Add Titles and Order Quantities

To start adding order quantities to a catalog, first create an order (if you've not already done so).  (See the Getting Started Guide or Help article on creating an order for detailed instructions.)  Then, if you're not already in a catalog, open one up, select the PO you would like to add your order quantities to from the the Active Order dropdown list, and start adding quantities to titles in the blue order boxes next to your store name. 

You can enter order quantities either in the list view or the detail page.

You will only see active/open orders in this Active Order list; if you've already marked an order complete and later wish to add to it, you'll need to re-open it on the Completed Orders section on the Orders tab.

Note that there is a Save Changes button at the top and bottom of each page in the list view, and also next to each item. You need to remember to save the order before moving to the next Edelweiss page, but you do not need to save after every item.  However, we recommend that you do save every few minutes, regardless.  If something were to happen, such as losing your connection to the internet, you will lose numbers you had not yet saved.  Note that the order boxes for any unsaved quantities are bright orange; they revert to being blue as soon as you save anywhere on that page.  As a shortcut, you can also use the control key (CTRL) and the letter S to save.

Note:  There are additional keyboard shortcuts for navigating through the page and to the Add Category box. Use the CTRL and arrow keys - for example, to go from order quantity to category, hold down CRTL and press the right arrow key. After selecting a category, do CTRL-right arrow again to move to the order box on the next line. Or, you can use the tab key to go from one order quantity to the next. On the detail page, be sure to save the order quantity before going to the next title. On both pages there is a warning if it looks like you have made changes that will not be saved. If you see the warning, make sure to hit cancel, then save your order.

If you do work in the list view in larger catalogs, you may want to select a larger number of titles to display with the drop down at the top of the list. The default is 10 titles per page, but you can go up to 100.  Due to performance issues, specifically the time it takes to save your changes on that page along with opening up a new page, the recommended maximum view is 50 titles per page. 

Add Category

The Add Category field lets you associate your own store category as you enter order quantities. If you plan to export the order and bring it into your store POS system, this is an important field.  It will save you from assigning your own store categories later.  If you are an Above the Treeline store, you will see your categories preloaded – so when you start typing with a category name or code, the system will suggest matches and you can select one. Or you can type something different.  (Note: if you are a Treeline store, and don’t see category suggestions when you type, please contact us: support@abovethetreeline.com)  Read more on this topic in these Help articles:  How to Markup a Catalog and How Edelweiss can suggest store section codes/POS categories.

Viewing Order Quantities

On the Catalogs tab, before you've actually opened a catalog and are looking at the catalog list, you will see immediately if there are orders already in use for any of the titles in that catalog:

Clicking on the name of the order on this screen, e.g. Harper Drop-Ins as in the example above, will take you to the Export Preview screen for that order.  If you are unsure what the other related order(s) is/are, open the catalog (by clicking on its name) and check the Active Order dropdown list to see all active/open orders that are either bound to that vendor or catalog; you'll also see all open orders that are bound to No vendors or catalogs.  You could then apply a filter to view just those titles you've ordered in that catalog (using that PO).

If you need to order different titles within the same catalog on different POs, just be sure that the correct PO is always showing in the Active Order field at the top of your Edelweiss catalog page when you go to save your order quantities. 

If you are ever in doubt whether you have previously placed an order for that title, opt to show All Orders Combined in the Active Order field.  Doing so will show you existing order quantities that might be associated with a different PO.  If the PO selected does not have the order quantities appearing in the (data enterable) order boxes, you'll know that they are on a different PO.  To view all titles associated with a particular order, go to the Orders tab and select the order either by clicking on Export Preview or the name of the Order. 

If you need assistance locating all orders a particular title appears on, contact us at edelweiss@abovethetreeline.com.

Adding Titles to an Order on the Export Preview Screen

If you're already in the process of reviewing your order on the Export Preview Screen and realize that you have forgotten to order a title or want to throw in some backlist orders for that vendor, you now (as of July 2010) have the option to do so by clicking on the Add Line Item link just above your order field header row. 

When you click Add Line Item, you'll be prompted to enter the 10- or 13-digit ISBN you want to add to the order.  Then click Search.  

This will bring up the Edit Export Record screen with all of the publisher-provided title details, along with your own POS-specific pre-mapped export values.  Confirm that all fields appear as they should, enter your order quantity, Save, and then Close.  Your new line item will be inserted into the order in ISBN order.  

A note about adding line items to orders:  just be aware that while you may add any Edelweiss or in-print title to your Edelweiss order, your rep will only be able to view that order line item if you've made that order visible to them AND the title is assigned to them.  They also may need to refresh their Edelweiss screen to see a change immediately ~ see below for more on this.  As with all transfers of Edelweiss from retailer to rep, it's worth verbally confirming that they have access to your entire order, especially if you've revised it after first making it visible to them.      

Changing Order Quantities

If you need to edit your order quantities on an open/active order, you've got a few options:

1. On the Catalogs tab, find and open the catalog, select the relevant PO, use the Jump To box to quickly go to the title in need of updating, and edit the order quantity
2. On the Orders tab, find and open the order, either by clicking on its name, which will take you to the catalog list view described in option #1, or by clicking on Export Preview:  click Edit next to an individual title to update its order quantity or other title attributes. 

Declined

If you were to explicitly save a quantity of 0 for a title, it is recorded as declined.  This is a way to just show – either for yourself of your rep – that you have specifically passed on a certain title. You do not need to do this, but it helps some people keep track of titles they have reviewed.  Keep in mind that, depending on your POS system, these 0 ordered items may end up on your final order that will be imported into your system. 

Deleting Order Quantities

If you change your mind about purchasing a title while you're still in the catalog list view, you can simply delete the number from the order box and save.  If you're already on the Export Preview screen, click Remove, and that title will disappear from your order.  Alternatively, if you still want to load the title into your inventory system with 0 order quantity, Edit the quantity.  

Moving a title's order quantity from one PO to another

If you ever find that you have accidentally added one or more titles' order quantities to the wrong PO, go to the Export Preview screen of the order that they are currently on.  Select all titles you need to move by checking the box to the left, click on the Move Selected button, and then choose your new order that you need to move those titles and their order quantities to. 

Adding Related Products to your Order

As you're working with your order on the Export Preview screen, you might come across little red flags, as in the screen shot below.  This indicates that Related Products exist for the particular title in your order.  Click on the red flag to expand the list and see which related backlist, displays, promotional, or other items may be added to your order at this time.  When you click Add, the Add Export Record pop-up window will appear, where you can verify your mappings, including subject code, and update the order quantity from 0 to however many you'd like.   

If you see an "In Order" hyperlink instead of an "Add" link next to a related product, that item has already been added to your order.  Click on the In Order to jump directly to that title in your order and preview its export details, including order quantity. 

Synchronizing your updated order with your rep

If your rep is reviewing your order  with you in Edelweiss as you are updating it, they will need to periodically Refresh their catalog list view (using CTRL+R) or their Export Preview Screen (using either CTRL+R or the Refresh option next to the Download button).  This is especially critical if you are updating the titles or order quantities on your end.  

Note:  as of July 2010, reps have the ability to edit a retailer's order quantity on their end.  This is intended so that they can more easily convert your orders for a display or pack item's individual component ISBNs into a single display order.  This "rep override" will not be visible on your view of your order.  

Last updated on August 2, 2010 by Ruth