Order Records Variable-Length Fields (Sierra)

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Last updated: Aug 13, 2024
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The following table describes the variable-length fields in order records.

Table of Contents

Variable-length fields contain data that is usually alphanumeric. Variable-length fields are repeatable within a record. These fields can be repeated within a single record.

Order Records Variable-Length Fields for MLN1 & MLN2 Libraries

Order Record Fields

Field

Description

Field Group Tag or Default MARC Tag

Limits

Blanket PO (MLN2)

 

Blanket PO Number (MLN1)

Blanket purchase order numbers are used to group order records with the same blanket order number during purchase order printing and invoicing.

u

 

p

Maximum 10,000 characters

FOR CURR

or Foreign Currency

The optional feature allows entering orders or invoices in a foreign currency. Linked to the fixed-length field EPRICE. You do not usually edit this field directly; it is changed as invoices and orders in foreign currencies are entered.

x

N/A

IDENTITY

Free text note, used to distinguish between order records.

i

Maximum 10,000 characters

INT NOTE

or Internal Note

A system-generated note; you can also enter free text in this field. As free text, an INT. NOTE is most commonly used in reference to the fixed-length RACTION field. For example, a value in the RACTION field could refer to special handling instructions described in the z field.

An INT. NOTE is automatically generated when an order is claimed or when some action is taken while the order is being reviewed for claiming. This note is linked to the fixed-length field CLAIM.

Fixed-length fields in Sierra ILS.

z

Maximum 10,000 characters

NOTE

Free text note.

n

Maximum 10,000 characters

ISBN Pick

This field contains the following elements:

  • (optional) International Standard Book Number (ISBN) for orders sent electronically

  • date and time an electronic order was transmitted or a purchase order printed

You can insert an ISBN from the bibliographic record into the order record by using the Pick ISBN dialog when you create the order record. The selected ISBN is stored in the ISBN Pick field of the order record.

The ISBN in the ISBN Pick field is used for orders sent electronically and multiple title format print purchase orders. For printed purchase orders not in the multiple title format, the system uses the first ISBN from the bibliographic record attached to the order record.

Subfield b in this field contains the date and time that either the:

  • order was transmitted electronically

  • purchase order was printed

The timestamp appears after the optional ISBN.

If your organization already uses the b tag for another purpose, contact Innovative to associate a different tag with ISBN Pick.

b

Valid ISBN. For subfield b, month-day-year (mm-dd-yy or mm-dd-yyyy) or day-month-year (dd-mm-yy or dd-mm-yyyy) and time (24 -hour clock). Maximum 10,000 characters.

TICKLER

(MLN1)

 

 

 

TICKLER

(MLN2) 

Information for email reminders specific to a single order record. Information in this field can include:

  • Name

  • Date

  • Send to

  • Subject

  • Header

  • Footer

k

 

 

 

 

 

g

Maximum 10,000 characters

Note that the header, which is sent as the reminder, is limited to 1,103 characters.

TICKLERLOG

(MLN1) 

 

 

 

TICKLERLOG

(MLN2)

 

Information from email reminders (ticklers), indicating when the reminder was sent and its content. This field includes the following information:

  • Name

  • Event Date

  • Fixed Field Date

  • Sent to

  • Subject

  • Header

u

 

 

 

 

t

Maximum 10,000 characters

VEN ADDR

or Vendor Address

This field, if it exists, always prints on the purchase order (PO) as the vendor's address. It is required if the code in the VENDOR field is "NONE." However, it also overrides the ADDRESS1 variable-length field in the vendor record when the code in the VENDOR field is something other than "NONE". (ADDRESS1 in the vendor record is the address associated with the VENDOR code when you create a vendor record.) Use VEN ADDR when either:

  • you want to associate a VENDOR code with an order but send the PO to an address other than ADDRESS1

  • the VENDOR code is "NONE"

The field must be formatted so that the address will fit properly on the PO, cancellation, and order claim forms: 4 or 5 lines of up to 28 characters each, with line breaks represented by a '$' and no space.

See also VEN ADDR in the holdings/check-in record.

q

Maximum 200 characters. Divided into up to 5 lines of 28 characters on the purchase order.

VEN TITL #

or Vendor Title No.

Vendor Title Number. The vendor's identification number for this title; also called the Vendor ID #. This information can be automatically updated with the Serials Invoice Interface. Vendors can transmit their unique Vendor ID # as part of the invoice.

f

Maximum 10,000 characters

VEN NOTE

or Vendor Note

Free text note for vendor order information.

This note can be used to pass along cataloging/processing details for materials that are not preprocessed by a vendor.

v

Maximum 10,000 characters

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MLN1 Specific Order Records Variable-Length Fields

Field

Description

Field Group Tag or Default MARC Tag

Data in Field Entered by

Limits

FLC OLD#

This field contains old order record numbers for Fort Lewis College

i

Marmot

Maximum 10,000 characters

FLC Fund

This field contains information about the funds used to purchase an item for Fort Lewis College.

c

Marmot

Maximum 10,000 characters

REQUESTOR

 

Free text note identifying requester of item.

r

Marmot 

Maximum 10,000 characters

SELECTOR

 

Free text note identifying selector of item.

s

Marmot

Maximum 10,000 characters

Donor

This field is used to store the name of the donor. 

d

Marmot

Maximum 10,000 characters

Purchase #

This field stores the purchase order number for the item.

l

Marmot

Maximum 10,000 characters

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MLN2 Specific Order Records Variable-Length Fields

Field

Description

Field Group Tag or Default MARC Tag

Data in Field Entered by

Limits

MESSAGE 

Free text message that displays in a pop-up dialog whenever the order record is viewed, including during invoice creation.

y

Marmot

Maximum 10,000 characters

ADDRESS

This field, if it exists, lists the vendor's address.

a

Marmot

Maximum 10,000 characters

CANCL NOTE

This field includes a note if the order has been canceled.

c

Marmot

Maximum 10,000 characters

REF NOTE

Free text note for vendor order information.

 

d

Marmot

Maximum 10,000 characters

ENTERED BY

This is the name of the person who created the order record.

e

Marmot

Maximum 10,000 characters

CHILD NOTE

Free text note for vendor order information.

 

h

Marmot

Maximum 10,000 characters

FREQ NOTE

Free text note for vendor order information.

 

i

Marmot

Maximum 10,000 characters

PROC NOTE

Free text note for vendor order information.

 

k

Marmot

Maximum 10,000 characters

CITY PO#

This is the PO# used for any library housed in a city building.

l

Marmot

Maximum 10,000 characters

ICODE 1

Your library chooses the number listed in this field.

m

Marmot

Maximum 10,000 characters

ORD SNT BY

This field displays the person who purchased the order. 

o

Marmot

Maximum 10,000 characters

PUB REL DA

Free text field for vendor order information.

 

p

Marmot

Maximum 10,000 characters

REVIEWED

This field contains the name of the person who reviewed the order record.

r

Marmot

Maximum 10,000 characters

RECOMMEND

This field contains the name of the person who recommended the item to be purchased..

s

Marmot

Maximum 10,000 characters

CAT NOTE

Free text note for vendor order information.

w

Marmot

Maximum 10,000 characters

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