DATA MAPPING FOR DIRECT ORDERS - YBP / PROMPTCAT PROJECT

Data from which label on GOBI-Smart screen / GobiSelect Records / III (KentLINK) Field # / III (KentLINK)
Label / Field in PromptCat Record / III (KentLINK) Loader Default / Notes

ORDER RECORD

.o# / 935 $a / System Generated / Order Record # Created by III when Gobi-Select records are loaded. Transmitted by YBP to PromptCat after order placed as "Library Control #"
Point of overlay at PromptCat Load.
01 / ACQ TYPE / p / (960 $a)
Acquisition Type.
Loader default
LOCATION / 960 $t / 02 / LOCATION / ma / Shelving location or Branch
Maps from Gobi-Smart screen & GobiSelect Record. Mandatory & validated in GobiSmart screen.
Loader default in absence of other data

ORDER RECORD CONTINUED

03 / CDATE / blank / (960 $p)
Cataloging Date
Not used at KSU
Loader default
04 / CLAIM / - / (960 $b)
Controls claiming activity
Loader default
"QTY"
[QUANTITY] / 960 $o / 05 / COPIES / 1 / Number of copies ordered
Specified on GobiSmart screen, which defaults to “1”.
Loader default in absence of other data
06 / CODE1 / - / (960 $c)
Code defined by library
Not used at KSU in monographic orders
Loader default
07 / CODE2 / - / (960 $d)
Code defined by library
Not used at KSU
Loader default

ORDER RECORD CONTINUED

08 / SUB STAT / - / (960 $e)
Not used at KSU in monographic orders
Loader default
09 / SUPPRESS / - / (960 $f)
Library defined field for suppressing records from OPAC
Loader default
LIST PRICE AT TIME ORDER PLACED / 960 $s / 10 / EST PRICE / $50.00 / Estimated price for ordered item
List price on Gobi. Value encumbered against fund. Data is not from custo-mized GobiSmart Screen.
Loader default in absence of other data
11 / FORM / u / (960 $g)
Physical form of item
Format of the item
Loader default

ORDER RECORD CONTINUED

FUND CODE / 960 $u / 12 / FUND CODE / genlm / Fund against which item will be encumbered and paid
Mandatory & validated in GobiSmart. Multiple funds can't be loaded into III.
Loader default in absence of other data
13 / ODATE / System Generated / (960 $q)
Date material is ordered
III (KentLINK) creates at GobiSmart record load

ORDER RECORD CONTINUED

14 / ORD NOTE / - / (960 $h)
Alphabetic code (library defined) indicates note that prints out on purchase order OR
Numeric code (system defined) specifies delay for claims on order
Don’t use at KSU

Loader Default

15 / ORD TYPE / r / (960 $i)
Way item is acquired, defined by library
Loader default
16 / RACTION / - / (960 $j)
Receiving action (special handling)
Not used at KSU
Loader default
17 / RDATE / blank / (960 $r)
When an order has been completely received
Loader default

ORDER RECORD CONTINUED

18 / RLOC / a / (960 $k)
Receiving location (ship to location)
Loader default
19 / BLOC / a / (960 $L)
Billing location (bill to address)
Loader default
20 / STATUS / o / (960 $m)
Financial encumbering/
Disencumbering status of item
III (KentLINK) creates at GobiSmart record load. Part of de-duplication process.
Loader default
21 / TLOC / - /

Temporary shelving location of item

(960 $n)
Not used at KSU
Loader default

ORDER RECORD CONTINUED

VENDOR CODE
[LOCAL DATA 1] / 960 $v / 22 / VENDOR / none / (981 $a)
Vendor Code. Fill in as appropriate in GobiSelect
Loader default in absence of other data
23 / LANG / eng / (960 $w)
Language of material
Loader default
24 / COUNTRY / blank / (960 $x)
Country of publication
Not used at KSU
Loader default
25 / VOLUMES / blank / (960 $y)
Number of volumes for title
Not used at KSU

Loader default

ORDER RECORD CONTINUED

IDENTITY / (961 $a)
Maps complex volume relationships.
KSU maps volume information from the “Library Note to YBP Field” on the GobiSmart screen, through YBP’s “Other Local ID” field which then loads to III as “VEN NOTE.”
LIBRARY NOTE TO YBP
[OTHER LOCAL ID] / 961 $h / VEN NOTE / Note that throws GobiSelection out of automated process for human reading by YBP. Send informa-tion here that YBP needs. Includes volume enumeration. Limited to 20 characters.
NOTE TO LIBRARY [LOCAL DATE NOTE 4] / 961 $c / NOTE / Note field. KSU uses to transmit special treatment instruc-tions. (Route to so-and-so, etc.)

ORDER RECORD CONTINUED

INT NOTE / (961 $d)
Staff note
Not used at load
YOUR LAST NAME / 961 $f / SELECTOR / Name of selector. In Gobi2 defaults to preference set up in My Gobi Account
[Not part of GobiSmart] / VENDOR ID # / (961 $i)
YBP Order Key
Used in GobiLINK
Not used at KSU.
[Not part of GobiSmart] / SHIP TO / (961 $k)
Address to ship materials to
Not used at KSU.
[Not part of GobiSmart] / BINDING TYPE / (961 $n)
Binding (Paper Cloth)
Not used by KSU at load
CUSTOMER NUMBER / 961 $m / SUBACCT# / Subaccount Number.

