acq:addrecords
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acq:addrecords [2019/01/03 16:40] – [View/Place Orders] tlittle | acq:addrecords [2024/03/01 15:34] (current) – tlittle | ||
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- | ====== Add Records | + | ====== Add to PO/ |
- | There are various methods that can be used to add order records to selection lists or purchase orders. Brief records can be created manually, order records from vendors can be loaded, Evergreen reports can be used to identify and load records from the catalog, and the OPAC’s View/Place Orders button for Staff can be used to add records to a selection list or purchase order. | + | ===== Load MARC Order Records ===== |
+ | Load MARC Order Records is the main method of loading bib records into the database and creating a selection list and/or a purchase order. | ||
- | ===== Brief Records | + | Load MARC Order Records can also colloquially |
- | Brief records are short bibliographic records with minimal information that are often used as placeholder records until items are received. Brief records | + | |
- | ==== Add a Brief Record to an Existing Selection List or Purchase Order ==== | + | It is located via **Acquisitions-> |
- | Adding brief records to a selection list or purchase order is largely the same process. | + | |
- | 1. Open your selection list (via Acquisitions-> | + | A video tutorial showing how to set up your fields as well as doing an upload can be found at Niche Academy: **[[https:// |
- | 2. From within the selection list or purchase order, select | + | **Prerequisites: |
- | {{: | + | - You must have already created at least one provider and it must be set to ' |
+ | - You must have already created at least one fund. | ||
+ | - You must have already set up MARC downloads in your vendors' | ||
+ | - PINES staff must have already set up your 962 holdings tags in your provider profile(s). | ||
+ | - [If using grids] Grid info from vendor websites must exactly match branch and fund (if using) info in Evergreen | ||
- | 3. Enter the bibliographic information into the desired fields and click **Save Record.** | + | **Required Fields:**\\ |
- | {{: | + | In general, the form will let you know which fields are required by a red bar at the beginning of the field. Some fields are prepopulated from PINES-wide settings. However, if your form is missing any of these settings, you will need to add them before doing an upload. |
- | <note important> | + | |
- | 4. The new line item has now appeared on your selection list or purchase order. However, do note that beneath the title you will see "link to catalog." | + | {{: |
- | {{: | ||
- | You will need to link this line item to a record in the catalog. | + | ==== Setting up a template ==== |
- | <note warning>< | + | Once you have applied all of your default settings to be used each time you do an upload, it is best practice |
- | //(See: [[acq: | + | |
- | ==== Create | + | **To create |
- | 1. Select | + | 1. Fill in all of the required fields in the form, including Ordering Agency. |
+ | <note warning>Do not fill in the Provider yet.</ | ||
+ | 2. In the field for Template name at the top of the form, enter a name like ' | ||
- | 2. From the Add to Selection List drop down menu, choose a selection list or enter the name of a new selection list in the field. | + | 3. Click out of the field so the form knows you entered something. (You' |
- | < | + | {{: |
- | 3. Enter the bibliographic information into the desired fields and click Save Record. | + | 4. Click the green **Save Template** button, followed by **Mark Template as Default.** |
- | 4. A new line item appears on your selection list. | + | Now the next time you open Load MARC Order Records, all of your fields--except Provider and Queue Name--will be already populated for you. |
+ | ==== Doing an Upload ==== | ||
+ | To upload a MARC file that you have downloaded from your vendor, you can open Load MARC Order Records by going to **Acquisitions-> | ||
- | ==== Add a Brief Record | + | <note important> |
+ | </ | ||
+ | 2. Select the provider account you will be using for this order. You can click into the field for **Provider** and it will provide a dropdown list of your providers. If your list is long or you don't see what you're looking for, you can type in a letter or two to narrow down the list. | ||
- | 1. Open or create | + | 3. Create a new queue by typing into the field for **Select |
- | 2. Click the //Add Brief Record// button | + | < |
- | 3. Enter bibliographic information in the desired fields | + | 4. Click " |
- | 4. A new line item appears on your purchase order. | + | 5. Click **Upload.** |
- | < | + | Once you click Upload, you will see one progress bar that says " |
- | 5. To add additional brief records, select // | + | {{: |
- | ===== View/Place Orders ===== | + | The progress bar for " |
- | You can use **View/Place Orders** to easily order additional copies of an item that is already in the catalog. | + | <color # |
+ | </ | ||
- | <note tip> | + | This means that your file was uploaded to the server and put in a temporary place for Evergreen to start matching your titles |
- | One example use of View/Place Orders | + | If your upload |
- | 1. Open the bibliographic record of the title you wish to purchase. | + | <note tip>If your upload is larger, you will most likely *not* get the confirmation. You will need to follow |
+ | ==== Checking if Upload is Complete ==== | ||
