Acquisitions: Order Records Fixed-Length Fields

Author: Mark Hemhauser
Posted in: Acquisitions Group

Order record fixed-length fields use 1, 3 or 5 alphanumeric characters to identify the type of order and order information.  The meaning of order codes displays on screen in Millennium order records.  Order record templates have default codes for all fixed-length fields.  The default location code “zzzzz” in the order templates must be changed to the correct location code.  All codes should be reviewed for correctness before an order is completed.

Any fixed-length field code can be changed by any user with authorization to edit Order records.  Care must be taken when changing codes or editing Order records for any reason.  Most fixed-length fields can be changed using Rapid Update or Global Update.  Exceptions: Estimated price, Fund, Status and the number of Copies CANNOT be changed using Rapid Update or Global Update.  This programmatic limitation protects the integrity of the financial function by controlling encumbrances and disencumbrances.

FIXED-LENGTH FIELD ACQ TYPE (Acquisition Type)
Describes method used to acquire material.  Distinguishes paid orders from unpaid orders received via exchange, gift or depository arrangements.  Identifies materials acquired on barter and sent to other institutions.
> CODE : MEANING = DEFINITION/USE/EFFECT
> $ : PREPAID w/PO = Prepaid order.  Purchase order sent separately from payment.
> % : ANTIQUARIAN = Bancroft Antiquarian purchase.
> 4 : LC FOR ACQ = Material acquired through Library of Congress Foreign Acquisition programs.
> a : APPROVAL = Material acquired via an approval plan.
> b : BARTER = Material purchased and sent to exchange partners.
> d : DEPOSITORY = Material supplied as government depository.
> e : DDA = Demand driven acquisitions
> g : GIFT = Material received without payment and not sent on depository, exchange or barter.
>h : HOSTING FEE =
> i : COMES ON/INCL = Comes on order, also known as a “child” order.  A separate serial order received with a purchased title, membership or service subscription.  Includes print only and print + electronic combinations.
> k : E-PACKAGE = Package of electronic monographs and/or serials.
> l : LIST PURCH = Collection of material acquired using a single Order record.  Individual records created for materials obtained through list purchase use ACQ TYPE “l” and ORD TYPE “f” for Order For record only (OFRO).
> m : MEMBERSHIP = Membership order which can provides discounts and usually includes publications as “comes on” titles.
> o : STANDING ORDER = Standing order for a series paid as it is published.
> p : FIRM = Non-continuing firm order including monographs, MVM sets, serial back issues, installment payments, archival access for e-monographs (no host fee), or streaming videos leased for a fixed number of years.
> s : SUBSCRIPTION = Purchased serial, standing order, or continuing resource.
> t : DEPOSIT ACCOUNT =
> u : BLO/APROFRO = Paid monograph acquired on approval plan or blanket order.
> w : PURCH + MAINT = Order with one-time payment for e-resource possibly with ongoing payment on another record including records with maintenance fees beginning after five years.
> x : EXCHANGE = Material received from exchange partners

FIXED-LENGTH FIELD BLOC (Billing location)
The “bill to” address on purchase orders.  The meaning of BLOC codes and RLOC codes must be the same because both fields link to the same table of 4-line addresses up to 30 characters per line.
> CODE : MEANING
> 1 : BIOSCIENCE
> 2 : CHEM
> 3 : EARTH SCI
> 4 : ED/PSYCH
> 5 : ENGINEERING
> 6 : ENVI
> 7 : LBNL
> 8 : BUSINESS
> 9 : SER PAY
> a : ACQ PROC
> b : BANCROFT
> d : DOCS TECH SVC
> e : EAL SER
> h : ASTR/MATH
> j : MORRISON
> k : EAL JPN DIV
> m : MUSIC
> n : NEWS/MICRO
> o : OPTOMETRY
> p : PHYSICS
> q : PHILOSOPHY
> r : EAL KOR DIV
> s : PER DIV
> t : PUBL
> u : ODERING UNIT
> v : MEDIA RES
> w : EAL CHI DIV
> x : EXCHANGE
> y : S/SEALS
> z : NULL, blank

FIXED-LENGTH FIELD CDATE (Cataloging date)
A field for the date an item was cataloged.  The existence of a CDate in Order records can impact the public display.  This field is not used at UCB.

