minor edit
[sitka/doc/acquisitions.git] / acq / acq-add-records.xml
CommitLineData
31063226
RJ
1<?xml version='1.0' encoding='UTF-8'?>\r
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="acq-add-records">\r
4 <info>\r
5 <title>Add Records</title>\r
6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=the_acquisitions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
42d6b0c0
JP
16 <para>This chapter covers the various methods that can be used to add records to Evergreen through the Acquisitions Module.</para>\r
17 <para>Libraries should use the methods that best suit their individual workflow.</para> </abstract>\r
31063226
RJ
18 \r
19\r
20 </info>\r
21\r
31063226
RJ
22 <section xml:id="brief-records">\r
23 <title>Brief Records</title>\r
42d6b0c0
JP
24 <para>Brief records are short bibliographic records with minimal information that are often used as placeholder records until items are received. Brief \r
25records can be added to new or existing selection lists. Brief records can also be added to new or pending purchase orders.</para>\r
31063226
RJ
26\r
27<para><link linkend="add-brief-selection">Add a Brief Record to a Selection List</link></para>\r
28<para><link linkend="create-add-brief-selection">Create a Brief Record and add it to a Selection List</link></para>\r
29<para><link linkend="add-brief-purchase">Add a Brief Record to a Purchase Order</link></para>\r
30\r
31<simplesect xml:id="add-brief-selection">\r
32<title>Add a Brief Record to a Selection List</title>\r
31063226
RJ
33\r
34<procedure>\r
35<step>\r
36<informalfigure>\r
37<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
38<guimenuitem>My Selection Lists</guimenuitem></menuchoice>.</para>\r
39<para><mediaobject>\r
40<alt>screenshot of brief record</alt>\r
41\r
42<imageobject>\r
43<imagedata fileref="media/create-selection-1.png" scalefit="0"></imagedata>\r
44</imageobject>\r
45</mediaobject></para>\r
46</informalfigure>\r
47</step>\r
48\r
49<step>\r
50<informalfigure>\r
51<para>Click on the hyperlinked name of the selection list you would like to open.</para>\r
52<para><mediaobject>\r
53<alt>screenshot of brief record</alt>\r
54\r
55<imageobject>\r
56<imagedata fileref="media/new-brief-addrecord-4.png" scalefit="0"></imagedata>\r
57</imageobject>\r
58</mediaobject></para>\r
59</informalfigure>\r
60</step>\r
61\r
62<step>\r
63<informalfigure>\r
64<para>Select <menuchoice><guimenu>Actions</guimenu>\r
65<guimenuitem>Add Brief Record</guimenuitem></menuchoice>.</para>\r
66<para><mediaobject>\r
67<alt>screenshot of brief record</alt>\r
68\r
69<imageobject>\r
70<imagedata fileref="media/new-brief-addrecord-5.png" scalefit="0"></imagedata>\r
71</imageobject>\r
72</mediaobject></para>\r
73</informalfigure>\r
74</step>\r
75\r
76<step>\r
77<informalfigure>\r
78<para>Enter the bibliographic information into the desired fields and click <guibutton>Save Record</guibutton>.</para>\r
79<para><mediaobject>\r
80<alt>screenshot of brief record</alt>\r
81\r
82<imageobject>\r
83<imagedata fileref="media/new-brief-addrecord-6.png" scalefit="0"></imagedata>\r
84</imageobject>\r
85</mediaobject></para>\r
86</informalfigure>\r
87</step>\r
88\r
89<step>\r
90<informalfigure>\r
91<para>A new line item appears on your selection list.</para>\r
92<para><mediaobject>\r
93<alt>screenshot of brief record</alt>\r
94\r
95<imageobject>\r
96<imagedata fileref="media/new-brief-addrecord-7.png" scalefit="0"></imagedata>\r
97</imageobject>\r
98</mediaobject></para>\r
99</informalfigure>\r
100</step>\r
101</procedure>\r
102\r
103</simplesect>\r
104\r
105<simplesect xml:id="create-add-brief-selection">\r
106<title>Create a Brief Record and add it to a Selection List</title>\r
107\r
108<procedure>\r
109<step>\r
110<informalfigure>\r
111<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
112<guimenuitem>New Brief Record</guimenuitem></menuchoice>.</para>\r
113<para><mediaobject>\r
114<alt>screenshot of brief record</alt>\r
115\r
116<imageobject>\r
117<imagedata fileref="media/new-brief-addrecord-1.png" scalefit="0"></imagedata>\r
118</imageobject>\r
119</mediaobject></para>\r
120</informalfigure>\r
121</step>\r
122\r
123<step>\r
124<informalfigure>\r
125<para>From the <guilabel>Add to Selection List</guilabel> drop down menu choose a selection list, or enter the name of a new selection list in the field.</para>\r
cc859331 126<note><para>The drop down menu displays the ten selection lists most recently edited that are owned by the user.</para></note>\r
31063226
RJ
