Entering orders exported from oclc select

 

 

Requisitions Team members use this procedure to export orders from OCLC Select and  create Purchase Orders for selected titles.

 

 

Step 1

Exporting orders from OCLC Select

• Refer to the Retrieving Orders from OCLC Select document for instructions on how to export OCLC Select records.

 

Step 2

Importing orders to Voyager

• Open the Cataloging module:  Select a cataloging location.

 

• Open the Acquisitions module:  Select a receiving location.

 

• Click the New Purchase Order icon.

 

• Enter the proper information in the fields depending on the order unit and what you are ordering.  Choose the vendor based upon publisher, hardback vs. paperback and/ or special instructions from the order unit.  For example, CMIT orders list the vendor in the 939 field.  Note:  for vendors listed by CMIT, search the vendor in Acquisitions. If the vendor is not found, create a new vendor.  See Creating Vendor Records.   For all other orders, see the list of  major vendors.

 

• Click Save.

 

• To retrieve the records downloaded to the hard drive, click the Add Line (Bib Import) button.  If adding a provisional record, click Add Line (Template); if  adding an edition or an add copy to a record already in the database, click Add Line (Bib Search).

 

• Double click the OCLC directory.  

 

• Choose the dat file for the session in which the OCLC Select records were downloaded.  For example:  if orders were downloaded for CMIT, click the Selms.dat file.  Either double click the dat file icon, or click once on the icon and then click the Open button.  This will bring up the title list window.

 

• Make printouts of the records:  click once on a record to highlight.  Click the MARC button.  In the next window, click print, then, click close—this will bring you back to the title list.  Repeat with all the records in the list.  Use the printed records to determine the vendor assignment for each title.  Batch the printouts together by vendor—this will make it easier to import the records to the PO.

 

• To import the records, highlight each title that will be ordered from a particular vendor.  Hint:  to skip between records, hold down the ctrl key and click once on each desired title.  Make sure the “Delete from file after import” box is checked. 

 

• After the records are selected, click the Import button.  During import, if the “Duplicate found…Link item to duplicate?” message is displayed, click no to the prompt.  This means the title is already in the system and has been ordered and/or received.  Pull the title from the printout stack and search cataloging to be sure it is an actual duplicate.  If so, toss the printout.  If not, determine why the record is matching a record in Voyager—consultation with a cataloger might be needed at this point.  Also, be sure the order is not for a replacement or add copy—this will be indicated in the 939 information.  If  uncertain if the order is a replacement, consult the order unit representative who entered the order into OCLC Select.    If ordering a replacement title for a book, see the Orders for Replacements–Books section at the end of this document.

 

• Click once on a line item to highlight.

 

• Click the MARC button to bring up the title in Cataloging.

 

• If ordering a paperback, and two 020 fields are present on the bibliographic record, cut and paste the ISBN’s so that the paperback is the first ISBN to appear in the bib record.  Click the Save to DB icon.

 

• Copy the 939 information from the 939 field (paste this information into the line item details “Notes” field).

 

Step 3

Adding Information to the Purchase Order

 

• Bring up the purchase order and click the Details button.  Click the Notes tab first and paste the 939 information copied from the bib record into the body of the notes field.  For multi-volume sets, or serial editions, note the volume number and ISBN, if available, in the Instructions to Vendor field. For CMIT orders: copy the ISBN or ITEM number from the 939 field and paste into the Instructions to Vendor field. If ordering a multi-volume VHS/DVD/etc. set, type "Vol.#" before the ISBN/ITEM#.  Click the Save button that appears in the Notes window.

 

• If you have a “plated” fund and/or a faculty requester, click the Delivery Options button and enter the fund in the Donor field and the faculty requester in the Requester field.  Note:  the faculty requester is the “fac/initials” information that appears in some 939 fields, for example:  fac/mw.  If the order is RUSH, make sure the Rush box is checked. Do not add RUSH orders to purchase orders that contain non-RUSH orders. [See the RUSH Orders section below for more information regarding RUSH Orders]. Click the Save button in the Delivery Options tab window.

 

• Click the Price tab and enter the item price that appears in the 939 information.  Click the Save button that appears in the Price tab window.

 

• Click the Copies/Funds tab and click the Add button.  Find the appropriate fund tree for the fund to which the item is being charged.  Hint: click exactlyon the + when choosing the ledgers, funds and fund subjects.  When the proper fund has been chosen, click the Save and Close buttons that appear in the Copies/Funds window.

 

• If ordering a part of a set, or serial, click the Type tab and select Multi-part from the drop down menu.  Click the Save button in the Type window.  Hint: once you choose a “type,” the Save button will become active. 

 

• Click the Save and Close buttons in the line item menu bar. 

 

• Repeat the steps on the rest of the line items.

 

 

RUSH Orders

Follow the same procedures as above with the following exceptions:

 

•  Do not add RUSH orders to purchase orders that contain non-RUSH orders.

 

• Click the Footer tab on the purchase order window and click the Rush box..

 

• Check the Rush box in the Delivery Options window for each RUSH order line item.

 

 

Orders for Replacements—Books

 

• Search the title in the Cataloging module by using the title (staff view) search.

 

• If a bib record is found for the owning library, which the order is being placed, go to A.  If a record is not found , go to B.

 

A.  Open the bib record and make sure it is an exact match.  If it is an exact match, check to see if the bib record has been suppressed.  If it has been suppressed, unsuppress the bib record only.  Create a new MFHD for the replacement title being ordered:

 

• Click the New Hldgs icon.

 

• Click the New button.

 

• In the 852 field, highlight everything after the |b and type the location.  (This will delete the default information that appeared when the new holding record window opened).

 

• Click the Save to DB icon.  In the Acquisitions line item, link the order to this holding location in the Copies/Funds section of the line item details.

 

• Add a 939 field to the bib record and transfer the order information from the OCLC Select record.  Also, pay close attention to the fund provided in the 939 information.

 

 

B.  Import the record into Voyager and treat it as any other order, however, pay close attention to the fund provided in the 939 information.

 

 

 

AM 12/3/01

 

This page has been visited times since 04/05/05

 

For questions about the content of this page, please contact Andy Maupin amaupin@mail.smu.edu

This page is maintained by Angela Laack and John Milazzo.

Last updated 12/04/2001