Acquisitions: Order Records Variable-Length Fields

Author: Mark Hemhauser
Posted in: Acquisitions Group

Most Order record variable-length fields are free text fields used to convey information to and from vendors or Library staff both before and after an order is placed, material is claimed or received, or access is established for electronic resources.  Some variable-length fields are system-generated and cannot be edited by the user.  All variable-length fields have specific uses although some fields are used differently for monographs, serials and electronic resource orders.

The standard for entering notes in a variable-length field is:
(date) (brief summary of the situation) (initials).
Date uses the format yyyymmdd.  The date can be entered using the %date Macro which is available for system-wide use.  Brief summation of the situation can include messages sent to a vendor, vendor response, statement or resolution of a problem, referral to or response from a selector.

BLANKET PO = Blanket Purchase Order Number (p).

The Blanket PO number is used by Millennium to group together order records with the same blanket order number during purchase order printing and invoicing.  If individual order records are created for material received and paid on blanket orders or approval plans this feature can be used to associate an individual order record with an invoice paid on a different record.  In that situation, the order records would not have individual payments and the order record creation would require additional work beyond what is normally done.  This feature is not currently used at UCB.

EDIFACT = EDIFACT code number.

The EDIFACT (Electronic Data Interchange for Administration, Commerce and Transport) data includes an order response message corresponding to the code number, the date and time the order response was processed.  Electronic files from vendors can be loaded and processed without the use of EDIFACT.  This feature is not currently used at UCB.

ERM LINK = Electronic Resource management Link.

This field contains a value “SLK<resource record number>” that creates a “soft link” between a record of this record type and a resource record. See Soft Linking Records in Millennium ERM for more information.  This feature is not currently used at UCB.

FOR CURR = Foreign Currency.

The Foreign Currency field appears in an order record when a foreign currency is entered in the Estimated Price field (10).  The field displays the foreign currency code used and the amount entered in the foreign currency.  The foreign currency field itself cannot be edited manually but the currency code can be changed by re-entering the price in the Estimated Price field.  The estimated price field always shows the equivalent amount in U.S. dollars.

FUNDS = Funds (2).

The Funds field appears when an order is encumbered and paid using multiple funds.  The fund code in the estimated price field is MULTI and the Funds field displays the individual funds and the percentage of the total being applied to each fund.  This field cannot be edited; changes are made by editing the FUND field (or the LOCATIONS field if both LOCATION and FUND are MULTI).  Example: engim(50.00%),chemm(50.00%)

IDENTITY = Identity field (i).

The Identity field in Order records is used to identify specific such as volume, edition, year or e-resource access information.  The Identity field displays in the Order Record line on the Summary screen and the specific data can be useful to distinguish multiple orders attached to a single bibliographic record.  The field prints on purchase orders and claims.  Key only one Identity field per record. For monographs, enter the volume(s) in an MVM or an edition other than 1st for monograph orders, or the initial volume(s).
Examples:
12 vols.
3rd edn
4 reels of microfilm (1940-1960)
5th ed. (1990), 2 vols.
Reprint of 1912 ed.
Vol. 1 and volumes 2-4 when published
Vols. 1-4, 6 and standing order for later vols.
For subscriptions or standing orders, enter a “Begin with Vol. ##- to continue until cancelled” statement to indicate the starting volume, issue or year as appropriate.  This information should be changed when a cancelled order is reinstated, a vendor is changed, or an AcqType is changed (e.g., from Exchange to Purchase).
Examples:
Begin with 1991- to continue until cancelled
Begin with No. 2 (Summer 1991)- to continue until cancelled
Begin with Third series, vol. 1 (1989)- to continue until cancelled
Begin with Vol. 24:3 (March 1991)- to continue until cancelled
Begin with Vol. 3- to continue until cancelled
For electronic resources, enter the appropriate information depending on the type of resource being ordered.  Examples:
For subscriptions: To Begin: yyyy-
For one-time payments: One-time payment
For Maintenance / Hosting Fees: Annual Maintenance Fee (yyyy-)
For LBL payments: LBL access
For UCB payments with accompanying LBL payment on the same bib: UCB access
For packages: yyyy- or yyyy-yyyy

INTERNAL NOTE = Internal Note (n).

The Internal Note is a free text field used to record information for Library staff, such as changes in the fixed-length fields.  This information is not sent to Vendors.  The field does not print on purchase orders or claims.
For monographs, the Internal Note is used to record the receipt history and partial receipt information, reports from suppliers, expected publication schedule and projected volumes of MVMs or special payment information.
For serials, the Internal Note is used to note issues in hand, cataloging decisions, information about other holdings or useful information claiming, cross reference between Parent and Child titles, and individual titles received on a Membership, Blanket Order or Service Subscription.
For electronic resources, the Internal Note is also used to record access information.
Examples:
Do not prepay this vendor
Vol. 1 rec’d on approval
To be completed in 9 vols., out of sequence
Catalog rush; uncat; cat sep; cat/set; cat as MVM; current year only
Vols. 1, 3-6 in hand
12 vols. due in 2010
2009 is annual, 2010- semiannual
Shelve in Ready Reference
Includes (child title) (child PO number)
Comes on (parent title) (parent PO number)
ELEC ACCESS: <url> <coverage>

LOCATIONS = Multiple Locations (1).

The Multiple Locations field appears if multiple copies are being sent to multiple locations and MULTI is entered in the fixed-length LOCATION field.  The variable-length LOCATIONS field is created and displays the individual locations, and number of copies if more than one.  This field cannot be edited; it can be changed by editing the fixed-length field LOCATION.

