Loading open orders

When an institution moves from an old system to OLE, it is likely that they have orders for subscriptions and other open orders that haven't been fulfilled yet. It is important to transfer such data to OLE for continuous tracking and record keeping.

This can be achieved in OLE through the Batch Process - Order Record Import. Since multiple tables are involved it is not advisable to carry out this operation through direct inserts on the back end.

The Order Record Import process either accepts a MARC file as input file or a combination of MARC and EDI files, where MARC contains the Bib related information and EDI contains Vendor related information. Where MARC file is the only input file, the 9XX fields, which holds institution data, is used to carry all Vendor related information such as the Order number, Vendor Id, Price, Quantity, Account Information, etc. The configuration as to whether OLE should expect only MARC or a combination of MARC and EDI is defined in the Batch Process Profile under the Main Section - .

When such information comes from 9XX fields, it is imperative to use a combination of Data Mapping and Constant and Default Values under Batch Process Profile to define fields and values. Data Mapping helps to match the 9XX fields with the destination field as to where the data has to be loaded and Constant and Default Values helps to set the value a constant every time the profile is used. For example, when the price which differs in case of each Bib record, Data Mapping can be used to pick from the 9XX fields and in case all the orders are from the same chart code in that MARC file then Constant and Default Values can be used to set it a constant value for all Bib records in the MARC file.

However, it should be noted that orders loaded through the Batch Process cannot have multiple Account numbers from which funds are allocated.

NOTE: It is advised to construct XML with the order details and append it to the MARCXML generated through tools like MARCEdit and then convert again to MARC for processing by OLE.

Technical Information on Order Record Import Batch Process can be found here.