PromptCat/BBS Loader(20021015; updated 20050222)

1. General Introduction to Processing
   

   This loader loads bibliographic records from the OCLC PromptCat Service for materials acquired by College Park through purchase plan from Blackwell Book Services. The incoming data includes bibliographic records enhanced with BBS acquisition data tags, which are communicated as a single file via the OCLC PromptCat Service. The bibliographic records include PDRs (very brief descriptive records for purchase plan titles having no WorldCat record meeting CP's PromptCat requirements), as well as OCLC-sourced bibliographic records within CP's PromptCat parameters. This loader also generates default HOLdings and Items and Order and Invoice records per BBS acquisition data tags and system defaults.

   ITD retrieves FTP file weekly from OCLC.

2. Bibliographic Record Processing
   

   OCLC supplies the PromptCat PDRs (with or without ocm numbers) with LDR/17=K which the loader changes to LDR/17= 3.

   Add loader stamp PromptCat/BBS and timestamp.

   1. Record matching Rules Apply regular
   2. Overlay Rules Apply regular
      1. OCLC Transaction Types
      2. OCLC Record Number Processing
      3. Encoding Level Processing
      4. Descriptive Cataloging Level Processing
   3. Tag Protection Apply regular
   4. Local Data Tags (Super Holdings) NA
   5. MeSH Subject Headings Handling Apply regular
   6. Reordering of Tags Apply regular
   7. DELETE Record Processing NA
   8. REPLACED Record Processing NA
3. Indexing Apply regular
   1. General Indexes
   2. Format Terms
   3. Language Terms
   4. Normalization
4. HOLdings, Summary holdings, and Item and Order/Invoice Record Creation
   

   Generate HOLdings, Items, Orders and Invoices even though the incoming bibliographic record may be rejected due to encoding level/ descriptive level processing. Link Item generated to existing HOLding if existing HOLding matches default location, rather than generate a duplicate HOLding.

   Create HOLdings and items for CP with the following defaults--
   

   Sublib	Collection	Material type	Item status	Item processing status
   CPMCK	STACK	BOOK	01	SP

   As of 20030520 the PromptCat/BBS loader generates HOLdings as well as items as it became apparent that the system would link a lone item to the first HOLding linked to the bib sys, even if that first HOLding was for an institution other than CP.

   Supply dummy barcode for item and apply regular call number precedence for creating HOLding 852 $h and $i and assign first indicator zero to tag 852.

   Create order & invoice records based on contents of tag 980 (Embedded order data) & 981 (Fund Information) per following Acquisitions data specifications :

   BBS Acquisition data tags :
   980 Embedded Order Data (indicators are blank)
   $a - Invoice date (yyyy-mm-dd), data released date
   $b - List price (59.95)
   $c - Postage & Handling or Service Charge (without currency symbol in US dollars)(not in use)
   $e - Line item net price including Selling price plus Postage and Handling or Service Charge, plus tax (59.95, without currency symbol in US dollars)
   $f - Invoice number
   $g - Number of Copies, Quantity
   $h - Invoice Line Item Number
   $i - Amount in $e (without currency symbol in Pounds Sterling) (U.K./European editions only)(not in use)
   
   981 Fund Information (indicators are blank), (fund code will be hard coded in the loader program, not in use)
   $a Approval subprofile name (optionally, fund)(not in use)
   The detailed mapping in Aleph (Note - mandatory field) :
   Aleph Order Form
   

   Workflow - if a bib record already loaded into Aleph, do a keyword or scan search to locate the bib record. Once selected, click Add on Order List of the selected bib. Check Monograph as Order Type and click OK.

   Order information, tab 1 -
   Note - need to set up a new po counter for loader.
   

   Order # 1 : loader provides with CARL format - two letter campus code + year + Julian date + 01 (1 indicates loaded by loader) + 3 digit sequential number, e.g., CP0213401001 (the first record loaded on May 14, 2002). Auto filled in.

   Order Status : SV (sent to vendor), set as default.
   Order # 2 : blank
   Order #3 : blank
   Order ISBN/ISSN : from bib record (the first one encountered if multiple ISBN/ISSN present)
   Order Group : blank
   Open Date : loading date = today's date, system fills in
   Status Date : loading date = today's date, system fills in
   Order Date : blank for now. Once the order is complete and click OK, the date is filled in by the system.
   
   Material Type : always PU (print), set as default (M is not a valid material type here)
   Sub-library : always CPMCK, set as default
   Acquisition Method : always A (approval), set as default
   Initiator ID : always blank
   Action Approver ID : blank for now
   Library note : Purchase plan receipt, set as default
   
   Workflow - select 2nd tab - Vendor
   
   Vendor information, tab 2 -
   Vendor code : CP-*2002 (set as default) (select it from the vendor list, most of the fields will be populated with information from vendor record.)
   Vendor Name : from vendor record
   Vendor Ref. : always blank
   Vendor Note : always blank
   Vendor contact : always blank
   Order Delivery Type : from vendor record
   Delivery Type : from vendor record
   Rush : blank, always leave the box unchecked
   Claim Date : leave blank, the delivery delay for acq. in the vendor record is used for computing the
   claim date : order date + vendor delivery delay = expected arrival date / claim date.
   Batch Claiming : from vendor record, always leave the box unchecked, meaning NO.
   
