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acq:addrecords [2020/06/18 17:41] – [Checking if Queue is Complete] tlittleacq:addrecords [2024/03/01 15:34] (current) tlittle
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-====== Add Records ======+====== Add to PO/Selection List ======
  
-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 be known as "LMOR" or "Vandelay."
-Brief records are short bibliographic records with minimal information that are often used as placeholder records until items are received. Brief records can be added to new or existing selection lists or to new or pending purchase orders.+
  
-==== Add a Brief Record to an Existing Selection List or Purchase Order ==== +It is located via **Acquisitions->Load MARC Order Records.**
-Adding brief records to a selection list or purchase order is largely the same process.+
  
-1. Open your selection list (via Acquisitions->My Selection Lists) or your purchase order (via Acquisitions->Purchase Orders.)+A video tutorial showing how to set up your fields as well as doing an upload can be found at Niche Academy: **[[https://my.nicheacademy.com/pines/course/57288|Load MARC Order Records]]**.
  
-2. From within the selection list or purchase order, select **Actions->Add Brief Record.** +**Prerequisites:** 
-{{:acq:pasted:20180726-154717.png?direct&250}}+  You must have already created at least one provider and it must be set to 'active.
 +  - You must have already created at least one fund. 
 +  - You must have already set up MARC downloads in your vendors' website(s). 
 +  - 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:**\\ 
-{{:acq:pasted:20180726-155129.png?direct&400}} +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 settingsHowever, if your form is missing any of these settingsyou will need to add them before doing an upload.
-<note important>Title is a required field. Depending on the type of itemISBN, ISSN or UPC are required.</note>+
  
-4The 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."+{{:acq:pasted:20230104-151041.png?direct}}
  
-{{:acq:pasted:20180726-155725.png?direct&400}} 
  
-You will need to link this line item to record in the catalog. +==== Setting up template ====
  
-<note warning><fc #ff0000>**If you do not link this to a record in the catalog, your order will not activate.**</fc>\\  +Once you have applied all of your default settings to be used each time you do an upload, it is best practice to create template that will automatically apply these settings each time you use the form.
-//(See: [[acq:manual:lineitemshowto#link_line_items_to_the_catalog|Link Line Items to the Catalog]].)//</note>+
  
-==== Create Brief Record and Add it to a Selection List ====+**To create template:**
  
-1. Select the New Brief Record toolbar button OR Select Acquisitions->New Brief Record from the Menu Bar.+1. Fill in all of the required fields in the form, including Ordering Agency. 
 +<note warning>Do not fill in the Provider yet.</note> 
 +2. In the field for Template name at the top of the form, enter a name like 'Default' or whatever makes sense to you.
  
-2From the Add to Selection List drop down menu, choose a selection list or enter the name of a new selection list in the field.+3Click out of the field so the form knows you entered something. (You'll see the Save Template button turn green to let you know you did it.)
  
-<note>The drop down menu displays the ten selection lists most recently edited that are owned by the user.</note>+{{:acq:pasted:20230104-151343.png?direct}}
  
-3Enter the bibliographic information into the desired fields and click Save Record.+4Click the green **Save Template** button, followed by **Mark Template as Default.**
  
-4A 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->Load MARC Order Records.**
  
-==== Add Brief Record to Purchase Order ====+<note important>Review the section above on Settings to ensure your settings are correct before doing an upload. 
 +</note> 
 +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 letter or two to narrow down the list.
  
-1Open or create purchase order. See **[[acq:purchaseorders|creating purchase order]]** for more information.+3Create a new queue by typing into the field for **Select or Create Queue**. This is a **required** field, as denoted by the red bar.
  
-2. Click the Actions menuthen **Add Brief Record.**+<note>You can name queues whatever makes sense to youas long as you don't reuse a name you've used before.</note>
  
-3Enter bibliographic information in the desired fields and click //Save Record//.+4Click "Choose File"/"Browse" to open your computer's file explorer and locate your MARC file to be uploaded.
  
-4A new line item appears on your purchase order.+5Click **Upload.**
  
-<note>Copies will be automatically added to the line item if you have set default number of copies for the provider.</note>+Once you click Upload, you will see one progress bar that says "Upload File to Server" and then large green "Processing..." text.
  
-5. To add additional brief records, select **Actions > Add Brief Record** for each additional record you wish to add.+{{:acq:pasted:20230104-151743.png?direct}}
  
-===== View/Place Orders =====+The progress bar for "Upload File to Server" will get to 100% very quickly. 
  
