(New) Loading MARC Order Records

A MARC record file obtained from a vendor can be loaded through the Load MARC Order Records interface to create a purchase order or a selection list. If the MARC records in the file have a 962 field with the appropriate order data the purchase order will be created with item data and estimated price for each line item. If the MARC records do not have a 962 field a purchase order or selection list will still be created but the item data and estimated price will need to be added to the line items in the purchase order or selection list, manually.

Templates

You can create and save one or more templates for the Load MARC Order Records form. One template can be set as the default so that when you go to the Load MARC Order Records interface, most of the form is already set.

Template Setup Suggestions

• Create a single template where only the provider field and the file you are uploading need to be filled in when you upload a file. Set this template as your default.
• Create a template for each provider account. You can set the most frequently used template as the default and only select a different template when you are uploading a file for a different provider account.
• If you upload files for more than one location, you can set up templates for each location (Ordering Agency).
• Etc.

To Create a Template

1. Enter a name for the template in the Apply/Create Form Template box.
2. Select the fields you want included in your template. In the image below
   • Red indicates a required field.
   • Yellow indicates an optional field.
3. Click Save Template
4. Click Mark Template as Default if you want the template to already be selected when you come to this screen.

Loading a File of Order Records

Go to the Acquisitions menu => Load MARC Order Records.

If a default template is not set, select a template or set the form as follows:

Provider – Start typing the provider name and select from the list

Ordering Agency – Select your library. It is best to select the branch [eg. Wakefield (WAK)]

Fiscal Year – Defaults to the current fiscal year.

SKIP Add to Selection List? field

Record Source – Select Temp

Record Match Set – Select Load Orders

Merge Profile – Select Load Orders

SKIP Insufficient Quality Fall-Through Profile

SKIP Best/Single Match Minimum Quality Ratio

Select or Create a Queue – Create a new queue by typing a name in the 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.

Create Purchase Order – checked [ sticky ]

SKIP Activate Purchase Order (This should always be unchecked)

Import Non-matching Records – checked [ sticky ]

SKIP Merge ON Exact Match (901c)

SKIP Merge On Single Match

Merge on Best Match – checked [ sticky ]

SKIP Load Items for Imported Records (Items will be loaded when the purchase order is activated)

File to Upload –

1. Click on the Choose File button and browse to the file you want to upload.
2. Select the file and click Open
3. Click the Upload button

A progress bar will display. When the upload is complete a link to the view the purchase order and a link to view the queue will display.

Upload Stalling: If the upload appears to stall (the progress bar keeps spinning, and the links never display, you can do a Purchase Order Search for Pending orders created “today” to find the purchase order