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SirsiDynix Symphony WorkFlows Help > Reports > FAQs for the Reports Module > FAQs: Ordering Materials Using the SirsiDynix Symphony MARC Order Loader

FAQs: Ordering Materials Using the SirsiDynix Symphony MARC Order Loader

What is 9XX ordering?

Library staff select materials for ordering on a book vendor’s Web site. The book vendor will produce a file of MARC bibliographic records where each record contains information about an order for the title described in the bib record. The order information is in local use (9XX) tags in the bibliographic record.

The first step in getting the records into SirsiDynix Symphony is to copy the file of bibliographic records from a client workstation to the appropriate directory on the server where SirsiDynix Symphony resides. The MARC Order Import Utility wizard is designed for this and other tasks related to managing the files used in the process of loading 9XX orders.

The reports used to update the bibliographic database and load orders are the Load Bibs with Order Info (Biborderload) report and the Load Flat Order Records (Orderload) report.

The transactions that create bibliographic records and order records loaded through 9XX ordering are logged to the history logs. Logging of these transactions allows them to be recreated in a restore of transactions from a daily backup.

What vendors can support 9XX ordering?

Any vendor that can provide order information in SirsiDynix’s required format can establish a 9XX book ordering relationship with a SirsiDynix library site. Libraries using SirsiDynix Symphony need to contact vendors that have an online book order web site to establish that orders may be placed and that you can enter properly formatted funds and holding codes for your purchases. Some vendors that have web site ordering capabilities are Blackwell, Brodart, Ingram, Book Wholesalers, Inc. (BWI), and Yankee Book Peddler (YPB). You must contact potential book vendors to establish the 9XX usage for each of the vendors and register with the vendors. Some vendors may charge a fee for the use of their web site for ordering.

What types of materials can be ordered using 9XX?

The most efficient ordering in 9XX is for basic monographic materials, such as firm and approval orders. AV materials and other materials can be ordered if the order is of the Basic order type. 9XX cannot be used to create Dated or Recurring orders.

Do I need to use X12 if I use 9XX?

No. You can use 9XX ordering alone, or in combination with X12.

Can I use X12 in combination with 9XX ordering?

Yes. When you use the X12 book ordering process, the EDI orderlines are matched with existing MARC records in your catalog while 9XX ordering combines the bibliographic record retrieval with the ordering process. Some vendors may request that you not place the order on the web site at the same time that you download the MARC records. Instead, you would download the file, load the bibliographic and order records, and then run the X12 Book Orders report to send the order electronically to the vendor using the EDI Group of reports. The advantage of doing this is that you communicate your SirsiDynix Symphony order ID to your vendor.

If you are using X12 Ordering with 9XX, do not select the Set Date Mailed, Date to Claim, Date to Cancel check box on the Order Options tab in the Load Bibs with Order Info report.

Some vendors can send you an X12 formatted invoice file. When the file is received using the EDI Group of reports, you can use the X12 Book Invoices report to load the invoice electronically.

What questions should I ask my book vendor before 9XX ordering?

Ask your book vendor to answer these questions to determine whether the required elements for creating order records can be supplied in a bibliographic record downloaded from the book vendor’s web site.

Here are some specific ordering scenarios, and questions to ask your book vendor for each scenario you anticipate using. For every example, any local use tag except the 999 is acceptable. Any unique subfield codes are also acceptable.

Ask your book vendor these questions that relate to optional data elements that can be loaded in an order.

What record formatting guidelines should I share with my book vendor?

The book vendor must be able to produce a file of bibliographic records where each record contains information about an order for the title described in the bibliographic record. The bibliographic records must be in MARC communications format.

Within SirsiDynix’s 9XX order loader, the library staff can specify the MARC tag and subfield where each order data element is located in the MARC record. While specific MARC tag numbers and subfield codes are not required, there are some conventions for the content and formatting of order data that must be followed for the successful loading of order records in SirsiDynix Symphony.

SirsiDynix reserves the 999 tag for a special use in the 9XX record loading process; records to be loaded by Acquisition Load group reports should not contain a 999 tag.

Fund ID and Holding Code must appear in the same MARC tag.

Funded quantity can be specified, and if it is specified, it must appear in the same MARC tag as Fund ID and Holding code. If funded quantity is not specified, funded quantity is assumed to be ”1.” Even though SirsiDynix refers to the field name ”funded quantity”, note that this quantity applies to both the fund ID and the holding code.