-You can use **View/Place Orders** to easily order additional copies of an item that is already in the catalog.+<color #ff0000>__**This does not mean your upload is complete.**__ 
 +</color>
  
-<note tip>**[[acq:addrecords#load catalog record ids|Load Catalog Record IDs]]** is more effective when working with list of additional copies of titles to be ordered.</note>+This means that your file was uploaded to the server and put in temporary place for Evergreen to start matching your titles up to bib records in the catalog (the real work being done). Leave your upload window open until you confirm either by the confirmation at the bottom of the screen, or one of the other below methods, that your upload is complete.
  
-One example use of View/Place Orders is to reorder a title that you already own that may have been damaged or lost.+If your upload is smaller (less than 10 titles or so), you will probably receive confirmation that your upload is complete. This will include a direct link to your completed purchase order and queue. This info will appear below the progress bar.
  
-1Open the bibliographic record of the title you wish to purchase.+<note tip>If your upload is larger, you will most likely *not* get the confirmationYou will need to follow the instructions below to locate your purchase order and/or queue.</note> 
 +==== 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, even though your queue does finish processing in the background.
  
-2. Select the **Other Actions** menuand choose **View/Place Orders.** +As a workaroundyou are able to check if your queue is complete in two ways:
-{{:acq:pasted:20190103-103434.png?direct&600}}+
  
-3. It should open new tab in your browserFrom here you should see the titleand buttons to **Add to Selection List, Add to Purchase Order,** or **Create Purchase Order.**+<note>Wait at least few minutes after beginning your upload before attempting either of these optionsUploads do take time! With either option, the larger the number of titles in your uploadthe longer it will take for your queue to finish processing.</note>
  
-4. Click the ticky box next to the line item, and then choose one of the following options-- +**Option #1Search for your upload queue**
-{{:acq:pasted:20190103-103755.png?direct&200}}+
  
-<fc #ff0000>**Add to Selection List**</fc>+Open a new tab in Evergreen. **<color #ff0000>Leave your tab open that has your upload running.</color>**
  
-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. This is a predictive text field and will start to auto-populate options as you start typing.+From this new tab, select **Cataloging->MARC Batch Import/Export.**
  
-{{:acq:pasted:20190103-103929.png?direct&400}}+From the tabs across the top of the page, choose **Inspect Queue**.
  
-<fc #ff0000>**Add to Purchase Order**</fc>+You will see a list of your queues, along with a Yes/No in the Complete column to know if your queue is done. If you see your queue that you just started, it will most likely still have a "No" in the Complete column. If this is the case, you can double-click on the row to get a detail page about your queue.
  
-This will bring up a pop-up. Fill in the purchase order NAME of an existing pending purchase order that you would like to add the title to. This is a predictive text field will start auto-populating as you type.+Primarily you'll be interested in two numbers in the Queue Summary: Records in Queue and Records Imported.
  
-{{:acq:pasted:20190103-104503.png?direct&400}}+{{:acq:pasted:20230104-152419.png?direct}} 
 +**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.
  
 +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.
  
-<fc #ff0000>**Create a Purchase Order**</fc>+Once your queue is complete, you may close the tab with your upload.
  
-This will bring up a pop-up to create a new purchase order. Ordering Agency and Provider are __required__ fields. Once you have completed the form, click Submit.+**Option #2: Search for your purchase order**
  
-{{:acq:pasted:20190103-104711.png?direct&400}} +Your purchase order is created as soon as you start your upload. However, it's not done processing until all of your line items say "Catalog" instead of "Link to catalog." 
-===== Load Catalog Record IDs =====+{{:acq:pasted:20230104-155127.png}} {{:acq:pasted:20230104-155359.png}}
  
-The Load Catalog Record IDs function enables you to create line items from a list of catalog records whose record IDs are saved in a CSV file.+1. Search for your purchase order and open it.
  
-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 displayYou 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 the file into Evergreen, and create a purchase order for the items.+2. You can see if any of your line items still say "Link to catalog" easily by doing Ctrl+F on your keyboard, and typing "link." If the word appears anywhere on the pageit will find it and you can see if your PO is still processing.
  
