Millennium Acquisitions
Manual
Prepared by Julie Woodruff,
MORE Project Manager
Updated, 2011
1
Table of Contents
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Log In ---------------------------------------------------3
Millennium Acquisitions screen ---------------4
Setup ----------------------------------------------------5
Vendors -----------------------------------------------13
Funds----------------------------------------------------16
Hierarchies --------------------------------------------20
Entering Appropriations --------------------------24
External Fund Codes ------------------------------27
Orders --------------------------------------------------28
ISBN Pick ----------------------------------------------34
Discounting the Est. Price -----------------------39
Z39.50 Searching -----------------------------------41
Short Order Bibs -----------------------------------49
Order Status Fields --------------------------------51
Inventory Express ----------------------------------52
Loading Brief MARC Records (Vendor) ------60
Electronic Ordering ---------------------------------92
Electronic Confirmations (Status Report) --103
Text Order Confirmations -----------------------110
Cancelling Orders ---------------------------------113
Deleting Order Records --------------------------115
Transferring Order Records -------------------119
Claiming ----------------------------------------------121
Receive/Create Items -----------------------------131
Invoices -----------------------------------------------138
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X records ---------------------------------------144
Electronic Invoicing (Edifact) -----------146
Credit Memos ----------------------------------152
Browsing Invoices --------------------------154
Posting ------------------------------------------161
Fund Activity Reports ---------------------167
Acquisitions Statistics --------------------172
Fiscal Close -----------------------------------175
Selection list ---------------------------------189
2
Log In
 Click on the
Innovative Millennium
icon on your desktop.
 When the login
screen comes up,
enter your
acquisitions login
username and
password.
 A second screen will
come up asking for
the initials and
password for your
accounting unit. The
initials and password
authorize you for
specific functions
within Millennium
Acquisitions.
3
Millennium Acquisitions screen
 After logging in, the
initial acquisitions
screen will appear.
 Millennium Acquisitions
allows staff to enter and
send orders, claim or
cancel orders, receive
ordered items, process
and post invoices,
review and order
recommended titles,
generate and print
accounting reports,
adjust funds, maintain
fund and vendor
information, and create
statistical reports on
vendors.
4
Setup - Check Settings
 To make the initial settings for
your login, click Admin,
Settings
 Most of these you will only
have to do once, unless you
want to change something.
 The Settings screen will come
up. To check your order
template, click on the
templates tab.
5
Setup Check
Templates
 Change the record type to
Order and make sure your
library’s order template is
under the Preferred
Templates on the left side.
 To edit your template,
highlight your template,
and click edit near the
bottom of the screen.
 Your template will open.
Make sure there is a
value in every fixed field.
If any boxes are shaded in,
a value needs to be
entered. Many of them are
a -. Having blank fields
will cause problems later.
•
6
Setup - Check
Template, Cont.
 Copies should be 1
 E price should hold a default
price of $25.00
 Form is set to a B for book
 ORD TYPE is coded f for firm
 RLOC/BLOC numbers should
be set for your library (see
next page)
 VENDOR can be set to a
default vendor
 Status should be o for order
 LANG should be eng
 Fixed-length prompts should
be set for FUND, FORM,
E PRICE, VENDOR
 Click the Save button and
then click Close.
7
Setup - Check Templates – RLOC/BLOC
numbers
 RLOC/BLOC numbers are
system numbers that
identify each library.
Please find your library in
this list and fill in that
number in the RLOC and
BLOC fields in your Order
template.
1 > L.E. Phillips Mem. Public Lib
3 > Altoona Public Library
4 > Baldwin Public Library
5 > Balsam Lake Public Library
6 > Boyceville Public Library
7 > Deer Park Public Library
8 > Dresser Village Library
9 > Ellsworth Public Library
10 > Glenwood City Public Library
11 > Hudson Public Library
12 > Indianhead Library System
13 > Luck Public Library
14 > Milltown Public Library
15 > C.A. Friday Memorial Library
16 > Osceola Public Library
17 > Park Falls Public Library
18 > Polk County Library Federation
19 > Prescott Public Library
20 > River Falls Public Library
21 > Somerset Public Library
22 > Woodville Community Library
23 > Colfax Public Library
24 > Menomonie Public Library
25 > Chippewa Falls Public Library
26 > Fall Creek Public Library
27 > Spring Valley Public Library
28 > Frederic Public Library
29 > Centuria Public Library
30 > Clear Lake Public Library
31 > Pepin Public Library
32 > St. Croix Falls Public Library
33 > Hazel Mackin Community Library
34 > Elmwood Public Library
35 > Hammond Community Library
36 > Rice Lake Public Library
37 > Calhoun Memorial Public Library
38 > Plum City Public Library
39 > Augusta Memorial Public Library
40 > Cadott Community Library
41 > Phillips Public Library
42 > D.R. Moon Memorial Library
8
Setup – Multi Window
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Click on the Windows tab.
Click on the button for Multi Window Mode.
This will allow you to look at more than one record at a time.
Click Save settings and Click OK.
9
Setup - Invoice Settings
 Under Invoice
settings, make sure
the Don’t ask these
questions box and the
Use Paid Date as
Date Received box
are checked.
 Click the Save
Settings button and
then click OK.
10
Setup - Check New Record Defaults
 Under Options for new
order records, make sure
that the Don’t ask these
questions… box and the
Use Today’s Date as
Order Date box are
checked.
 Under New Record
Templates, Order –
make sure that your
library order template is
selected. Make sure
your library vendor
