[OPEN-ILS-GENERAL] Loading MARC order records from vendors

[Ann-Marie Breaux]

Thank you, Elaine, Don, and Mary (and my B&T colleague Eric who replied offlist) – I appreciate all the advice and the quick responses.

We’ll sort out the specific fields and mappings with the library.

A-M

From: Open-ils-general [mailto:open-ils-general-bounces at list.georgialibraries.org] On Behalf Of Mary Llewellyn
Sent: Monday, February 22, 2016 12:02 PM
To: 'Evergreen Discussion Group'
Subject: Re: [OPEN-ILS-GENERAL] Loading MARC order records from vendors

We use tag 970, configured on the provider record in Evergreen and with the vendor (we do it ourselves on B&T’s Title Source and Ingram’s iPage, and have the vendor do it for us where we don’t have access to the vendor’s MARC configuration). We chose 970 since it was what our previous system used, so it wasn’t a major leap from profiling we’d done with our vendors pre-Evergreen.

We use

970 a = Owning library
970 b = Quantity
970 c = Call number (on the vendor side, we configure a default call number of “On Order” for all ordered materials)
970 d = Copy location (on the vendor side, we use a default of “Acquisitions”)
970 e = Circ modifier (on the vendor side, we use a default of “acquisitions”)
970 p = Estimated price (list price)
970 w = Note (lineitem notes)

We don’t include fund in the uploads. We found by eliminating fund as a variable value on the vendor’s site, it simplified things and actually saved our libraries money in the case of Title Source, since they no longer had to subscribe to B&T’s grids to enter the variable fund for each cart. Instead, our librarians apply the fund to the lineitems after the PO is loaded to Evergreen. That’s the same reason we went with defaults for the copy location and circ mod. The “On Order” call number and the Acquisitions/acquisitions settings make it quite clear to staff and public that the item is not yet in the building.

We let the system generate a temporary barcode number with an “acq” prefix when the PO is activated, which is why we don’t include that in our 970 either. That gets replaced once the item arrives and is cataloged.

We also assign a bib source we call “vendor order record” when the file is uploaded. We can use that with SQL to find records that were newly added in the load instead of matching our full cataloging records. Then we can look on OCLC for fuller versions for the “vendor order record”-labeled records and overlay them.  But that’s another story.

Mary

Mary Llewellyn
Database Manager
Bibliomation, Inc.
24 Wooster Ave.
Waterbury, CT 06708
mllewell at biblio.org<mailto:mllewell at biblio.org>




From: Open-ils-general [mailto:open-ils-general-bounces at list.georgialibraries.org] On Behalf Of Donald Butterworth
Sent: Monday, February 22, 2016 9:01 AM
To: Evergreen Discussion Group
Subject: Re: [OPEN-ILS-GENERAL] Loading MARC order records from vendors

Ann-Marie,
We always use this feature when adding bib records for purchased titles. It allows us to generate and populate purchase orders and copy/item records on import.

Field and subfields are *locally defined* in the system.

The field number (Holdings Tag) we use is 962. The subfield definitions we use are:
i - barcode
a - call number
t - circ modifier
d - collection code
l - copy location
p - estimated price
b - fund code
o - owning library
c - quantity

Unfortunately not all of the subfields needed to completely define the copy/item record are available when defining the 962 tag, thereby adding another step in the receiving process.

Once that is done, each "Holding Subfields" must be manually added to every vendor/provider record. (It would be very helpful if this configuration defaulted, whenever provider records are created ... but I digress)

Once the initial Field and subfield definitions are established, the path one takes to set up a provider record is as follows.
Admin > Server Administration >  Acquisitions > Provider > YBP
Hope that helps.
Don

On Mon, Feb 22, 2016 at 2:04 AM, Ann-Marie Breaux <ABreaux at ybp.com<mailto:ABreaux at ybp.com>> wrote:
Hi everyone,

I’m hoping you might be able to help me. YBP Library Services is a book vendor, and we have a few customers who use Evergreen. There are some who want to order on YBP’s system and then load MARC records with order data in 9xx fields to create bib records and order records in Evergreen. Based on the documentation I’ve found, this seems to be do-able.

However I can’t find any details regarding the actual 9xx data. Is it required to send the order data in certain 9xx fields, or is that configured by the library within Evergreen? If there are specific 9xx fields or order data elements that we should be outputting, I would be most grateful if someone could point me to the details.

In the Sitka documentation, I did find this:
A 970 holdings tag with subfields o, q, f, and e must included in each MARC record for the purchase order to successfully activate.

But then I couldn’t find anything explaining what should be in those 970 fields.

Thanks in advance for any guidance anyone can provide.

Ann-Marie Breaux
Vice President, Academic Service Integration
YBP Library Services
Phone/fax: +1 (678) 445-5720<tel:%2B1%20%28678%29%20445-5720>
e-mail: abreaux at ybp.com<mailto:abreaux at ybp.com>




--
Don Butterworth
Collection Management Librarian /
Faculty Associate
B.L. Fisher Library
Asbury Theological Seminary
don.butterworth at asburyseminary.edu<mailto:don.butterworth at asburyseminary.edu>
(859) 858-2227
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://libmail.georgialibraries.org/pipermail/open-ils-general/attachments/20160222/1ebaac69/attachment-0001.html>