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DATA SERVICES | FTP Inventory Specification Implementation Guide Version 2, Rel

DATA SERVICES | FTP Inventory Specification Implementation Guide Version 2, Release 13 June 14, 2021 Copyright© Ingram Data Services Inc. All rights reserved. Table of Contents Overview ......................................................................................................................................................... 3 StockV2 Implementation ............................................................................................................................... 4 Maintaining the Data ....................................................................................................................................................................... 4 Data Filtering................................................................................................................................................................................... 5 StockV2 File Specification Overview ........................................................................................................... 6 Stockv2 File Specification ........................................................................................................................... 11 Inventory Supplemental Files ..................................................................................................................... 15 Inventory Country Exclusion file .................................................................................................................................................. 15 Inventory Estimated Time of Arrival (ETA) File .......................................................................................................................... 16 Inventory International Price File .................................................................................................................................................. 17 Inventory Removal File ................................................................................................................................................................. 18 Proposition 65 Warnings File ........................................................................................................................................................ 19 Publisher Sales Rights ................................................................................................................................................................... 20 Frequently Asked Questions ...................................................................................................................... 23 Glossary ........................................................................................................................................................ 24 Document History ........................................................................................................................................ 25 Contacts ........................................................................................................................................................ 25 Data Services | FTP, Inventory Implementation Guide 3 Overview The purpose of the inventory files is to supply Ingram Content Group customers with the necessary data fields to update title availability electronically. Bibliographic and classification data, such as title, author, subject, binding and additional data elements like images, title descriptions, desirability, contributor biographical information, etc. are also available for subscription. Please contact IDS Sales for more information. This document includes file descriptions and a layout specification for the StockV2 and supplemental files, as well as file and field usage tips. • The StockV2 files provide inventory availability for all Ingram titles that are available to sell. The inventory files can be very large (average 4GB), are available in a fixed-width text file format, and are downloaded from the Ingram FTP server. We have created all files in a single format for ease of development with a database or similar application. The inventory files provide a snapshot of available inventory and therefore, do not guarantee that the title will be available during order processing. o The StockV2 file is offered in several options – please see the File Description Table for more information on the available files. o The file layout specification can be found in StockV2 File Specification section of this document. • The supplemental files, also available for download from the Ingram FTP server, contain additional inventory information. Please click on the links below to learn more about each of these files. o Inventory Country Exclusion file - country excluded for sale of the title o Inventory Estimated Time of Arrival (ETA) file - predicted estimated time of arrival of title in an Ingram Distribution Center o International Price file - publishers international suggested retail price o Inventory Removal File – titles no longer stocked by Ingram o Proposition 65 File – titles with California Prop 65 information for hazardous materials o Publisher Sales Rights – multiple files – identify if a title can be sold in a country or territory Document Version and Change Management There are two levels of version control used in our documentation, version X release X, where X represents the number of the sequential version or release of the document. We use "version" to describe a milestones that we have achieved in our effort to provide more services to our customers. A particular version either identifies a major change in the file specification or new functionality. We use "release" to communicate the levels of revision to the current file specification and or functionality. • A major release will contain significant upgrades in functionality, which will require changes to our existing file specifications, e.g., expanded record length. This release will be identified by a change in the version numbering sequence, e.g., version 1 release 0 changing to version 2 release 0. In this case, the previous version is no longer supported. Therefore, you are required to make changes to your system even if you do not wish to take advantage of the new features. • A revised release refers to a minimal change, e.g., additional fields that do not affect the overall record length, or the addition of new files. A revised release will be identified in the release numbering sequence, e.g., release version 2release 0 changing to version 2 release 1. Please evaluate each release to determine if your business model requires implementation of the changes. All changes are reported in the Document History section of this guide. We will notify your technical contact, via email, when new functionality and versions are available. Please contact the IDS integration team to review or update your technical contact information. Data Services | FTP, Inventory Implementation Guide 4 StockV2 Implementation In this section, you will find information about integration; maintaining data accuracy, a sample file ingestion process strategy, and filtering of the data found in the inventory files. The average integration time varies per customer: speed of integration is contingent on your resources. We recommend that you begin development as soon as you have reviewed the implementation guide, determined a plan to maintain the accuracy of the data, and have identified any data filtering that is required for your business needs. Maintaining the Data It is critical to maintain the accuracy of the data, because out-of-date and inaccurate data can lead to poor customer experiences and a potentially lengthy update process. Once you have a plan, we recommend that you develop an automated processing schedule, with error alerts, to complete updates in a timely manner to prevent inaccurate data. Getting Started 1. Determine how you will maintain the accuracy of the data. See the table below for some suggestions and the processing schedule sample for examples. 2. Please see the data file description table for more information about the different files that are available. Please review options carefully to select the best choice for your business needs. 3. Download selected files and code translation files. Samples files are available upon request. 4. Create tables based on the file specifications. Sample SQL create table and import scripts are available upon request. 5. Import data into a database or similar application. 6. Create links to other data using the primary key. 7. The remaining steps will vary based on your systems. Here are some suggestions for maintaining the accuracy of the data: # Desired Result Suggestion 1 Maintain up-to-date inventory levels on all titles with faster processing. Download the Full and Delta files up to six times daily. This will maintain up-to-date inventory. The Delta files report deleted or discontinued titles, once. These records, called "zero" records, and contain zeros ("0"), spaces / blanks, and no's ("N") in all fields. You must process all Delta files so that you will not miss any of these records. 2 Maintain up-to-date inventory levels with faster processing. Download the first Full file one time only and all sequential Delta files. 3 Update only titles that have been added, changed, or have been deleted since the last inventory file. Same as # 2. 4 Update inventory levels once daily. Download the Full file once and the daily Delta file. 5 Refresh active titles, which will remove Ingram as the supplier for titles no longer carried. If an title is not found in a Full file or if you receive a Delta "zero record, the title is no longer available from Ingram. 6 Maintain up-to-date inventory levels on the Slice inventory. We provide a Data Slice Full file once weekly. We recommend that you use the daily Delta files to maintain the inventory availability. 7 Miss some delta files? Use one of the stockv2remove* files. See page X for more information. Data Services | FTP, Inventory Implementation Guide 5 Data Filtering In this section, you will find information about filtering data, which is useful if you want to limit the titles that will be made available to your customers or have limitations based on your data license. Some benefits for filtering: • Decreased time to perform table updates. • Easier to maintain data integrity. • Improved system performance and customer response time. • Reduced disc consumption. Data filtering can be accomplished in a variety of ways. Based on the ever-growing number of titles provided by Ingram, we recommend the following: • All data can be filtered prior to or at the time it is loaded into your tables. • Filtering can and should be applied to all files, except for reference files. Here are some common data filters (sorted - in no particular order): # Desired Result Example Filter 1 Only show titles that are currently available to sell 1 (or in stock). La Vergne, TN On-Hand Quantity > "00000000" and (On Sale Date =< "current date" or = "00010101") and the title is not restricted. 2 Only show titles currently carried in one of the four DC's. Stocked in the La Vergne DC - La Vergne, TN Stock Flag = "Y" 3 Show titles that are temporarily out of stock (OS) and can be backordered in the La Vergne DC. La Vergne, TN On-Hand Quantity = "0000000", La Vergne, TN On- Order Quantity > "0000000" and La Vergne, TN Stock Flag = "Y" 4 Show titles that can be pre-ordered or that have not yet published / released (NYP / NYR). La Vergne, TN On-Hand Quantity >= "00000000" and (Publication Date > "current month" uploads/Litterature/ inventory-implementation-guide.pdf