The Vandelay record loading interface for Acquisitions allows you to upload batches of records, downloaded from a provider’s site, into Evergreen. The interface will allow you to create a selection list or a purchase order when uploading the records. If you are uploading to a purchase order, there is also the option to activate the purchase order. Some setup on the provider’s side is required if you want to create line item copies during the upload into Evergreen.
Below is some documentation for setup on the provider’s side:
Baker and Taylor:
Baker and Taylor Title Source 3 Silver, One Fund Setup – Provided by Helen Freeman, Sawyer Free Library, Gloucester.
Ingram (Books Only):
Downloading Order Records From Ingram – Grid Setup – Provided by Christine Evans, Abbot Public Library, Marblehead.
Downloading Order Records From Ingram – Grid Setup – Provided by Helen Freeman, Sawyer Free Library, Gloucester.
Once your grids are set up, there are specific steps you need to do for the grid information to be applied to you list.
Preparing an Ingram List For Download – Provided by Laurel Toole, Lynnfield Public Library
Evergreen setup:
Enter the following in the Holding Subfields tab in the provider record. This must be done for each provider for which you want to upload records.
- Go to Admin/Server Administration/Acquisitions/Providers
- Find the provider you want and click on the provider blue, underlined name.
- Click on the “Holding Subfield” tab.
- Click on the “New Holding Subfield” button.
- Select the Name Holdings Subfields from the drop down list. Fill in the subfield letter in the Subfield box. See the list below for the subfield letters NOBLE uses. The provider ID field fills in automatically.
Quantity – o (required)
Estimated Price – r
Owning Library – b (required)
Call Number – j
Fund Code – u (required)
Circ Modifier – g
Note – p
Copy Location – t
Barcode – e
Collection Code – c
The Loading Process
Go to Acquisitions/Load MARC Order Record. Follow the instructions below.
Record loading interface for Acquisitions:
- Create Purchase Order – Check this off if you want to create a purchase order of the uploaded records.
- Activate Purchase Order – It is recommended that you not check this off. Checking this off will cause the purchase order to be activated upon upload. The state of the resulting purchase order will be “On Order”. If unchecked, the purchase order will be created with a state of “Pending” and can be activated at a later time by pulling up the purchase order and clicking on the “Activate” button.
- Provider (Required) (required) – Begin typing the provider code then select from the list.
- Context Org Unit (required) – Select the org unit from the drop down. If you have multiple branches, select the system level.
- Add to Selection List – You can add to an existing selection list by selecting a list from the drop down, or create a new selection list by typing into the drop down box.
- Upload to Queue – Create a new queue by typing a name in the right hand box. Give your queue a unique, meaningful name so you can locate it later if necessary. Adding a date and time to the queue name keeps that name unique. There have been some issues adding to existing queues so it is best to create a new one.
- Record Match Set (required) – Select Load Orders
- Merge Profile (required) – Select Load Orders
- Import Non-matching Records ( – Check this off to import records that are new to the system and are not likely to find matches.
- Record Source (required) – Select Temp
- Merge on Exact Match (901c) – Skip
- Merge on Single Match – Skip
- Merge on Best Match – Select
- Best/Single Match Minimum Quality Ratio – Skip
- Insufficient Quality Fall-Through Profile – Skip
- Load Items for Imported Records – You may want to leave this one unchecked unless you want items displaying in the catalog before you actually activate the purchase order. Items will load when the purchase order is activated. Select if you want you items loaded into the catalog at the point of upload.
- File to Upload – Browse to the file you want to upload. Select it and click Upload to begin the process. Your screen will appear as below. Depending on the size of your file, the upload may take anywhere from a few seconds to minutes. When the upload is finished, you will see two links at the bottom of the screen. You may need to scroll down to see the very bottom one. One link is to the purchase order or selection list you created. The other link is to the import queue.