FIXED-LENGTH FIELD CLAIM (Claim activity)
Code shows claim activity and Millennium generates a P.O. Note for each claim action.  Claims are triggered or prevented by the combination of STATUS, CLAIM CODE, ORD NOTE, ORDRD and the absence of a RECVD.  Most orders are claimed at least 2 or 3 times before cancellation.  Claims can be delayed by ORD NOTE value.  Some MVM sets published over many years are claimed occasionally.
> CODE : MEANING = DEFINITION/USE/EFFECT
> – : Normal claim routine allowed (default)
> a : CL 1 DEC MADE = first monograph claim sent
> b : CL 2 DEC MADE = second monograph claim sent
> c : CL 3 DEC MADE = third monograph claim sent
> d : CL 4 DEC MADE = fourth monograph claim sent
> e : CL 5 DEC MADE = fifth monograph claim sent
> f : CL 6 DEC MADE = sixth monograph claim sent, no further claims are generated unless the claim code is changed to a different letter
> n : NO CLAIMS = will never appear in a claim review file
> r : RUSH DEC MADE = rush claim sent
> z : MUST CLAIM = appears in the every subsequent claim cycle
> 1 : CL 1 SENT = serial claim was sent
> 2 : CL 2 SENT = serial claim was sent
> 3 : R CL SENT = serial claim “Rush” was sent
> 5 : CL 1 NOT S = serial claim was NOT sent
> 6 : CL 2 NOT S = serial claim was NOT sent
> 7 : R CL NOT S = serial claim “Rush” was NOT sent

FIXED-LENGTH FIELD CLAIM CODE
Single-letter code in Vendor records referencing a table of intervals for Order record claims.  Most vendors use D or F.
> Code : 1st claim : 2nd claim : Rush claim : Usage
> n : 130 days : 230 days : 70 days : Vendor None
> d : 130 days : 230 days : 70 days : Domestic Vendor
> f : 190 days : 300 days : 100 days : Foreign Vendor
> s : 360 days : 720 days : 180 days : Slow claim
> z : 999 days : 999 days : 999 days : Never claim
> Claiming can be delayed by the use of numerical ORD NOTE codes.

FIXED-LENGTH FIELD COPIES (Number of copies)
Number of copies ordered on a single order record.  The default is 1 in Order record templates.  The value can be changed when ordering multiple copies for the same location and on the same fund(s).  Enter the price for one copy in the estimated price field; the system multiplies the single copy price by the number in the Copies field to determine the encumbrance.  When ordering multiple copies for multiple locations append separate Order records to the same bibliographic record.

FIXED-LENGTH FIELD COUNTRY (Country code)
Country of publication.  Entered in Bibliographic records for serials.  Not maintained in Order records although field is populated by vendor file loads and records exported from OCLC.  The list of country codes is available in Millennium by clicking the Country field.

FIXED-LENGTH FIELD EST PRICE (Estimated price)
Default eprice is $0.00.
For subscriptions, enter an even U.S. dollar amount for 1-year cost.
For standing orders, enter an even U.S. dollar amount for the cost of the number of volumes expected the first year.
For monographs or MVM sets enter the price for one copy.  When ordering multiple copies, enter the price for ONE COPY and enter the number of copies in the Copies field.  Use publisher or vendor list price if available, otherwise see price estimate below:
USA/Commonwealth monographs by subject area:
Humanities, Social Sciences: $55 cloth, $35 paper
Art History, Business, Reference: $75 cloth, $45 paper
Sciences: $95 cloth, $55 paper
Music scores: $30
Northern/Western Europe, Australia, Hong Kong, Japan, Singapore: $40
Latin America, Africa, East Europe, Middle East, S/SE Asia, China: $30

Convert foreign currency prices to U.S. dollars for large amounts or if the foreign currency is not in Millenium.  The following foreign currency codes are in Millennium and can be used:
> CODE : COUNTRY CURRENCY
> aud : Australian Dollar
> brl : Brazilian Real
> cad : Canadian Dollar
> cny : Chinese Renminbi
> dkk : Danish Krone
> xeu : Euro
> gbp : British Pound
> hkd : Hong Kong Dollar
> inr : Indian Rupee
> jpy : Japanese Yen
> mxp : Mexican New Peso
> nzd : New Zealand Dollar
> nok : Norwegian Kroner
> sgd : Singapore Dollar
> zar : South African Rand
> krw : South Korean Won
> sek : Swedish Krona
> chf : Swiss Franc
> twd : Taiwanese Dollar
> thb : Thai Bhat

