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Import purchase order data from MARC file

 Note: You can automate file retrieval and import. See Automate file retrieval and import.

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.

 Note: If decimal points are not used, the system adds them at the end. For example, 56 becomes 56.

MARC order data - Table
MARC Element in Acquisitions Input Type Description
035 $a OCLC Number OCLC number in this format: (OCoLC)1553114 The OCLC number is used to identify the bibliographic record in WorldCat that the order item is attached to. If you do not include an OCLC number, the system tries to find a matching record in WorldCat based on other values in the bibliographic record provided (e.g. title, author, ISBN).
949 $h Branch Integer User-entered value; represents the WorldCat Registry ID of the Home Branch Location of an item.
949 $l Shelving Location String User-entered value; represents the Shelving Location of the Home Branch Location of an item.
949 $p Fund Code String (Maximum: 40 characters) User-entered value representing the code of the fund used for encumbering.
949 $q Copy Quantity Integer (Maximum: 999) Number of copies ordered.
980 $b Unit Price Decimal (Maximum: 9,999.99) Cost for a single unit of an item. (Do not include tax or discount, if you plan to include these as percentages in the 980 $h or $i.)
980 $c Service Charges (per unit) Decimal (Maximum: 999.99) Service charges for a single unit of an item (e.g. $1.00 for Quantity of 5 equals $5.00).
980 $h Tax Percentage Decimal (Maximum: 100.00) Percentage of tax applied to price by vendor.
980 $i Discount Percentage Decimal (Maximum: 100.00) Percentage of discount applied to price by vendor.
980 $k ISBN Integer ISBN of item being ordered. Not used for matching. The bibliographic 020 field is used for matching.
980 $m ISSN Integer ISSN of item being ordered. Not used for matching. The bibliographic 022 field is used for matching.
980 $s Shipping and Handling (per unit) Decimal (Maximum: 999.99) Shipping and handling charges for a single unit.
980 $x Exchange Rate Decimal Exchange rate for the order, if currency is not the same as Library Currency.
980 $z Currency of PO ISO 4217 Three letter currency code ISO Currency Code - for Order
981 $a KB Collection Identifier String Identifier for the WorldCat knowledge base collection being ordered.
981 $b KB Title Identifier String Identifier for the WorldCat knowledge base title being ordered.
981 $g Account Number String Account or customer number, used by library for ordering and invoicing. (Also called "Subaccount")
981 $i Library Item Note String (Maximum: 256 characters) Notes provided for an item.
981 $l Order Name String (Maximum: 256 characters) Text string, representing name of order or cart.
981 $n Vendor Order Number String (Maximum: 256 characters) Internal number used to identify order by vendor. Provided to library for tracking purposes.
981 $x Library Order Comment String (Maximum: 256 characters) Comment on an order.

981 $z

Vendor Order Item Number

Required if importing invoice or shelf-ready data.

String (Maximum: 256 characters) Unique identifier provided by a vendor for specific item ordered.

Ways to import order data

When importing order data, you can use it to do one of two things:

  1. Create a new purchase order
  2. 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)

 Note: 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.

  1. If field 981 $n contains a vendor order number, the system checks for an unplaced order or plan with same vendor order number:
    1. Unplaced order exists, the system adds the item to it
    2. Plan exists, the system adds the item to it
    3. Placed order exists, an error results
    4. 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
  2. If field 981 $n is empty:
    1. The system creates an order using the order name in field 981 $l.
    2. 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

  1. On the left navigation, click Vendors.
  2. Search for the vendor whose files you are importing.
  3. From the vendor search results, click the Vendor Name.
  4. In the vendor record, click the Partner Exchange Services accordion.
  5. Click Upload File.
  6. In the Import Data window, from the Type list, select Import order data (MARC).
  7. Click Browse.
  8. Locate the order data file on your computer. Click Open.
  9. (Optional) Select the Display imported items in WorldCat Local check box if you want all imported items to appear with the status of On Order in WorldCat Local or WorldCat Discovery after the order is placed.
  10. (Optional) Select the Verify OCLC Numbers if provided check box if you want the system to use the OCLC number to find the master record and verify that the bibliographic information of the item matches the record.
  11. Click Upload.
  12. The system confirms your file has been uploaded.
  13. Click Cancel or the x in the upper right corner to close the Import Data window.

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 (Refresh button) above the table.

  1. In the Processing Log, view the status of the import in the Status column. If the upload fails, it will be noted here.
  2. 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).
  3. 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. 
  4. Make any other edits to the order items, if needed.
  5. 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 and invoice data (8:12)

This video shows how to import order, invoice and shelf ready data files in WorldShare  Acquisitions.

 

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