127<para><mediaobject>\r
128<alt>screenshot of brief record</alt>\r
129\r
130<imageobject>\r
131<imagedata fileref="media/new-brief-addrecord-2.png" scalefit="0"></imagedata>\r
132</imageobject>\r
133</mediaobject></para>\r
134</informalfigure>\r
135</step>\r
136\r
137<step>\r
138<informalfigure>\r
139<para>Enter the bibliographic information into the desired fields and click <guibutton>Save Record</guibutton>.</para>\r
140<para><mediaobject>\r
141<alt>screenshot of brief record</alt>\r
142\r
143<imageobject>\r
144<imagedata fileref="media/new-brief-addrecord-3.png" scalefit="0"></imagedata>\r
145</imageobject>\r
146</mediaobject></para>\r
147</informalfigure>\r
148</step>\r
149\r
150<step>\r
151<informalfigure>\r
152<para>A new line item appears on your selection list.</para>\r
153<para><mediaobject>\r
154<alt>screenshot of brief record</alt>\r
155\r
156<imageobject>\r
157<imagedata fileref="media/new-brief-addrecord-7.png" scalefit="0"></imagedata>\r
158</imageobject>\r
159</mediaobject></para>\r
160</informalfigure>\r
161</step>\r
162</procedure>\r
163\r
164</simplesect>\r
165\r
166<simplesect xml:id="add-brief-purchase">\r
167<title>Add a Brief Record to Purchase Order</title>\r
168\r
31063226
RJ
169<procedure>\r
170<step>\r
769961b3 171<para>Open or create a purchase order. See <link linkend="create-purchase-order-blank">Create a Purchase Order</link> for more information.</para>\r
31063226
RJ
172</step>\r
173\r
174<step>\r
175<informalfigure>\r
176<para>Click the <guibutton>Add Brief Record</guibutton> button.</para>\r
177<para><mediaobject>\r
078bc549 178<alt>screenshot of purchase order</alt>\r
31063226
RJ
179\r
180<imageobject>\r
078bc549 181<imagedata fileref="media/briefrecord.png" scalefit="0"></imagedata>\r
31063226
RJ
182</imageobject>\r
183</mediaobject></para>\r
184</informalfigure>\r
185</step>\r
186\r
187<step>\r
188<informalfigure>\r
189<para>Enter bibliographic information in the desired fields and click <guibutton>Save Record</guibutton>.</para>\r
190<para><mediaobject>\r
078bc549 191<alt>screenshot of new brief record entry</alt>\r
31063226
RJ
192\r
193<imageobject>\r
078bc549 194<imagedata fileref="media/newbrief.png" scalefit="0"></imagedata>\r
31063226
RJ
195</imageobject>\r
196</mediaobject></para>\r
197</informalfigure>\r
198</step>\r
199\r
200<step>\r
201<informalfigure>\r
202<para>A new line item appears on your purchase order.</para>\r
22aeb0a4 203<note><para>Copies will be automatically added to the line item if you have set a default number of copies for the provider.</para></note>\r
31063226 204<para><mediaobject>\r
078bc549 205<alt>screenshot of new line item</alt>\r
31063226
RJ
206\r
207<imageobject>\r
13590bac 208<imagedata fileref="media/newbrief2.png" width="100%" scalefit="0"></imagedata>\r
31063226
RJ
209</imageobject>\r
210</mediaobject></para>\r
211</informalfigure>\r
212</step>\r
213\r
214<step>\r
215<informalfigure>\r
216<para>To add additional brief records, select <menuchoice><guimenu>Actions</guimenu>\r
217<guimenuitem>Add Brief Record</guimenuitem></menuchoice>.</para>\r
218<para><mediaobject>\r
078bc549 219<alt>screenshot of actions menu</alt>\r
31063226
RJ
220\r
221<imageobject>\r
078bc549 222<imagedata fileref="media/newbrief3.png" scalefit="0"></imagedata>\r
31063226
RJ
223</imageobject>\r
224</mediaobject></para>\r
225</informalfigure>\r
226</step>\r
227</procedure>\r
228\r
229</simplesect>\r
230\r
231</section>\r
232\r
233\r
234<section xml:id="marc-order-records">\r
235<title>Load MARC Order Records</title>\r
63a6c191 236<para>The <guilabel>Load MARC Order Records</guilabel> interface is made up of two parts: Acquisitions and Vandelay. Working together these two parts enable selection \r
ebc80d80 237lists or purchase orders to be created from uploaded MARC records without causing unnecessary duplication in the Sitka catalogue.</para>\r
42d6b0c0 238\r
ebc80d80
JP
239<para>When <guilabel>Load MARC Order Records</guilabel> is used in conjunction with a holding tag and subfields information such as number of copies, price, and fund \r
240for payment can be loaded from the provider. See <link linkend="holding-subfield">Holding Subfields</link> for information on setting up holding tags\r
241and subfields.</para>\r
31063226 242\r
22aeb0a4
JP
243<para>A number of defaults can be set for fields in this interface by using settings available in the library settings editor. These fields are also sticky and will \r