FIXED-LENGTH FIELD FORM (Publication Format type)
Describes and distinguishes the type of publication being ordered.  Can be useful for routing materials upon receipt.
> CODE : MEANING = DEFINITION/USE/EFFECT
> – : not specified = Default value (Used for single volume monographs in INNOPAC).
> a : AUDIO =
> b : BOOK = Single volume monograph (print or electronic) or a package of e-books.  Usage started with Millennium.
> c : COMPUTER FILE =
> i : INTEG RES = Online database resource with possible updates or revisions.
> k : MAP = Maps.
> m : MSER = Monographic series related by a collective title.  DO NOT use for items in a series acquired individually.
> n : NEWS = Newspaper
> p : PER = Periodical, either print or electronic, including unanalyzed serials, continuing orders and individual serial issues.
> v : VIDEO =
> x :MVM = Multi-volume monograph set with finite number of volumes.  Use to order complete set or single volume in a set.

FIXED-LENGTH FIELD FUND
Millennium fund code naming conventions can identify the subject area, source of funding, donor names, type of fund or intended use.  Each fund code is associated with a Selector and a Campus Accounting chartstring used to process payment.
1. The first three or four characters identify the subject area, donor name or other source.  Examples: LITR for literature; CHEM for Chemistry; SMIT for Smith donation.
2. The last character designates the use or, if non-19942 funding, the type of fund.  Examples: 19942 monograph fund ends in “M”; Endowment fund ends in “E”; One-time Donation fund ends in “D”.
3. When the last character is needed to designate the source, the fourth character is the use indicator.  Example: HRVSE uses fourth character “S” for serial and fifth character “E” for endowment.
> CHARACTER STRING = DEFINITION/USE/EFFECT
> none = no fund code, for gift, exchange, depository and free e-resources
> Last char is # = Faculty fund; starts with faculty name.
> Last char is A = Monograph Approval plan fund.
> Last char is B = Billed and Special Replacement funds
> Last char is C = Series Standing Order fund.
> Last char is D = Donation fund.
> Last char is E = Endowment income fund.
> Last char is F = Federal contract, Title VI or other grant fund.
> Last char is K = Sale of Duplicates revenue fund.
> Last char is M = Monograph fund.
> Last char is S = Serial subscription fund.
> Last char is U = University source allocated for Library use.
> Last char is V = Various Donors donation fund.
> Last char is W = Funding from Library Admin for collections.
> Last char is X = Selector Replacement fund.
> Last char is Z = Funding from outside Library collections.
> Fourth char is # = Fiscal Year a grant fund is established.
> Fourth char is C = Vendor credits.
> Fourth char is P = Vendor prepayments.
> Fourth char is S = Endowment used for serials.
> Code = multi, used to divide expense among two or more funds.

FIXED-LENGTH FIELD KEYNG UNIT (Unit and Staff identifier)
Code indicates unit and staff member responsible for an Order record.
> CODE : MEANING = DEFINITION/USE/EFFECT
> – : — = No code
> o : ORD/JG = Ordering Unit
> e : ORD/RE = Ordering Unit
> f : ORD/KF = Ordering Unit
> k : ORD/SK = Ordering Unit
> m : ORD/MJ = Ordering Unit
> t : FILE LOAD = Electronic file from Vendor
> s : S PMT = Serials Payment Unit
> r : ERU = Electronic Resources Unit
> w : SER/DOC = Serials and Documents
> @ : PROC = Processing Division/MRU
> ^ : X-FC = Gift & Exchange Division
> j : X-BJ = Gift & Exchange Division
> x : X-STU = Gift & Exchange Division
> z : X-WR = Gift & Exchange Division
> b : BANC = Bancroft Acquisitions
> 2 : EALK = East Asia Library-Korean Monographs
> 4 : EALJ = East Asia Library-Japanese Monographs
> 6 : EALS = East Asia Library-Serials
> 8 : EALC = East Asia Library-Chinese Monographs
> # : MUSI = Music Library
> g : MRC = Media Resources Center
> u : PUBL = Public Health Library
> a : AH/C = Art History/Classics Library

FIXED-LENGTH FIELD LANGUAGE (Language code)
Language of the publication.  Entered in Bibliographic records for serial orders.  Not maintained routinely in order records although the field is populated by vendor file loads and records exported from OCLC.  The full list of language codes is available in Millennium by clicking on the Country field.

