Import purchase order data from MARC file
Basics of importing order data
You can import order data in MARC format using the 9xx fields in the MARC record. Before importing order data, however, you will need to set up importing with your vendor. This may include sending the MARC order data fields to the vendor.
MARC order data
The following information should be included in the MARC order data file you receive from your vendor.
If decimal points are not used, the system adds them at the end. For example, 56 becomes 56.
Ways to import order data
When importing order data, you can use it to do one of two things:
- Create a new purchase order
- For information on how the system creates orders from imported order data, see how orders are created from imported order data.
- Add to an existing purchase order (to add items to an existing order, you must have the vendor order number in the 981 $n field of the MARC record).
Data delivery
There are two different times at which your data can be delivered to you:
- Time of order (e.g., order data)
- Time of shipment (e.g., invoice data)
If you import order data at the time of shipment, there is a possibility of the order items not being grouped as they are on the order.
Your data also might be delivered to you:
- Directly from the vendor
- Through WorldCat Cataloging Partners
How orders are created from imported order data
Order creation is based on the vendor order number in field 981 $n and the other factors below.
- If field 981 $n contains a vendor order number, the system checks for an unplaced order or plan with same vendor order number:
- Unplaced order exists, the system adds the item to it
- Plan exists, the system adds the item to it
- Placed order exists, an error results
- No order exists, the system creates a new order with the vendor order number from field 981 $n and adds all items with that vendor order number to it
- If field 981 $n is empty:
- The system creates an order using the order name in field 981 $l.
- If field 981 $l is empty, the system creates an order without a vendor order number or order name and puts all items in the file in it.
Import an order data file
Follow the instructions below if you are importing an order data file.
Upload order data file
- On the left navigation, click Vendors.
- Search for the vendor whose files you are importing.
- From the vendor search results, click the Vendor Name.
- In the vendor record, click the Partner Exchange Services accordion.
- Click Upload File.
- In the Import Data window, from the Type list, select Import order data (MARC).
- Click Browse.
- Locate the order data file on your computer. Click Open.
- (Optional) Select the budget you want to use when importing the order data file from the Target Budget drop-down list. By default, the current budget period is selected.
- (Optional) Select the Display imported items in WorldCat check box if you want all imported items to appear with the status of On Order in WorldCat Discovery after the order is placed.
- (Optional) Select the Verify OCLC Numbers if provided check box if you want the system to use the OCLC number to find the WorldCat record and verify that the bibliographic information of the item matches the record.
- (Optional) Select the Include low confidence matches check box if you want the system to attempt to find a match in WorldCat for your record using all matching protocols. The system will first attempt to find a match using the standard matching protocol, and will then move on to using the following methods:
- An algorithm that searches by standard identifier (using the value of the 020, 022, or 024 fields in the MARC record) and then uses the number of holdings to pick the best candidate record. This algorithm also filters results by Material Type using the value of the Leader/06 and the 008 Form (23 or 29).
- A title/author search.
- Click Upload.
- The system confirms your file has been uploaded.
- Click Cancel or the x in the upper right corner to close the Import Data window.
Review the order
After uploading an order file, you can review the order to check for any errors.
When to review
You can review the records selected during import at several points in your import workflow. There is no right or wrong time to review your records, but there are implications for when you review. You can review:
- Immediately after import (before placing the order)
- Immediately after placing the order
- Before receiving
- After receiving
Important notes about reviewing:
- If you are sending the order to the vendor via EDI or E-mail, make sure the record selected is correct before placing the order.
- If you want the system to display on-order items in WorldCat when placing the order, you may want to review the records selected before users have had time to place holds on these items. This is for two reasons:
- So that users do not place holds on the wrong item.
- So that you do not have to move the holds to the new record after using the Change resource functionality to modify the linked resource.
- As stated above, if you review the records and change the resource after LHRs have been created (either on-order LHRs or received LHRs), the LHRs will move to the new resource, but any title-level holds will stay with the old resource and will need to be moved manually.
Review order items
The file you uploaded appears as the first line in the Processing Log. The Processing Log is the table listing all of the files you have uploaded for the vendor. If you do not see the file in the table, click the Refresh button () above the table.
- In the Processing Log, view the status of the import in the Status column. If the upload fails, it will be noted here.
- The Details column links to any orders created as a result of the upload. Click the PO link in the Details column to view the order (it will be the order number assigned to the purchase order or plan by the system, e.g. PO-2015-100).
- You will also receive an email notification that provides the status of the import and of each item. This email is also viewable by clicking the .html link in the details column of the processing log.
- Make any other edits to the order items if needed.
- If the order is a purchase order, click Place Order. Make sure the Notify Vendor about this order check box is not selected. Click Place Order.
Watch a video
Import Order, Invoice and Shelf Ready Data Files
Run time: 10:09
This video shows how to import order, invoice and shelf ready data files in WorldShare Acquisitions.