Order Records Fixed-Length Fields (Sierra)

Field Label

Description

Code is

Limits

ACQ TYPE or Acq Type

The library-defined acquisition type or the method of paying for the material.

Lowercase Alphabetic or Numeric

Maximum code length: 1 character

a Maximum number of codes: 32

Maximum length of code definitions: 25 characters

BLOC

or Billing Location

Billing location (bill to address).

Codes are the same as the RLOC codes and are stored with an associated address in the Receiving and Billing Locations table.

Lowercase Alphabetic or Numeric

Maximum code length: 3 characters

Maximum number of codes: 2000

Maximum length of code name: 27 characters

CDATE or Cat Date

Cataloging date.

CDATE can affect the display of order records in the WebPAC.

CDATE can be filled in by the template associated with a load table, by including the "cd=" command when downloading records from a bibliographic utility like OCLC, or by manually updating the CDATE in the record. 

See MLN1 96x control field to create order records for more information. 

Month-Day-Year (mm-dd-yy or mm-dd-yyyy) or Day-Month-Year (dd-mm-yy or dd-mm-yyyy)

Single entry in a valid date format

CLAIM or Claim

Controls or reports claiming activity.

Codes and definitions are system-generated. 

Do not change or delete CLAIM field definitions.

Lowercase Alphabetic

Maximum code length: 1 character

CODE1 (Order Code 1)

CODE2 (Order Code 2)

CODE3 (Order Code 3)

CODE4 (Order Code 4)

Libraries determine the name and purpose of the CODE1 - CODE3 fields, their codes, and the codes' definitions.

CODE4 is used for suppression

Lowercase Alphabetic or Numeric

Maximum code length: 1 character

Maximum number of codes: 32 for each field

Maximum length of code definitions: 25 characters

COPIES or Copies

The number of copies ordered. Affects the dollar amount that will be encumbered.

Numeric

Maximum number of copies:

1,000 for bibliographic records;

255 for check-in records;

1,000 for order records; 255 for EDIFACT orders

COUNTRY or Country

The country of publication. COUNTRY is based on the MARC 21 Code List of Countries, or ISO 3166/MA standard for UNIMARC systems.

Lowercase Alphabetic or Numeric

Maximum of 500 country codes.

Maximum code length: 3 characters

E_PRICE or Est. Price

Estimated price for one copy of the ordered item. This amount is used for encumbering purposes.

If the estimated price is in a foreign currency, as you enter the new order, you can have the system convert it so that the E PRICE will be in your currency (see the variable-length field FOR CURR).

Numeric, with separators and currency symbols, allowed

Maximum dollar amount: $1,000,000.00

FORM or Form

The physical form of the material. Your library can define the codes.

Lowercase Alphabetic or Numeric

Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of code definitions: 25 characters

FUND or Fund

Fund against which the material will be encumbered and paid.

MLN1 Libraries (tip)

The Sierra manual refers to a MULTI code for the fixed-length field FUND, however there is no pre-set option called "Multi.” To use more than one fund for multiple copies of a book, you can manually add a second fund by selecting "add row." It lets you add a second fund along with the number of copies of the book to be charged to that fund.

Open

Lowercase Alphabetic or Numeric characters.

Maximum code length: 15 characters

Maximum length of code definitions: 19 characters

The maximum number of fund codes allowed in a single order record is 100.

Maximum number of codes: Up to 5000.

LANG or Language

Language of the material. LANG is based on the MARC 21 Code List for Languages (also used by UNIMARC format).

Alphabetic

The system can contain a maximum of 800 language codes.

Maximum code length: 3 characters

LOCATION or Location

Shelving location or branch.

The same set of codes is used for the LOCATION field recorded in the bibliographic, item, order, and checkin records. These various location codes are independent of each other.

Marmot defines the codes, which are stored in one file for use in bibliographic, order, item, checkin, patron, and course records.

Lowercase Alphabetic or Numeric

Maximum number of codes: 10,000

Maximum code length: 5 characters

Maximum length of code definitions: 25 characters

Maximum 100 LOCATION fields in one order record.

ODATE or Order Date

The date the material was ordered.

System

N/A

ORD NOTE

or Order Note

Note:  the following codes ("-", "r", "c", and "f") are user-input codes. 

Note: the following codes (numeric codes 1-9 and "-") are system-input codes, and are used in conjunction with the codes ("-", "r", "c", and "f").

Note: The MLN1 following codes (a, b, n, d, h, o, x) are for use with the optional EDIFACT Invoicing product.

ORD NOTE

or Order Note

Codes ("-", "r", "c", and "f")

Note that prints on the purchase order form.

Do not remove the "NO MESSAGE" value from the table of valid codes and definitions; you will not be able to remove messages if you do.

Do not remove the "RUSH" code or change its definition. Changing the definition will not change what the system does when the "RUSH" code is used.

Do not remove the "NO ORD NOTE" value ("NO ORD NOTE" is represented by a hyphen).