Each of the three data elements — fund ID, holding code and funded quantity — must appear in separate and unique subfields. The order of the subfields is not important.

The combination of these elements, Fund ID, Holding code and optional funded quantity is referred to as ”Segments information.”

The tag designated for segments information can be repeated to allow for ordering multiple copies from varying funds and/or for different holding codes.

What would a book vendor’s properly formatted segments information tags look like?

The tag containing fund ID and holding code information can be repeated. The choice of MARC tag numbers and subfield codes in these examples is arbitrary (excluding the 999 tag, which is reserved for SirsiDynix’s use). The order of subfields is not important.

All of the following are valid tags containing funding and distribution information.

For example, this statement represents 1 copy funded from fund WVR and distributed to holding code M-STKS.

947 |aWVR|hM-STKS

This statement represents 2 copies funded from fund WVR and distributed to holding code M-STKS

947 |aWVR|b2|hM-STKS

These statements represent 5 copies funded from fund AFALIT, 3 copies distributed to holding code M-STKS and 2 copies distributed to holding code R-STKS

947 |aAFALIT|b3|hM-STKS947 |aAFALIT|b2|hR-STKS

These statements represent 5 copies funded from fund AFALIT and distributed to holding code M-STKS; 5 copies funded from fund WVR and distributed to holding code M-STKS

947 |aAFALIT|b5|hM-STKS947 |aWVR|b5|hM-STKS

Is there any other information that can be specified by the vendor for loading?

Within SirsiDynix’s 9XX order loader, the library staff specifies the MARC tag and subfield of each of optional elements. These elements can be in the same MARC tag as the Segments information or these elements can be in different MARC tags. A unique combination of tag and subfield must be used for each element.

If there are multiple occurrences of any of these optional elements within one bibliographic record, the loader uses only the first occurrence.

SirsiDynix Symphony can use the following optional elements in the order record if they are present in the MARC record provided by the book vendor.

Unit Price

If unit list price is not supplied, it defaults to $0.00. Currency symbols and decimal points are optional.

For example, these are all valid ways to represent a unit price of twenty-three dollars in SirsiDynix Symphony.

Extended Price

If the extended price is not supplied, SirsiDynix Symphony calculates it by multiplying the number of copies by the unit price, then applying any discounts specified in either the vendor record or in the Discount field of the orderline.

When the extended price is supplied, that value overrides SirsiDynix Symphony’s calculation of the extended price.

Order ID

If an order ID (Purchase Order Number) is supplied in the MARC bibliographic record that is downloaded from the book vendor web site, it can be loaded into the order along with other order information. The loader will support one title per order ID or multiple titles with the same order ID. The first title loaded using a given order ID will load as order line 1 under the specified order ID. Subsequent titles loaded under the same order ID will load with sequentially assigned order line numbers. The maximum length of an order ID in SirsiDynix Symphony is 20 characters. Order IDs are alphanumeric.

Notes for each orderline may be entered in a tag and subfield. Free text up to 9999 characters in length is accepted.

Requestor User ID

The tag and subfield containing the user ID of the requestor may be specified. Supplying the requestor user ID is optional. If the requestor user ID is supplied, the ID must be a valid user ID from the SirsiDynix Symphony user database.

Customer Number

The tag and subfield containing the customer number may be sepecfied. (Some vendors refer to customer numbers as ”account numbers.”) Vendors may create multiple customer numbers per library to identify processing options for materials that are ordered.

When a customer number is specified, the customer number is used to retrieve the corresponding vendor ID for each title. If a customer number is not specified, the default vendor ID specified in the Load Bibs with Order Info (Biborderload) report is used for every order created.

Additional Orderline Information

If the vendor has included (or allows you to include) an orderline note, comment, instructions, etc. in the bibliographic records, up to four unique MARC Tag number and subfield combinations can be mapped to orderline extended information entry IDs.

More than one unique MARC Tag number and subfield combination can be mapped to the same entry ID. For example, both a 960 subfield a and a 961 subfield a can be mapped to a NOTE entry ID. However, two 960 subfield a combinations cannot be mapped to individual NOTE entry IDs. If you specify multiple duplicate MARC Tag number and subfield combinations to be mapped to the same entry ID, only the first tag number and subfield combination is mapped to the entry ID.

