Batch loading records for YBP firm orders


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  1. Acquisitions will send an e-mail to 1) Ana, 2) Gustavo, 3) Maria, 4) Margarita, and 5) Elaine after an order is placed in GOBI. They will let us know how many titles were in the order. [The numbers indicate the order of responsibility for loading records when people earlier in the list are absent.]

  2. The next day, Ana or a backup will FTP the Electronic Order Confirmation Records (EOCRs) from Yankee to our Aleph server. This can be done in 2 ways:

    Web browser:
    1. Open Mozilla
    2. Type ftp://ftp.ybp.com/ in the navigation box or Click here
    3. Type user name and password
    4. Double click on the folder ‘Orders’
    5. Click on OK to enter user name and password again
      There are two files in the Orders folder; one has extension ‘cnt’ with the count of records, and the other ‘ord’ with the actual records.

    6. Click on the file with extension ‘cnt’ to make sure the amount of records matches the amount submitted by acquisitions dept.
    7. Click on the file with extension ‘ord’
    8. From the save window click on OK
    9. Change the save destination to T:\yankee\gobi, leave the name of the file as it is and click on Save

      OR
    WS_FTP:
    1. Open WS_FTP
    2. Select YBP profile name
    3. Click on OK
    4. From the Remote System window double click on Orders folder
      There are two files in the remote system; one has extension “cnt” with the count of records, and the other “ord” with the actual records.
    5. Click on the file with extension cnt to select it and click on View. Make sure the total of records matches the amount submitted by acquisitions dept.
    6. From the local system window click on the button ChgDir to change directory
    7. Type t:\yankee\gobi and click on OK
    8. Click on the file with extension ord and click on the left arrow


  3. After the file with the records is FTP’d to our department drive we need to upload the file to the Scratch directory in Aleph FIU01.

    1. Go to http://fi.aleph.fcla.edu/S in Mozilla
    2. Identify yourself by clicking on step one click here
    3. Enter you Aleph user ID and password
    4. Click on Upload files
    5. Select radio button for fiu01/scratch
    6. Click on browse
    7. Locate your file, T:\yankee\gobi\file name and click on open
    8. Click on Upload
    9. You should get a confirmation message that the file was uploaded successfully


  4. Now that the file is on the server it is ready to be loaded into Aleph.

    1. Open catalog module
    2. Click on Services
    3. Scroll down to Load catalog records and then to Load YBP records (file-96)
    4. Enter the following values:
      Input File: file name ex. 51740314.ord
      Default Values Input: tab_yankee_fiu
      ADM Library: FIU50
      HOL Library: Leave blank
      Create Item Records: No
      Create Order Records: Yes
      Create ENC Records: Yes
      Fix Routine: YBPFX
      Update Database: Yes
      **Make sure the box for Add to History is checked
    5. Click on Submit

  5. Now your records should be in Aleph. Make sure they are there by searching in the search module, search for TKR=YBPEOCR [date orders were placed yyyymmdd]

  6. Let Acq know that x EOCRs have been loaded into Aleph. (E-mail: Acq.=Rita, Aminta, Alicia & Dalvys)

Last Updated: 3/21/2007