FIXED-LENGTH FIELD LOCATION (Location code)
Identifies the shelving location to which material is sent when fully processed.  The 2-character codes are used for ordering.  Must be SEPARATELY MAINTAINED in Order records and in Checkin records.
> CODE : MEANING = DEFINITION/USE/EFFECT
> ag : ANEG = Archival Negative
> ah : AHC = Art History/Classics
> an : ANTH = Anthropology
> av : AVRL = Architecture Visual Resources
> bi : BIOS = Bioscience & Natural Resources
> bu : BUSI = Business & Economics
> ce : CEDA = Environmental Design Archives
> ch : CHEM = Chemistry
> cp : CPER = Current Periodicals
> dl : DATA = Data Lab
> dn : NEWS = Newspapers & Microforms
> dr : DREF = Doe Reference
> ea : EAST = East Asian
> ed : ED-P = Education-Psychology
> en : ENGI = Engineering
> es : EART = Earth Science/Map Collection
> ev : ENVI = Environmental Design
> gs : GRDS = Graduate Services
> ig : IGSL = Institute of Governmental Studies
> ir : IRLE = Institute for Research on Labor and Employment
> it : ITSL = Institute for Transportation Studies
> ma : MAIN = Gardner (Main) Stacks
> mc : MRC = Media Resources Center
> mf : MOFF = Moffitt
> mn : MNEG = Master Negatives
> mo : MORR = Morrison
> mr : MREF = Moffitt Reference
> mt : MATH = Mathematics/Statistics
> mu : MUSI = Music
> oh : OPTO/HEAL = Optometry/Health Sciences
> ph : PHYS = Physics-Astronomy
> pl : PHIL = Philosophy Library
> pu : PUBL = Public Health
> qa : AASL = Asian American Studies
> qc : CHIC = Chicano Studies
> qe : ETHN = Comparative Ethnic Studies
> qn : NAS = Native American Studies
> so : SOCR = Social Research
> ss : SSEA = South/Southeast Asia
> tb : BANC = Bancroft
> tm : MARK = Mark Twain Papers Project
> tn : BNEG = Bancroft Negatives
> tp : CTP = Center for the Tebtunis Papyri
> tu : UARC = UC Archives
> wb : WEB = Web Resource
> za : Internal = Acquisitions
> zc : Internal = Catalog Dept.
> zb : Internal = Barter
> zx : Internal = Bulk Exchange

FIXED-LENGTH FIELD ORD NOTE (Order Note)
Code controls the speed or delaying of claims.  Works in conjunction with claim cycles table.  For material ordered in advance of publication an Order Note can delay the start of the claiming cycle.
> CODE : MEANING = DEFINITION/USE/EFFECT
> – : default = No order note keyed.
> r : RUSH = Claim is issued in the rush claim cycle.
> 1 : 1 MONTH DELAY
> 2 : 2 MONTH DELAY
> 3 : 3 MONTH DELAY
> 4 : 6 MONTH DELAY
> 5 : 9 MONTH DELAY
> 6 : 1 YEAR DELAY
> 7 : 1.5 YEAR DELAY
> 8 : 2 YEAR DELAY
> 9 : 3 YEAR DELAY

FIXED-LENGTH FIELD ORD TYPE (Order type)
Describes type of order placed.  Not to be confused with ACQ TYPE which indicates the method of acquisition, including paid and unpaid.
> CODE : MEANING = DEFINITION/USE/EFFECT
> f : OFRO = Order for record only for item(s) constituting a single bibliographic entity.
> n : NON-CONTINUING = A one-time order for an item or for a group of items that constitute one bibliographic entity.
> r : REPL = Volume or issue ordered to replace items previously in collection including other editions or formats.
> s : CONTINUING = Subscription or standing order for continuing orders, purchased in units of time and usually prepaid for subscriptions. Standing orders paid as received.
> / : OUT OF PRINT = Material is known or suspected to be out of print.

