YBP process of loading records

Orders placed on Gobi for PHYSICAL TITLES = 3350-09 account & 3350-60 account

FILES INVOLVED

Orders (YBP) Full MARC Records (OCLC) Invoices (YBP)
09*.ord

60*.ord

metacoll.TJC.wcp.FIRM.YDX.DYYYYMMDD.T*.YBP09.*.mrc

metacoll.TJC.wcp.YNK.DYYYYMMDD.T*.YBP60.*.mrc

09YYMMDD.edi

60YYMMDD.edi

  • Gobi Orders
    • Order print titles from Gobi
  • YBP FTP server
    • Alma grabs the 09*.ord & 60*.ord order file from YBP’s FTP server & loads into Alma via Load Profile “YBP (Physical ONLY)” – AUTO 3 hours
  • YDX Files from OCLC
    • overlay order records with full MARC records from OCLC (see note below) – MANUAL
  • YBP EDI Invoice
    • Manually grab 09*.edi or 60*.edi files from YBP’s FTP server for loading into Alma (see Note #2)

NOTE: YDX files from OCLC – these are full MARC records that are supposed to overlay the brief records created by the 09*.ord/60*.ord file. However, currently they need to be manually modified before loading – need move the 035 field that contains the YBP vendor reference number to the 982, which is the match point. This can be done with MarcEdit, Find & Replace, =035  //a99, to =982  //a99

NOTE #2: For the EDI invoices, these need to be modified so that the Vendor Subaccount Number appears in the invoice. To do this, we just add “’RFF+API:335009” OR “’RFF+API:335060” AFTER the DTM field and before the CUX field. If there are multiple invoices in an EDI file, these all need this modification.


Orders placed on Gobi for ELECTRONIC TITLES = 3350-50 account

FILES INVOLVED

Orders (YBP) Full MARC Records (YBP) Invoices (YBP)
50*.ord 50YYMMDD.mrc 50YYMMDD.edi
  • Gobi Orders
    • Order electronic titles from Gobi
  • YBP FTP server
    • Alma grabs the 50*.ord order file from YBP’s FTP server & loads into Alma via Load Profile “YBP (Electronic ONLY)” – AUTO
  • YBP FTP server
    • Alma grabs the 50*.mrc files from YBP’s FTP server & loads into Alma via Load Profile “YBP Full MARC records (Electronic ONLY)” – AUTO
  • YBP EDI Invoice
    • Manually grab 50*.edi files from YBP’s FTP server for loading into Alma (see Note)

NOTE: For the EDI invoices, these need to be modified so that the Vendor Subaccount Number appears in the invoice. To do this, we just add “’RFF+API:335050” AFTER the DTM field and before the CUX field. If there are multiple invoices in an EDI file, these all need this modification.


YBP’s DDA Plan (in Alma, known as Patron-Driven Acquisitions, PDA)

  • NOTE: this is set in a different area than the normal “Load Profiles” – go to Acquisitions à Advanced Tools à Patron Driven Acquisition (PDA)

FILES INVOLVED

Discovery Records (YBP) Order Records (YBP) Invoices (YBP)
ddaYYYYMMDD.f1.mrc 55YYMMDD.mrc 55YYMMDD.edi
  • YBP FTP Server
    • Each week, load the Discovery records from YBP’s FTP Server via the PDA Profile “YBP DDA PDA Repository” – AUTO (both Production and Sandbox)
  • YBP FTP Server
    • Load Order records for PDA’s via PDA Profile “YBP DDA PDA New Order” (see note) – AUTO
  • YBP EDI Invoice
    • Manually Load EDI invoices from YBP’s FTP server – these are the 55*.edi files (see NOTE #2)

NOTE: After loading the DDA Order records (55*.mrc files from YBP) in Production, check the report for any errors. Often the ebc number will be mis-formatted in the 035 in some way, preventing the match. This has to be manually corrected and then the errors reloaded.

NOTE #2: For the EDI invoices, these need to be modified so that the Vendor Subaccount Number appears in the invoice. To do this, we just add “’RFF+API:335055” AFTER the DTM field and before the CUX field. If there are multiple invoices in an EDI file, these all need this modification.


YBP’s Approval Plan for Award winning children’s books blanket order (ACQ/MEW)

FILES INVOLVED

MARC & Order Records (OCLC) Invoices (YBP) – future
metacoll.TJC.wcp.FIRM.YDX.DYYYYMMDD.T*.YBP17.*.mrc 17YYMMDD.edi
  • YBP FTP Server
    • Each week, load the MARC records with embedded Order information from OCLC’s FTP Server via the Load Profile “OCLC – Award winning children’s books blanket order” – MANUAL (see Note #1)
  • YBP EDI Invoice
    • Manually Load EDI invoices from YBP’s FTP server – should be 17*.edi files (see Note #2)

NOTE #1: The MARC file needs to be modified, moving the 035 YBP Reference Number to the 982 (YBP is unable to do this and we can’t do it via OCLC/WorldShare – it would cause a Global Change).

NOTE #2: For the EDI invoices, these need to be modified so that the Vendor Subaccount Number appears in the invoice. To do this, we just add “’RFF+API:335017” AFTER the DTM field and before the CUX field. If there are multiple invoices in an EDI file, these all need this modification.


THINGS WE NEED FROM VENDOR:

  • The records from OCLC (YDX files) – need to move the YBP Reference Number from the 035 to the 982. Not sure who is responsible for generating these – YBP? OCLC?
  • EDI Invoicing – The RFF+API field needs to be added to each invoice. This is a known issue with YBP.
https://docs.library.vanderbilt.edu/2019/07/17/ybp-process-of-loading-records/
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