What would a book vendor’s properly formatted bibliographic records look like?

Here are some text representations of MARC bibliographic records that would result in the successful loading of both bibliographic and order records using SirsiDynix’s 9XX record loading process. Segments information entries and optional elements used in creating orders in the following records are in boldface type.

num=020        0312971346|c6.99
num=040        OrLoB|cOrLoB
num=245     00High five.
num=260        |bV H P S (VA)|c2000
num=960        |s6.99|tDEFAULT|uFUND1|y001
num=961          |dINTERNAL NOTE 
num=010 00037185
num=020 0590489135 ;|c$ 17.95
num=035 56094124T
num=050 4PZ8.2
num=082 4Enum=100 Lester, Julius
num=245  Ackamarackus : julius lester’s sumptuously silly              
fantastically funny fables
num=260 |bScholastic Inc                 ;|c2001
num=263 02/2001
num=510 BL 02/01/2001 1056
num=510 CL 02/00/2001
num=510 KK 01/15/2001 0112
num=970 |fFUND1 |lMAIN-STA |p 17.95|q001
num=970 |fFUND2 |lSOUTH-STA |p 17.95|q002
num=970  |fFUND3 |lNORTH-STA |p 17.95|q002 
num=010     00041978 
num=020     1570714592 ;|c$ 22.95
num=035     55926894T
num=082     4302.2345
num=100     Pawlowski, Cheryl
num=245     Glued to the tube : the threat of television 
num=260     |bSourcebooks Inc;|c2000
num=968     |p 22.95
num=969     |n This is a note.
num=970     |fAFIC |lMAFIC |q001
num=970      |fAFIC |lNAFIC |q001 
num=001 BK0003560442
num=005 20021002082422.0
num=010 BL 00005056
num=020 0606190317 : TBK|c$21.25
num=050 14PS3556.I8155|bW47 2000
num=082 04813/.54|221
num=100 1 Fitch, Janet,|d1955-
num=245 10White oleander :|ba novel /|cJanet Fitch.
num=250 1st Back Bay trade pbk. ed.
num=260 Boston :|bBack Bay Books,|c2000, c1999.
num=300 446 p. ;|c21 cm.
num=946 |nThis is a note|p21.25
num=947 |fFUND1|hEDUBOOK|q1
num=947 |fFUND2|hMAINBOOK|q1 
How do I get the file of MARC records from the vendor?

Vendors require registration, or a user name and password, to use their site. Then, while connected to the vendor’s web site, bibliographic searches are executed, similar to those used in an online library catalog or Books to be ordered are selected. Vendors may allow the entry of quantity, fund and location information for each purchase line title. Some vendors even allow each library purchaser to establish a controlled vocabulary, so a drop-down menu of established Fund ID and Holding Code values is available, which will minimize typographical errors. Once the order list is complete, a file can be downloaded either immediately to the library workstation, or by FTP, or some other mechanism.

How does the vendor select a catalog key to match on?

Bibliographic records for order information are matched against the catalog in the same way that bibliographic records are matched for cataloging. However, a vendor may require that you use a particular catalog key, such as the ISBN, and that you always use the same key for that particular vendor. As with cataloging, if the incoming record does not contain the catalog key that is in the existing record, the record will not be matched and the entire bibliographic record is loaded. For this reason, it is important that you get the matching specifications from the vendor. If your existing records do not use the same catalog key as specified by the vendor, pre-order searching is advisable to prevent duplicate loads. If ISBN is used, the ISBN in the bibliographic record is automatically assigned as the ISBN/ISSN/Orderline ISXN in the orderline.

How do I import the file?

Once a file is on a user’s PC, the file needs to be uploaded to the server using the Marc Order Import Utility wizard.

  1. In the MARC Order Import Utility wizard on the Utility toolbar, click the Import tab.
  2. In the Source field, use the Select File gadget to select the file on your workstation.
  3. In Destination, specify the name that will be used by the file when it is uploaded to the /Marcordimp/Bibs directory.
  4. Click Import.
  5. At the Is diskette ready? prompt, click Yes.
  6. At the Are there more files to upload? prompt, click Yes to continue appending files to the destination file, or click No if only one file is to be imported. Multiple vendors’ files may be uploaded.
  7. Once a file is on the SirsiDynix Symphony server, the data can be processed.

