Uploading & Importing a File

Owned by Jennifer Eustis
Sep 13, 2024
3 min read

Importing a MARC Bibliographic file with no purchase order and order lines

Go to the Data Import landing page

Upload the MARC file

Select the job profile

Click Run

Confirm by clicking on Run

 

Tips to think about before importing a MARC file

  • If the file consists of records from an eResource package that you’d like to be able to find as a set, consider using a unique code in the incoming MARC records in the MARC field 035 9\$a. This could be a code for the package in parentheses and then a number to make this a unique identifier. For example (SpringerComplete2023)745005637 where the number is the OCLC number. The MARC 035 is mapped to the Instance System Control Number. In FOLIO, you can search for (SpringerComplete2023)745005637 to bring up just that title or (SpringerComplete2023)* to retrieve all records that have a System Control Number that begins with (SpringerComplete2023).

  • Make sure your MARC file is valid and UTF-8. This can be done using MarcEdit which will check both according to the MARC rules and record structure.

  • Remove any duplicate records from your incoming file.

  • Make sure that you have only one match point in your incoming file.

 

Importing an EDIFACT Invoice

Some vendors will provide an invoice in a file format called EDIFACT instead of or in addition to a paper or PDF copy of the invoice. This is based on the EDI 810 specification or the Electronic Data Interchange or Editeur or the EDI Implementation Guidelines for Library Book Supply.

The EDI Implementation Guidelines for Library Book Supply provide an outline of the structure of an EDIFACT invoice file. It is also good practice to talk and get help from your vendor.

For Data Import, the field mapping profiles for EDIFACT invoices also have a lot of information and tips to understanding these invoices.

The file extension for EDIFACT invoices files is .edi. Make sure that this extension is set to allow import for the format of EDIFACT. Some files might have the extension of .inv. If this is the case, then make sure that this extension is also allowed for import.

You also want to make sure that the job profiles have been set up.

  • Go to the Data Import Landing page

  • Upload your file

  • Select the correct EDIFACT invoice job profile from the list

  • Click Run

  • Click Run to confirm import

Tips for importing EDIFACT invoices

There are times when invoices might be created manually. If that happens and an EDIFACT invoice is imported, this could lead to duplicate invoices. Sometimes it is worth checking if the invoice already exists before importing.

EDIFACT invoice imports ARE NOT prioritized like Inventory single record imports. You will want to coordinate with others using Data Import to run imports to ensure that your EDIFACT invoice imports don’t get in the queue of large imports if slicing is enabled.

 

 

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Importing a MARC Bibliographic file and create a purchase order and order lines

Go to the Data Import landing page

Upload the MARC file

Select the job profile

Click Run

Confirm by clicking on Run

Tips to think before importing a MARC file that will create bibliographic and order records