template is selected.
 Under Records to attach
to new bib records, make
sure that order is
checked.
 Click the Save Settings
button and then click OK.
11
Setup - Macros
 A Macro is a short cut for entering
text. You can create macros for
anything you type in on a regular
basis.
 From Admin – Settings, click on
the Macros tab.
 You can use any line that is not
Reserved. The lines with strings
already in them move you from
one part of the program to the
next (so you can use an F key
instead of clicking on the icon). If
you don’t use them, delete them
and input your own text.
 There are four tabs with lines you
can use – the one with no modifier
means you use the F key by itself.
The ALT, CTRL and SHIFT tabs
uses that key with the F key.
 Enter your email address in F12.
You will use it later when posting
invoices. Enter others you might
use.
 Click Save Settings, then click OK.
12
Vendors
 To create or edit
vendor records, click
the vendor icon on the
left side of the screen.
 The screen on the right
will pop up.
 Click the New icon at
the top of the screen
for a new vendor
record. Fill in the
prompts with your
vendor information.
13
Creating new vendor records
 The Vendor code
(VENCODE) is a code you
make up to identify this
vendor to you. Enter a five
character code to identify
the vendor and click next.
The code should start with
your two letter MORE library
code.
 Enter the Vendor name and
click next.
 Enter the Vendor’s account
number and click next.
 Enter the Vendor’s
telephone number and click
next.
 Enter the Vendor’s address
and click next.
14
Creating Vendor Records, cont.
 Make sure there is a value in
every fixed field. If any boxes
are shaded in, a value needs to
be entered. Many of them are
a -. Having blank fields will cause
problems later.
 Click the Save icon.
 The vendor code for your primary
vendor can be put in your order
template so it doesn’t have to be
entered all the time.
 Enter the vendors you frequently
use to begin with. Vendors can
also be added at any time. Also
create a vendor called
miscellaneous for those vendors
you might only use once or twice.
15
FUNDS
 Before orders can be entered, funds must be set up. The funds can be very basic and
only include adult and juvenile accounts or they can be very complex and break down
the materials budget by format and subject area.
 They should be tied to your city/county funds so you can balance account totals
monthly. One example might be Adult books, Juvenile books, Audiovisual materials,
Standing Orders and Gifts. All individual funds can be put in hierarchies to match
city/county funds or can be put into hierarchies to print out certain reports.
 Choose the Funds icon on the left toolbar. The initial screen shown below will pop up.
16
Funds, Cont.
 Shown on the right is an example
of several current funds. The first
column is the fund code.
 The second column shows
Appropriation, or the amount
initially put into the fund.
 The third column shows
Expenditures, the amount actually
paid/invoiced out of the fund.
 The fourth column shows
Encumbrances, the amount for the
item(s) on order with various
vendors.
 The fifth column shows the Free
Balance which is Appropriations
minus Expenditures and
Encumbrances.
 The last column show the Cash
Balance, which is Appropriations
minus actual Expenditures.
17
Creating New Funds
 Click the New icon on the top of the screen to create a new fund. The screen
shown below will pop up. Enter a five letter code to represent a fund. This should
consist of your two letter library code and three letters to indicate the account. For
example, for adult books, enter cfabk. If the third letter represents either adult or
juvenile, all those accounts will be grouped together in the Current Funds listing.
18
Creating New Funds, Cont.
 Enter a five letter code for the
fund and click next.
 Enter the Fund Name exactly
as you want it to appear on
reports and click next.
 Fill in the warning percentage.
99% is often used. The
program will warn you when
the fund gets to the point
where you have spent 99% of
the fund.
 Make sure there is a value
in every fixed field. If any
boxes are shaded in, a value
needs to be entered. Many of
them are a -. Having blank
fields will cause problems
later.
 Click Save and then click
Close to continue.
19
Hierarchies
 Once your funds have been created, they can be grouped into hierarchies for reporting
and statistical purposes. By clicking on the hierarchies folder, the various hierarchies will
be listed. An example is shown below.
20
Hierarchies, Cont.
 By clicking on the individual hierarchies, a listing of the individual accounts placed in
that grouping/hierarchy and various totals will be listed on the screen. Shown below
is an adult nonfiction hierarchy.
21
Creating Hierarchies
 To create a new hierarchy,
first click on the
hierarchies folder.
 Click on the New Grp icon
on the top of the screen.
 Enter the Grouping Name
and click OK.
22
Creating Hierarchies, Cont.
 To put funds in a hierarchy, click on the group name you
want to add funds to. Click the Put icon. A list of funds
will pop up. Highlight the fund you want to add and click
insert. Add funds as needed. When finished, click the
Done button.
23
Entering Appropriations
 Click on the Funds icon on the left side of the screen.
 The Fund Maintenance screen will pop up. Make sure the
Current Funds folder is highlighted.
 Click on the Adjustment tab.
24
Entering Appropriations, Cont.
 Check the Use Form box.
 Make sure the correct fund is highlighted and listed in the Fund Code box.
 Press the Tab button on your keyboard. Make sure the box shows Appropriate
(other options are Expend or Encumber). The current balance should be listed.
 Enter the amount of the appropriation. Press the Tab button again.
 In the note area, enter what the amount is for (i.e. 2007 appropriation or 2007 gift).
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Entering Appropriations, Cont.
 Click the Finish icon on the top of the screen. As seen below, the
amounts listed in blue have changed by the amount entered in the
Appropriations box. These amounts won’t actually be entered into the