244keep the last information entered until the user quits Evergreen. For a list of the available defaults see the \r
245<link linkend="lsa-library-settings-acquisitions-load-MARC">Acquisitions Specific Settings in the Library Settings Editor</link>.</para>\r
246\r
31063226
RJ
247<procedure>\r
248<step>\r
249<informalfigure>\r
cc859331 250<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
31063226
RJ
251<guimenuitem>Load MARC Order Records</guimenuitem></menuchoice>.</para>\r
252<para><mediaobject>\r
253<alt>screenshot of load MARC order records</alt>\r
254\r
255<imageobject>\r
256<imagedata fileref="media/load-MARC-addrecord-1.png" scalefit="0"></imagedata>\r
257</imageobject>\r
258</mediaobject></para>\r
259</informalfigure>\r
260</step>\r
261\r
262<step>\r
63a6c191
JP
263<para><emphasis role="bold">Acquisitions</emphasis></para>\r
264\r
265<substeps>\r
266<step>\r
31063226 267<informalfigure>\r
63a6c191 268<para>In the <guilabel>Provider</guilabel> field, enter the code for the provider. The text will auto-complete.</para>\r
31063226
RJ
269<para><mediaobject>\r
270<alt>screenshot of load MARC order records</alt>\r
271\r
272<imageobject>\r
63a6c191 273<imagedata fileref="media/load-MARC-addrecord-5.png" scalefit="0"></imagedata>\r
31063226
RJ
274</imageobject>\r
275</mediaobject></para>\r
276</informalfigure>\r
31063226
RJ
277</step>\r
278\r
279<step>\r
280<informalfigure>\r
63a6c191
JP
281<para>Select a context org unit from the drop down menu.</para>\r
282<note><para>The context org unit is the org unit that "owns" the bib record.</para>\r
283<para> Multi-branch systems should select a physical location rather than an administrative org unit as the context org unit.</para></note>\r
31063226
RJ
284<para><mediaobject>\r
285<alt>screenshot of load MARC order records</alt>\r
286\r
287<imageobject>\r
63a6c191 288<imagedata fileref="media/load-MARC-addrecord-6.png" scalefit="0"></imagedata>\r
31063226
RJ
289</imageobject>\r
290</mediaobject></para>\r
291</informalfigure>\r
31063226
RJ
292</step>\r
293\r
294<step>\r
22aeb0a4 295<informalfigure>\r
1a022019 296<para>Select the fiscal year for which you are loading the records.</para>\r
22aeb0a4
JP
297<para><mediaobject>\r
298<alt>screenshot of load MARC order records</alt>\r
299\r
300<imageobject>\r
301<imagedata fileref="media/load-MARC-addrecord-6a.png" scalefit="0"></imagedata>\r
302</imageobject>\r
303</mediaobject></para>\r
304</informalfigure>\r
1a022019
JP
305</step>\r
306\r
307<step>\r
63a6c191
JP
308<para>Uploaded MARC records can be:</para>\r
309<itemizedlist>\r
310<listitem>\r
311<para>added to a <guilabel>Selection List</guilabel></para>\r
31063226 312<informalfigure>\r
63a6c191
JP
313<para>Select a list from the drop down menu or type \r
314in the name of the selection list you would like to create.</para>\r
315<note><para>The drop down menu displays the ten selection lists most recently edited owned by the user.</para></note>\r
31063226
RJ
316<para><mediaobject>\r
317<alt>screenshot of load MARC order records</alt>\r
318\r
319<imageobject>\r
63a6c191 320<imagedata fileref="media/load-MARC-addrecord-7.png" scalefit="0"></imagedata>\r
31063226
RJ
321</imageobject>\r
322</mediaobject></para>\r
323</informalfigure>\r
63a6c191 324</listitem>\r
31063226 325\r
63a6c191 326<listitem>\r
31063226 327<informalfigure>\r
63a6c191
JP
328<para>added to a <guilabel>Purchase Order</guilabel></para>\r
329<para>Check the box adjacent to <guilabel>Create Purchase Order</guilabel>.</para>\r
31063226
RJ
330<para><mediaobject>\r
331<alt>screenshot of load MARC order records</alt>\r
332\r
333<imageobject>\r
63a6c191 334<imagedata fileref="media/load-MARC-addrecord-2.png" scalefit="0"></imagedata>\r
31063226
RJ
335</imageobject>\r
336</mediaobject></para>\r
337</informalfigure>\r
31063226 338\r
31063226 339<informalfigure>\r
63a6c191 340<para>The purchase order can be activated at the time of the upload by checking the box adjacent to <guilabel>Activate Purchase Order</guilabel>.</para>\r
31063226
RJ
341<para><mediaobject>\r
342<alt>screenshot of load MARC order records</alt>\r
343\r
344<imageobject>\r
63a6c191 345<imagedata fileref="media/load-MARC-addrecord-3.png" scalefit="0"></imagedata>\r
31063226
RJ
346</imageobject>\r
347</mediaobject></para>\r
348</informalfigure>\r
652e780a 349<note><para>A 970 holdings tag with subfields o, q, f, and e must included in each MARC record for the purchase order to successfully activate.</para></note>\r
63a6c191
JP
350</listitem>\r
351</itemizedlist>\r
352\r
353\r
31063226 354</step>\r
