Order Options Tab
The Order Options selections provide the information for creating order records from incoming bibliographic records, and determines which 9XX entries and subfields will be used to create the order records that will be loaded into SirsiDynix Symphony.
All 9XX tags you select using these options 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.
| • | Additional Orderline Information |
| • | Currency |
| • | Customer Number Tag Number and Subfield |
| • | Date Loaded |
| • | Date Received |
| • | Default Vendor ID |
| • | Extended Price Tag Number and Subfield |
| • | Fiscal Cycle |
| • | Maintenance Library |
| • | MARC Tag Number and Subfield |
| • | Material Type |
| • | Orderline ISBN and Subfield |
| • | Order ID |
| • | Order Type |
| • | Requestor User ID Tag Number and Subfield |
| • | Requisition Number |
| • | Segments Information |
| • | Set Date Mailed, Date to Claim, Date to Cancel |
| • | Unit Price Tag Number and Subfield |
Additional Orderline Information
If the vendor has included (or allowed the library staff to include) orderline notes, comments, instructions, etc. in the bibliographic records, this selection identifies the MARC Tag number and subfield combination where they are included. You may specify up to four unique MARC Tag number and subfield combinations to map to entry IDs. If you enter a value in the MARC Tag Number and Subfield boxes, you must also select an entry ID from the list. The entry ID you select is the entry ID in the orderline that will contain the text that is loaded.
Note: SirsiDynix reserves the 999 tag for a special use in the 9XX record loading process; records to be loaded by Acquisition Load group reports should not contain a 999 tag.
More than one unique MARC Tag number and subfield combination can be mapped to the same entry ID. For example, both a 960 subfield a and a 961 subfield a can be mapped to a NOTE entry ID. However, two 960 subfield a combinations cannot be mapped to individual NOTE entry IDs. If you specify the same MARC Tag number and subfield combination multiple times, only the first occurrence of the tag number and subfield combination is loaded.
Any selected currency will be used instead of the vendor currency when creating the orderlines. Select a currency from the list.
Customer Number Tag Number and Subfield
The tag and subfield containing the customer number may be specified. (Some vendors refer to customer numbers as ”account numbers.”) Vendors may create multiple customer numbers per library to identify processing options for materials that are ordered. For example, a customer number specified for a title may indicate to the vendor that the title should be delivered to the library with a Mylar cover, a barcode, and an LC call number with the prefix REF. When a customer number is specified in the Customer Number Tag Number field, the customer number is used to retrieve the corresponding vendor ID for each title.
If the customer number and tag are supplied in the Customer Number Tag Number field and Subfield field, but the customer number is not specified in the bibliographic record, the vendor ID specified in the Default Vendor ID field is used for every order created. One order per title is created, regardless of the setting selected in the Order ID field.
When the customer number is supplied, one of the following happens when the report runs.
| • | If the customer number matches a vendor ID in the database, the matching vendor ID is used for the created order. |
| • | If the customer number matches multiple vendor IDs in the database, the vendor ID specified in the Default Vendor ID field is used for the created order. One order per title is created, regardless of the setting selected in the Order ID field. |
| • | If the customer number does not match any vendor ID in the database, the vendor ID specified in the Default Vendor ID field is used for the created order. One order per title is created, regardless of the setting selected in the Order ID field. |
If the customer number tag number is supplied, the subfield must also be supplied. Likewise, if the subfield is supplied, the customer number tag number must be supplied.
Note: SirsiDynix reserves the 999 tag for a special use in the 9XX record loading process; records to be loaded by Acquisition Load group reports should not contain a 999 tag.
If a MARC tag has been specified for the customer number, and the record being imported into the database is a match for an existing database record, the MARC tag carrying the customer number will be merged into the database record.
Data specified in the Customer Number Tag Number and Subfield fields will be used to find a vendor ID that will be mapped into a flat order record, according to the flat order format for 9XX ordering. Refer to the 9XX Flat Order Record Format Used by the SirsiDynix Symphony MARC Order Loader topic for information.