FIXED-LENGTH FIELD ORDRD (Order date)
Date order was placed.  Supplied by system when Order record is created.  Format of Ordered Date is mm-dd-yyyy.  Current day’s date can be prompted by pressing letter “t” in the date field.  Existing date can be blanked out by pressing letter “b” in the date field.  If a canceled or closed serial or standing order is reinstated the Order date should be changed to the date of the reinstatement.

PAYMENT LINE AND PAYMENT RECORD
After orders are paid and the payfile session is posted a PAID LINE is added in the Order record.  The same data appears in the attached PAYMENT RECORD.  A maximum of 125 payments can be entered in a single Order record.  To make additional payments close the existing record, change status to “z” and attach a new Order record to the Bib record with the same coding as the original Order.  The contents of the payment line display in Fund Activity Reports and other accounting reports.
The Payment Line includes:
> PDATE: date invoice was keyed into Millennium.
> INV DATE & NO: date of invoice and invoice number.
> AMOUNT: amount paid on individual order including tax and an equal share of postage and service charge.
> VOUCHER: system-supplied control number assigned as invoices are completed.
> COPIES: the number of copies paid.
> SUBCR TO AND FRM: subscription coverage data loaded in electronic invoice.
> NOTE: free text field (35 characters) used to record the volume data or subscription coverage, vendor subscription ID for electronic serials and keyer’s initials.  If a foreign currency is used, the amount and the foreign currency code display in the NOTE field.  To indicate partial payment, an asterisk (*) is entered as the first character in the paynote field.

FIXED-LENGTH FIELD REC ACTION (Receiving action)
Intended to be used to prompt an action during receiving or payment functions. Used by Acquisitions Department to identify Order records for projects.  A RACTION code causes the Order record tab to appear red in the summary display as an alert to users but has no impact on functionality.  A RACTION code does not prevent editing, receiving or paying an Order.
> CODE : MEANING = DEFINITION/USE/EFFECT
> – : default = No receiving action
> 0 : CANC FY10 = titles canceled during FY10
> 1 : CANC FY11 = titles canceled during FY11
> 2 : CANC FY12 = titles canceled during FY12
> 3 : CANC FY13 = titles canceled during FY13
> c : CANC PROJECT = titles canceled in FY10 cancellation project
> e : ELSEVIER ON-HOLD = Elsevier, On-hold
> p : CDL PAID = e-resources paid by CDL
> x : SUPPL CANC = additional titles canceled for FY10 project
> z : CANCELED  = canceled prior to FY10
> s : SHAR PRINT = Shared print monographic series

FIXED-LENGTH FIELD RECVD (Received date)
Format of the Received Date is mm-dd-yyyy.  Press letter “t” in the date field to prompt the current day’s date.  Press letter “b” in the date field to blank out existing date.  RECVD can be entered in Update mode, Rapid Update, during Invoice processing or when paying electronic monograph invoice.

The presence of a Received Date blocks the Order record box from public display in OskiCat.  A Received Date prevents monograph claims.  The presence of a Received Date indicates an Order is FULLY received.  For print monographs, the Received Date is entered when all parts of the order have been received.  For partially received orders, RECVD is left blank and internal notes are used to record the receipt of material.  For print serials, the received date is entered when the first piece is received.  For e-resources, the Received date is entered when access has been confirmed.

FIXED-LENGTH FIELD RLOC (Receiving location)
The “Ship to” address on purchase orders and claims.  Must be SEPARATELY MAINTAINED in Order records and in Holdings records.  The meaning of RLOC codes must be the same because both fields link to the same table of 4-line addresses of 28 characters per line.
> CODE : MEANING
> 1 : BIOSCIENCE
> 2 : CHEM
> 3 : EARTH SCI
> 4 : ED/PSYCH
> 5 : ENGINEERING
> 6 : ENVI
> 7 : LBNL
> 8 : BUSINESS
> 9 : SER PAY
> a : ACQ PROC
> b : BANCROFT
> d : DOCS TECH SVC
> e : EAL SER
> h : ASTR/MATH
> j : MORRISON
> k : EAL JPN DIV
> m : MUSIC
> n : NEWS/MICRO
> o : OPTOMETRY
> p : PHYSICS
> q : PHILOSOPHY
> r : EAL KOR DIV
> s : PER DIV
> t : PUBL
> u : ODERING UNIT
> v : MEDIA RES
> w : EAL CHI DIV
> x : EXCHANGE
> y : S/SEALS
> z : NULL, blank