Funds until they have been posted. (Posting finishes the work you’ve
done.)
 Continue adding appropriations and notes until finished.
26
External fund codes
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External Funds
You use INNOPAC's EXTERNAL fund code file option in the MAINTENANCE OF FINANCIAL
FILES submenu to maintain a file of the names of parent agency funds which are library funding
sources.
In the External Fund Code file your library enters the full name or code of each parent agency
(external) fund and you assign a three digit code to represent that external fund. You can have up
to 500 external funds. When the library creates a library fund, it enters the appropriate three digit
external fund code in field 7 of the Fund record to indicate its funding source. In this way the
system connects library funds with external funds. Several library funds may have the same
external fund.
The default external fund code in each Fund record is 000. When entering external fund names in
the table, assign 000 to the most commonly-used external fund to minimize data entry.
INNOPAC uses external funds in the following way. When you post the Payfiles, INNOPAC prints
at the bottom of each Invoice Register up to twenty of the affected external funds and the amount
from the invoice to be charged to those external funds. You can give a copy of the appropriate
invoice registers to the parent agencies' accounting departments. Also, INNOPAC's Output
VOUCHERS for Accounting office function produces a voucher for each vendor which contains up
to nine External fund names and the amounts to be paid out of those External funds to the vendor
for a specified vendor invoice. This information can go directly to the parent agency's accounting
office, as well.
If a Fund record contains an External fund code which has no meaning (i.e., no name is entered in
the External fund code table for the code), INNOPAC does not total up the amounts at the bottom
of the invoice. Therefore, if your library does not use External funds, you should enter 0 in field 7
of each Fund record, and not enter a name for that code in the External Fund Code file.
27
Orders
 To add orders in acquisitions,
you must be in the Orders
mode. Click on the Orders
icon on the left side.
 You can add an order record to
an existing bibliographic
record, download a bib record
through Z39.50 searching or
OCLC, or create a brief short
order bib which needs to be
updated when you catalog the
item. You must ALWAYS
search MORE first so
duplicates aren’t created.
 Choose the Index you want to
search by. Scroll down for
more options.
 Enter your search criteria in the
data box.
 Hit Enter, or click on Search.
28
Orders, Cont.
 If there is only one match,
the record will open.
 If there is more than one
match, you will see a list.
 Double click on the line for
the record you want to
see.
 That record will open to
the Summary screen,
showing you a brief bib
record and all currently
attached orders. You will
only be able to see those
orders added by your
accounting/serial unit.
Those orders that list
Other Account under
Location belong to other
libraries.
29
Search for a Matching Record
 If you are going to make additions/corrections to the bib record,
click on the Edit icon.
 To just look at the entire bib record, click the View icon.
30
Search for a Matching Record, Cont.
 The bib record will open.
 Check all fields to see if this matches your item.
 When done, click the Summary icon to go back to the previous screen.
31
Creating an order
 Once you have determined
you have the correct bib
record, click on the Attach new
order button.
 The following screen will pop
up (the actual order record will
be underneath it).
 Fill in the location if different
from the default.
 Fill in the fund code. If you
don’t remember the code,
double click in the fund box
and a list will pop up.
 Fill in the number of copies if
more than one.
 Click next.
32
Creating an Order, Cont.
 Enter the format if different from the
default and click next.
 Enter the estimated list price if
different from the default of $25.00.
 Enter the vendor if different from the
default and click next. If you don’t
remember the code, double click in
the vendor box and a list will come
up.
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ISBN pick
 If an item has multiple ISBN’s listed on the bib record, such as hardcover, trade and
mass market editions, you must select which edition you want to order. If you don’t
specify which ISBN you want, the system will automatically choose the first one listed.
 Once you have the order entered, click on the insert button.
 In the insert a non-Marc field box, either click on the down arrow and select b for
ISBN PICK or type in the letter b and the ISBN PICK box will appear.
 At the pick ISBN box, use the down arrow to select the ISBN you want to order.
34
ISBN pick, Cont.
 Once you have the correct ISBN selected, click the OK button.
 The ISBN PICK message will appear at the bottom of the order record.
35
Order notes
• There are three different notes in an order
record. The “n” note shows in the OPAC.
The “z” note shows in the order record for
staff. The “v” note is for the vendor.
36
Creating an Order, Cont.
 After filling in the
prompts, the order
record will look
similar to the
example listed on
the right. If
everything is
correct, click on the
Save icon on the
top of the screen.
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Creating an Order, Cont.
 Once you have clicked the Save icon, the following screen will pop up. It
will list the encumbrance (which needs to be posted), the fund, and the
amount of the item. Click yes to continue.
 Click close to continue searching.
 Orders won’t actually be encumbered until you post them.
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Discounting the Estimated Price
•
The estimated price may be discounted either by fund or vendor. MORE is set up to
discount by vendor. This is controlled by putting a number (average discount) into the
vendor record. If you choose not to use this option, leave the discount at 0 (zero).
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Discounting the Estimated Price, Cont.

