TABLE OF CONTENTS

• Setting Grids in Baker and Taylor’s TS360
• Downloading MARC records from TS360
• Setting Grids in Ingram’s iPage
• Downloading MARC records from Ingram
• Viewing MRC files
• Uploading order into SIRSI (B&T or Ingram)
•  Note about Receiving Orders

Downloading and Importing MARC Records of New Books

All carts must have their grid fields filled out to properly bring the MARC records over to SIRSI. This is the information needed for the 970 field. Grids are meant to help Central Acquisitions keep track of orders between different library systems and to help libraries keep track of orders for either multiple branches, multiple genres, multiple funding sources, or any combination of the three. A grid includes the quantity of the title ordered, the holding code and the fund code.

Purchase Order names are also important to help Central Acquisitions match invoices to orders. This information will appear in the 971 field of the MRC files.

Setting Grids in Baker and Taylor’s TS360

In TS360, it is best to add grids to the cart once finished adding all of the books.

1. When in the cart, on the upper right side, click the down arrow for Cart Actions and select  “Add Grid From Template” 
2. In the pop-up window, select the template and click the radio button for “Append template to all titles”
3. Click Apply Template
4. Each title should now have a grid line under the title’s details. From this point the quantity can be changed on any title’s record for multiple copies
5. Purchase Order name can be set under the Account Summary tab of the cart.

Downloading MARC records from TS360

1. On the upper right side, click the drop down menu for Cart Actions and select “Download/Export Cart”
2. For the “Choose Download Format” drop down menu, select “MARC Download”
3. Click Download Now
4. Click View. Double-check that the 970 has the account information and 971 has the PO number listed then click Close
5. Click Save
6. Move/save the MRC file to a findable location. 

Setting Grids in Ingram’s iPage

1. In Lists view, select the appropriate grid from the “Choose Grid Template” drop-down menu
2. Click Apply Template.
3. Once the template has been applied, there will be a message detailing which grid was applied and buttons to edit the grid information, view or remove the current grid

Downloading MARC records from Ingram

1. Click the Download button below the list
2. Select “Custom MARC EAN Format” from the second Format dropdown menu
3. Input a PO number in the Order PO box. It says “Optional” but if you are downloading these files into Workflows, you will need to put in a PO
4. Click Download List
5. Move/save the MRC file to a findable location. 

Viewing MRC files

If you would like to read the MRC files before loading them into Sirsi and they will not open in Microsoft Word, download MarcEdit. 

1. Select MarcEditor
2. File >Open
3. Select your file and open it (you might have to change the file type you are looking at to MARC Files (*.mrc)
4. Check for 970 and 971 fields

Uploading order into SIRSI (B&T or Ingram)

If you use Central Acquisitions for ordering materials, you may need to log in using a special account created by the WYLD office. If you do not know the login for your library, please contact WYLD support (support@wyldnetwork.org)

1. In ACQ TS2 tab, click on MARC Order Import 
2. Using location button in Source field, locate the MRC file and click on it
3. In the Destination field, enter the new name for the file, such as carb, alby, sher, camp, frem, etc. This name must be lower case
4. Click the Import button.
5. Click on the Bib Files to Load tab to see the loaded file in the file list box. Click Cancel to exit
6. Click Schedule New Reports and then double-click on “TS2bibload”
7. Click on the Load tab. Select the file to load then ensure whether or not the Create Copiescheck box should or should not be checked. If the library has already catalogued their items, uncheck this box. If they have not catalogued the new items then leave it checked. 

   

8. Click on the Order Options tab.
9. Make sure that the settings are correct

   

10. Click Run Now button
11. Click Display Finished Reports and then double-click the TSbibload with the date of the record load to view the finished report and get the code needed for step 13. The code will look something like “GLENWSL04043o”. Click OK and review the report
     
12. On the AcqTS2 tab, click Schedule New Reports and then double-click on TS2OrderLoad.
13. Click on the Order Loading tab and find the file in the drop-down menu, this is the library code from step 11 (ex: GLENWSL04043o), then click the Run Now button

 Note about Receiving Orders

It is important that all order lines in an order have a “Date Received” and “Date Loaded”.  If a “Date Loaded” is not entered for an order line, the title associated with that order line will have an open order. 

If a title has an open order, a library staff member will not be able to delete any item listed under that title (not just the item with the open order) and will receive the following error message:

In order to avoid this issue, make sure the “Automatically set date loaded for items received” checkbox is selected under the Default tab in the properties for the Receive Orders wizard: