Uploading Your Store Inventory

    When a visitor to your site searches for a title, they generally see books listed with one of these availability statuses:

    • Usually Ships in 1-5 days - indicates that Ingram has at least one copy in one of their warehouses
    • Special Order - indicates that Ingram does not have any available copies
    • Out-of-Print - indicates the title is ‘out of print’
    • Not Yet Published - indicates that the publish date is more than 120 days away
    • Coming Soon - indicates that publish date is less than 120 days away

    NOTE: The label for these availability statuses can be changed from Store > Configuration > Account Information and Preferences > Configure Book Availability Statuses

    By uploading a snapshot of your local store inventory (LSI), you can make it possible for the customer to see if a particular book is in stock at your store(s). For books that are available on your store shelves, the availability status would read like... ‘On our shelves as of 9/1, 10 copies on hand’. The ‘Inventory Upload’ feature is most effective when used at least once every day, ideally at the beginning or close of business.

    Please be aware that uploading your local store inventory does not add titles to the database. Uploading your inventory overlays your information on top of Ingram's. As long as an ISBN from your upload matches one that Ingram has, the item will appear as "On our shelves as of...", with a time and date stamp, and an on-hand count. If Ingram does not recognize an ISBN, that item is dropped from the upload.

    UPLOADING YOUR LSI FILE

    If you wish to use the LSI feature on your IndieCommerce site, first contact staff@bookweb.org and let us know, so we can enable the necessary modules on your site.

    You can upload your file using 1 of the following 3 methods (the steps for each method is listed further down in this document):

    1. Manual upload: Upload the file from the LSI admin page on your IndieCommerce site. This method gives you complete control over the file content, but cannot be automated.
    2. Above the Treeline: Upload the file to Above the Treeline (If you have an account with ATL), where it is processed first. IndieCommerce will scan ATL servers a few times a day, grab any new files and process them. To use this method, you have to write to ATL to initiate the process. This process can be automated. You may not have complete control over the file content since ATL processes the file first.
    3. LSI via FTP: Upload the file directly to the IndieCommerce servers via FTP. This can be automated on your end (with help from your POS vendor or a developer), and you will have complete control over the file content.

    LSI FILE TYPE AND FORMAT

    Files uploaded via the ‘Manual upload’ or ‘LSI via FTP’ methods should follow the following format guidelines.

    Files should be in either one of the 2 formats listed here - ISBN, Price, and Quantity are required, Location is optional

    • File Type 1: ISBN, Price, Quantity, Location
    • File Type 2: ISBN, Quantity, Price, Location

    GUIDELINES
    These guidelines will help you generate the necessary file from your POS system. If you are not familiar with generating a file like this, it is recommended that you contact your POS system's Help Desk for assistance.

    • The field separators can be commas, tabs, or | (pipe symbols).
    • The ‘Location’ field refers to the shelving section in the store where the book belongs. This field can be 100 characters long, cannot include commas and is optional for both file types.
    • There can be no other lines in the file, other than ISBNs, etc.
    • ISBN cannot have hyphens or spaces.
    • ISBN for books can be either ISBN-10 or ISBN-13, however, ISBN-10 will automatically be converted to ISBN-13
    • Fields CANNOT contain quotes.
    • Price must include the decimal point and no ‘$’ sign
    • Files must use the .txt or .csv extensions.

    NOTE: You should upload a new file at least daily. If new files are not uploaded at least weekly, the inventory information on your site will be voided. Uploaded files are processed every 4 hrs, starting at midnight every day.

    MANUAL UPLOAD OF LSI

    Navigate to: Store > Configuration > Local Store Inventory

    1. Select Browse
    2. Find your file locally and select open
    3. Submit

    If you have multiple outlets, a file can be uploaded for each outlet, by selecting the outlet from the ‘Store Outlet’ selection.

    NOTE: You should receive a confirmation of the upload across the top of the page: “Your file was received successfully. Thank you! Please allow up to 4 hours for processing.”

    ABA processes the LSI files every 4 hrs, starting at midnight. Once the processing begins, it can take up to 4hrs for the information to be updated on your site.

    It is also recommended that the first time you upload a file, you also send a copy to our team here (staff@bookweb.org), so we can confirm that the file follows the guidelines listed above.