Create an order record. When you enter the EPRICE field, the system shows you a dialog with the
new discounted estimated price, which is based on the percentage from the DISCOUNT % field in
the associated vendor record. Click the OK button.

The discounted amount will be used to encumber the fund. However, when the item comes in, the
item record will need to be updated to reflect the list price of the book, not the discounted price.
In addition, once you choose a vendor, that vendor and the accompanying discount will stay
selected until you change the vendor or logout. You might have to readjust the EPRICE if you
40
change vendors.

Search, download from other
databases using Z39.50
 When you cannot find a
match in the MORE
database, you can search
Z39.50 sites for a record.
 In the Orders mode search
window click on the Remote
button.
 A list of available sites will
pop-up.
 Select the sites you want to
search. It is a good idea to
select the MORE catalog as a
site in case you missed
seeing your item when you
first searched the MORE
database.
 Click OK.
41
Z39.50 Searching, Cont.
 Notice at the top of the screen it says [Z39.50 Broadcast Search]. This is how you
can tell where you are.
 Choose the criteria to search by. Never try Subject or Word; the results will be too
large to sort through.
 Hit Enter or click Search.
42
Z39.50 Searching, Cont.
 You will see a screen listing your selected remote sites and the progress the
search is making.
 When the search is done, click Close to see the records retrieved.
 Double click on a line to view the record. Notice you can see where the
record came from.
43
Z39.50 Searching, Cont.
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When you find a matching
record, you must edit it to fit
MORE standards.
You can also edit a record that
closely matches the item you are
ordering (i.e. regular print vs.
large print, etc.)
In the fixed fields, fill in the
format and bib loc.
Delete any headings in blue.
Check 040 (keep only if it
contains DLC), 082 (keep only if a
Dewey number) and 856. Most
856 fields should be deleted.
Follow the link and check it out.
Only keep those that lead to
good, educational sites (mostly
found in records for non-fiction
books).
Check to make sure the gmd
and the subject headings are
correct.
See the MORE Cataloging
manual for more information on
Z39.50 record editing.
44
Z39.50 Searching, Cont.
 This is an example of
an edited record
ready to be saved to
the MORE database.
 When all fields have
been checked for
accuracy, click the
Save icon.
 The record will be
given a system
number.
 You can now add
your order. The new
order template will
automatically pop up
after you save the
record.
45
Z39.50 Searching, Order record
 Fill in the location if different from the default.
 Fill in the fund code. If you don’t remember the code, double click in
the fund box and a list will pop up.
 Fill in the number of copies if different.
 Click next.
 Enter the format if different from the default and click next.
 Enter the estimated list price if different from the default of $25.00 and
click next.
 Enter the vendor if different from the default and click next. If you don’t
remember the code, double click in the vendor box and a list will come
up.
 If everything is correct, click on the Save icon.
 When you are ready to go back to the MORE database, be sure to click
the Local button to leave Z39.50.
46
Z39.50 Record Editing
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Use the “Blue and Black rule.” Whatever is blue, delete. Whatever is black, keep.
Three exceptions to the rule:
040 - if DLC is one of the symbols, keep the field. If DLC is not present, delete it.
082 – if this field contains a Dewey number, keep it. If it is fiction, delete it.
856 – these are links to internet sites. Most of them are for tables of contents or publisher
descriptions – delete these. If the link is to a site that contains information on the subject of the
item, keep it. Examples are publisher’s websites for magazines, the Cancer Society website for
materials on quitting smoking, travel websites and websites for kids that cover the topic of the
material. It’s always a good idea to check the link after saving the record to make sure the link is
a good one. Click View – Public Display, and click on the link. Make sure there is no fee for using
or viewing and that no password is required.
Check the 440 and 490 series statements to make sure they conform to our new procedures.
Most downloaded records should be correct, but you must check.
Carefully check all subject headings:
For older materials, watch out for |x that should be |v.
We do not use 650 _1. You need to change them to 650 _0 and add either |vJuvenile fiction or
|vJuvenile literature as appropriate.
We do not use 653 – delete any you see. These are uncontrolled terms.
We are now keeping foreign language subject headings as there are so many new foreign
language materials being added to the system. They are found in 650 _7 or 655 _7 with |2bidex.
In 655 _7 we only use |2gsafd and |2local. If you see |2lcsh, change the MARC tag to 655_0 and
delete the |2. If you see |2migfg look the term up in your little red book, and if you find that term or
a comparable term use it and change the |2 to gsafd.
In 700 fields we us |4 with a relator code, not |e. The period goes before |4, no period after the
code. 700 1_ Smith, John.|4ill
47
Short Order Bibs
 If you cannot find a
record for an item on
MORE or via Z39.50,
enter a Short order bib.
It will be overlaid by a
complete record later.
 First, Under Admin –
Settings, set your
bibliographic template to
sobib - Short order bib.
 Click on the “New” icon
along the top of the
screen.
 Fill in the fields as they
pop up.
48
Short Order Bibs, Cont.
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