MARC/SFX = MARC/SFX indicator (y).

Numerical cross reference of the e-resource in SFX.  This field only uses two formats:
If equivalent is found in SFX: (SFXObjID)<#>
If equivalent is NOT found in SFX: SFX no yymmdd

MESSAGE = Message box (e).

The Message box is a free text field used for high priority messages.  The message displays in a pop-up dialog whenever the order record is viewed, including while keying invoices.
Example: Consult selector for fund change before paying renewal

ORD STATUS = Order Status.

This functions is not used currently at UCB.  The field contains EDIFACT order response information.

PARTN CODE = Exchange Partner code (o).
Used by Exchange to indicate the Exchange partner.  The Vendor code in Exchange orders generates the mailing address for the partner.

PURCH ORDER INFO = Purchase Order Information.
This function is not used currently at UCB.  The field contains the ISBN for orders sent electronically and the date the electronic order was transmitted or a purchase order printed in the multiple title print format.  During Order record creation an ISBN can be selected from the bibliographic record using the Pick ISBN dialog and the selected ISBN is stored in the PO INFO field of the order record.

P.O. NOTE = Purchase Order Note (z).

The Purchase Order Note field is used to convey essential processing and routing instructions to the receiving unit when the material arrives.  The TECH PROC fixed-length field is also used to convey this information.  A P.O. NOTE is automatically generated when an order is claimed by a link to the fixed-length field CLAIM code.  Keep P.O. Notes short because all P.O. Notes print at the bottom of the Purchase Order and a long bibliographic entry may prevent the P.O. Notes from printing on the slip.
Examples:
Bar Code or Call # (for replacement)
Course Reserve semester, course number (e.g., S95, Soci 110)
For non-circ collection
For Reference
Includes supplements/updates/indexes
Show XYZ upon receipt
Platform for e-book ordered through GOBI

REOPEN DATE = Reopened Date (5).

Date when the status of an Order record is changed from “paid” to “on order”. This field is controlled by the system and cannot be edited or deleted.

REQUESTOR = Requester name or initials (r).

Free text note identifying requestor of item.  Currently, not used at UCB.

SELECTOR = Selector name or initials (s).

Free text note identifying the selector who ordered the material.  When orders are placed using some vendor online systems there might be a place for the selector to enter their initials which are loaded into Millennium.

STATUS REPORT = Status Report (6).

Currently not used at UCB.

SUB ACCT NO. = Sub Account number (m).

The SUB ACCT NO. field is used for Vendor subaccount numbers for YBP orders received electronically.  It is also used for internal references such as E-Resources or LBL license notation.

TICKLER = Tickler (j).

The TICKLER is a multi-line box that generates an email reminder
specific to a single order record. Information in this field can include: Name, Date, Send to, Subject, Header and Footer.

TICKLERLOG = Tickler log (k).

Information from email reminders (ticklers), indicating when the reminder was sent and its content. This field includes the following information: Name, Event Date, Fixed Field Date, Sent to, Subject and Header.

UCB/OLD ORD # = Old order number (d).

The UCB/ORD ORD # refers to INNOPAC Order record numbers prior to the migration to Millennium.  The field is searchable using the “has” command and entering the Order number with a leading letter “o” if that is how the number migrated.  Note: an old Order number migrated from INNOPAC might ALSO be a currently active Order number for an entirely different record in Millennium. When searching by UCB/OLD ORD # always verify that you retrieved the correct title.

VENDOR ADDRESS = Vendor Mailing Address (q).

DO NOT use the Vendor Address if a Vendor code exists.  If a vendor is not coded in the vendor file and will not be paid the vendor code “none” can be used with a VENDOR ADDRESS.  The VENDOR ADDRESS field prints on the purchase order and overrides a vendor code in the record.  The VENDOR Address field consists of a box with three lines.  The system allows 28 characters or spaces per line to print on the purchase order.  Key the address in ALL CAPS and enter the country last if the vendor is outside the United States.

VENDOR NOTE = Vendor note (v).

For monographs, the Vendor Note field contains information or instructions for the supplier.  Prints on purchase orders and claims.
Examples:
Supply 35mm positive silver halide microfilm
Catalog ###, item ###
Deposit account number
Membership number
Prepayment to follow separately
Publisher’s address, phone, fax, email or website
Supply at prepub price
This is an additional order for this title
For serial orders, the Vendor Note field is used to record communications between the Library and Vendors to start an order and for ongoing maintenance, and between the Acquisitions Department and Library selectors and staff.  Enter notes in the format: (date) (summation of communication) (initials)
Examples:
Thank you for previous issues; please notify us if future issues are not available as gifts
20110929 email fm ebsco/DS: canc cnfm’d at end of 2011 tsdl

VEN TITL # = Vendor Title Number (f).

The Vendor’s identification number for a title, sometimes called the Vendor ID #, is entered for serials when the Vendor uses that kind of identifier.  This information may be automatically updated with the Serials Invoice Interface if Vendors include their unique Vendor ID # in the invoice.
For EBSCO orders, enter the Account Number (LA3607701), Subscriber Code (two letters indicating the RLOC), and the EBSCO Title Number.
For Harrassowitz orders, enter HARR SNA: (number)


Legacy Data

Last updated date: 09/10/12
Author: Jim Gordon

 

Created: April 26, 2016
Last revised: December 10, 2016
Review date: None set

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