    LSI FILE VIA ABOVE THE TREELINE

    If you are a member of ‘Above The Treeline’ (www.abovethetreeline.com), you can upload the LSI file to ATL, and we will pull it from ATL every 4 hrs. To initiate this process, reach out to ‘Above The Treeline’ and they will, in turn, notify us when they have completed setup on their end.

    LSI VIA FTP

    1. Send an email to us at staff@bookweb.org requesting FTP credentials for LSI
      • Once we receive this request, we will create an FTP account and send you the credentials.
      • If you already have FTP credentials for theming, you will still need to request credentials for LSI as they are separate.
    2. Format your file:
      • The format of your LSI file should still match “File Type 1” or File Type 2” from the above section “LSI File Type and Format”. However, there is also a required naming convention for files uploaded via FTP. The file name should follow this convention:
        • dbprefix'_'$YEAR'-'$MONTH'-'$DAY'_'$HOUR'-'$MIN'-'$SEC'_'$OUTLETID.txt   Example:
          • teststore_2011-03-14_03-00-00_1.txt    for the primary outlet
          • teststore_2011-03-14_03-00-00_2.txt    for the second outlet

    The email we send you will contain your actual “dbprefix”, which will go in place of “teststore”. A sample email is provided below to give you an idea of what to expect.

    1. If you currently use “Above the Treeline” and would like to switch to the FTP method, you have to stop uploading files to ATL before you start using the FTP service.
    2. Before you begin using FTP access, you should send your initial file to staff@bookweb.org, named and formatted as you intend, for us to review.

    NOTES:

    • FTP files will be processed every 4 hrs.
    • If you would like to automate the FTP service, the automation will need to occur on your end with help from your POS vendor and / or a developer.
    • We recommend FileZilla for manual FTP of the LSI files, but any client should work.

    SAMPLE EMAIL:

    Your FTP credentials and the necessary file format are below:

    URL:
    Port:
    Username:
    password:

    File Name Format:
    dbprefix'_'$YEAR'-'$MONTH'-'$DAY'_'$HOUR'-'$MIN'-'$SEC'_'$OUTLETID.txt
    teststore_2011-03-14_03-00-00_1.txt   

    LOCAL STORE INVENTORY SETTINGS

    In addition to uploading LSI, the system provides you with some control over how that information should be used on your website; there are 4 settings available for you to configure the LSI feature on your site.

    Navigate to: Store > Configuration >Local Store Inventory > LSI Settings
     

    1. Fulfillment Cascade Priority: This setting controls whose inventory is looked at first to fill an order - the store’s or Ingram’s
      • If the checkmark is PRESENT, the store inventory will be checked first. If the item(s) are found to be on hand in your store inventory, the order will be left to be store fulfilled and the wholesaler inventory will not be reviewed.
      • If the checkmark is REMOVED, the wholesaler inventory will be checked first. If the item(s) are found to be available through the wholesaler, your store inventory will not be checked and the ‘Send to Wholesaler’ button will appear. If you have opted to allow ‘Automatic Wholesaler Fulfillment’ the order will be sent directly to the wholesaler to be filled.
    2. Override LSI Pricing?: This setting allows you to choose whether or not the site uses the uploaded local inventory price
      • If the checkmark is PRESENT, Web discounts for individual ISBNs will override your local inventory pricing.
      • If the checkmark is PRESENT, Web discounts by wholesaler discount code will still be ignored if the ISBN is included in the LSI file.
      • If the checkmark is REMOVED, local inventory price will be used.
    3. Use LSI Availability?: This setting allows products in your local inventory to be available for sale through the site, even if they are unavailable from Ingram.
      • If the checkmark is PRESENT, items in your local inventory, even when not found through the wholesaler, will be available for sale.
      • If the checkmark is REMOVED, only items that can also be found through the wholesaler will be available for sale
    4. Hide Quantity On Hand For LSI?: This setting allows you to choose whether or not you display an ‘On Hand’ quantity.
      • If the checkmark is PRESENT, the ‘On Hand’ quantity will be hidden.
      • If the checkmark is REMOVED, the ‘On Hand’ quantity will be displayed.

    Make sure you ‘Save Configuration’ if you make any changes.