INVOICE RECORD

PDATE / III supplied
INVOICE DATE / 980 $a / YBP supplied
INVOICE NUMBER / 980 $f / Invoice Number
YBP supplied
LIST PRICE / 980 $b / List Price for 1 copy.
YBP sends to PromptCat.
NET AMOUNT / 980 $e / Net Price.
Amount expensed per invoice line. III provides for this to also include tax and/or shipping on a line-by-line basis.
SERVICE CHARGE / 980 $c / Service charge
KSU does not use
SALES TAX / 980 $d / Sales tax
KSU does not use
980 $g / Quantity if > 1
KSU does not use

ITEM RECORD

01 / COPY / 945 $g / 1 / Which copy number. Corresponds to item record
Loader default
02 / ICODE1 / 0 / Code defined by library
Loader default
03 / SUPPRESS (ICODE2) / - / Code defined by library
Loader default
04 / ITEM TYPE / 945 $t / 0 / Identifies type of item. Location code determines the PromptCat mapping of the item type and status.
Chart provided to PromptCat for mapping.
Loader default in absence of other data
05 / PRICE / 0.00 / Price of item
Real price is in KSU order record
Loader default

ITEM RECORD CONTINUED

06 / OUT DATE / --
System Generated / Date item checked out
Loader default
07 / DUE DATE / --
System Generated / Date item is due
Loader default
08 / PATRON# / 0
System Generated / Record number of patron having item checked out
Loader default
09 / LPATRON / 0
System Generated / Record number of last patron who checked item out
Loader default
10 / LCHKIN / --
System Generated / Date item last checked in
Loader default
11 / #RENEWALS / 0
System Generated / Number of times current patron renewed item
Loader default
12 / # OVERDUE / 0
System Generated / Level of last overdue notice sent to patron
Loader default
13 / ODUE DAT / --
System Generated / Date last overdue notice sent
Loader default

ITEM RECORD CONTINUED

14 / IUSE3 / 0
System Generated / Library defined internal use field
Loader default
15 / RECAL DA / --
System Generated / Date item was recalled from current patron
Loader default
16 / TOT CHKOUT / 0
System Generated / Total number of times item has been checked out
Loader default
17 / TOT RENEW / 0
System Generated / Total number of times item has been renewed
Loader default
18 / LOCATION / 945 $L / ma / Item location where item is housed
Designated on GobiSmart screen. Mandatory & validated in GobiSmart. Location determines IType and Status via chart provided to PromptCat.
Loader default

ITEM RECORD CONTINUED

19 / LOANRULE / 0
System Generated / Loan Rule number when item is checked out
Loader default
20 / STATUS / 945 $s / - / Status of the item
Location code determines the PromptCat mapping of the item type and status.
Chart provided to PromptCat for mapping.
Loader default
21 / INTL USE / 0
System Generated / Library defined internal use field
Loader default
22 / COPY USE / 0
System Generated / Library defined copy use field
Loader default

ITEM RECORD CONTINUED

23 / IMESSAGE / blank / Library defined message that appears at check in and check out
KSU does not use
Loader default
24 / OPACMSG / blank / Library defined message that appears in the OPAC
KSU does not use
Loader default
VOLUME / 945 $c / Free-form volume description
BARCODE / (945 $i) KSU does not use as cannot be transmitted empty. (We apply barcodes)
LABEL / 945 $j / Spine label field de-fined for each site ID.
CALL # / 945 $z / 090 / MARC tag of call #.
Transmitted from YBP as "Fund Code".
CALL # / 945 $a / Classification portion of call number.
CALL # / 945 $b / Cutter portion of call number

BIBLIOGRAPHIC RECORD

.B# / System Generated / Bibliographic record number. III (KentLINK) creates at GobiSelect record load. Protected at overlay (overlays on order record number).
01 / LANG / eng /

Language of item

Loader default
02 / SKIP / 0 /

Number of characters skipped prior to sorting on title

Loader default
03 / LOCATION / kentc / Shelving location or branch
Protected at overlay
For Regionals must be manually changed in Acquisitions.
Loader default
04 / CAT DATE / System Generated / Acquisitions staff rapid update this to blank after load.
05 / BIB LVL
(BCODE1) / m /

Library defined field

Loader default

BIBLIOGRAPHIC RECORD CONTINUED

06 / MAT TYPE
(BCODE2) / a /

Library defined field

Loader default

07 / DISPLAY
(BCODE3) / - /

Library defined field

Loader default

08 / COUNTRY / blank / Country of pub-lication. Loader de-fault in the absence of other data
ISBN / 020 $a / 020 $a
AUTHOR / 100 $a / 100 $a
TITLE / 245 $a / 245 $a / YBP RECORD ON ORDER LACKING TITLE
EDITION / 250 $a / 250 $a
PLACE OF PUBLICATION / 260 $a / 260 $a
PUBLISHER / 260 $b / 260 $b
YEAR OF PUBLICATION / 260 $c / 260$c
SERIES STATEMENT / 490 $a / 490 $a
970 / Table Of Contents data.
Protected at overlay

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4/3/2004Kent State University Libraries and Media