Note: You can automate file retrieval and import. See Automate file retrieval and import.
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.
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 | 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: 100.000) | Percentage of tax applied to price by vendor. Note:
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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 $e | External Order ID | String (Maximum 50 characters) | Unique identifier for the order used by an external financial system.
Note: You can import your External Order ID using MARC order data by having your vendor add the External Order ID in field 981 subfield $e of your MARC order records. Once imported, the External Order ID will be inserted into new orders created as a result of the MARC file.
|
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 $v | Vendor Note | String (Maximum: 256 characters) | Notes provided for an item by the vendor. |
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. |
When importing order data, you can use it to do one of two things:
There are two different times at which your data can be delivered to you:
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:
Order creation is based on the vendor order number in field 981 $n and the other factors below.
After uploading an order file, you can review the order to check for any errors.
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:
Important notes about reviewing:
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.
Run time: 10:09
This video shows how to import order, invoice and shelf ready data files in WorldShare Acquisitions.