    The Import tab on the new MARC Order Import Utility wizard is not the same as the Import tab on the MARC Import Utility wizard. The MARC Order Import Utility wizard and the MARC Import Utility wizard manage different directories on the server.

How do I load the bibliographic records and test the flat order records to see how they will load?

The Load Bibs with Order Info report performs both tasks. It prepares the MARC record by adding a 999 entry for each bibliographic record in the vendor’s file as specified by the Load tab of the report. Call number libraries are generated according to holding code. The file of bibliographic records is divided into two files, one containing catalog matches and one with new catalog records. For matching titles, any order information entries from the existing catalog record are removed before merging in the new order information entries from the new vendor record.

The report maps the order information as specified by the Order Options tab of the report into the flat ASCII record and the order records are extracted from the MARC record. When the bibliographic records are loaded, unique filenames for error and backup files are created for the bibliographic record in the /Marcordimport/Bibs directories, and the extracted order records are placed in the /Marcordimp/Orders directory with a unique file name. From this point, all of the files associated with this order will have this base number.

In the report output, the order records are tested for loading. The Load Bibs with Order Info report output identifies order records that are not going to load correctly.

How is the Load Bibs with Order Info report different from the Load Bibliographic Records report?

The prompts related to the load of bibliographic information in the Load Bibs with Order Info report are similar to the prompts in the Load Bibliographic Records report. However, the tools used to accomplish loading and updating bibliographic records are different, and you should expect some differences in behavior.

How are catalog records matched and merged?

The Load Bibs with Order Info report divides bibliographic records into two files. One file contains records that match existing catalog database records and one file contains bibliographic records that do not match and are new to the catalog.

The bibliographic records that do not have a match in the catalog database are loaded into the catalog. An auto-generated call number is created for each bibliographic record that is loaded. The library of the call number record is determined by the holding code in the holdings entry 999. These records are dynamically indexed when loaded.

The bibliographic records that match an existing catalog record are checked to see if a matching call number library is present. If no call number record exists that matches the merged bibliographic record order’s holding code library, an auto-generated call number associated with the appropriate library is added.

When the records are merged, any order information entries from the existing catalog record are removed before merging in the new order information entries from the new vendor record. That is an important distinction between the Load Bibs with Order Info report and the traditional Load Bibliographic Records (Bibload) report. Records are never ”updated” or overlaid by the incoming record when the bibliographic records used for ordering are loaded. The original bibliographic record is always retained. Only the tags containing order information (as specified in the Order Options tab) are modified when the new bibliographic record is imported. The original tag is replaced by the imported tag and specified subfields.

For example, a user specifies that segments information for the order will come from the 960. This 960 is already in the database from a previous order for the specified title.

960 FUND1|q1|hMAIN

When the incoming bibliographic record is merged into the existing database record, the existing 960 is replaced by a new 960. This behavior ensures that the order data for a previous order is not sent in the current or subsequent order.

960 FUND2|q1|hSOUTH

In this example, all occurrences of the 960 in the existing record would be replaced. In the setup of the Load Bibs with Order Info report, the user specifies the MARC tag or tags that contain segment information and optionally, order ID, unit price and note. This behavior is consistent for the 999 and all the MARC tags specified to contain order data.

When the report is run, a Sirsi-formatted 999 holdings entry is added to each bibliographic record in the vendor’s file from the first MARC tag and subfield containing a holding code in the vendor’s bibliographic record. The Sirsi holdings tag and subfield are the 999 |h. The user ID and station name of the user that runs the report are logged for all newly created call numbers.

Can one file of bibliographic records contain order records belonging to multiple libraries?

No. When a file of records is loaded, the maintenance library defaults to the station library of the user scheduling the report. Although several holding codes may be specified, it is not possible for more than one ”owner” or maintenance library to be specified.

When you select a library that is not the default station library, the vendor ID and fiscal cycle gadgets do not display values for the selected library. The values of the station library are displayed for selection. Confirm that the vendor and fiscal cycle you type are correct for the selected library or the order records will not load.

Why are automatic call numbers required?

Required call numbers are assigned when the order is loaded to establish a link between the bibliographic record and the order. If you select the Create Copies check box on the Load tab, an automatic item ID can also be used as the link between the bibliographic record and the order.

Will automatic call numbers be linked to existing titles too?

If an existing title already has a qualifying call number, then the call number is not changed, but the order is linked to the qualifying call number.

