Entering orders exported from oclc select
Requisitions Team members use this procedure to export
orders from OCLC Select and create
Purchase Orders for selected titles.
Exporting orders from OCLC Select
Importing orders to Voyager
the Cataloging module: Select a
the Acquisitions module: Select a
the New Purchase Order icon.
the proper information in the fields depending on the order unit and what
you are ordering. Choose the vendor based upon
publisher, hardback vs. paperback and/ or special instructions from the
order unit. For example, CMIT
orders list the vendor in the 939 field.
Note: for vendors listed by
CMIT, search the vendor in Acquisitions. If the vendor is not
found, create a new vendor.
Vendor Records. For all other
orders, see the list of major vendors.
retrieve the records downloaded to the hard drive, click the Add Line
(Bib Import) button. If adding
a provisional record, click Add Line (Template); if adding an edition or an add copy to a
record already in the database, click Add Line (Bib Search).
click the OCLC directory.
the dat file for the session in which the OCLC Select records were
downloaded. For example: if orders were downloaded for CMIT,
click the Selms.dat file. Either
double click the dat file icon, or click once on the icon and then
click the Open button. This
will bring up the title list window.
printouts of the records: click
once on a record to highlight.
Click the MARC button.
In the next window, click print, then, click close—this
will bring you back to the title list.
Repeat with all the records in the list. Use the printed records to determine the vendor assignment
for each title. Batch the
printouts together by vendor—this will make it easier to import the
records to the PO.
import the records, highlight each title that will be ordered from a
particular vendor. Hint: to skip between records, hold down the
ctrl key and click once on each desired title. Make sure the “Delete from file after import” box is
the records are selected, click the Import button. During import, if the “Duplicate
found…Link item to duplicate?” message is displayed, click no to
the prompt. This means the title
is already in the system and has been ordered and/or received. Pull the title from the printout stack
and search cataloging to be sure it is an actual duplicate. If so, toss the printout. If not, determine why the record is
matching a record in Voyager—consultation with a cataloger might be needed
at this point. Also, be sure the
order is not for a replacement or add copy—this will be indicated in the
939 information. If uncertain if the order is a
replacement, consult the order unit representative who entered the order
into OCLC Select. If ordering a
replacement title for a book, see the Orders
for Replacements–Books section at the end of this document.
once on a line item to highlight.
the MARC button to bring up the title in Cataloging.
ordering a paperback, and two 020 fields are present on the bibliographic
record, cut and paste the ISBN’s so that the paperback is the first ISBN
to appear in the bib record. Click
the Save to DB icon.
the 939 information from the 939 field (paste this information into the
line item details “Notes” field).
Adding Information to the Purchase Order
up the purchase order and click the Details button. Click the Notes tab first and
paste the 939 information copied from the bib record into the body of the
notes field. For multi-volume
sets, or serial editions, note the volume number and ISBN, if available,
in the Instructions to Vendor field. For CMIT orders: copy the ISBN or ITEM number from the 939
field and paste into the Instructions to Vendor field. If ordering a
multi-volume VHS/DVD/etc. set, type "Vol.#" before the
ISBN/ITEM#. Click the Save
button that appears in the Notes window.
- If you
have a “plated” fund and/or a faculty requester, click the Delivery
Options button and enter the fund in the Donor field and the faculty
requester in the Requester field.
Note: the faculty requester
is the “fac/initials” information that appears in some 939 fields, for
example: fac/mw. If the order is RUSH, make sure the Rush
box is checked. Do not add RUSH orders to purchase orders that contain
non-RUSH orders. [See the RUSH Orders section below for more information
regarding RUSH Orders]. Click the Save button in the Delivery
Options tab window.
the Price tab and enter the item price that appears in the 939
information. Click the Save
button that appears in the Price tab window.
the Copies/Funds tab and click the Add button. Find the appropriate fund tree for the
fund to which the item is being charged.
Hint: click exactlyon the + when choosing the
ledgers, funds and fund subjects.
When the proper fund has been chosen, click the Save and Close
buttons that appear in the Copies/Funds window.
ordering a part of a set, or serial, click the Type tab and select Multi-part
from the drop down menu. Click the
Save button in the Type window.
Hint: once you choose a “type,” the Save button will become
the Save and Close buttons in the line item menu bar.
the steps on the rest of the line items.
Follow the same procedures as above with the following exceptions:
- Do not add RUSH orders to purchase
orders that contain non-RUSH orders.
the Footer tab on the purchase order window and click the Rush
the Rush box in the Delivery Options window for each RUSH order
Orders for Replacements—Books
the title in the Cataloging module by using the title (staff view) search.
- If a
bib record is found for the owning library, which the order is being
placed, go to A. If a
record is not found , go to B.
A. Open the
bib record and make sure it is an exact match.
If it is an exact match, check to see if the bib record has been
suppressed. If it has been suppressed,
unsuppress the bib record only. Create
a new MFHD for the replacement title being ordered:
the New Hldgs icon.
- In the
852 field, highlight everything after the |b and type the location. (This will delete the default
information that appeared when the new holding record window opened).
the Save to DB icon. In the
Acquisitions line item, link the order to this holding location in the
Copies/Funds section of the line item details.
- Add a
939 field to the bib record and transfer the order information from the
OCLC Select record. Also, pay
close attention to the fund provided in the 939 information.
B. Import the
record into Voyager and treat it as any other order, however, pay close
attention to the fund provided in the 939 information.
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Last updated 12/04/2001