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How do colleges batch load order records in Aleph?
KBA-01403-J8V9
Question
How do I batch load order records in Aleph?
Answer

The Aleph Batch Loading Order Records process helps libraries by providing a way to create order records in a batch mode after uploading a file of MARC records in Aleph. This will help eliminate unnecessary double-entry of acquisitions records.

Staff may use one of two processes to batch load order records into Aleph:

 

  • Use Aleph v. 23's upload feature and batch load a file of MARC records using Aleph's General ADM and Orders Creation service and the Bulk Ordering service. It is necessary to contact FLVC before using this service. 

 

  • Load Electronic Order Confirmation Records (EOCRs) from Yankee Book Peddler. This process involves Aleph table configuration and it is very important to contact FLVC early so that FLVC can be involved in coordinating the profiles with the library and YBP. It is necessary to contact FLVC before using this service.



Batch Loading Order Records in LINCC


The LINCC Batch Loading Order Records process helps libraries by providing a way to create order records in a batch mode after uploading a file of MARC records in LINCC. This will help eliminate unnecessary double-entry of acquisitions records.


The process is completed in four steps:

 

1.      Use a vendor’s online ordering product to download and rename a file of MARC records.


2.      Upload the file of MARC records in LINCC for processing by FLVC.


3.      Use the General ADM and Orders Creation service to create ADM and order records in LINCC.


4.      Use the Multi Order Index service to assign a vendor and budget to the group of orders.


 

Step 1: Download and Rename a File of MARC Records



1.      Create a “cart” of books in a vendor’s online ordering product. Any vendor that supports file downloads in .mrc format may be used.

2.      After the list is ready, locate the feature on the vendor’s online ordering product that enables the titles to be downloaded or saved – and then download/save the list as a file of MARC records to your local computer.

Note: The file must be saved in .mrc format and must begin with the five-letter designation of the sublibrary for which the order is being made. If the vendor does not support a download in .mrc format, the LINCC batch loading process cannot be used.

 

3.      Rename the file so that the first part of the file name includes the five-character sublibrary code and two characters representing the vendor. For example: mjcbrbt.

Use the following vendor designations: Baker & Taylor = bt, Ingram = in, Midwest = mw, Quality = ql,Yankee Book Peddler = yk, and Coutts = ct. If additional vendors will be used, contact FLVC so that a naming convention can be created and added to the list.


 


Step 2: Upload the File of MARC Records for Processing


The MARC record files should be uploaded for processing using Aleph v. 23's upload/download feature.

 

1.      Follow the instructions found on the FALSC Libguides page to use the Aleph version 23 upload/download feature  to upload a .mrc file: http://falsc.libguides.com/c.php?g=850314&p=6083892

2.      Confirm that the file name meets the required format described on Step 1.

3.      After the file has been uploaded into Aleph, email help@flvc.org to let FALSC know a file has been uploaded. Include the filename in your email. 


Once the file has been uploaded to LINCC, FLVC will process the MARC records in the same way that outsourced records are processed. A 72-hour turnaround time is required.

MARC records will be loaded and saved as one or two files. The .sys file extension is used for new records in LINCC, and the .sysm file extension is used for bibliographic records that match existing records in LINCC. Each of these files needs to be processed separately using the instructions in steps 3 and 4.

Bibliographic records for which there are multiple matching records in LINCC cannot be loaded into the system. Therefore, the Batch Order Record Creation process cannot be used with these records, and order records for these titles must be created manually.

When the file has been processed, a confirmation message will be sent to the e-mail address provided on the Batch Order Upload form. The message will provide general instructions as well as the file name(s) of the loaded MARC records. Records that could not be loaded are listed at the end of the e-mail. These records must be added manually to LINCC and order records must be created manually.


 


Step 3: Create ADM and Order Records


After the MARC records have been loaded in LINCC, two services should be run to create ADM and order records and to link the order records to vendor and budget records. The first service is the General ADM and Orders Creation (acq-24) service. The second service is described in step 4.