You must provide enough information on the item that it can be identified later. If enough
information is not provided, duplicates are often created.
Fill in your bib loc code and the format.
Fill in the ISBN number, author and title. If this is a AV item you must add the gmd and the
edition statement (abridged or unabridged, widescreen or fill screen).
Fill in the publisher information. If you know the expected publication date, enter it after the
publisher name (i.e. Ace Books, 12/07)
Make sure the catcode has an o for short order bib.
Click the Save icon when done, and add your order.
49
Short Order Bibs – Order Record
 Fill in the location if different from the default.
 Fill in the fund code. If you don’t remember the code,
double click in the fund box and a list will pop up.
 Fill in the number of copies if different.
 Click next.
 Enter the format if different from the default and click
next.
 Enter the estimated list price if different from the default
of $25.00 and click next.
 Enter the vendor if different from the default and click
next. If you don’t remember the code, double click in the
vendor box and a list will come up.
 If everything is correct, click on the Save icon.
50
Order Status Fields
•
•
•
•
•
•
•
•
•
•
•
•
•
Status Field in Order Records
Financial encumbering/disencumbering status of record. Encumbering and
disencumbering can take place only if the order has a status other than 1, 2, a, f, or z,
a valid fund, and an amount in the EPRICE field. Codes are system defined and
supplied; cannot be changed or deleted by user. They can be set in default template.
o = On order (encumbered monograph)
a = Fully paid (fully disencumbered monograph)
q = Partially paid (partially disencumbered monograph)
z = Canceled (fully disencumbered)
1 = On hold (not yet encumbered)
2 = Approval rejection (not encumbered)
c = Serial on order (encumbered new serial)
d = Serial paid (fully paid and disencumbered serial)
e = Serial partially paid (partially paid, partially
disencumbered serial)
f = Serial no encumbering (but can make payments - for
continuation orders)
g = Serial encumbered (re-encumber fund for renewal)
51
Inventory Express
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Using Inventory Express, you can search vendors’ inventories to streamline the process of
creating bibliographic and order records. This requires that you have set up an account
and user profile with each vendor, as well as set up the links in the Inventory Express
table.
The following vendors are set up: Amazon, Baker & Taylor, BWI, Ingram, and Midwest
Tapes. There are only a few vendors that offer this feature.
Log in to Millennium Acquisitions.
Before starting to search, go to Admin|Setting|Record templates. In the Bibliographic
Record Type, make sure the Inventory Express template is in the preferred templates on
the left side of the screen. If not, please move it over to the Preferred Templates and Click
Save Settings.
52
Inventory Express, Cont.
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