The date the order was loaded may be specified. Use the Calendar gadget to select a specific date, or the value TODAY. Supplying the date loaded is optional.
Important: Setting the date loaded is the final step in processing an order. When you set the data loaded, the ”on order” display is turned off for these processed items in the e-Library, and users can no longer place on-order holds for these items. However, if an item record already exists in the catalog, a ”regular” hold may be placed.
The date the order was received may be specified. Use the Calendar gadget to select a specific date, or the value TODAY. Supplying the date received is optional.
Orders loaded by the report can be created using the specified default vendor ID. This selection is required. Use the Browse Vendor gadget to select a vendor ID. The default vendor ID is assigned to all orders loaded by the report if no customer number is supplied in the Customer Number Tag Number Field.
If a customer number is supplied in the Customer Number Tag Number field, the specified default vendor ID is used if the customer number does not match any vendor IDs in the database, or if the customer number matches multiple vendor IDs in the database. The report log in the finished report will list the order ID, library, and fiscal cycle for each order that was created using the default vendor ID because the supplied customer number could not be used to locate a vendor ID.
Extended Price Tag Number and Subfield
The tag and subfield containing the extended price may be specified. The extended price is the price in the vendor’s currency for the entire quantity on the orderline, with discounts applied. If the extended price is not supplied, SirsiDynix Symphony calculates it by multiplying the number of copies by the unit price, then applying any discounts specified in either the vendor record or in the Discount field of the orderline.
When the extended price is supplied, that value overrides SirsiDynix Symphony’s calculation of the extended price.
If the extended price tag number is supplied, the subfield must also be supplied. Likewise, if the subfield is supplied, the extended price tag number must be supplied.
Note: SirsiDynix reserves the 999 tag for a special use in the 9XX record loading process; records to be loaded by Acquisition Load group reports should not contain a 999 tag.
If a MARC tag has been specified for the extended price, and the record being imported into the database is a match for an existing database record, the MARC tag carrying the extended price will be merged into the database record.
Data specified in the Extended Price Tag Number and Subfield fields will be mapped into a flat order record, according to the flat order format for 9XX ordering. Refer to the 9XX Flat Order Record Format Used by the SirsiDynix Symphony MARC Order Loader topic for information.
All orders loaded by the report are created using the specified fiscal cycle. Select a fiscal cycle from the list. This selection is required.
All orders loaded by the report are created using the specified maintenance library. Select a library from the list. This selection is required.
If the order ID is to be read from the bibliographic record, the tag and subfield containing the order ID must be specified. These values are required if the Order ID Read From Bib Record option is selected.
Note: SirsiDynix reserves the 999 tag for a special use in the 9XX record loading process; records to be loaded by Acquisition Load group reports should not contain a 999 tag.
This optional field specifies an acquisitions material type to associate with the orderline. Specifying an acquisitions material type is useful when running reports and selecting orders or orderlines by an item’s material characteristics. Selections in this field are defined by the library’s Acquisitions Material Type policies.
This field allows you to specify which 9xx tag (anything except 999) and subfield contains the vendor's preferred ISBN. If you provide the 9xx field and subfield for the ISBN, the report will use that ISBN. Alternatively, if the tag does not contain an ISBN (for example, if it is empty or contains other data), the first ISBN of the vendor's record is retrieved and copied to the specified 9xx field and subfield. The ISBN present in the 9xx field is used for the order.
The orderline ISBN and subfield are required by the report.
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If the provided 9xx field does not contain an ISBN (for example, if it is empty or contains other data, then the 9xx field from the existing record will be removed completely and replaced with the new one.