1.      On the Services menu, point to Other, and then click General ADM and Orders Creation. The submittal form will appear. This form will create ADM records and order records based on criteria entered on the form.

     image25.jpg (453×302)

 

2.      Complete the following fields:

§   Input File: Enter the file name of the file containing the MARC records that were loaded in LINCC. This file name can be found in the e-mail message generated by the MARC record load process. If more than one file is identified in the email, enter each one on separate submittal forms.

§   Order Number 2: Enter the text that will appear in this field on each order record. (In this example, QUALITY1 has been entered.) The text cannot be repeated on two different submittal forms; a second form must contain different text.

§   Sublibrary: Choose a sublibrary from the list.

§   Order Unit: Leave this field blank.

§   Method of Acquisition: Choose a method of acquisition from the list.

§   Order Status: Select New.

§   Estimated Date of Arrival: Select an Estimated Date of Arrival from the calendar or leave blank.

§   Use ISBN to Assign Vendor: Select No.

§   Default Vendor Code: Click the list icon to view the vendor code list, and then select a vendor code. This vendor will be linked to all orders that are created.

3.      When finished, click Submit.


 Step 4: Use Bulk Ordering


Bulk Ordering is used to assign a vendor and budget to the group of orders.

 

1.      After new orders have been created, on the Orders Search activity tab, click the Bulk Ordering node.

2.      In the upper pane, complete the Order Number 2 field. (In the example below, BATCH3 has been entered.) Filter the list by Sublibrary, Order Group, or From/To Open Date as necessary.

    image26.jpg (575×82)

3.      Click Refresh Filter. All new orders that have the same Order Number 2 and other filters used will be listed.

4.      Click Order All to order all titles in the list. To send some of the orders, press the CTRL key and select the orders to be sent. Click Order. The Multi Order Form window will appear.

    image27.jpg (507×335)

 

5.      Complete the following fields:

§   Vendor Code: Click the list icon image13.gif (23×29) to view the vendor list, and then select a vendor code. To order these as a group, they must all be from the same vendor.

§   Handle Order As: Select Sent to Vendor or Ready to Send to Vendor from the drop-down menu. If Ready to Send to Vendor is selected, use the “Send List of Orders to a Vendor” service to complete the ordering process.

§   Material Type: Select the appropriate material type from the drop-down menu.

§   Acquisition Method: Select the appropriate acquisition method from the drop-down menu.

§   Order Number 3: Enter an appropriate value.

§   Material Format: Not used.

§   Order Group: Select from the drop-down list.

§   Number of Units: Enter 1. To order these items as a group, the number of units per title must be the same. Number of Units on this form refers to the number of units per title, not the total number of units in the order.

§   Quantity Note: Enter a note if desired.

§   Create Item Records: Clear this check box if item records on the order forms were created. If item records were not created at the time new orders were added, select this check box to create item records now.

§   Encumber Budget: If a budget was not encumbered, it can be done now by clicking the list icon image14.gif (23×29) and selecting a budget from the budget list. The system will not allow an order to be sent to the vendor without an assigned budget. If a budget on the order form is different than the budget specified on this form, the budget specified on this form will take precedence. When the system updates the Order Index, it will encumber funds against the budget specified on this form. To order these as a group, they must all use the same budget.

6.      Click OK. The total price of the order will be calculated based on the price information entered on each order form.

§   If the Create Item Records check box was selected, the Multi Items form will appear. Complete the following fields. When finished, click Add and then click OK

o    Sublibrary: Select from the drop-down list.

o    Collection: Select from the drop-down list.

o    No. Units: Enter the number 1.

     image28.jpg (433×198)

 

§   If the Create Item Records check box was not selected, when prompted to continue, click Yes.

7.      One or two letters will appear, depending on the status selected in the
Handle Order As field on the Multi Order Form. Print these letters, if desired.


 


 

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