DATA MAPPING FOR APPROVAL ORDERS - YBP / PROMPTCAT PROJECT

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

ORDER RECORD

935 $a / .o# / System Generated / Order record number created by III (KentLINK) when PromptCat records loaded.
01 / ACQ TYPE / p / Acquisition Type.

Loader default

981 $c / 02 / LOCATION / ma / Shelving location or Branch
Fund code determines the PromptCat mapping for the item type, status and location code.
Mapped by PromptCat from fund code using table provided. Fund code transmitted by YBP to PromptCat
Loader default in absence of other data
03 / CDATE / Blank / Cataloging Date
Not used at KSU
Loader default
04 / CLAIM / - / Controls claiming activity
Loader default


ORDER RECORD CONTINUED

980 $g / 05 / COPIES / 1 / Number of copies ordered
Only needed if more than 1 copy is ordered
Loader default in absence of other data
06 / CODE1 / - / Code defined by library
Not used at KSU for monographic orders
Loader default
07 / CODE2 / - / Code defined by library
Not used at KSU for monographic orders
Loader default
08 / SUB STAT / - / Not used at KSU for monographic orders. Loader default
09 / SUPPRESS / - / Library defined field for suppressing records from OPAC
Loader default
10 / EST PRICE / $50.00 / Estimated price for ordered item
Loader default
11 / FORM / u / Physical form of item
Loader default


ORDER RECORD CONTINUED

981 $b / 12 / FUND CODE / genlm / Fund against which item will be encumbered and paid
Code provided by YBP to PromptCat
Loader default in absence of other data
13 / ODATE / System generated / Date material is ordered
III (KentLINK) creates at record creation
14 / ORD NOTE / - / 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

981 $o / 15 / ORD TYPE / r / Way item is acquired, defined by library
Loader default
16 / RACTION / - / Receiving action (special handling)
Not used at KSU
Loader default


ORDER RECORD CONTINUED

17 / RDATE / System Generated / When an order has been completely received
Loader default
18 / RLOC / a / Receiving location (ship to location)
Loader default
19 / BLOC / A / Billing location (bill to address)
Loader default
20 / STATUS / o / Financial encumbering/
disencumbering status of item
III (KentLINK) creates at load.Part of de-duplication process.
Loader default
21 / TLOC / - /

Temporary shelving location of item

Not used at KSU
Loader default
981 $a / 22 / VENDOR / none / Vendor code
Loader default in the absence of other data
23 / LANG / eng / Language of material
Loader default
24 / COUNTRY / blank / Country of publication
Not used at KSU

Loader default

ORDER RECORD CONTINUED

25 / VOLUMES / 1 / Number of volumes for title
Loader default


INVOICE RECORD

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


ITEM RECORD

945 $g / 01 / COPY / 1 / Which copy corresponds to item record
Loader default
02 / ICODE1 / 0 / Code defined by library
Loader default
03 / SUPPRESS (ICODE2) / - / Code defined by library
Loader default
945 $t / 04 / ITEM TYPE / 0 / Identifies type of item
Fund code determines the PromptCat mapping for the item type, status and item location code.
Mapped by PromptCat from fund code using table provided. Fund code transmitted by YBP to PromptCat
For approvals is always "0"
Loader default
05 / PRICE / 0.00 / Price of item
For KSU the real price is in order record
Loader default
06 / OUT DATE / -  -
System Generated / Date item checked out
Loader default


ITEM RECORD CONTINUED

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
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


ITEM RECORD CONTINUED

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
945 $L / 18 / LOCATION / ma / Item location where item is housed
Provided by PromptCat from table that maps Fund Code to Location Code
Loader default in the absence of other data
19 / LOANRULE / 0
System Generated / Loan Rule number when item is checked out
Loader default


ITEM RECORD CONTINUED

945 $ s / 20 / STATUS / - / Status of the item
Fund code determines the PromptCat mapping for the item type, status and item location code.
Mapped by PromptCat from fund code using table provided. Fund code transmitted by YBP to PromptCat
For approvals is always
"-"
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
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


ITEM RECORD CONTINUED

945 $c / VOLUME / Free-form volume description
BARCODE / (945 $i)
KSU does not use as can not be transmitted empty. (We apply barcodes)
945 $j / LABEL / blank / Spine label field. Defined for each site ID in PromptCat Profile.
Loads with blank when not transmitted.
945 $z / CALL # / 090 / MARC tag of call # field.
945 $a / CALL # / Classification part of Call #
945 $b / CALL # / Cutter part of Call #


BIBLIOGRAPHIC RECORD

.B# / System Generated / Bibliographic record number. III (KentLINK) creates at record load.
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
For Regionals must be manually changed in Acquisitions.
Loader default
04 / CAT DATE / System Generated / Cataloging date
Acquisitions staff rapid upate this to blank after load
05 / BIB LVL (BCODE1) / m /

Library defined field

Loader default

06 / MAT TYPE (BCODE2) / a /

Library defined field

Loader default

07 / DISPLAY (BCODE3) / - /

Library defined field

Loader default

08 / COUNTRY / blank / Country of publication
Loader default
020 $a / ISBN / From MARC 020 $a
100 $a / AUTHOR / From MARC 100 $a
245 $a / TITLE / YBP RECORD ON ORDER LACKING TITLE / From MARC 245 $a
250 $a / IMPRINT / From MARC 250 $a
260 $a / PLACE OF PUBLICATION / From MARC 260 $a
260 $b / PUBLISHER / From MARC 260 $b
260 $c / DATE / From MARC 260 $c
490 $a / SERIES / From MARC 490 $a

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4/03/2004 Kent State University Libraries & Media Services