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 record in the file. 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.

1. Go to the Acquisitions menu ⇒ Load MARC Order Records.

2. 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

• 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.

• File to Upload - Click Choose File and select the file you want to load.

• 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)

3. Click Upload