-Record IDs are auto-generated digits associated with each recordThey are found in the //Record Summary// that appears at the top of each record in the catalog.+3Once 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 =====
  
-<note tip>If you only want to order additional copies of one or two titles then using View/Place Orders is faster.</note>+"Brief records" are mainly used when you need to add a line item on a PO manually. Some possible examples would be if you were entering titles for an Amazon order--you wouldn't have a file to upload that would have prepopulated your PO for you, so you might be manually entering info about the titles you're going to order.
  
-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 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.+To create a brief record:
  
-2Save the CSV file to your computer.+1Within a PO, go to the **Actions** menu and choose **Add Brief Record.**
  
-3. In Evergreen, select //Acquisitions→Load Catalog Record IDs//.+{{:acq:pasted:20230104-161028.png?direct}}
  
-4Click //Load More Terms//.+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.
  
-5. Locate the desired file and click //Open//.+Otherwise, you can enter as much information as you like into this form to populate the line item.
  
-6. The screen will display the number of terms (record IDs) that have been loadedClicking //Load more terms// again will allow you to load an additional file of record IDs.+<note>Title is the only required field, the others are optional.</note> 
 +===== View/Place Orders =====
  
-7Click //Retrieve Records//.+View/Place orders is an option when browsing the catalog to create a line item from a record that already exists in the catalogOne 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.
  
-8The records will appear as line items.+1Pull up a particular bib record in the catalog.
  
-9You can save the line item(s) to a selection listcreate a purchase order or add to a purchase order.+2From the Other Actions menu button on the far rightchoose **View/Place Orders**.
  
-  Save the line item(s) to a selection list by checking the box(es) adjacent to the desired line item(s) and selecting //Actions→Save Items to Selection List//. +{{:acq:pasted:20230104-161740.png?direct}}
-  - 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 any existing selection list created by any user at your library. +
-  - Create a purchase order from the line item(s) by checking the box adjacent to the desired line item(s) and selecting //Actions→Create Purchase Order//. +
-  - Add the line item to an existing purchase order by checking the box adjacent to the desired line item(s) and selecting //Actions→Add to Purchase Order//.+
  
-===== Load MARC Order Records =====+3. From here you have several options. You can: 
 +  * Create a Selection List 
 +  * Add to an existing selection list 
 +  * Create a purchase order 
 +  * Add to an existing purchase order
  
-Load MARC Order Records is the main method of loading bib records into the database and creating either a selection list and/or purchase order.+If you have already made any orders that are associated with this bib record, you will also see them listed on the page.
  
-Load MARC Order Records is also colloquially as "LMOR" or "Vandelay."+{{:acq:pasted:20230104-162035.png?direct}}
  
-It is located via **Acquisitions->Load MARC Order Records.**+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.
  
-==== Prerequisites ==== +{{:acq:pasted:20230104-162246.png?direct&400}}
-There are a few prerequisites for using the Load MARC Order Records page.+
  
-  - You must have already [[acq:providers#create_a_provider|created at least one provider]] +You will need to enter your Ordering Agency and Provider. You can also enter a Name if you like, but it'not required. Once done, click Create. You'll then be redirected to your new purchase order, and will see the line item that you just added.
-  - You must have already [[acq:funds#create_a_fund|created at least one fund]] +
-  - You must have already set up [[acq:marcdownloads#marc_downloads|MARC downloads]] in your vendorswebsite(s+
-  - 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:marcdownloads#grids|must exactly match branch and fund]] (if applicable) info in Evergreen+
  
 +To **Add to Purchase Order**, once you've clicked the button a field to the right of the button will appear.
  
-==== Vandelay Settings ====+{{:acq:pasted:20230104-162407.png?direct}}
  
-{{:acq:pasted:20190412-074907.png?direct}}+You will need to enter the **name** of an existing **pending** PO to add this line itemOnce you've found the PO, click Apply and you will be redirected to your PO. 
 +===== Load Catalog Record IDs =====
  
-<note>The fields shaded in pink are **<fc #ff0000>required</fc>** fieldsIf you neglect to fill out these fields, you will either immediately receive an error message or your upload will not process correctly. The fields shaded in yellow depend on what kind of upload you are doing.</note>+Load Catalog Record IDs are for specialized circumstances, and are similar to View/Place Orders only done in batchYou will need a list of bib record IDs (not TCNs)which means you will probably have to have run some sort of report prior to using this function.
  
