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For most up-to-date textbooks ordering procedure: see
(New) Textbook Workflow - DPP

Some information is also listed in confluence at That page should be integrated with our final merged copy.

If we order a title and it turns out to be a duplicate, it will be sent back to bookstore if price over $150. Less than that and we add it to collection.

Notes from bookstore meeting:
For the Fall semester list, email Ashleen on July 15, Aug. 1, Aug. 15, Sep. 1
For the Spring semester list, email Ashleen on Oct. 15, Nov. 15, Dec. 1, Jan 1
Returns should be sent by transaction number and the sooner the better
There are some Summer courses not offered in Fall and Spring, Anthony said to get Summer list in mid April to see scope, we don't purchase Summer textbooks.

Textbooks with Choice (ie CHO) as the status: From Ashleen: The list will usually always have everything that is asked for by the teacher as long as you have not purchased it before. If there are two books for one class under the STAT it will say CHO which means you get to pick which book you would like. Per Annette Day: If a class has a CHO designated book and all the CHO options are the same title just different formats e.g. hardcover, looseleaf then we should go on and pick a format and buy it(as you suggested hardcover). If the CHO options are multiple different titles for the same course then we shouldn't buy them.

Notes from Ashleen and Anthony regarding store notes and why some textbooks aren't supplied by the bookstore:
   Access Code: Books with access codes are requested like that from the professors for those certain classes and change with each one. We are only able to get them that way unless they asked for both types(with and without code) to be available for the students. Most books that have access codes the library gets anyways. We assume you just take the code paper/folder/etc out before you place it on the shelf for the students. The only ones we don't send to you is if the class only has an access code by itself.
Further notes from Ashleen: Access codes are for doing class work. They are only a one semester use unless otherwise stated. This is why each student must purchase them for those classes asking for them, so they can do their homework. Yes you should purchase books with access codes. You have been getting those previously. I am not sure what the library does with the code part of the package but the only thing that should be made available to the student is the physical book. There are packages access codes that have the accompanying eBook. You do not get those. Those would be marked in the spreadsheet as access code w/eBook. Also marked on the spreadsheet as access code are the ones that are only codes (marked Access Code). These are the codes with no book components. Those you will also not get. We do not give you the access codes by themselves since it is only a one use item. Those are the ones that Sharon is talking about cancelling.

These orders will be cancelled in Sirsi

   Tear out pages: Tear out pages actually does not refer to looseleaf packages. Rather, it refers to some titles, usually workbooks or lab manuals, that have
perforated pages that students may have to tear out and hand in during
These orders will be cancelled in Sirsi (per Collection Management: Our policy is to not acquire work books or lab manuals so let's cancel these orders.)

   Back Ordered: If the notes say Backordered they were not in stock at the time and once we started getting more books in we would go back and check out what was still missing on your lists. Once the book came in you would be charged and notified about the books you had waiting for pick up.
These orders will be kept open in Sirsi and we will email the bookstore to asked on them if not received, we should follow up on these in when the next order is placed or about 2 weeks per Ben.

   CX - Cancelled: These are no longer needed for a course or the course has been cancelled
These orders will be cancelled in Sirsi

   SO - Special Order: Special orders are for specific people (teachers/students) one copy at a time when asked. Those books are not for classes and are not books that you need to purchase. This is the reason that they are all listed under the same class as SO 900. They will always say special order in the notes section. Ignore them like a cancelled book.

IEP 900 - that is a special class designation. do not order.

These orders will be cancelled in Sirsi.

1.      When receiving the list from the book store copy and past the current order into a new Excel File.

2.      Take all the ISBN-13 paste them into notepad and save them. Then open MarcEdit and run that list through the Z39.50/SRU Client to see what books we already own and don’t own. Make sure you choose Batch Mode, and that  you pick the Source File and a Destination File. Once that is done you will have both a list of ISBN’s that couldn’t be found and marc records of the books that are already in Symphony, which will be the list that you give to Stacey Amundson for pulling to put on Reserve. To learn about exporting that list click here.