Lowercase Alphabetic

Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of definitions/notes: 25 characters

Codes (numeric codes 1-9 and "-")

Specifies a delay for claims on the order. The length of time specified by this code is added to the days-before-claim set by the VENDOR code to delay the claiming (if, for instance, the material is not yet published). Note that these values are hard-coded and cannot be changed.

Numeric

Maximum code length: 1 character

Maximum length of definitions/notes: 25 characters

MLN1 Libraries - EDIFACT purchase order priority codes. To use these codes, configure the Vendor Priority Mappings table.

Lowercase Alphabetic or Numeric

Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of definitions/notes: 25 characters

ORD TYPE

or Order Type

The way the material is acquired.

Lowercase Alphabetic or Numeric

Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of code definitions: 25 characters

RACTION

or Recv Action

Receiving action, usually indicating special handling. Use in conjunction with the variable-length field INT NOTE, which would contain the special action to be taken. During Rapid Updating, this field can be selected to trigger the full order record to display.

lowercase alphabetic or numeric

Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of code definitions: 25 characters

RDATE

or Recv Date

The date of receipt. The date in this field indicates when, and if, an order has been completely received. If there is neither an RDATE nor an ODATE, the item will be selected for claiming.

RDATE can affect the display of order records in the Classic Catalog/WebPAC.

Month-Day-Year (mm-dd-yy or mm-dd-yyyy) or Day-Month-Year (dd-mm-yy or dd-mm-yyyy)

N/A

RLOC

or Recv Location

The receiving location (ship to address). The code is linked to a 27-character name and an address of 4 lines of up to 30 characters each.

The code in this field on a checkin record determines what return address prints on serial issue claim forms.

The three-character code and the associated address.

Lowercase Alphabetic or Numeric

Maximum code length: 3 characters

Maximum number of codes: 2000

Maximum length of code name: 27 characters

STATUS(o)

or Status

Financial encumbering/disencumbering status of record. Encumbering and disencumbering can take place only if the order has a status other than '1', '2', 'a', 'f', or 'z', a valid fund, and an amount in the E PRICE field.

STATUS(o): BASIC RULES

Code: o or c

Rule: The system encumbers an amount equal to the E PRICE multiplied by the number of copies ordered and disencumbers the amount of the E PRICE for each copy as payment is made. STATUS will change to 'a' or 'd' when full payment is made for all copies. If an order record's STATUS is changed from '1' or '2' to 'o' or 'c', the system will ask if you want to print a purchase order.

Code: a, d or z

Rule: All disencumbering has been done.

Code: q or e

Rule: Some disencumbering has taken place, due to partial payment, which will be taken into consideration when disencumbering further payments.

Code: 1

Rule: No encumbering takes place since no firm decision to order has been made. An order with STATUS'1' is not considered a real order by the system, so no further ordering activity is allowed, i.e., no payments can be made, no Purchase Order can be printed, no statistics in vendor recalculation. You cannot change the status on a saved record to '1' from any other status but '2'.

Code: 2

Rule: No encumbering, since approval plan item was rejected. No further ordering activity is allowed (i.e., no payments and no statistics in vendor recalculation) because an order with STATUS'2' is not considered a payable order by the system, which sets the status during the accept item(s) or reject item(s) phase of invoice processing. Although you can set the STATUS to '2' manually, Innovative strongly advises against this because the system will not recognize the item as rejected and will continue with the payment despite the change to the STATUS field.

Code: f

Rule: No encumbering and no disencumbering, but payments can be made. Often used for active serials. Records with status 'f' are not claimable and are not retrieved through Claim/Cancel. To cancel, use the Cancel by Vendor menu option.

Code: g

Rule: Does not encumber when the order is created, but disencumbers amount equal to the paid amount (including the order's share of the shipping charges), regardless of E PRICE and how many payments have already been made. (For serial renewals.)

All of the STATUS codes cause specific software action, and you cannot alter, delete, or add to them.

TLOC

or Transit Location

Marmot defines codes for temporary shelving locations. If code is 'P', indicates that a purchase order has been requested. (This code is an option that must be turned on. 

Lowercase Alphabetic or Numeric

Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of code definitions: 25 characters

VENDOR

or Vendor

Library defined field for the vendor who handles the order. Determines the vendor that prints on the purchase order (unless the order record's VEN ADDR variable-length field has a value).

In a checkin record, this field identifies the vendor who supplies the serial and determines the mailing address that prints on serial issue claim forms.

If a vendor record does not exist, you can enter:

• the code "NONE" in this field

• the vendor and its address in the order record's variable-length field VEN ADDR

Lowercase Alphabetic or Numeric

Maximum code length: 5 characters

Maximum number of codes: 30,000

Names and address lines/length: 4 or 5 lines of 28 characters each

VOLUMES

or Volumes

The number of volumes for this title. The system uses the value in this field when creating Statistical Reports.

Default value is '1'.

Numeric

Numeric (0-32767)