:04 | Presentation of using Data Import to create orders with MARC records | Kimberly Wiljanen | 2 URLs for field mapping and creating job profiles that I have placed in the Chat Order creation is a segment in Molly’s introduction to Orchid and is available on EBSCO Academy. It is available for any EBSCO libraries with a Connect account to view: https://connect.ebsco.com/s/share-video-authenticated?&vtui__mediaId=a1h5a00000AVPJIAA5 Ann-Marie also created a more extensive video, which is freely accessible on Google Drive here: https://drive.google.com/file/d/1Ivj9Wbfl7zu7FI53o8p4IbSEO3HrsUlx/view?usp=drive_linkI Discussion of history and process + demo Started with Lehigh script, but required updating each record and only handled GOBI approval plans Orders now require fewer updates Separate MARC files and use data import profile to create orders Orders brought in as pending, no inventory created - instances will come when record is open. Will update records with GOBI approval plan update instance job profile - updates all of the instances to come out as MARC records Jenn Colt 12:14 PM
Is this speed normal? Instance record is suppressed, source changes to MARC. Still uncataloged, has no holdings or items. Kristin Martin 12:16 PM
These are shelf-ready, so do you create those through a third profile?
*those holdings/items Daniel Huang, Lehigh University 12:19 PM
how are you handing multiple fund codes per order type? ex. GOBI approval plan split across three fund codes Lisa Smith, Mich State 12:20 PM
MSU only used one fund code for all of our Gobi approval books Break up MARC record, comes in with three different plans. Split it so they go into separate files and can change account numbers and vendor codes
Lisa Smith, Mich State 12:21 PM
Yes, we split each account to match the invoices Jenn Colt 12:21 PM
Are the multiple loads of the same records (a PO load and a follow up load) because you need to have them loaded as pending? What has to happen that requires the pending stage? First load created the orders. Orders have to be opened to create instances so they can be updated. Second load was to update the inventory records and change source from FOLIO to MARC. Can do this all at once, unless you have to do the pending state in between. Were always unopening and reopening, so it became preferable to create in pending state. With one vendor do create as open records. Lisa Smith, Mich State 12:24 PM
Kim and I have talked about updating the loads to 'open' for at least some of the shipments
Vendor records that are not fully cataloged go to catalogers. Rely on ISBNs to create orders. Jenn Colt 12:27 PM
Do you do duplicate checking? Daniel Huang, Lehigh University 12:28 PM
Thank you for this demo it is really cool what you are doing! I think not being able to change import settings on the fly for MoA and fund code may stymie us at Lehigh. Neato nonetheless! Kristin Martin 12:36 PM
@Daniel Huang, Lehigh University, you can map the fund code through the MARC fields. Daniel Huang, Lehigh University 12:37 PM
how about the vendor and MoA? Kristin Martin 12:39 PM
So far, our files are separated by vendor, but looks like you could map vendor name. Remind me, MoA=? Daniel Huang, Lehigh University 12:39 PM
Method of Acq Kristin Martin 12:40 PM
Possibly? It's a dropdown. We haven't tried mapping that. Daniel Huang, Lehigh University 12:41 PM
I don't think LYU could use it as is if we didn't have MoA import Kristin Martin 12:43 PM
So do you mix approvals and firms in the same file? Daniel Huang, Lehigh University 12:44 PM
essentially, yes. We have probably 8-12 types of order types
Kristin - Found in data import log that log said it created no items, but it did create items. Looking at log later, said it created items. Have you experienced this kind of lag? Have not created holdings and items at this point. Processors will double-check. Lisa Smith, Mich State 12:31 PM
I've seen that happen with approving or paying invoices. FOLIO says "Not Approved" or "Not Paid", but the invoice really is approved or paid.
Are you not tying your piece to an item during receiving? What are you doing with the receiving process? Profiles for other vendors rely on ISBNs. For music scores use ISMN. ~:38 China classic books - example of vendor that supplys information on a spreadsheet Saves a lot of time on order creation. GOBI firm orders come through GOBI API. Can method of acquisition be mapped in data import?
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