3.      Copy and paste the ISBN's not found into the column with the with the other ISBN-13 then"Highlight that column and click on Conditional Formatting" and pick Duplicate values. This should help get your main list ready to send back to the books store to show what books need to be ordered for that month.

4.     You now have that main list that was sent from the bookstore broken down into 2 lists in Excel consisting of books that are “Owned” and “Need to Order”.

5.      Now you will need to break down the “Owned” and “Need to Order” lists so that each library can start pulling those books for their reserves. Also it will help later on when you will make temporary marc records for books that need to be ordered . Four lists should be made for each of the 2 main lists (Hill, NRL, DESIGN, TEXTILES) You can use the course names to know which books go into which lists. Only the courses listed below are ones that need to go to different branches. Everything else will be going to the “Hill” list.



































































6.      You will then send out those lists to each library, and send the “need to order” list to Becky so Acquisitions can start placing the orders.

7.      Temp marc records need to be made for the order lists for Hill, NRL, DESIGN, HUNT to be put into Symphony. Open up Marc Edit and go to Add_ins and use the “Delimited Text Translator”. This will allow you to change the columns in your excel lists into fields for your temp marc records. NOTE: the 949 will be different for each branch it will either be “HIL-TEXTBK, NRL-TEXTBK, DES-TEXTBK, HUN-TEXTBK. An example of what the record should look like is below:

=LDR  00459cam  22001814a  4500

=008  090708s9999\\\\xx\\\\\\\\\\\\000\0\und\d

=020 $a0470286849

=020 $a9780470286845

=100 1\$aKIESO


=500 \$aBook Store Order


=980 \$b181.25$g1

=982 \$b300101$APD

=984 \$a20090708$cNCSUBKSTORE


=986 \$aRUSH

=987 \$aTXBK 

To further document this step:
7-1. Create excel files on your desktop or elsewhere of books being ordered.
One for Hill and one for each branch and name it something such as HillListAug, NRLListAug, etc.
Fields are author, title, ISBN-13, ISBN-10, and list new price from the library list (1st price listed). Note that we use the list new price because the NCSUBKSTORE vendor is set up in Sirsi with the discount already. Also, do not have field names on these spreadsheets. Do not format as currency, just copy and paste as is.

7-2. Then for each excel sheet you just made:
In marc edit, go to Add_ins, delimited text translator, next
Input file will be an excel file you just made on your desktop such as HillListAug
Output file will be in a marc folder for that month, and name it something such as ListHillAug.mrk for example.
Excel sheet name is Sheet1
Delimiter is tab, text qualifier is null
Check off the UTF-8 Encoded box
Enter next

Then, you select each field as below and hit apply
Select field 0, map to 100$a, indicator is \1
Select field 1, map to 245$a, indicator is 00
Select field 3, map to 020$a, indicator is _ _
Select field 2, map to 020$a, indicator is _ _
Select field 4, map to 980$b, indicator is _ _
Select field 2, map to 949$i, indicator is _ _

Hit finish and there is your marc editor file.

7-3. Now you have to get each marc editor file ready:
Open the marc editor file.
Do tools, Add/Delete field (also, if you make a mistake you can do special undo to undo just the last field change)
Field 500 Field Data _ _$aBook Store Order
Field 982 Field Data _ _$b300101$APD
Field 984 Field Data _ _$a20120813$cNCSUBKSTORE (Make sure to change this to the current date)
Field 985 Field Data _ _$aHSFIR-RESV$eNCSUBKSTORE
Field 986 Field Data _ _$aRUSH
Field 987 Field Data _ _$aTXBK

Then select Edit Subfield Data and check off the New subfield only box and replace text after these:
Field 980 Subfield g Replace with 1
Field 949 Subfield k Replace with ON-ORDER

Then 949 needs editing for each location, so do edit, replace
Find what is =949 _ _$i
Replace with is =949 _ _$hHUN-TEXTBK$i (or HIL, DES, NRL)
THEN MAKE SURE YOU REPLACE TO LDR TO BE: =LDR 00459cam 22001814a 4500

8.       Now that you have temporary marc records for each library you will give that to Dawn to load them into Symphony on the back end.