-**To create a purchase order but no selection list:** +Additionallyalthough you can have other information in the CSV file, like titleauthoretc. the **first** column must be the bib record ID.
-  * Check "Create Purchase Order" +
-  * Leave "Add to Selection List" blank +
- +
-**To create a selection list but no purchase order:** +
-  * Leave "Create Purchase Order" unchecked +
-  * Select an __already created__ selection list from the "Add to Selection List" drop-down box +
- +
-**To create a purchase order __and__ add to a selection list:** +
-  * Check "Create Purchase Order" +
-  * 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 stickyso 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: +
-{{:acq:pasted:20180724-160512.png}} +
-**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/Single Minimum Quality Ratio:** 0.0\\ +
-**Insufficient Quality Fall-Through Profile:** Match-Only Merge\\ +
-**Load Items for Imported Records:** [__un__checked] +
- +
-==== Performing an Upload ==== +
-To upload a MARC file that you have downloaded from your vendoryou may open Vandelay by going to **Acquisitions->Load MARC Order Records.** +
- +
-Review the section above on [[acq:addrecords#vandelay_settings|Vandelay Settings]] to ensure your settings are correct for the type of upload you will be doing. +
- +
-**Provider:** This is a predictive text field; you may type the first few letters of one of your providers' codes to locate the provider.\\ +
-{{:acq:pasted:20180724-165149.png?direct&400}} +
- +
-**Context Org Unit:** Should be set at your system level. +
-{{:acq:pasted:20180724-165227.png?direct&400}} +
- +
-**Or create a new queue:** As noted abovethis is a required field. Name the queue something unique that has not been used before but that makes sense to you. +
-{{:acq:pasted:20180724-165320.png?direct&600}} +
- +
-**File to upload:** Click "Choose File" to open your Windows folder explorer and locate your MARC file that is to be uploaded.\\ +
-{{:acq:pasted:20180724-165418.png?direct&400}} +
- +
-Click **Upload.** +
- +
-Once you click Uploadyou will see the progress bar spinning. +
-{{:acq:pasted:20180724-165635.png?direct&400}} +
- +
-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. +
- +
-{{:acq:pasted:20180724-165722.png?direct&400}} +
- +
-If your upload is larger or a fair amount of time has gone by and you have not received the confirmation links, review the section below to check and see [[acq:addrecords#checking_if_queue_is_complete|if your upload is complete]]. +
- +
- +
-==== Checking if Queue is Complete==== +
-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. +
- +
-<note important>After beginning your upload, and giving it a few minutes (5+), you may continue with these instructions.</note> +
- +
-Open a new tab in Evergreen. Leave your tab open that has your upload running. +
- +
-From this new tab, select **Cataloging->MARC Batch Import/Export.** +
-{{:acq:pasted:20180724-163807.png?direct&400}} +
- +
-Click **Inspect Queue.** +
-{{:acq:pasted:20200618-133434.png?direct&400}} +
- +
-<note>Alternately, you can go directly there with this link: **https://gapines.org/eg2/en-US/staff/cat/vandelay/queue**</note> +
- +
-You will see a list of your queues, along with a Yes/No if your queue is done. You should see the queue that you just started, which will probably also say "Complete: No". +
- +
-{{:acq:pasted:20200618-133943.png?direct&400}} +
- +
-Double-click on the row, and you will be able to see more information about your queue. Primarily you are interested in two numbers in the Queue Summary: Records in Queue and Records Imported. +
- +
-{{:acq:pasted:20200618-134108.png?direct&600}} +
- +
-**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 purchase order, you may locate your new purchase order by going to **Acquisitions->Purchase Orders** and doing the following search:+If you already have CSV file that meets these criteria, you can go to **Acquisitions->Load Catalog Record IDs**.
  
-{{:acq:pasted:20180724-171611.png?direct&600}}+{{:acq:pasted:20230104-162940.png?direct&400}}
  
-**PO - Ordering Agency** [is] [YOUR SYSTEM]\\ +Use the Browse/Select File button to locate your CSV file, then click "Retrieve Records."
-**PO - Creation Time** [is] [TODAY'S DATE]+
  
-If your upload included a selection list, you can locate your selection list by going to **Acquisitions->My Selection Lists.**+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** to add these line items to a new purchase order, or **Add to Purchase Order** to add to an existing Pending purchase orderYou will need to know the **name** of the PO to add to an existing one.
  
 +{{:acq:pasted:20230104-163432.png?direct&400}}
acq/addrecords.1592502075.txt.gz · Last modified: 2020/06/18 17:41 by tlittle