For example, a title in the catalog has two existing call numbers, one is in GREEN and the other is in MONROE library.

GREEN PS3501.R55|bC55 (copy 1)

MONROE PS3501.R55|bC55 (copy 1)

A second copy was ordered for GREEN, and a copy was ordered for MADISON. When the bibliographic record is matched for order loading the call number for the existing GREEN call number is retained, but the copy for MADISON, because there are not any qualifying call numbers, is autogenerated.

GREEN PS3501.R55|bC55 (copy 1)

GREEN PS3501.R55|bC55 (copy 2)

MONROE PS3501.R55|bC55 (copy 1)

MADISON XX(49266.1) (copy 1)

How do I know which title is associated with each flat order?

You cannot reliably match the bibliographic record with the order record from the Load Bibs with Order Info report result. All of the order information in the 9XX fields is extracted to create the flat order. However, when the report runs, each title that loads correctly is loaded into SirsiDynix Symphony. Once loaded, the title has a call number or item ID associated with it. Each order also has a call number, or item ID if the Create Copies check box on the Load tab was selected. You can determine which title is associated with a particular order by looking up the title by call number or item ID in WorkFlows using the value in the .LINE_CALLNUM. or .LINE_ITEM_ID. field of the flat order record.

Why am I getting Duplicate Title messages when I run the Load Bibs with Order Info report?

Some book vendors do not allow libraries to specify multiple funds and or holding codes on one order. If you have ordered the same title more than once to designate different funds and/or holding codes, SirsiDynix Symphony cannot create two flat orders for one title in one run of the Load Bibs with Order Info report. Instead, the input file is checked for duplicate titles. If a title is duplicated, one of the records will load normally, the other will be lost. Titles for which duplicate titles are identified are reported so that you can manually add the information about the lost order.

Why isn’t there an option not to load duplicate titles, as in the Load Bibliographic Records report?

Unlike the Load Bibliographic Records report, it is not possible to select an option to update bibliographic records, which prevents you from loading bibliographic records that are already in the catalog. This is a safety mechanism. If the order you created on the vendor website was already placed with the vendor, and you were able to select to create only new bibliographic records, there would be no mechanism for canceling the order. You have no record that the order had already been placed.

If the title had been created from a previous order load, existing order data in the bibliographic record may be removed when the incoming record is merged. Orders that were previously created will not be affected.

What happens if the Load Flat Order Records report attempts to load order records for overencumbered/spent funds?

If the report attempts to load an order that specifies a fund that is overencumbered/spent, the behavior of the loader varies with whether or not Block Over Encumbrance is selected in the fund record.

How do I modify the orders so they load correctly?

If the Load Bibs with Order Info report indicated that some order records would not load correctly, you can use the MARC Order Import Utility wizard to review the records that have been created, modify any of the orders that would not be able to load, or delete any that should not be included in the load.

  1. On the Utility toolbar, click the MARC Order Import Utility wizard.
  2. Click the Order Files to Load tab, and select a flat order record file.
  3. Click Edit to display the basic record structure in WordPad (or the default viewing application).
  4. Make changes, and select Save from the File menu in WordPad.
  5. Select Exit from the File menu in WordPad. The data on the server is modified when WordPad is closed.
How do I load the flat ASCII order records into SirsiDynix Symphony?

The Load Flat Order Records report, also in the Acquisition Load report group, is used to confirm that the flat orders were correctly created, as well as to load them. The Load Bibs with Order Info report loaded the orders in test mode, and you corrected the records using the MARC Order Import Utility wizard. The first time the Load Flat Order Records report runs, it may run to test the corrections. By default, the report is set to run and load the records, with the Test Only option set to No. When the report runs with Test Only set to No, the order records are loaded into the order record database in SirsiDynix Symphony.

If any orders with errors were not previously corrected, they will not load. You can use the Order Error Files tab of the MARC Order Import Utility wizard to copy the error records. The file you name will be available again from the Order Files to Load tab where the records can be modified to load.

How do I maintain orders that are loaded using the 9XX method?

Once orders have been loaded, you can review and modify them using the Acquisitions order wizards as needed. Once loaded, the orders do not require any special processing.

How are values in an order set by the record loader?

The Order ID can either be auto-generated, or it can be specified in each individual order line as part of the bibliographic record, and you can set the MARC Tag Number and Subfield using the selections in the Load Bibs with Order Info report.

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