FIXED-LENGTH FIELD STATUS (Order status)
Describes the active/inactive status of a record.  Funds can only be encumbered if an order has a valid fund, an amount in the EPRICE field and a status of O, Q, C, E or G.  Statuses 1, 2, A, D, F, or Z do not encumber funds.  Changing to or from any encumbering status will change the encumbrance.
> CODE : MEANING = DEFINITION/USE/EFFECT
> 1 : ON HOLD = Not yet encumbered.  No order can be issued, no payments can be made.  Used in electronic transmittal of approval plan orders and orders put on hold for review.  Record does not appear in public display.
> 2 : APPROVAL REJ = Indicates book received on vendor transmittal and rejected by selector.  Not currently used.
> a : PD NON-CONT = Represents a fully disencumbered and fully paid non-continuing order.  Used for most monographs, serials and electronic resources ordered on one-time basis, and for MVMs paid in one payment or fully paid.
> c : SER ON ORDER  = Serial order is encumbered individually.
> d : SERIAL PAID = Fully paid and disencumbered print serials, Exchange serials under consideration for partner change, or online serials with no active order but partial access is retained.
> e : SER PART PAID = Partially paid serial, partially disencumbered.
> f : SERIAL NO ENC = Serial order without encumbrance or disencumbrance.  (Note: for many years, Exchange Division used status F for all Exchange monographs and serials.  Searching only status F is NOT a reliable method for collecting serial records.)
> g : SERIAL LIENED = Serial order with encumbrance, re-encumbered for renewal.
> o : ON ORDR NON = A fully encumbered non-continuing order.  Used for monographs, serials and electronic resources ordered on one-time basis.
> q : PART PD NON = A partially received and partially disencumbered non-continuing order.  Used for monographs and serials ordered on a 1-time basis.  Status is activated automatically when an asterisk (*) is entered before the amount paid when keying an invoice.
> z : CANCELED = A canceled or closed order.

FIXED-LENGTH FIELD SUPPRESS (Suppression code)
Suppresses Order record from public view.  A Suppress code in a Bibliographic record (BibCode3) overrides any Suppress code or lack of Suppress code in the Order record.  The presence of a Received Date in the Order record suppresses the Order record from public view.
> CODE : MEANING = DEFINITION/USE/EFFECT
> – : Default = Record is not suppressed.  Order box is visible to the public unless a received date is entered.
> n : SUPPRESS = Order record is suppressed and will be retained.
> x : SUPP + REVIEW = Order record is suppressed and will be reviewed for possible further action.  Enter before an Order record is canceled.
> z : REVIEWED = Order record is suppressed and has been reviewed.  No further action is planned and the record is eligible for eventual deletion.  Include an Internal Note explaining why the record is not needed.

FIXED-LENGTH FIELD TAXABLE
Code indicating whether an item is subject to use and sales tax.  Used in calculating use tax to be imposed when an order is subject to sales tax and the tax was not collected by the seller at time of sale.
> CODE : MEANING = DEFINITION/USE/EFFECT
> y : T = Material is subject to use or sales tax.
> n : NT = Material not subject to use or sales tax including online resources, memberships, original works of art or graphic art purchased for University museums, materials sent outside California (e.g., barter), postage and freight charges not combined with handling, packing or other charges which can be viewed as part of the cost of producing the item, or payments made to deposit accounts.
> For serials, Frequency of publication determines the taxability of the material.  Frequency code occurs in the 008 field of a cataloged bibliographic record but is not entered in brief uncataloged Bibliographic records for ordering.  There is a field in Holdings records for the Frequency Code.
> Code : Taxability = Frequency of publication
> d : y (taxable) = Daily
> n : y (taxable) = Weekdays
> i : n (nontaxable) = Three per week
> c : n (nontaxable) = Twice a week (semiweekly)
> w : n (nontaxable) = Weekly
> e : n (nontaxable) = Every two weeks (biweekly)
> s : n (nontaxable) = Twice a month (semimonthly)
> j : n (nontaxable) = Three per month
> p : n (nontaxable) = Ten times per year
> m : n (nontaxable) = Monthly
> b : n (nontaxable) = Every two months (bimonthly)
> q : n (nontaxable) = Quarterly
> t : y (taxable) = Three times a year
> f : y (taxable) = Twice a year (semiannual)
> a : y (taxable) = Annual (once a year)
> g : y (taxable) = Every two years (biennial)
> h : y (taxable) = Every three years (triennial)
> z : y (taxable) = Custom (unknown or irregular)
> y : n (nontaxable) = Custom (unknown or irregular)

