A MARC record file obtained from a vendor can be loaded through the Load MARC Order Records interface to create a purchase order. If the MARC records in the file have a 962 field with the appropriate order data the purchase order will be created with copy data and estimated price for each line item. If the MARC records do not have a 962 field a purchase order will still be created but the copy data and estimated price will need to be added to the line items in the purchase order manually.
Go to the Acquisitions menu and select Load MARC Order Records.
Set the form as follows:
NOTE: These settings stick to the workstation with the exception of Provider, Queue name, and the selected file for upload.
Create Purchase Order – checked [ sticky ]
Provider – Start typing the provider name and select from the list – [ select each time ]
Context Org Unit – checked – [ sticky ]
Upload to Queue – Create a new queue by typing a name in the right hand box. Give your queue a unique, meaningful name so you can locate it later if necessary. Adding a date and time to the queue name keeps that name unique. There have been some issues adding to existing queues so it is best to create a new one. [ enter each time ]
Record Match Set – Select Load Orders [ sticky ]
Merge Profile – Select Load Orders [ sticky ]
Import Non-matching Records – checked [ sticky ]
Record Source – Select Temp [ sticky ]
Merge on Best Match – checked [ sticky ]
File to Upload – [ select each time ]
- Click on the Choose File button and browse to the file you want to upload.
- Select the file and click Open
- Click the Upload button
A progress bar, with a records loaded count, will display. When the upload is complete a link to the view the purchase order and a link to view the queue will display.
- Click on the View Purchase Order link to go to the purchase order. [ open in a new tab ]
- Click on the View Import Queue link if you want to delete the queue or copy the queue to a record bucket. [opens in a new tab ]
NOTE: If the upload appears to stall (the progress bar keeps spinning, the counts for “Lineitems Processed” etc., remain “0”, and the links never display, you can do a Purchase Order Search for Pending orders created “today.”