Also in Admin|Settings|New
Records, in the New Record
Templates: Bibliographic,
either choose prompt for
template or choose the
Inventory Express template.
If you choose prompt for
template, when you click
New you will be prompted to
select a template and will
need to choose Inventory
Express from the drop down
list.
If you choose the Inventory
Express template, you will
be presented with the first
field prompt.
To streamline the searching
process, he Inventory
Express template begins
with the ISBN prompt. This
allows you to quickly
determine whether any of
your selected vendors has a
record for the title you are
ordering before you key any
fields.
53
Inventory Express, Cont.



In Millennium Acquisitions, change the current mode to Orders.
Click on the New button on the toolbar.
Depending on your New Record Templates settings, you will either be prompted to select a
template or presented with the first field prompt.
54
Inventory Express, Cont.



At the ISBN prompt, type in the ISBN for the title. At this time, only ISBN searches are
valid.
In the Search by Inventory Express box just below the ISBN prompt, check the boxes for
those vendors whose inventories you would like to search. Millennium will default to your
choices for the remainder of the session.
Click the Next button.
55
Inventory Express, Cont.

A progress bar displays while Millennium performs the inventory search.

When the search is done, Millennium displays the results from the databases for each
vendor you selected.
Since MORE has configured Duplicate Checking the check the ISBN/ISSN field of
bibliographic records, Millennium displays results from both MORE and the databases for
each vendor you selected in a single display.

