Click the "Status Reports" Button on the Navigation Bar.

Click "Download".

Select the vendor's FTP site from the dropdown list. Click "Connect" and logon with Username and Password for that vendor. (See the list of usernames, passwords, etc. on the Status Reports tab for processing Edifact status reports.)

Go to the appropriate "Out" folder for the vendor. (Note: each vendor will have it's own folder structure on it's FTP site. Follow the instruction for the selected vendor based on the type of file (status reports) and account (batsf vs. bat).

Once displaying the appropriate folder, select the file you wish to download. Click "←Get". (For Baker & Taylor in the example displayed below: Files with a "last modified" time of PM are order confirmations. Files with time of AM are invoices. On 10/3/2007 Baker & Taylor will begin naming order confirmation files xxx.ORD for order confirmations and xxx.INV for invoice files.) Each vendor will have its own structure for naming files. Some vendors will send an e-mail to seeker@ucr.edu notifying us that a status report is awaiting download. If so, that e-mail SHOULD contain the name of the file; otherwise, check the Downloaded Status Reports Log to be sure the file has not already been processed. (Baker & Taylor does not send e-mail notifications for status reports. Be sure to check for status reports 5-30 minutes after sending EDIFACT Purchase orders to Baker & Taylor.)

Only one file at a time can be downloaded. Trying to download a second file will overwrite the first file with the newer one.

After Getting/downloading the desired file, click "Disconnect", then "Close".

The system will display the "Preview" tab with the list of line items included in that status report. You can view the individual order records by highlighting the desired line item and clicking "View".

PRINT THE LIST in preview mode by clicking the "Print" button in the upper right hand corner of the Millennium screen. This printout will be used to "match" confirmations with paperwork.

(A Boolean review file may also need to be created for this purpose. Workflow still in flux. Currently, the isbn confirmed by the vendor is included in the confirmation file, however, it is not displayed in the Millennium preview screen.

These files will also include status reports for older records for which the vendor wishes to give us a report. We need a way to distinguish between these older status reports and those that need matching with the new purchase order paperwork.)

Click "Process". The system will move the line items from the "Preview" tab to the "Processed" tab.

If you leave the Status Reports module without processing the status report, the report will be discarded by Millennium and need to be downloaded again!)

Repeat steps 2-10 for remaining files and vendors.

Millennium record with "Ord Status" line inserted in record. (Please note that once processed, this line can not be deleted. If you process the same status report twice, the line will show up twice and stay there.)