63a6c191
JP
355</substeps>\r
356</step>\r
357\r
358<step>\r
359<para><emphasis role="bold">Vandelay</emphasis></para>\r
31063226 360\r
63a6c191 361<substeps>\r
31063226
RJ
362<step>\r
363<informalfigure>\r
63a6c191 364<para>Complete the <guilabel>Vandelay</guilabel> section as shown below.</para>\r
22aeb0a4
JP
365<note><para>It is recommended that you set the <link linkend="lsa-library-settings-acquisitions-load-MARC">Load MARC Order Defaults</link>\r
366 to match what is shown to avoid repetitious data entry.</para></note>\r
31063226
RJ
367<para><mediaobject>\r
368<alt>screenshot of load MARC order records</alt>\r
369\r
370<imageobject>\r
a33209f8 371<imagedata fileref="media/acq-vandelay-1.png" scalefit="0"></imagedata>\r
31063226
RJ
372</imageobject>\r
373</mediaobject></para>\r
374</informalfigure>\r
63a6c191
JP
375\r
376<itemizedlist>\r
377<listitem>\r
378<para>Create a new <guilabel>Upload Queue</guilabel>.</para>\r
379<caution><para>Do not use "/" or "\" (slash or backslash) in the import queue name.</para></caution>\r
380</listitem>\r
381<listitem>\r
a33209f8 382<para>Select <guilabel>SitkaMatch</guilabel> from the <guilabel>Record Match Set</guilabel> drop down menu.</para>\r
63a6c191
JP
383</listitem>\r
384<listitem>\r
27ce134b 385<para>Select <guilabel>Merge Using Existing Record</guilabel> from the <guilabel>Merge Profile</guilabel> drop down menu.</para>\r
63a6c191
JP
386</listitem>\r
387<listitem>\r
388<para>Select <guilabel>oclc</guilabel> from the <guilabel>Record Source</guilabel> drop down menu.</para>\r
389</listitem>\r
390<listitem>\r
a33209f8
JP
391<para>Check the box for <guilabel>Import Non-Matching Records</guilabel> to automatically import MARC records from the file if they are not already in the Sitka catalogue.</para>\r
392</listitem>\r
393<listitem>\r
394<para>Check the box for <guilabel>Merge On Best Match</guilabel>.</para>\r
63a6c191
JP
395</listitem>\r
396</itemizedlist>\r
31063226
RJ
397</step>\r
398\r
399<step>\r
400<informalfigure>\r
63a6c191 401<para>If your provider supplies holding information in the 970 tag you can check the box to <guilabel>Load Items for Imported Records</guilabel>.</para>\r
31063226
RJ
402<para><mediaobject>\r
403<alt>screenshot of load MARC order records</alt>\r
404\r
405<imageobject>\r
63a6c191 406<imagedata fileref="media/acq-vandelay-2.png" scalefit="0"></imagedata>\r
31063226
RJ
407</imageobject>\r
408</mediaobject></para>\r
409</informalfigure>\r
63a6c191
JP
410<note><para>If not imported at this time items will be imported when the purchase order is activated.</para></note>\r
411</step>\r
412\r
413</substeps>\r
31063226
RJ
414</step>\r
415\r
416<step>\r
417<informalfigure>\r
63a6c191 418<para>Click <guibutton>Browse</guibutton> to search for the file of bibliographic records saved on your computer. Locate the desired file and and open it.</para>\r
31063226
RJ
419<para><mediaobject>\r
420<alt>screenshot of load MARC order records</alt>\r
421\r
422<imageobject>\r
652e780a 423<imagedata fileref="media/acq-vandelay-3.png" scalefit="0"></imagedata>\r
31063226
RJ
424</imageobject>\r
425</mediaobject></para>\r
426</informalfigure>\r
427</step>\r
428\r
63a6c191 429\r
31063226
RJ
430<step>\r
431<informalfigure>\r
432<para>Click <guibutton>Upload</guibutton>. A summary of the items that have been processed will appear.</para>\r
433<para><mediaobject>\r
434<alt>screenshot of load MARC order records</alt>\r
435\r
436<imageobject>\r
652e780a 437<imagedata fileref="media/acq-vandelay-4.png" scalefit="0"></imagedata>\r
31063226
RJ
438</imageobject>\r
439</mediaobject></para>\r
440</informalfigure>\r
441</step>\r
442\r
443<step>\r
652e780a 444<informalfigure>\r
27ce134b 445<para>If a <guilabel>Selection List</guilabel> as been created the available options will be <guilabel>View Selection List</guilabel> and \r
63a6c191 446<guilabel>View Import Queue</guilabel>.</para>\r
652e780a
JP
447<para><mediaobject>\r
448<alt>screenshot of load MARC order records</alt>\r
449\r
450<imageobject>\r
451<imagedata fileref="media/acq-vandelay-5.png" scalefit="0"></imagedata>\r
452</imageobject>\r
453</mediaobject></para>\r
454</informalfigure>\r
455\r
456<informalfigure>\r
27ce134b 457<para>If a <guilabel>Purchase Order</guilabel> as been created the available options will be <guilabel>View Purchase Order</guilabel> and \r
63a6c191 458<guilabel>View Import Queue</guilabel>.</para>\r
652e780a
JP
459<para><mediaobject>\r
460<alt>screenshot of load MARC order records</alt>\r