56
Inventory Express, Cont.
•
Occasionally, if a bibliographic record already exists on MORE, it will come up as a
duplicate record. In that case, click on the Use Bib and create a new order record.
57
Inventory Express, Cont.
•
•
To view a record in the results, highlight it and click the View button. When you are
finished viewing the record, click the Browse button to return to the results screen.
After you choose which record you want to use for ordering, highlight its entry and click
the Select button. If you do not want to use any of the records in the results list, click the
Continue button to continue on with keying the new record or Cancel to cancel the new
record creation altogether.
58
Inventory Express, Cont.
•
•
•
After selecting a bibliographic record to add to the database, Millennium takes you directly
into keying the order record.
Note that the system automatically copies the vendor’s list price into the order record’s
EPRICE fixed-length field. Make sure the order template prompts you to select a vendor
code. This will prevent you from inadventently using the wrong vendor that may be
specified by the order record template.
Continue creating the order record.
59
Loading Brief MARC Records from Vendors
 Some vendors offer the capability of downloading brief MARC
records from the vendor’s site with order information attached.
This allows carts to be created on the vendor’s site by a selector,
the cart is then downloaded from the vendor’s site into Millennium
Acquisitions and brief MARC bibliographic and order records are
created, and then the order can be placed electronically through
Millennium Acquisitions (which allows electronic confirmations and
invoices). Vendors who offer this feature include BWI and Midwest
Tapes. Their brief MARC records are good, contain enough
information to allow valid duplicate checking and can be used in
the online catalog. Baker & Taylor offers this feature but their brief
records don’t contain enough information at this time to be useful.
 Load tables need to be set up individually for each library and each
vendor. Setup with the vendor needs to be completed ahead of
time to allow order information such as fund names and location
codes to be attached to the brief bibliographic record. A special
order template will also need to be created for each vendor.
 Libraries that are interested in using this feature need to contact
Julie Woodruff at IFLS.
60
Loading BWI


In BWI, save orders into a list. Order information including fund names and item location codes need to be
entered into the list. This entry can be simplified by using a grid. For instance, a juvenile dvd grid will apply a
certain location code and fund name to the entry.
When the list is ready to order, log in to BWI’s web site. Go into Your Lists. From the current lists, double click
on the list you are ready to order.
61
Loading BWI, Cont.

Make sure each entry has location and fund information entered.
62
Loading BWI, Cont.

When everything is ready, highlight the brief MARC record download button near the top of the screen.
 A box will pop up asking whether to Open with
or to Save File. Click the Save File option and
press OK.
63
Loading BWI, Cont.

Make sure the file is being saved to the correct folder. Saving it to the desktop works best because it’s
easier to find the file. Enter the name of the file. Choose bwimarc and the date (i.e. bwimarc0601) and
click Save.
 A Downloads box will pop up. When it’s
finished downloading to your desktop,
choose Clear List and close the box.
64
Loading Midwest Tapes

Log in to the Midwest Tapes web site. Either create a new cart or select an existing cart by double
clicking on the appropriate name or highlighting the cart and pressing the Select button.
65
Loading Midwest Tapes, Cont.

Search for an item. Once you’ve found the item you want to order, press the Add selections button. Make
sure the appropriate cart is selected. Change the cart by choosing the down arrow and highlighting the
correct one.
66
Loading Midwest Tapes, Cont.

Continue adding items to the cart. When you’re finished, click the View Cart button near the top of the
screen.

The following screen will pop up. Highlight the first entry. In the Total Quantity box, enter the number of
copies you want to order and then click the brief MARC box. The quantity will change and the column will
be highlighted in yellow. Check to make sure the correct fund/location combination is highlighted.
Continue until the entire cart has been updated.
67
Loading Midwest Tapes, Cont.

When you’re ready to download, press the Download button.
68
Loading Midwest Tapes, Cont.

The following box will pop up. Choose the Brief MARC File.
69
Loading Midwest Tapes, Cont.

When the Download Records box pops up, make sure the browser delivery method is selected. Click the
Download Now button.
70
Loading Midwest Tapes, Cont.

When the Opening file name box appears, click Save File and press the OK button.
71
Loading Midwest Tapes, Cont.


Save the file to your desktop. Name the file, be sure to include today’s date.
Click the Save button.


The downloads box will appear.
When the file is done downloading, click the clear list button.
72
Loading Midwest Tapes, Cont.
 The Midwest Tapes site will
display the following message.
Click the Ok button.
 You can close or minimize the
Midwest Tapes window. Once
you’re sure the file has been
loaded into Millennium
Acquisitions, the cart can be
emptied.
 Continue on with the Vendor
Loading instructions.
73
Vendor Loading

Log into Millennium Acquisitions. To load the records into
Millennium, you need to be in the Data Exchange mode.
This is located in the Import Invoices mode in
Acquisitions. Press the Import Invoices button on the left
side of the screen. The following screen will pop up.
 Choose Data Exchange
from the left side of the
screen.
74
Vendor Loading, Cont.

