author sequence. If multiple catalogs are selected, the products will be merged together and not shown within separate catalog
    sections.
  • Availability Month
    Products will be displayed in sequence of availability. If multiple catalogs are selected, products are again merged together and not shown within separate catalog sections.
  • ISBN
    Products will be displayed in ISBN sequence. Products are again merged together creating a single catalog.
  • Title
    Products will be displayed in Title Alpha sequence. Products are again merged together creating a single catalog.

The search results can be sequenced in either ascending or descending order by selecting the relevant button. The default selection will always be ascending. Once the relevant catalogs and display sequence have been specified click on the SEARCH button to display the contents of the selected catalogs.

View My E-Catalogs

You can also group titles in your own E-Catalogs to facilitate search and ordering.

Click on the required catalog to select it. To select multiple catalogs hold down the CTRL key and click on each of the required catalogs. Each of the selected catalogs will be highlighted.

A list of options is provided in the 'Display Sequence' drop down list to allow the search results to be sequenced in the same ways as when viewing publisher’s E-Catalogs (see above).

The search results can be sequenced in either ascending or descending order by selecting the
relevant button. The default selection will always be ascending. Once the relevant catalogs
and display sequence have been specified click on the SEARCH button to display the contents of the selected catalogs.

Create/Edit My E-Catalogs

Step-by-step documentation for e-Catalog Creation, Editing and Maintenance is maintained in
a separate document.

                     Additional Help Information

Online context-sensitive help is available on all PubEasy pages by clicking on the question mark symbol.

For all other questions, please contact the PubEasy User Support Team at PubEasy.Support@nielsen.com

 
 

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