461\r
462<imageobject>\r
463<imagedata fileref="media/acq-vandelay-6.png" scalefit="0"></imagedata>\r
464</imageobject>\r
465</mediaobject></para>\r
466</informalfigure>\r
467\r
67786896
JP
468<para>For information on handling the <guilabel>Import Queue</guilabel> see \r
469<link linkend="vandelay-interface-merge">Merging Records Using the Vandelay Interface</link>.</para>\r
31063226
RJ
470</step>\r
471</procedure>\r
472\r
473</section>\r
474\r
475\r
476 <section xml:id="marc-federated-search">\r
477 <title>MARC Federated Search</title>\r
478 <para>The MARC Federated Search enables you to import bibliographic records into a selection list or purchase order from a Z39.50 source.</para>\r
479\r
480<procedure>\r
481<step>\r
482<informalfigure>\r
8942e4f3 483<para>Select <menuchoice><guimenu>Acquisitions</guimenu>\r
31063226
RJ
484<guimenuitem>MARC Federated Search</guimenuitem></menuchoice>.</para>\r
485<para><mediaobject>\r
486<alt>screenshot of MARC federated search</alt>\r
487\r
488<imageobject>\r
489<imagedata fileref="media/MARC-federated-addrecord-1.png" scalefit="0"></imagedata>\r
490</imageobject>\r
491</mediaobject></para>\r
492</informalfigure>\r
493</step>\r
494\r
495<step>\r
496<informalfigure>\r
497<para>Check the boxes of the Z39.50 services you wish to search. The local Evergreen Catalogue is checked by default.</para>\r
498<note><para>Best practice is to always leave the Evergreen Catalogue checked. This helps prevent duplicate records from being added to the catalogue.</para></note>\r
499<para><mediaobject>\r
500<alt>screenshot of MARC federated search</alt>\r
501\r
502<imageobject>\r
503<imagedata fileref="media/MARC-federated-addrecord-2.png" scalefit="0"></imagedata>\r
504</imageobject>\r
505</mediaobject></para>\r
506</informalfigure>\r
507</step>\r
508\r
509<step>\r
510<informalfigure>\r
511<para>Enter your search term(s) into the search field(s) of your choice.</para>\r
512<para><mediaobject>\r
513<alt>screenshot of MARC federated search</alt>\r
514\r
515<imageobject>\r
516<imagedata fileref="media/MARC-federated-addrecord-3.png" scalefit="0"></imagedata>\r
517</imageobject>\r
518</mediaobject></para>\r
519</informalfigure>\r
520</step>\r
521\r
522<step>\r
523<informalfigure>\r
524<para>Choose the number of <guilabel>Hits Per Source</guilabel> that you desire.</para>\r
525<para><mediaobject>\r
526<alt>screenshot of MARC federated search</alt>\r
527\r
528<imageobject>\r
529<imagedata fileref="media/MARC-federated-addrecord-4.png" scalefit="0"></imagedata>\r
530</imageobject>\r
531</mediaobject></para>\r
532</informalfigure>\r
533</step>\r
534\r
535<step>\r
536<informalfigure>\r
537<para>Click <guibutton>Submit</guibutton>.</para>\r
538<para><mediaobject>\r
539<alt>screenshot of MARC federated search</alt>\r
540\r
541<imageobject>\r
542<imagedata fileref="media/MARC-federated-addrecord-5.png" scalefit="0"></imagedata>\r
543</imageobject>\r
544</mediaobject></para>\r
545</informalfigure>\r
546</step>\r
547\r
548<step>\r
549<informalfigure>\r
550<para>A list of results will appear.</para>\r
551<para><mediaobject>\r
552<alt>screenshot of MARC federated search</alt>\r
553\r
554<imageobject>\r
555<imagedata fileref="media/MARC-federated-addrecord-6.png" scalefit="0"></imagedata>\r
556</imageobject>\r
557</mediaobject></para>\r
558</informalfigure>\r
559\r
1a022019 560<tip><para>Clicking on the title of any of the results will bring up the MARC record.</para>\r
31063226
RJ
561\r
562<informalfigure>\r
63a6c191
JP
563<para>You are able to edit the MARC record before bringing it into the catalogue by clicking on the <guibutton>Edit MARC Order Record</guibutton> button. Records \r
564that already exist in Evergreen do not give have a <guibutton>Edit MARC Order Record</guibutton> button.</para>\r
31063226
RJ
565<para><mediaobject>\r
566<alt>screenshot of MARC federated search</alt>\r
567\r
568<imageobject>\r
22aeb0a4 569<imagedata fileref="media/MARC-federated-addrecord-12.png" scalefit="0"></imagedata>\r
31063226
RJ
570</imageobject>\r
571</mediaobject></para>\r
572</informalfigure>\r
573</tip>\r
574</step>\r
575\r
576<step>\r
1a022019
JP
577<substeps>\r
578<step>\r
31063226 579<informalfigure>\r
42d6b0c0 580<para>Save the line item(s) to a selection list by checking the box(es) adjacent to the desired line item(s) and selecting <menuchoice><guimenu>Actions</guimenu>\r
31063226
RJ
581<guimenuitem>Save Items to Selection List</guimenuitem></menuchoice>.</para> \r
582<para><mediaobject>\r