This selection determines how order IDs will be generated.
| • | Auto-generate Order ID(s); Create One Orderline per Bib Record — When this option is selected, the same automatically generated order ID is assigned to each orderline processed by the report. Orders for each title in the load will load as one orderline of a single order with multiple orderlines. |
| • | Auto-generate Order IDs; Create One Order per Bib Record — When this option is selected, a different order ID is automatically generated for each orderline processed by the report. Orders for each title in the load will load as a separate order with one orderline. |
| • | Read Order ID From Bib Record — When this option is selected, the MARC Tag Number and Subfield selections become available and are required. The order ID will be read from the specified tag number and subfield of the incoming bibliographic record. An order ID may be repeated to add multiple orderline titles to the same order ID. |
All orders loaded by the report are created using the specified order type. Select a basic order type from the list. The report doesn’t support creating recurring or dated orders; only basic order types may be selected. This selection is required.
Requestor User ID Tag Number and Subfield
The tag and subfield containing the user ID of the requestor may be specified. Supplying the requestor user ID is optional. If the requestor user ID is supplied, the ID must be a valid user ID from the SirsiDynix Symphony user database. A bibliographic record carrying an incorrect user ID will update the bibliographic database, but the order information will not load.
When the requestor user ID supplied in the bibliographic record does not match a user record in the SirsiDynix Symphony database, the following error message displays in the finished report.
**Cannot link order to user: user ID not found.
You can correct the user ID in the failed flat order record. Go to the Utility toolbar, and select the MARC Order Import wizard. Click the Order Error Files tab. Select the error file containing the record you want to edit, and click Copy to copy the file to the list of order files to load. Click the Order Files to Load tab. Select the file you just copied, and click Edit. Make changes to the file, and save your changes. Load the file again to load the order information.
If the requestor user ID tag number is supplied, the subfield must also be supplied. Likewise, if the subfield is supplied, the requestor user ID tag number must be supplied.
Note: SirsiDynix reserves the 999 tag for a special use in the 9XX record loading process; records to be loaded by Acquisition Load group reports should not contain a 999 tag.
If a MARC tag has been specified for the requestor user ID, and the record being imported into the database is a match for an existing database record, the MARC tag carrying the requestor user ID will be merged into the database record.
Data specified in the Requestor User ID Tag Number and Subfield fields will be mapped into a flat order record, according to the flat order format for 9XX ordering. Refer to the 9XX Flat Order Record Format Used by the SirsiDynix Symphony MARC Order Loader topic for information.
Orderlines are created using any requisition number you type. All of the orderlines will contain the same requisition number, regardless of the order ID selection method. The requisition number you enter can be searched once orders are loaded into SirsiDynix Symphony.
Segments information specifies where in the bibliographic record to find the fund IDs and holding codes for generating the orderline funding and distribution segments. These selections must all be in the same tag, but unique subfields. The Fund ID Subfield and Holding Code Subfield values are required. Use the Segments Information Gadget to identify the entry and subfields.
Set Date Mailed, Date to Claim, Date to Cancel
If selected, these three order dates are set. The Date to Claim and Date to Cancel fields are calculated according to the number of days specified in the claim period and cancel period set in the vendor cycle record. If the claim and cancel periods are 0 in the vendor cycle record, these dates are set to NEVER when the report is run. When selected, the Date Mailed is set to the report run date in the orders generated. If this option is not selected, all of these dates are set to NEVER.
Unit Price Tag Number and Subfield
The tag and subfield containing the vendor’s price may be specified. The unit price is optional, and defaults to 0.00 when price information is not available. If the unit price tag number is supplied, the subfield must also be supplied. Likewise, if the subfield is supplied, the unit price tag number must be supplied.
Note: SirsiDynix reserves the 999 tag for a special use in the 9XX record loading process; records to be loaded by Acquisition Load group reports should not contain a 999 tag.
If a MARC tag has been specified for the unit price, and the record being imported into the database is a match for an existing database record, the MARC tag carrying the unit price will be merged into the database record.
Data specified in the Unit Price Tag Number and Subfield fields will be mapped into a flat order record, according to the flat order format for 9XX ordering. Refer to the 9XX Flat Order Record Format Used by the SirsiDynix Symphony MARC Order Loader topic for information.
Related topics
FAQs: Ordering Materials Using the SirsiDynix Symphony MARC Order Loader
9XX Flat Order Record Format Used by the SirsiDynix Symphony MARC Order Loader