   Workflow - select 3rd tab - Quantity and Price
   
   Quantity and Price, tab 3 -
   # of units : 980 $g, always 1 (one)
   Unit Price : 980 $b
   Total Price : same as unit price
   Quantity Note : blank
   Create Item Records : check the box for Yes, or default to Yes
   Item Collection : default to STACK
   
   Currency : always USD from Vendor record
   List Price : 980 $e, net price (CP does not put the discount percentage into vendor record, so the net price is used for list price)
   

   Note -
   01-28-03 - the list price will be taken from 980 $b, the list price, not $e. We can get the final and local price from $e, which reflect the discount CP enjoys. By doing so, the order records look nice, clean and consistent with that of other order records.
   01-29-03 - change back to $e. After initial testing, it is clear that Aleph does not provide enough precision to incorporate the discount percentage (rounds up decimal points), which is calculated by the loader program.

   
   Terms sign(+/-) : from vendor record, blank
   Terms Percent : from vendor record, blank
   Final Price : 980 $e
   Local Price : same as Final Price
   Price Note : blank
   Encumber Budget : CP-03-1B-2003 If, after online checking, a budget does not have sufficient fund, reject the incoming record, not to create an order record, and report it out.
   
   

   Note - The budget is erased from the order record if the above situation occurs. The Acquisitions staff have to do manual transactions.

   - The budget used here is annual budget, which means it will be different each year. Should be updated by the beginning of a fiscal year.
   - No online budget checking is available as of now. Acq. staff have to make sure there is sufficient amount in the budget before each loading. (01/28/03)
   
   Invoices :
   

   Workflow - with multiple line item invoices, general invoices have to be created first. A problem is that BBS will only provide line item net total, but not total amount for an entire invoice. The request for development has been declined since CP will no longer receive Packing list from BNA. Our loader program has to be able to produce the general invoice before loading line items.

   To create invoices, choose General Invoice from Menu Bar, select the vendor code, CP-*2002 from Vendor Code field in Select or Create General Invoice window and fill in Invoice Number with the information from 980 $f, and click OK

   General invoice, tab 1 Invoice :
   Vendor code - CP-*2002, from Select or Create General Invoice window, system fills in
   Vendor name - from vendor record, system fills in
   Invoice number - 980 $f, system fills in
   Type - default to REG (regular)
   Status - default to REG (regular)
   Currency - always USD, or set as default
   Net amount - loader program does the mathematical calculation of all 980 $e on an entire invoice
   Shipment amount - always 0 (zero)
   Overhead amount - always 0 (zero)
   Insurance amount - always 0 (zero)
   Discount amount - always 0 (zero)
   Total amount - same as Net amount
   Local amount - same as Net amount
   Note - always blank
   
   Refers to invoice - blank
   Explicit ratio - system defaults to 0.000000, can not be blank
   Debit/Credit - always Debit, or default to Debit
   Invoice date - 980 $a, data released date
   Received date - the loading date, system fills in
   Shipment date - the loading date, system fills in
   VAT recipient - not used in USA
   VAT percent - not used in USA
   VAT amount - not used in USA
   
   Workflow - click on tab 2, Payment
   General invoice, tab 2 Payment :
   
   Payment date - blank
   Check number - blank
   Amount - blank
   Status - N (new), or set as default (Acquisitions staff manually change the status N to Y after online data verification. FRS picks it up and status changes from Y to F on day one, Not Approved Report, and F to P on day two, Approved Report.)
   Approval Dep.- blank for now
   Approval number - blank
   

   Workflow - click OK to save the general invoice. Click on Add on the General Invoice and Line Items window to create a line item. Get Order window pops up and offers various search capability, such as author, title, order number, etc., to pull out the correct order record for payment.

   Line Items :
   
   Vendor code - always CP-*2002, from general invoice, system fills in
   Invoice number - from general invoice
   Estimated price - 980 $e, net price (CP does not put the discount percentage into vendor record, so the net price is used for list price)
   
   Debit/Credit - always Debit, or set as default
   Net amount - 980 $e
   Added amount - always 0 (zero)
   Total amount - 980 $e, same as Net amount
   Local amount - 980 $e, same as Net amount
   Number of units - always 1 (one), or set as default
   Currency - always USD, or set as default
   Object code - 4318, or set as default
   Note - always blank
   Order completely invoiced - always checked
   
   

   Workflow - click OK to save the line item. Acq. Administration window pops up " Would you like to record the material as having arrived? Yes/No". Choose Yes and close the Line Item window.

   To add another line item, click on Add on the General Invoice and Line Items window and repeat the steps in the line items above. Click Close when the process of all line items is complete.

   Note -require an invoice line number, 980 $h, a sequential number that identifies the line item on the invoice. Used for sorting the line item records in display. According to Dan Miller and Bill Kownacki at BNA, the sequential numbers, which may not be visible on the print copy, are the same on the print and electronic formats.

5. Reports
   Available at http://alephprod.umd.edu/reports/loadbib/list.jsp?lib=mai01&loader=promptcat-bbs
   Total records processed Apply regular
   New Apply regular
   Overlay Apply regular
   Overlaid Apply regular
   Rejected Apply regular
   Def Hol created Apply regular
   Def Item created {with title, barcode; sequence; sublibrary; collection; callno; material-type; item-status; description & sys number}
   Order created {with title, order number, units, unit price, list price & sys number}
   General invoice created {with title, vendor number, invoice number & sys number}
   Line item invoice created {with title, vendor number, invoice number, line number & sys number}
   

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