583<alt>screenshot of MARC federated search</alt>\r
584\r
585<imageobject>\r
586<imagedata fileref="media/MARC-federated-addrecord-7.png" scalefit="0"></imagedata>\r
587</imageobject>\r
588</mediaobject></para>\r
589</informalfigure>\r
590\r
591<informalfigure>\r
592<para>Either <guilabel>Save as Selection List</guilabel> and type in the name of a new selection list, \r
42d6b0c0 593or <guilabel>Add to Selection List</guilabel> and type in the name of any existing selection list created by any user at your library.</para>\r
31063226
RJ
594<para><mediaobject>\r
595<alt>screenshot of MARC federated search</alt>\r
596\r
597<imageobject>\r
598<imagedata fileref="media/MARC-federated-addrecord-11.png" scalefit="0"></imagedata>\r
599</imageobject>\r
600</mediaobject></para>\r
601</informalfigure>\r
1a022019
JP
602</step>\r
603\r
604<step>\r
31063226 605<informalfigure>\r
1a022019 606<para>Create a purchase order from the line item(s) by checking the box adjacent to the desired line item(s) and selecting \r
31063226 607<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>\r
769961b3 608<para>See <link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
31063226
RJ
609<para><mediaobject>\r
610<alt>screenshot of MARC federated search</alt>\r
611\r
612<imageobject>\r
613<imagedata fileref="media/MARC-federated-addrecord-8.png" scalefit="0"></imagedata>\r
614</imageobject>\r
615</mediaobject></para>\r
616</informalfigure>\r
617</step>\r
618\r
1a022019
JP
619<step>\r
620<informalfigure>\r
621<para>Add the line item to an existing line item by checking the box adjacent to the desired line item(s) and selecting \r
622<menuchoice><guimenu>Actions</guimenu><guimenuitem>Add to Purchase Order</guimenuitem></menuchoice>.</para>\r
623<para>See <link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
624<para><mediaobject>\r
625<alt>screenshot of MARC federated search</alt>\r
626\r
627<imageobject>\r
628<imagedata fileref="media/MARC-federated-addrecord-9.png" scalefit="0"></imagedata>\r
629</imageobject>\r
630</mediaobject></para>\r
631</informalfigure>\r
632\r
633<informalfigure>\r
634<para>In the pop up box that appears enter the name of the purchase order you wish to add the line item to.</para>\r
635<para><mediaobject>\r
636<alt>screenshot of MARC federated search</alt>\r
637\r
638<imageobject>\r
639<imagedata fileref="media/MARC-federated-addrecord-10.png" scalefit="0"></imagedata>\r
640</imageobject>\r
641</mediaobject></para>\r
642</informalfigure>\r
643\r
644</step>\r
645</substeps>\r
646</step>\r
647\r
31063226
RJ
648</procedure>\r
649\r
650</section>\r
651\r
652\r
653 <section xml:id="catalog-record-ids">\r
654 <title>Load Catalog Record IDs</title>\r
655 <para>The Load Catalog Record IDs function enables you to create line items from a list of catalogue records whose record IDs are saved in a CSV file.</para>\r
656<para>This is useful if you want to batch order copies of items that your organization already owns. For example, you run a copy/hold ratio report to identify \r
657how many copies you have available compared to the number of holds that are on your Hot Fiction display. You decided that you want to order an extra copy of six titles. \r
658Your copy/hold ration report includes the record ID of each title. You can save the record IDs into a CSV file, upload the file into Evergreen, and create a purchase \r
659order for the items. If you only want to order additional copies of one title then using <link linkend="view-place-orders">View/Place Orders</link> is faster.</para>\r
660\r
661<note><informalfigure><para>Record IDs are auto-generated digits associated with each record. They are found in the <guilabel>Record Summary</guilabel> that appears at the top of \r
662each record in the catalogue.</para>\r
663<para><mediaobject>\r
664<alt>screenshot of load catalog IDs</alt>\r
665\r
666<imageobject>\r
667<imagedata fileref="media/load-catalog-record-1.png" scalefit="0"></imagedata>\r
668</imageobject>\r
669</mediaobject></para>\r
670</informalfigure>\r
671</note>\r
672\r
673<procedure>\r
674<step>\r
675<para>Create a CSV file with the record ID of each catalogue record in the first column of the spreadsheet. You can create this CSV file from a spreadsheet generated \r
676by a report, as suggested in the aforementioned example. You can also copy and paste record IDs from the catalogue record into the CSV file.</para>\r
677</step>\r
678\r
679<step>\r
680<para>Save the CSV file to your computer.</para>\r
