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POS Integrated Catalog Creation

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Yari Rodriguez

POS Integrated Catalog Creation

Setting up your integration is a one-time process, but each new academic term requires a few key steps to ensure your data syncs correctly. This guide walks you through what needs to happen in your POS system, Verba Compete, and Connect so everything flows smoothly. 

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1. Before You Begin: Opening a New Term in Connect

Each term needs a few core elements in place before data can sync.

Common Requirements

  • The term must exist in your POS system.
  • The term must be enabled to “export to web.”
    • The exact wording varies by POS, but this option makes the data available for VitalSource to pick up.
    • We use the same API that is used to export to the website, so these steps may feel familiar.
  • Section data must be present.
  • Courses with adoptions must have at least one ISBN attached.
  • New terms appear in Verba Compete overnight.

 

Term Dates in POS

  • Enter all required term dates.
  • The adoption start date must be in the past.
  • If you make changes today, you’ll see them reflected tomorrow.
    • If needed, you can request a mid-day sync.
    • In some cases, we can call the API directly for a faster pull, depending on your system provider’s service cycle.

2. System-Specific Requirements

PRISM

  • Adoption status must be Open.
  • “Export to web” must be enabled.
  • Sync must be enabled in Verba Compete (same login as Manage).
  • Use Update Web (hammer icon) to push the API update into Compete more quickly.

 

MBS

MBS has a few unique steps each term:

  1. Enable the term in Verba Compete
    • Go to Settings → Term Display Options.
    • Find your term and toggle it ON.
    • This triggers the backend sync and typically completes in 20–60 minutes.
  2. Speed up the pull into Connect
    • In Connect, go to Settings → Catalog Settings → Sync Compete Settings.
    • Performing this action will load the sections faster.
    • Once complete, check Courses → Non-IA Sections to confirm data is flowing.
  3. Check your enrollment file mapping
    • In Connect, go to Settings → Current Catalog Settings and find the Enrollment File "Term" Mapping box at the top of the page.
    • Purpose: Mapping allows Connect to translate POS term names (which may be codes or numbers) into the Connect term.
    • Important: Once you activate a catalog, term mapping cannot be updated.
    • Not sure if you need mapping? Your CSM, Enablement Team, or IT can help verify.

3. Verba Compete: Enabling the Sync

Compete powers the automatic import process.

  1. Log in using the same credentials you use for other VS tools.
    • You’ll only use Compete to enable the sync—nothing more.
    • Ignore the academic calendar prompt.
  2. In the left-hand menu, open Catalog → Term Display Options.
  3. You’ll see a list of terms provided by your POS.
    • Use Ctrl + F to easily find your term.
  4. Toggle your term ON, then Save Changes.
    • This adds the term to Compete and kicks off the sync.

Compete refreshes data once every 24 hours. Once processed, your catalog will appear in Connect.

4. Connect: What to Expect After the Sync

  • The catalog usually appears in Connect within 10–15 minutes.
  • Full data population may take until the next day.
  • To speed things up:
    • Go to Settings → Current Catalog Settings.
    • Click Sync Compete Sections for a faster load (optional).
  • In a new catalog, all incoming sections first appear under Courses → Non-IA Sections.
    From there, you can begin reviewing items and converting sections to IA courses.

 

Term Mapping

  • Adoption platform term mapping: Ensure the correct term is selected in the dropdown.
  • Enrollment file term mapping: Confirm the incoming enrollment file term matches your Connect term.

 

Adoption Matching

  • Adoptions will appear under Explore & Create.
  • Automatic matching to our catalog typically completes within 24 hours.
  • If you don’t see matches after 24 hours, reach out to your CSM.

Tips for Success

  • Each section must be separate—do not combine sections, even if they are combined in the LMS.
    Connect identifies sections individually based on the course identifier.
  • Changes made in your POS appear in Connect the following day, but you can request a mid-day update through Success.
  • Enable syncing as early as possible—there’s no downside.
  • Each course in Connect must have at least one ISBN in the POS adoption, even a placeholder.
    Connect cannot “see” a section without an ISBN.
  • Keep the term open through the end of classes.
  • In new catalogs, monitor Non-IA Sections for incoming data before you begin item workflows.

Common Questions

Can BSMs manually add new sections directly into Connect instead of waiting for the sync?

  • Section creation must come from your back-office system—these cannot be manually created in Connect.
  • However, you can prepare the item details in Connect while waiting for the section to arrive.
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