Load Bibs with Order Info Report

The Load Bibs with Order Info (Biborderload) report loads bibliographic records and extracts a flat ASCII text file of order records that can be loaded into the SirsiDynix Symphony order database. Bibliographic records can be searched as soon as they are successfully loaded. Once the bibliographic records and order records have been loaded into the SirsiDynix Symphony databases, the records can be edited in the following ways:

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Individual orderlines may be added to existing bibliographic records

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Orderlines may be added to an existing order if specified in the incoming record

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New bibliographic records and orders may be created

This report is in the Acquisition Load Group reports. See Acquisition Load Group Reports.

This report contains the following tabs.

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Basic Tab: Reports

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Load Tab

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Order Options Tab

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Print Options Tab

Follow these steps to complete the 9XX ordering process.

Obtain a file of bibliographic records containing 9XX order information from the vendor for processing. Refer to FAQs: Ordering Materials Using the SirsiDynix Symphony MARC Order Loader.

Transfer the file containing your vendor’s data from your workstation disk to the /Marcordimp/Bibs directory of your server using the MARC Order Import Utility wizard.

Run this Load Bibs with Order Info report to create or update the SirsiDynix Symphony bibliographic records and extract the ASCII text file of order records and test that they are correct. Flat order records are extracted to the /Marcordimp/Orders directory.

Run the Load Flat Order Records (Orderload) report to incorporate the order records into the SirsiDynix Symphony order database.

Receive and modify orders using acquisitions wizards.

When the Load Bibs with Order Info report is run, these values are required.

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File to load

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Title Control Number Source for Incoming Items

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Default Record Format

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Class Scheme

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Maintenance Library

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Fiscal Cycle

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Vendor ID

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Order Type

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Segments Information

Order information is extracted from the vendor’s MARC record to create the flat ASCII records. The bibliographic records are loaded or merged, and order record data is created for bibliographic records that were successfully loaded or merged into the catalog. The Marc Order Import Utility wizard may be used to manage the order data. Refer to the 9XX Flat Order Record Format Used by the SirsiDynix Symphony MARC Order Loader topic for information about the order data.

In the Load Bibs with Order Info report’s Load tab and the Order Options tab, many of the selections are similar to those in the Load Bibliographic Records report; however, a different tool is used to perform the load. Bibliographic information is either created or matched to existing records, and order information is mapped into the flat ASCII order that is created using the Order Options tab selections. The order maintenance library is set, as well as the source of the order ID, the vendor, order type, fiscal cycle, currency, and requisitions number.

If multiple matching records exist in the SirsiDynix Symphony database, only the first title encountered is updated.

Any MARC entry tag and subfield may be specified for Order ID, price and funding/distribution segment. Although all of the funding and distribution segment data must be in a single entry tag, each Fund ID, Quantity Funded, and Holding Code value is specified in a separate and unique subfield. All of the copies ordered per fund must be distributed to the same location. If the vendor supports it, additional 9XX tags may be added to distribute copies to another location for the fund. The Date Mailed, Date to Claim, and Date to Cancel may all be updated to the report run date as well.

All 9XX tags selected by this report must be defined in the Catalog Format policy corresponding to the records you want to load. Define MARC tags on the Entries tab of the Catalog Format Wizard.

Undefined 9XX tags result in Entry ID not found in formatXXX errors in the report output, where XXX is the undefined tag number.

The Customer Number Tag Number and Subfield fields on the Order Options tab is useful for libraries that have many customer numbers (also referred to as ”account numbers” for a single vendor). These optional fields can be used to take a specified customer number and automatically determine the correct associated vendor ID. The report adds the vendor ID to the orders in the flat order records that are created. If a customer number is not supplied, is not found in the database, or matches multiple vendor IDs in the database, the vendor ID specified in the required Default Vendor ID field is used for the orders. The report log will list the order ID, library, fiscal cycle, and customer number (if applicable) for any orders that were assigned the default vendor ID because the specified customer number could not be used to find the associated vendor ID.

SirsiDynix reserves the 999 tag for a special use in the 9XX record loading process; records to be loaded by this report should not contain a 999 tag.

When making selections on the Load tab of this report, consider the following:

In the reports that load bibliographic records with order information or that load bibliographic records with selection list information, entries used in the 9XX processing cannot be listed in the junktag file. This includes the 999 entry which SirsiDynix uses as part of 9xx processing, and any 9XX field the library uses to carry order/selection information.

The report log indicates the files that were created for the bibliographic and order loads and tests the order records, reporting those that will not load correctly as well as those that will load. The load performed by the Load Bibs with Order Info report is a test load. The ”Loaded Orders” in the report result are not actually loaded until the Load Flat Order Records report is run with the Test Only option set to No.

If there is an error in a record that would prevent the order from loading, the error record prints below the error message in the report log to easily identify the data causing the problem. Error records are saved to the /Marcordimp/Bibs/Error directory. These records can be copied back into the /Marcordimp/Bibs directory by using MARC Order Import Utility wizard and reloaded into SirsiDynix Symphony.

If you want to purchase the SirsiDynix Symphony MARC Order Loader, contact SirsiDynix Client Sales.