681</step>\r
682\r
683<step>\r
684<informalfigure>\r
8942e4f3 685<para>In Evergreen, select <menuchoice><guimenu>Acquisitions</guimenu>\r
31063226
RJ
686<guimenuitem>Load Catalog Record IDs</guimenuitem></menuchoice>.</para>\r
687<para><mediaobject>\r
688<alt>screenshot of load catalog IDs</alt>\r
689\r
690<imageobject>\r
691<imagedata fileref="media/load-catalog-record-2.png" scalefit="0"></imagedata>\r
692</imageobject>\r
693</mediaobject></para>\r
694</informalfigure>\r
695</step>\r
696\r
697<step>\r
698<informalfigure>\r
699<para>Click <guibutton>Load More Terms</guibutton>.</para>\r
700<para><mediaobject>\r
701<alt>screenshot of load catalog IDs</alt>\r
702\r
703<imageobject>\r
704<imagedata fileref="media/load-catalog-record-3.png" scalefit="0"></imagedata>\r
705</imageobject>\r
706</mediaobject></para>\r
707</informalfigure>\r
708</step>\r
709\r
710<step>\r
711<informalfigure>\r
712<para>Locate the desired file and click <guibutton>Open</guibutton>.</para>\r
713<para><mediaobject>\r
714<alt>screenshot of load catalog IDs</alt>\r
715\r
716<imageobject>\r
717<imagedata fileref="media/load-catalog-record-4.png" scalefit="0"></imagedata>\r
718</imageobject>\r
719</mediaobject></para>\r
720</informalfigure>\r
721</step>\r
722\r
723<step>\r
724<informalfigure>\r
f39aa22c
JP
725<para>The screen will display the number of terms (record IDs) that have been loaded. Clicking <guibutton>Load more terms</guibutton> again will allow you to load\r
726an additional file of record IDs.</para>\r
31063226
RJ
727<para><mediaobject>\r
728<alt>screenshot of load catalog IDs</alt>\r
729\r
730<imageobject>\r
731<imagedata fileref="media/load-catalog-record-5.png" scalefit="0"></imagedata>\r
732</imageobject>\r
733</mediaobject></para>\r
734</informalfigure>\r
735</step>\r
736\r
737<step>\r
738<informalfigure>\r
739<para>Click <guibutton>Retrieve Records</guibutton>.</para> \r
740<para><mediaobject>\r
741<alt>screenshot of load catalog IDs</alt>\r
742\r
743<imageobject>\r
744<imagedata fileref="media/load-catalog-record-6.png" scalefit="0"></imagedata>\r
745</imageobject>\r
746</mediaobject></para>\r
747</informalfigure>\r
748</step>\r
749\r
750<step>\r
751<informalfigure>\r
63a6c191 752<para>The records will appear as line items.</para>\r
31063226
RJ
753<para><mediaobject>\r
754<alt>screenshot of load catalog IDs</alt>\r
755\r
756<imageobject>\r
757<imagedata fileref="media/load-catalog-record-7.png" scalefit="0"></imagedata>\r
758</imageobject>\r
759</mediaobject></para>\r
760</informalfigure>\r
761</step>\r
762\r
763<step>\r
22aeb0a4
JP
764<substeps>\r
765<step>\r
31063226 766<informalfigure>\r
22aeb0a4
JP
767<para>Save the line item(s) to a selection list by checking the box(es) adjacent to the desired line item(s) and selecting <menuchoice><guimenu>Actions</guimenu>\r
768<guimenuitem>Save Items to Selection List</guimenuitem></menuchoice>.</para> \r
31063226 769<para><mediaobject>\r
22aeb0a4 770<alt>screenshot of MARC federated search</alt>\r
31063226
RJ
771\r
772<imageobject>\r
22aeb0a4 773<imagedata fileref="media/MARC-federated-addrecord-7.png" scalefit="0"></imagedata>\r
31063226
RJ
774</imageobject>\r
775</mediaobject></para>\r
776</informalfigure>\r
777\r
778<informalfigure>\r
779<para>Either <guilabel>Save as Selection List</guilabel> and type in the name of a new selection list, \r
f39aa22c 780or <guilabel>Add to Selection List</guilabel> and type in the name of any existing selection list created by any user at your library.</para>\r
31063226
RJ
781<para><mediaobject>\r
782<alt>screenshot of MARC federated search</alt>\r
783\r
784<imageobject>\r
785<imagedata fileref="media/MARC-federated-addrecord-11.png" scalefit="0"></imagedata>\r
786</imageobject>\r
787</mediaobject></para>\r
788</informalfigure>\r
22aeb0a4 789</step>\r
31063226 790\r
22aeb0a4 791<step>\r
31063226 792<informalfigure>\r
22aeb0a4
JP
793<para>Create a purchase order from the line item(s) by checking the box adjacent to the desired line item(s) and selecting \r
794<menuchoice><guimenu>Actions</guimenu><guimenuitem>Create Purchase Order</guimenuitem></menuchoice>.</para>\r
795<para>See <link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
31063226 796<para><mediaobject>\r
22aeb0a4
JP
797<alt>screenshot of MARC federated search</alt>\r
798\r
799<imageobject>\r
800<imagedata fileref="media/MARC-federated-addrecord-8.png" scalefit="0"></imagedata>\r
801</imageobject>\r
802</mediaobject></para>\r
803</informalfigure>\r
804</step>\r
805\r