9.       Once all the temporary records are in Symphony, you will see brief records and the orders. Now we must overlay them with true records. You will go back to your “Need to Order” excel list and pull out the ISBN 13 and ISBN 10 and save them into different notepad files. To do this, first go to the excel spreadsheet of need to order ones and copy the isbn13s and paste into notepad and save it as something such as isbn13needtoorder.

10.   Then you will open up OCLC Connexions. Log into OCLC Connexion, then go to cataloging, search, local saved file, ok and that will bring up the last run. Select all the records and delete them (or else the new run will just append to it!). Then, run the batch process with both lists of ISBN’s(?? just used isbn13). Make sure you limit your batch search to books. Then, go to batch, enter bibliographic search keys, import (and then find that isbn13needtoorder text file), save and close.
Go to batch, process batch, check off the d:users...bkorder.db file, check the online searches box, and say ok.

11.   You will get multiple hits for ISBN searches sometimes up to 6 matches per ISBN number. To help resolve this export your batch when it’s finished running into MarcEdit. This will allow you to get rid of most of the bad records that OCLC pulled down by filtering through the Leader “LDR” of your records.  You will then load those back up into Connexions. Go to catalog, search, local saved file. You will need to filter out the rest manually and have a final record set ready to load. To do this, select the ones with DLC records, delete the ones with no call numbers, select the ones with the most hit, etc. Cataloging will select another record if they don't like the one you selected. Copy and paste the ones that are held into a csv spreadsheet and manually add orders for these in Sirsi. Then, delete any records that are held.

12.   Once you have a complete record set, you will highlight them all and just do action, export.

13.   You will then import that file into Symphony and use the report “Load bibliographic Records TEXTBOOKS-Bookstore- Full Load” to overlay most if not all the temp records that were made earlier.
To do this, in Sirsi, go to utility, marc import, ok. For the source, select the d, users, sfthurst, Sirsi, Workflows, Z3950, Save, OCLCxpo (you want the marc one, which is purple, you can go to detail view and see the item type which is MARC files and date to make sure you have the right one). For the destination, enter Bookstore.mrc. Then select import, it will ask if you want to import more files and say no.
Then, go to Sirsi, schedule new reports, select the Load bibliographic Records TEXTBOOKS-Bookstore- Full Load report template, go to the load tab and select Bookstore.mrc as the file to load and run it. Then, view finished reports to make sure the records loaded properly. The orders and titles will now show the full bib record name.

14. New Procedure for Receiving  New Textbooks.

Each staff member will receive a cart of textbooks and access to a Google drive spreadsheet.

  1. Open the Google sheet, 
    Textbook Price List "name",  which contains the bookstore price and ISBNs
  2. Check to see that the title of the book in hand is on the spreadsheet.
    piece, if not located search the ISBN. There will be full and provisional records.
  4. Open MODIFY ORDER and the PO attached to your title  -  If no PO exists, create one.
  5. Receive and Load each title
  6. Create an invoice with the titles you receive.
  7. Pay invoice, print screen, use this as paper invoice then give to Ruth
  8. Continue with the cataloging process. (or pass on for more cataloging)
  9. Overlay any provisional records.

***DO NOT ADD DUPS  --Place them on the specially marked cart near specialists desk.

***BUNDLES -  Do not open bundled pieces until you determine that we will keep them.  The PO will be attached to a single title (the one on the spreadsheet).  Add an orderline : this title was bundled with "title", "title"... list out the titles.  All other pieces will be cataloged without a PO, because the price is collective for all pieces. 

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