Chapter 8. Load Catalog Record IDs
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Chapter 8. Load Catalog Record IDs

The Load Catalog Record IDs function enables you to create line items from a list of catalogue records whose record IDs are saved in a CSV file. This is useful if you want to batch order copies of items that your organization already owns. For example, you run a copy/hold ratio report to identify how many copies you have available compared to the number of holds that are on your Hot Fiction display. You decided that you want to order an extra copy of six titles. Your copy/hold ration report includes the record ID of each title. You can save the record IDs into a CSV file, upload the file into Evergreen, and create a purchase order for the items. If you only want to order additional copies of one title then using View/Place Orders is faster.

Load Catalogue Record IDs

  1. Create a CSV file with the record ID of each catalogue record in the first column of the spreadsheet. You can create this CSV file from a spreadsheet generated by a report, as suggested in the aforementioned example. You can also copy and paste record IDs from the catalogue record into the CSV file.
  2. Save the CSV file to your computer.
  3. In Evergreen, select Acquisitions → Load Catalog Record IDs.
  4. Click Load More Terms.

  5. Locate the desired file and click Open.

    1. The screen will display the number of terms (record IDs) that have been loaded. Clicking Load more terms again will allow you to load an additional file of record IDs.

  6. Click Retrieve Records.

    1. The records will appear as line items.

  7. Save the line item(s) to a selection list by checking the box(es) adjacent to the desired line item(s) and selecting Actions → Save Items to Selection List.

    1. Either Save as Selection List and type in the name of a new selection list, or Add to Selection List and type in the name of any existing selection list created by any user at your library.
  8. Create a purchase order from the line item(s) by checking the box adjacent to the desired line item(s) and selecting Actions → Create Purchase Order.

  9. Add the line item to an existing Purchase Order by checking the box adjacent to the desired line item(s) and selecting Actions → Add to Purchase Order.

    1. In the pop up box that appears enter the name of the purchase order you wish to add the line item to.

Note

Record IDs are auto-generated digits associated with each record. They are found in the Record Summary that appears at the top of each record in the catalogue.

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