9XX Ordering
Natalie Palermo, LSU Libraries
LOUIS User’s Conference
October 19, 2004
Topics
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What is 9XX ordering?
Questions for the vendor
9XX vendor mapping
Sample vendor record
Unicorn system setup
Basic Steps of 9xx ordering
Marc Order Import Utility
Unicorn reports
LSU 9XX ordering
 Approval
records from Promptcat
 Electronic order confirmation records from YBP
What is 9XX ordering?
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It’s not EDI
It’s a process that:
1. Loads bibliographic records containing embedded
order data
2. Extracts a flat ASCII text file of order records from
the embedded order data and does a test load of
orders
3. Loads the flat ASCII text file of order records
Questions for the vendor
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Can I submit a fund ID?
Can I submit a holding code?
Can you supply the fund ID, holding code, and
quantity in different subfields of the same MARC
tag?
Can you supply the purchase order number in a
MARC tag?
Can you supply the unit list price in a MARC
tag?
Can you supply a note in a MARC tag?
LSU YBP EOCR 9XX Mapping
YBP order key
982 $a
item PO number (Unicorn PO number)
initials
982 $c
982 $e
quantity
fund code (Unicorn fund code)
volume number (up to 3 characters)
quantity 1 list price at time order placed
order note 1
location (Unicorn holding code)
local data 1
981 $d
981 $b
993 $a
980 $b
982 $f
981 $c
985 $a
LSU Promptcat 9XX Mapping
Tag
949
980
Ind Subfield Description
I
BAR CODE NUMBER
a
INVOICE DATE
980
980
b
e
LIST PRICE
NET PRICE
980
981
981
981
982
f
b
d
e
a
INVOICE NUMBER
END USER PO NUMBER
QUANTITY
FUND CODE
VENDOR ORDER NUMBER
LSU Promptcat Site ID Example
Site ID:
LUUC
CHEM
Constant Data 1: 949
Constant Data 2: 981
h CHEM
c CHEM
Sample Vendor Record
=LDR 00508nam 2200169z 4500
=008 030802n\\\\\\\\xx\\\\\\\\\\\u\\\\\\und\u
=020 \\$a0803972954
=100 \\$aMARTIN, JOANNE
=245 \\$aORGANIZATIONAL CULTURE : MAPPING THE TERRAIN.
=260 \\$aTHOUSAND OAKS$bSAGE PUBLICATIONS$c2002
=490 \\$aFOUNDATIONS FOR ORGANIZATIONAL SCIENCE.
=980 \\$b41.95$zUSD
=981 \\$bbusi$cMIDL$d1
=982 \\$a99806081732$b360022$dPaper$eMHA
=984 \\$a20030801$b143655$cYBP
=987 \\$a1756578
Unit Price Fund ID Holding Code Quantity Funded Order ID
Unicorn System Setup
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Add acqload group of reports and Marc Order
Import Utility wizard to user access
Create template(s) for Load Bibs with Order Info
report
Basic Steps of 9XX Ordering
1.
2.
3.
4.
5.
6.
Place orders with vendor
Download bib records from vendor
Upload records to Unicorn server with Marc
Order Import Utility
Run Load Bibs with Order Info report
Correct flat orders if necessary
Run Load Flat Order Records report
Marc Order Import Utility
Unicorn Reports
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Load Bibs with Order Info
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Loads bibliographic records containing embedded
order data
Extracts a flat ASCII text file of order records from
the embedded order data and does a test load of
orders
Load Flat Order Records

Loads the flat ASCII text file of order records
Load Bibs with Order Info
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Also known as biborderload
Selection Criteria:
 Input
file
 Title control processing
 Bibliographic record processing
 Call number and copy processing
 Order options
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Output Options:
 Print
loaded title
 Print flat orders
Load Bibs with
Order Info:
LSU firm order
template
Load Bibs with
Order Info:
LSU approval
order template
Load Bibs with Order Info Log
Load Bibs with Order Info Errors
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Possible report errors:
**No holdings tags found
 Bib record is not loaded
**Invalid holding code name
 Bib record is not loaded
**Cannot link order to fund: fund ID not found
 Order record will not be created
**Fund over encumbered/spent
 Order record will be created without funding
segment
Load Flat Order Records
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Also known as orderload
Selection Criteria
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File to load (using the following naming convention):
 [YYYYMMDD][library number][session number]o
 Example: 2003081400011o
 Maintenance library
 Test only
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Output Options:
 Order
information
 Order line information
 Segments Information
Load Flat Order Records Log
Loaded Orders Output
LSU 9XX Ordering: Approvals
1.
2.
3.
4.
5.
Download Promptcat records from OCLC
Upload records to Unicorn server with Marc
Order Import Utility and MarcImport Utility
Run Load Bibs with Order Info report
Run Load Flat Order Records report
Run Load Bibliographic Records report to
overlay XX call numbers created by Load Bibs
with Order Info
LSU 9XX Ordering: Firms
1.
2.
3.
4.
5.
6.
Place orders in YBP’s GOBI2 system
Download order confirmation records from YBP
Upload records to Unicorn server with Marc
Order Import Utility
Run Load Bibs with Order Info report
Run Load Flat Order Records report
At a later date, run Load Bibliographic Records
report to overlay order confirmation records
with Promptcat records