SmallPress Select ILS Loader Feature Instructions

All the instructions and examples below are available in the SmallPress Select File in the “Help with ILS Loader feature” that appears after you click on the “enable ILS Loader Feature box.” Please be aware that you will be required to “map” the brief MARC that is created to your specific ILS system.

I. Enabling the ILS Loader Feature of SmallPress Select causes several things to occur:

   A) In the header portion of the Annotations worksheet, cells called “Default Fund ID” and “Dflt Holding Cd” will appear.  This is where you must key the fund ID and holding code that are most widely applicable to the items on the purchase order you wish to create.

   B) Two buttons will appear near the top of the spreadsheet.  One is the Help button that you clicked to display a help screen.  The other is labeled “Create Brief MARCs.”  After you have entered all your order information, you will be using this button to create the brief MARC records that you will feed to your ILS acquisition module's PO loader facility.

   C) When a number is entered into an Order Quantity cell for any title, a table of Fund ID and Holding Code cells will appear to the right of the Annotation information for that title.  There will be one row in the table for each copy you entered into the Order Quantity cell.

II. ILS Loaders require a Fund ID and a Holding Code.  You have two choices in providing this information:

A) Simply enter a Default Fund ID and Dflt Holding Cd in the header portion of the Annotations worksheet.  SmallPress Select will then associate those defaults with EVERY PO order line when it creates the brief MARC file.

B) Enter fund ID and holding codes in the table next to each annotation. You need to enter only the fund ID's and holding codes that differ from the ones you entered in the Default Fund ID and Dflt Holding Cd cells.  Smallpress Select will associate the fund IDs and holding codes from the table, if they are present, with the corresponding PO order line when creating the brief MARCs.  If not present in the table, the defaults will be used.

EXAMPLE FOR CHOICE A

Default Fund ID: BK ADULT

Dflt Holding Cd: MM

You enter 2 in the order quantity for a title, which causes a table to appear to the right of the annotation. It will look like this:

Copy  Fund ID   Holding Code

   1

   2

If you want both copies to be associated with Fund ID 'BK ADULT' and

Holding Code 'MM', then you need do nothing further.  For this example, when Brief MARCs are created from this spreadsheet, a MARC with one 9XX field would be created for this title.  That 9XX field would show 2 copies ordered for Fund ID 'BK ADULT' Holding Code 'MM'.

EXAMPLE FOR CHOICE B

Default Fund ID: BK ADULT

Dflt Holding Cd: MM

You enter 5 in the order quantity for a title, which causes a table to appear to the right of the annotation.  The table looks like this:

Copy  Fund ID   Holding Code

   1

   2

   3

   4

   5

If you want one of the five copies to be associated with Fund ID 'BK YA' and Holding Code 'BB', another one of the five copies to be associated with Fund ID 'BK ADULT' and Holding Code 'FF', and the remaining three copies to be assigned to Fund ID 'BK ADULT' and Holding Code 'MM', then you should update the table to look as follows:

Copy  Fund ID   Holding Code

   1    BK YA        BB

   2                         FF

   3

   4

   5

SmallPress Select will use the Fund ID and Holding Code from the tables,  if present.  If not, the defaults will be used.  For this example, when brief MARCs are created from this spreadsheet, a MARC with three 9XX fields would be created for this title.  One 9XX field would show 1 copy ordered for Fund ID 'BK YA' Holding Code 'BB'.  Another 9XX field would show 1 copy ordered for Fund ID 'BK ADULT' Holding Code 'FF'.  The final

9XX field would show 3 copies ordered for Fund ID 'BK ADULT' Holding Code 'MM'.

If you so desire, you may fill in the table in its entirety so that it looks like this:

Copy  Fund ID   Holding Code

   1    BK YA             BB

   2    BK ADULT     FF

   3    BK ADULT     MM

   4    BK ADULT     MM

   5    BK ADULT     MM

However, this entails a lot of extra keystokes and is not required by SmallPress Select.

To create the Brief MARC file, simply click on the 'Create Brief MARCs'

 button.  A window will display asking for a path and file name to use for

 the file that will be created.  Click the Proceed button.  SmallPress Select will create the Brief MARC file and tell you how many MARC records it contains.

You are responsible for configuring your ILS software to look for the

purchase order data items included in the various subfields of the

9XX MARC fields created by SmallPress Select.  SmallPress Select uses the

947 field for order information in the brief MARCs.  The subfields are as

follows:

Subfield     Data Item

   f                    Fund ID

   h                   Holding code

   p                   Price

   q                   Quantity ordered

   x                   PO number