+ | There is an ongoing bug affecting Evergreen where doing larger (10+ titles) uploads, the LMOR screen does not update when the upload is complete. The upload progress bar remains running indefinitely, | ||
- | 2. Select the **Other Actions** menu, and choose **View/ | + | As a workaround, you are able to check if your queue is complete in two ways: |
- | {{:acq: | + | |
- | 3. It should open a new tab in your browser. From here you should see the title, and buttons | + | < |
- | 4. Click the ticky box next to the line item, and then choose one of the following options-- | + | **Option #1: Search for your upload queue** |
- | {{:acq: | + | |
- | -->**Add to Selection List** | + | Open a new tab in Evergreen. |
- | Clicking this button will bring up a pop-up. Choose either //Save as Selection List// and type in the name of a NEW selection list, or //Add to Selection List// and type in the name of an EXISTING selection list created by any user at your library. | + | |
- | {{: | + | |
+ | From this new tab, select **Cataloging-> | ||
+ | From the tabs across the top of the page, choose **Inspect Queue**. | ||
- | 5. //Add to Purchase Order// | + | You will see a list of your queues, along with a Yes/No in the Complete column |
- | 6. //Create Purchase Order// will bring up a pop up. | + | Primarily you'll be interested in two numbers in the Queue Summary: Records in Queue and Records Imported. |
- | ===== Load Catalog Record IDs ===== | + | {{: |
+ | **Records in Queue** is the total number of titles that your upload contains. **Records Imported** is the number of titles that have been processed. When the two numbers are the same, your upload is complete. | ||
- | The Load Catalog Record IDs function enables | + | Because this page is scoped to your specific queue, you can refresh this page as much as you like. This way you can open the page for your queue, then occasionally refresh the page to see if your upload is complete. |
- | This is useful if you want to order copies of items that your organization already owns. For example, you run a copy/hold ratio report to identify how many copies you have available compared to the number of holds that are on your Hot Fiction display. You decide that you want to order an extra copy of six titles. Your copy/hold ratio report includes the record ID of each title. You can save the record IDs into a CSV file, upload | + | Once your queue is complete, you may close the tab with your upload. |
- | Record IDs are auto-generated digits associated with each record. They are found in the //Record Summary// that appears at the top of each record in the catalog. | + | **Option #2: Search for your purchase order** |
- | <note tip>If you only want to order additional copies of one or two titles then using View/Place Orders | + | Your purchase |
+ | {{: | ||
- | 1. Create a CSV file with the record ID of each catalog record in the first column of the spreadsheet. You can create this CSV file from a spreadsheet generated by a report, as suggested in the aforementioned example. You can also copy and paste record IDs from a catalog record into a spreadsheet that you then save as a CSV file. | + | 1. Search for your purchase order and open it. |
- | 2. Save the CSV file to your computer. | + | 2. You can see if any of your line items still say " |
- | 3. In Evergreen, select // | + | 3. Once all of your line items say "Catalog" you are okay to activate the order or modify any of the line items as needed. |
+ | ===== Brief Records ===== | ||
- | 4. Click //Load More Terms//. | + | "Brief records" |
- | 5. Locate the desired file and click //Open//. | + | To create a brief record: |
- | 6. The screen will display | + | 1. Within a PO, go to the **Actions** menu and choose **Add Brief Record.** |
- | 7. Click //Retrieve Records//. | + | {{: |
- | 8. The records will appear as line items. | + | The first field in the form is for Estimated Price. **Do not use this field.** There is a PINES customization that blocks this from writing the value to the line item, so anything you enter there won't be saved. You'll have to enter the price into the line item once it's created. |
- | 9. You can save the line item(s) to a selection list, create a purchase order or add to a purchase order. | + | Otherwise, you can enter as much information as you like into this form to populate |
- | - Save the line item(s) to a selection list by checking the box(es) adjacent to the desired line item(s) and selecting // | + | < |
- | - Either //Save as Selection List// | + | ===== View/Place Orders ===== |
- | - Create a purchase order from the line item(s) by checking the box adjacent to the desired line item(s) and selecting | + | |
- | - Add the line item to an existing purchase order by checking the box adjacent to the desired line item(s) and selecting | + | |
- | ===== Load MARC Order Records ===== | + | View/Place orders is an option when browsing the catalog to create a line item from a record that already exists in the catalog. One use case might be if you were weeding damaged items and wanted to reorder, you could add those items to a PO while removing them from the catalog. |
- | Load MARC Order Records is the main method of loading | + | 1. Pull up a particular |
- | Load MARC Order Records is also colloquially as " | + | 2. From the Other Actions menu button on the far right, choose **View/ |
- | It is located via **Acquisitions->Load MARC Order Records.** | + | {{: |
- | ==== Prerequisites ==== | + | 3. From here you have several options. You can: |
- | There are a few prerequisites for using the Load MARC Order Records page. | + | * Create |
+ | * Add to an existing selection list | ||
+ | * Create a purchase order | ||
+ | * Add to an existing purchase order | ||
- | - You must have already | + | If you have already |
- | - You must have already [[acq: | + | |
- | - You must have already set up [[acq: | + | |
- | - PINES staff must have already set up your 962 holdings tags in your provider profile(s) | + | |
- | - //[If using grids]// Grid info from vendor websites [[acq: | + | |
+ | {{: | ||
- | ==== Vandelay Settings ==== | + | To **Create Purchase Order**, once you click the button you will see the normal screen for when you're manually creating a new purchase order. |
- | {{: | + | {{: |
- | < | + | |
- | **To create | + | You will need to enter your Ordering Agency and Provider. You can also enter a Name if you like, but it's not required. Once done, click Create. You'll then be redirected |
- | * Check "Create | + | |
- | * Leave " | + | |
- | **To create a selection list but no purchase order:** | + | To **Add to Purchase Order**, once you've clicked |
- | * Leave " | + | |
- | | + | |
- | **To create a purchase order __and__ add to a selection list:** | + | {{:acq: |
- | * Check " | + | |
- | * Select an __already created__ selection list from the "Add to Selection List" drop-down box | + | |
- | The secondary portion of the LMOR screen are all settings defined by PINES. These fields are all sticky, so you should only have to set them once and they will already be set the next time you access the screen. Your page should match the settings below: | + | You will need to enter the **name** of an existing |
- | {{: | + | ===== Load Catalog Record IDs ===== |
- | **Record Match Set:** PINES General Matchset\\ | + | |
- | **Merge Profile:** Match-Only Merge\\ | + | |
- | **Import Non-Matching Records:** [checked]\\ | + | |
- | **Record Source:** Acquisitions Import\\ | + | |
- | **Merge on Exact Match (901c):** [__un__checked]\\ | + | |
- | **Merge on Single Match:** [__un__checked]\\ | + | |
- | **Merge on Best Match:** [checked]\\ | + | |
- | **Best/ | + | |
- | **Insufficient Quality Fall-Through Profile:** Match-Only Merge\\ | + | |
- | **Load Items for Imported Records:** [__un__checked] | + | |
- | ==== Performing an Upload ==== | + | Load Catalog Record IDs are for specialized circumstances, |
- | To upload | + | |
- | Review the section above on [[acq: | + | Additionally, although |
- | + | ||
- | **Provider: | + | |
- | {{: | + | |
- | + | ||
- | **Context Org Unit:** Should be set at your system level. | + | |
- | {{: | + | |
- | + | ||
- | **Or create a new queue:** As noted above, this is a required field. Name the queue something unique that has not been used before but that makes sense to you. | + | |
- | {{: | + | |
- | + | ||
- | **File to upload:** Click " | + | |
- | {{: | + | |
- | + | ||
- | Click **Upload.** | + | |
- | + | ||
- | Once you click Upload, you will see the progress bar spinning. | + | |
- | {{: | + | |
- | + | ||
- | If your upload is smaller (less than 10 titles or so), you will probably receive the confirmation that your upload is complete below the spinning progress bar. | + | |
- | + | ||
- | {{: | + | |
- | + | ||
- | If your upload is larger or a fair amount of time has gone by and you have not received | + | |
- | + | ||
- | + | ||
- | ==== Checking if Queue is Complete==== | + | |
- | As of July 2018, there is an ongoing bug affecting PINES where doing larger (10+ titles) uploads, the LMOR screen does not update when the upload is complete. The upload progress bar remains running indefinitely. | + | |
- | + | ||
- | As a workaround, you are able to check if your queue is complete before searching for it via the Purchase Order or Selection List searches. | + | |
- | + | ||
- | After beginning your upload, and giving it a few minutes (5+), you may continue with these instructions. | + | |
- | + | ||
- | Open a new tab in Evergreen. Leave your tab open that has your upload running. | + | |
- | + | ||
- | From this new tab, select | + | |
- | {{: | + | |
- | + | ||
- | Click **Inspect Queue.** | + | |
- | {{: | + | |
- | + | ||
- | From the drop-down menu, choose **Acquisitions Records.** | + | |
- | {{: | + | |
- | + | ||
- | From this screen, you will see a list of your queues. Click on the queue of your current upload. | + | |
- | {{: | + | |
- | + | ||
- | From here you will see more information about your queue. Primarily you are interested in two numbers in the Queue Summary: Records in Queue and Records Imported. | + | |
- | + | ||
- | {{: | + | |
- | + | ||
- | **Records in Queue** is the total number of titles that your upload contains. **Records Imported** is the number of titles that have been processed. When the two numbers are the same, your upload is complete. | + | |
- | + | ||
- | Once your queue is complete, you may close the tab with your upload. | + | |
- | If you did an upload that created | + | If you already have a CSV file that meets these criteria, you can go to **Acquisitions-> |
- | {{: | + | {{: |
- | **PO - Ordering Agency** [is] [YOUR SYSTEM]\\ | + | Use the Browse/ |
- | **PO - Creation Time** [is] [TODAY' | + | |
- | If your upload included a selection | + | A list of line items built from those records (similar to how they appeared in View/Place Orders) will appear. From the **Actions** menu, you can **Create a Purchase Order** |
+ | {{: |
acq/addrecords.1546533620.txt.gz · Last modified: 2019/01/03 16:40 by tlittle