Collection Management Procedures: YBP backup

Order via GOBI3 (YBP)

Subaccounts:

Ordering Items Selected in GOBI

1. Search "Selections" in GOBI3
2. Check Sierra for potential duplication and added copies
3. Update order details as necessary by selecting  and clicking "Enter Order Details"
   • For added copies, type "Added copy to [library, e.g., "LB"]" in "Note" field and added "-A" to "Initials"
   • Note also the following with "Note" and adding to "Initials": Out of print / "-O"; "Not yet published, due [Date]" / "-N";
4. When ready to proceed with ordering, mark item(s) to order and choose "Add to Cart"  > "Export Cart"
5. Open Export Cart
6. Mark 1 or more items and click "Enter Order Details" to add ot edit order details as necessary, being sure to include the following:
   • Subaccount, Fund code, Vendor code, Location
   • Internal note: "Hbk i=" or "Pbk i="
7. Export from within Enter Order Details dialogue, or save and choose "Export Green Lights."

Download MARC Export File

Go to "Reports" (on blue ribbon menu) > Export Log

• You may have to wait for file to appear (usually no more than 1-2 minutes)
• Click link to download file and save to a folder on your computer

Edit Marc Records

Double-click MARC (.mrc) file.

Click Execute

Click "Edit Records"

Execute "Process YBP records for loading" Task by pressing Shift + F1, or follow these steps:

Go to Tools > Swap Field Data

Enter Field > Subfield data as follows:

Swap fields again as follows to copy ISBN to 961 |a

Replace =$a with =

Compile File into MARC record

File is now ready to load into Sierra ("Getting Orders from Midwest to Selection List," No.14-) and process using Data Exchange

Rush Orders

1. Search "Selections" in GOBI3
2. When ready to proceed with ordering, mark item(s) to order and choose "Add to Cart"  and add to BOTH "Export Cart" AND "Order Cart"
3. Open Export Cart
4. Mark 1 or more items and click "Enter Order Details" to add ot edit order details including the following:
   • Vendor code: ybp3
   • Internal note: "Hbk i=" or Pbk i="
   • Note (for "RUSH/NOTIFY" orders only): Contact Information  e.g., Rush/Notify: John Doe (jdoe@memphis.edu)
5. Export from within Enter Order Details dialogue, or save and choose "Export Green Lights."
6. Go to "Reports" > "Export Log"
7. Click link to download record file (it may take several minutes to appear in log) and save to your computer
8. Navigate to file on your computer
9. Double-click MARC (.mrc) file.
10. Click Execute
11. Click "Edit Records"
12. Run task "YBP Rush" (Shift+F6) or follow steps for Edit MARC Records with the additional steps (do these last) to add RUSH/NOTIFY notes and change "Receive Action" to "! Rush Notify"
    • Swap field data 961 $c to 961 $d
    • Edit subfield data to replace 960 $j "Field data" = [BLANK] with "Replace with" field = !
13. Go to: File > "Compile File into MARC" and save with file name "[vendor]_[mm-dd-yy]" e.g., "ybp_10-31-16"
14. Follow instructions for loading records into Sierra ("Getting Orders from Midwest to Selection List," No.14-) and process using Data Exchange