FIXED-LENGTH FIELD TECHPROC (Tech Processing)
Conveys instructions at the time the order is keyed for exceptional cataloging procedures to be followed upon receipt of material, or describes the action to be pursued by the Acquisitions Department if an order is canceled as out-of-print.  If microfilm replacement is wanted, use an internal note.  Numbers 1-6 identify the Exchange Area Specialist responsible for handling individual exchange serials for material received from exchange partners.
> CODE : MEANING = DEFINITION/USE/EFFECT
> – : default = No CAT PRIO keyed
> r : RUSH  = Rush priority for ordering, receiving and cataloging
> u : UNCAT = Send uncataloged directly to ordering location
> t : TOOL = Material purchased for use for staff use and NOT cataloged as part of the collection.
> l : BANC CAT = Used only by Bancroft for local cataloging.
> s : OP+SEARCH = O.P. treatment of search specified.
> p : OP=PHOTO = O.P. treatment of photocopy specified.
> w : Rush+OP+Srch = Rush order with an OP treatment of search specified.
> 1 : W RYBAK = Exchange Area Specialist
> 2 : S WALTER = Exchange Area Specialist
> 3 : S WALTER = Exchange Area Specialist
> 4 : S WALTER = Exchange Area Specialist
> 5 : W RYBAK = Exchange Area Specialist
> 6 : F CAROTHERS = Exchange Area Specialist

FIXED-LENGTH FIELD TLOC (Transit Location)
Code reflecting a temporary location of material received as it is routed within the library.  Before any material is received, a Transit Loc “p” means a purchase order was requested and printed.
> CODE : MEANING = DEFINITION/USE/EFFECT
> – : default = No Transit Loc keyed
> b : BINDERY = Items sent to the Bindery.
> c : SERIALS CAT = Items sent to Serials Cataloging.
> e : EAL CATALOGNG = Items to be cataloged at East Asia Library.
> j : ORIGINAL CAT = Items to be cataloged in Cataloging Department
> m : MONO CAT = Items sent to Copy Cataloging.
> p : P.O.REQUSTD = System-supplied when a purchase order is requested.
> s : PERIODICALS = Periodical Check-in.
> u : URGNT UNCAT = Items sent directly to the ordering unit.
> v : MED RES CTR = Item to be cataloged at Media Resources Center.
> w : WITHDRAWN = An item was withdrawn after receipt.
> x : PROMPTCAT = Item received via Promptcat.
> z : RECD AT LOC = (Optionally) entered by shelving unit upon receipt.

FIXED-LENGTH FIELD VENDOR (Vendor code)
A Vendor must be in Millennium (and BFS) to be paid.  Vendor codes must be entered and maintained separately in Order records and Holdings records with the same code in associated Order-Holdings records (identified by location code).

The vendor file records in Millennium include names, addresses, some email addresses and other data for coded vendors.  The Vendor file is subject to frequent changes as vendors are added, removed or addresses updated.  The Vendor file can be searched by vendor code, vendor name or keyword which searches the name and address fields.

Library Business Services maintains and updates the Vendor file.  Refer all requests for new vendors or changes to acqpay@lists.berkeley.edu.

Use Vendor code “none” for vendors which are not coded and will not be paid including gift material or free e-resource.  If a purchase order is sent to establish a gift order, enter the address in the VENDOR ADDRESS field.  The VENDOR ADDRESS prints on orders and claims and allows 3 lines with 35 characters per line but only 28 characters print.

Legacy Data

Last updated date: 09/22/14
Author: Jim Gordon

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Created: April 26, 2016
Last revised: February 15, 2020
Review date: None set

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