Load MARC Order Records

Click Acquisitions → Load MARC Order Records.

If you want to upload the MARC records to a new purchase order, then check Create Purchase Order.

If you want to activate the purchase order at the time of creation, then check Activate Purchase Order.

Enter the name of the Provider. The text will auto-complete.

Select an org unit from the drop down menu. The context org unit is the org unit responsible for placing and managing the order. It defines what org unit settings (eg copy locations) are in scope, what fiscal year to use, who is allowed to view/modify the PO, where the items should be delivered and the EDI SAN. In the case of a multi-branch system uploading records for multiple branches, choosing the system is probably best. Single branch libraries or branches responsible for their own orders should probably select the branch.

If you want to upload the records to a selection list, you can select a list from the drop down menu, or type in the name of the selection list that you want to create.

Select a Fiscal Year from the dropdown menu that matches the fiscal year of the funds that will be used for the order. If no fiscal year is selected, the system will use the organizational unit’s default fiscal year stored in the database. If not fiscal year is set, the system will default to the current calendar year.

Create a queue to which you can upload your records, or add you records to an existing queue

Select a Record Match Set from the drop-down menu.

Select a Merge Profile. Merge profiles enable you to specify which tags should be removed or preserved in incoming records.

Select a Record Source from the drop-down menu.

If you want to automatically import records on upload, select one or more of the following options.

To only import records that have a quality equal to or greater than the existing record, enter a Best/Single Match Minimum Quality Ratio. Divide the incoming record quality score, as determined by the match set’s quality metrics, by the record quality score of the best match that exists in the catalog. If you want to ensure that the inbound record is only imported when it has a higher quality than the best match, then you must enter a ratio that is higher than 1, such as 1.1. If you want to bypass all quality restraints, enter a 0 (zero) in this field.

Select an Insufficient Quality Fall-Through Profile if desired. This field enables you to indicate that if the inbound record does not meet the configured quality standards, then you may still import the record using an alternate merge profile. This field is typically used for selecting a merge profile that allows the user to import holdings attached to a lower quality record without replacing the existing (target) record with the incoming record. This field is optional.

If your order records contain holdings information, by default, Evergreen will load them as acquisitions copies. (Note: These can be overlayed with real copies during the MARC batch importing process.) Or you can select Load Items for Imported Records to load them as live copies that display in the catalog.

Click Acquisitions → Load MARC Order Records

Add MARC order records to a Selection list and/or a Purchase Order. Check the box to create a purchase order if desired.

Select a Provider from the drop-down menu, or begin typing the code for the provider, and the field will auto-fill.

Select a Context Org Unit from the drop down-menu, or begin typing the code for the context org unit, and the field will auto-fill.

Select a Selection List from the drop down menu, or begin typing the name of the selection list. You can create a new list, or the field will auto-fill.

Create a new record import queue, or upload the records to an existing queue.

Select a Record Match Set.

Browse your computer to find the MARC file, and click Upload.

The processed items appear at the bottom of the screen.

You can click the link(s) to access the selection list or the import queue. Click the link to View Selection List.

Look at the first line item. The line item has not yet been linked to the catalog, but it is linked to a record import queue. Click the link to the queue to examine the MARC record.

The batch import interface opens in a new tab. The bibliographic records appear in the queue. Records that have matches are identified in the queue. You can edit these records and/or import them into the catalog, completing the process.

Click Acquisitions → Load MARC Order Records

Add MARC order records to a Selection list and/or a Purchase Order. Check the box to create a purchase order if desired.

Select a Provider from the drop down menu, or begin typing the code for the provider, and the field will auto-fill.

Select a Context Org Unit from the drop down menu, or begin typing the code for the context org unit, and the field will auto-fill.

Select a Selection List from the drop down menu, or begin typing the name of the selection list. You can create a new list, or the field will auto-fill.

Create a new record import queue, or upload the records to an existing queue.

Select a Record Match Set.

Select Merge Profile → Match-Only Merge.

Check the boxes adjacent to Import Non-Matching Records and Merge on Best Match.

Browse your computer to find the MARC file, and click Upload.

Click the link to View Selection List Line items that do not match existing catalog records on title and ISBN contain the link, link to catalog. This link indicates that you could link the line item to a catalog record, but currently, no match exists between the line item and catalog records. Line items that do have matching records in the catalog contain the link, catalog.

Click the catalog link to view the line item in the catalog.