Process to check incoming vendor files on MLN2

This process will check incoming vendor files for errors before actually loading them

Table of Contents

Get the File From the Vendor

• Download the file from the vendor.

Get Sierra Records

• Upload the file into Data Exchange

  Open

  

• Load into Sierra with (4) MATCH records to create a review file

  Open

  

   

• Check “Use Review Files” and click Load

• Output Messages will say records are being attached, but nothing will really be attached or overlaid

• Now go to Create Lists and select a list large enough to hold all the records in your file and click the Copy button.

• This will bring up the list of files you can copy.

   

• The file you want will be near the bottom of the list.

• The name will be Load: Overlaid records for [Your File Name]

• Click OK

• Click Yes

• Now you have a review file of the records that the vendor load will overlay

• Use to get the fields you want to compare

• Probably export Record number, 010, 100, 245, and 300, but you can use whatever fields you want

   

• Change Field delimiter and Text qualifier

   

• Set Field delimiter to Control character 9

• Set Text qualifier to None

• Click Browse to set where you will save the file

   

• Save in on your computer in a folder where you are keeping files for this project

• Set Files of Type to “All Files”

• Set the file extension to .tsv

• Click Save

• Click OK

• This will create a tab separated file that you can open with Excel

• Open the file in Excel

• Insert a column and fill in the word Sierra in that column

• Save as an .xlsx file

Get Vendor Records

• Open MarcEdit

• Open Export Tab Delimited Records under Tools menu

• Choose the original file from the vendor

• Set output file to go to your working folder

• Make the file .tsv

• Select the field you want to output

• Set the Subfields you want to export and click Add Field

• Add all the same fields you got from Sierra in the same order

  • You can add more subfields if you want

• Click Export

• Open the new .tsv file in Excel

• Insert a new column and fill in the word Vendor

• Select the cells and copy them

Compare the Files

• Open the .xlsx file from your working folder

• Paste in the cells from the vendor tsv

• Use Find and Replace to delete the periods from the .b numbers in the Vendor records

• Sort by record number

• Now you can compare the information from the incoming Vendor file to the existing Sierra record

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