Setting Up the Acquisitions Import Process

After creating the import acquisitions map for your online vendor, you must set up the import process so that Horizon recognizes where you want the order distribution information from the MARC 970 tag to be placed.

Before performing an import operation, you must select an import source. Cataloging administrators use the import_source process to define actions performed during the MARC import operation.

If you want Horizon to delete 970 or other 9xx tags containing acquisitions data before saving the bib records to the database, you can set the Delete Tag option in the Bib Tag Action group of the Edit Import Process window. (For more information about setting tag actions, see “Setting Up Tag Action” in the “Setting Up Import Parameters” section of the Cataloging Setup Guide.)

The import acquisitions map adds three fields and one group to the import_process view in the Table Editor. These fields determine the kinds of updates performed to acquisitions order data during the import process:

Create Acquisitions Records. This controls whether the imported distribution information opens and populates a purchase request or a purchase order.
Import Acquisitions Map. This specifies the import map to associate with an import process.
Character to indicate decimal. This specifies the character used to indicate the decimal place in unit price and discount columns. The default is a period ( . ).
PR Category group. This lets you associate purchase request categories with an import process. If your library has a large purchase request list, this can help staff find items quickly.

For more information about creating import sources, see the “Understanding Import Sources” section in the “Importing and Exporting Records” chapter of the Cataloging Guide.

Note these effects:

If you choose the Create PO Lines option, Horizon uses imported order information to automatically create new PO lines for an open purchase order.
If you choose the Create PRs option, Horizon automatically creates a new purchase request to store the new import order information.
Bibliographic information and bib records remain even if you remove PO lines or purchase requests created during import.

Note these constraints:

Horizon can import a MARC import file to one purchase order at a time. If an import file represents multiple purchase orders, you must import the file as purchase requests, then create the purchase orders from those requests.
Horizon does not automatically approve PO lines created during import.
If you are importing to a purchase order, you must have the purchase order already open and the purchase order information must be defined and saved.

To set up the Acquisitions Import Process

1 Open the import_source (Sources for import data) view in the Table Editor.

Horizon displays the List Import Source window.

2 Choose the import source for the specific vendor you want to change, or create a new import source.

Horizon displays the Edit Import Source window:

3 Complete the fields to create a new import source. (For instructions, see “Setting Up General Import Source Parameters” in the “Setting Up Import Source Parameters” section of the Cataloging Setup Guide.)

Use this task to complete fields specifically for Acquisitions.

4 In the Create Items field, choose one of these options:
No. Choose this option to have Horizon not create item records.
For New Bibs Only. Choose this option to have Horizon create item records for new bibs only.
For New or Matched Bibs. Choose this option to have Horizon create item records for new bibs or while preserving your existing bib record for the title.
5 Click Page Down or resize the window to display the Create Acquisitions Records field.

Horizon displays the Edit Import Source window with the new acquisitions fields:

6 Complete these fields on the window:

Field

Action

Create Acquisitions Records

Do one of these options:

To have information sent to a new PR, mark Create PRs.
To have information sent to an open purchase order which has the PO Header information defined and saved, mark Create PO Lines.

If you have more than one purchase order open, Horizon prompts you to choose one.

To prevent acquisition records creation, mark None.

Important: You must enter a map code in the Import Acquisitions Map field in order for either the Create PRs or Create PO Lines option to extract acquisitions data during MARC import.

Import Acquisitions Map

Enter or choose the import acquisitions map you want to use for this import process.

Important: If you do not enter an Import Acquisitions Map code, Horizon ignores the Create PRs or Create PO Lines options you choose in the Create Acquisitions Records field. Without an Import Acquisitions Map code, Horizon does not extract acquisitions data during MARC import.

PR Category

Enter or choose the code for the PR Category you want to use for this import process.

Character to indicate decimal

Enter the character you want to use to indicate the decimal place in Unit Price, Discount, or other currency columns.

(For example, some European countries use a comma to mark decimals instead of a period.)

7 Save your changes.
8 Import MARC records, as necessary. (For instructions on how to import MARC records, see the “Importing and Exporting Records” chapter of the Cataloging Guide.)

 


© 1998-2017 Sirsi Corporation