806<step>\r
807<informalfigure>\r
808<para>Add the line item to an existing line item by checking the box adjacent to the desired line item(s) and selecting \r
809<menuchoice><guimenu>Actions</guimenu><guimenuitem>Add to Purchase Order</guimenuitem></menuchoice>.</para>\r
810<para>See <link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
811<para><mediaobject>\r
812<alt>screenshot of MARC federated search</alt>\r
31063226
RJ
813\r
814<imageobject>\r
22aeb0a4 815<imagedata fileref="media/MARC-federated-addrecord-9.png" scalefit="0"></imagedata>\r
31063226
RJ
816</imageobject>\r
817</mediaobject></para>\r
818</informalfigure>\r
22aeb0a4
JP
819\r
820<informalfigure>\r
821<para>In the pop up box that appears enter the name of the purchase order you wish to add the line item to.</para>\r
822<para><mediaobject>\r
823<alt>screenshot of MARC federated search</alt>\r
824\r
825<imageobject>\r
826<imagedata fileref="media/MARC-federated-addrecord-10.png" scalefit="0"></imagedata>\r
827</imageobject>\r
828</mediaobject></para>\r
829</informalfigure>\r
830\r
831</step>\r
832</substeps>\r
31063226
RJ
833</step>\r
834\r
835</procedure>\r
836</section>\r
837\r
838\r
839 <section xml:id="view-place-orders">\r
840 <title>View/Place Orders</title>\r
841 <para>You can use <guilabel>View/Place Orders</guilabel> to easily order an additional copy of an item that is already in the catalogue. \r
842<link linkend="catalog-record-ids">Load Catalog Record IDs</link> is more effective when working with a list of additional copies \r
843of titles to be ordered.</para>\r
844\r
845<procedure>\r
846\r
847<step>\r
f39aa22c 848<para>Open the bibliographic record of the title you wish to purchase.</para>\r
31063226
RJ
849</step>\r
850\r
851<step>\r
852<informalfigure>\r
853<para>Select <menuchoice><guimenu>Actions for this Record</guimenu>\r
854<guimenuitem>View/Place Orders</guimenuitem></menuchoice>.</para>\r
855<para><mediaobject>\r
856<alt>screenshot of view/place orders</alt>\r
857\r
858<imageobject>\r
65dc669a 859 <imagedata fileref="media/view_order.png" width="100%" scalefit="0"></imagedata>\r
31063226
RJ
860</imageobject>\r
861</mediaobject></para>\r
862</informalfigure>\r
863</step>\r
864\r
865<step>\r
866<informalfigure>\r
63a6c191 867<para>Click <guilabel>Add to Selection List</guilabel>, <guilabel>Add to Purchase Order</guilabel> or <guilabel>Create a Purchase Order</guilabel>.</para>\r
31063226
RJ
868<para><mediaobject>\r
869<alt>screenshot of view/place orders</alt>\r
870\r
871<imageobject>\r
872<imagedata fileref="media/view-place-record-2.png" scalefit="0"></imagedata>\r
873</imageobject>\r
874</mediaobject></para>\r
875</informalfigure>\r
876</step>\r
877\r
5f5b6331
JP
878<step>\r
879<informalfigure>\r
880<para><guilabel>Add to Selection List</guilabel> will bring up a pop up. Either <guilabel>Save as Selection List</guilabel> and type in the name of a new selection\r
881list, or <guilabel>Add to Selection List</guilabel> and type in the name of any existing selection list created by any user at your library.</para>\r
882<para><mediaobject>\r
883<alt>screenshot of MARC federated search</alt>\r
884\r
885<imageobject>\r
886<imagedata fileref="media/MARC-federated-addrecord-11.png" scalefit="0"></imagedata>\r
887</imageobject>\r
888</mediaobject></para>\r
889</informalfigure>\r
890<para></para>\r
891<informalfigure>\r
652e780a
JP
892<para><guilabel>Add to Purchase Order</guilabel> will bring up a pop up. Fill in the PO # of the purchase order you would like to add the line item to and \r
893click <guibutton>Save</guibutton>.</para>\r
63a6c191
JP
894<para><mediaobject>\r
895<alt>screenshot of MARC federated search</alt>\r
896\r
897<imageobject>\r
898<imagedata fileref="media/view-place-add-po-1.png" scalefit="0"></imagedata>\r
899</imageobject>\r
900</mediaobject></para>\r
901</informalfigure>\r
902<para></para>\r
903<informalfigure>\r
5f5b6331
JP
904<para><guilabel>Create Purchase Order</guilabel> will bring up a pop up. See \r
905<link linkend="create-purchase-order-lineitem">Create a Purchase Order from Line Items</link> for further instructions.</para>\r
906<para><mediaobject>\r
907<alt>screenshot of MARC federated search</alt>\r
908\r
909<imageobject>\r
63a6c191 910<imagedata fileref="media/convert-selection-2.png" scalefit="0"></imagedata>\r
5f5b6331
JP
911</imageobject>\r
912</mediaobject></para>\r
913</informalfigure>\r
914</step>\r
915\r
31063226
RJ
916</procedure>\r
917</section>\r
31063226
RJ
918 \r
919</chapter>\r