The following screen will appear. At the drop down arrow, select the process Load Records via a Locally
Created Load Profile (local).

Click on the Get PC button to load the file located on your desktop.
75
Vendor Loading, Cont.



An upload dialog box will pop
up.
Change the folder to My
Desktop.
Select the file you
downloaded to your computer
and press the Upload button.
76
Vendor Loading, Cont.
•
Choose the .lfts suffix from the drop
down box and click OK.
•
The screen below will appear.
77
Vendor Loading, Cont.

Highlight the new file loaded into Millennium Acquisitions. Click the Prep button.
 The following
screen will pop up.
Click the Start
button.
78
Vendor Loading, Cont.

The following screen will appear when the records have been preprocessed. The number should match
the number of records downloaded from the vendor site. Press the Close button.
79
Vendor Loading, Cont.
At the main menu, highlight the file you wish to load (it will have an .lmarc extension to show it’s been
preprocessed. Choose the correct load table. If you’re not sure which load table to use, check with MORE
Staff. The Load M is for Midwest Tapes; the Load W is for BWI.
80
Vendor Loading, Cont.

The Load screen will appear. Choose the Test function. ALWAYS choose the test function first.
81
Vendor Loading, Cont.

When the file has finished test loading, the screen will look like this. Check to see how many records are
inserted (new bibliographic records created) or overlaid (attached to existing bibliographic records). If there
is an error message, you must look at it before actually loading the records. Click the close button.
82
Vendor Loading, Cont.

At the main menu, highlight the error message and click the View button.
83
Vendor Loading, Cont.

A sample error message is shown below. Typically, it’s something the system isn’t sure is an exact
match, so it inserts another bibliographic record. These do need to be checked to make sure it’s not a
duplicate of an existing MORE record. When finished, press the Close button.

You are ready to load the records. At the main menu, highlight the correct file (should have the .lmarc
extension) and press the correct load profile button.
84
Vendor Loading, Cont.

Check the use review files button. Then press the Load button.
85
Vendor Loading, Cont.

Verify the records loaded in the Record Loading Statistics. When you’re finished, press the Close button.
 Delete the error files once you’ve looked at them. Also
delete the .lfts and .lmarc file. When you’re finished, press
the Up one level button.
86
Vendor Loading, Cont.



The next step is to check for duplicates and update the order records. Go into create
lists.
Find two empty files/lists (as near to each other as possible). The smaller files will work
for this (1000 or less records).
Highlight the first empty file and press the Copy button.
87
Vendor Loading, Cont.

A box will pop up asking you to select the file to copy from. The lists you loaded will be all the way down
at the bottom of the files. Highlight the first file and press the OK button.

A message will pop up asking if you want to remove the file being copied from. Click the Yes button.
88
Vendor Loading, Cont.




Repeat the procedure to load the second list. An example of the two lists is shown below.
The first list (Load: Inserted records) is a file of newly created bib and order records. These need to be
examined carefully for duplicates. The matchpoint for these records is the ISBN. If there is any difference
between the ISBNs it will add a new bib record. If there are any extension after the ISBN, such as pbk. or
hardcover or a price, a new record will be added. The order records also need to be checked.
The second list (Load: Overlaid records) is a file of existing bib records which have new order records
attached. This list needs to have the order records checked.
To open the list, double click the list you want to access. When the list opens, double click the first item
in the list. The order record should open. To access the bib record click the edit button near the top of
the screen.
89
Vendor Loading, Cont.






The bib record listed below is an example of a new record created by the load. There are several things which need
to be checked. Because the ISBN is used to check for duplicates during the load, these records need to be checked
carefully to make sure they aren’t duplicates. Hit the Verify button located at the top of the screen. The Verify
codes are listed on the far left of the record. Check the number fields (020, 024, 028) and the title field (245). If it has
an asterisk “*” or an “N” in front of the field group tag, it means the field is new and is not a duplicate. If it has a “B”
in front of the field, it means it is a duplicate. Press the Ctrl key and the “G” simultaneously with your cursor in the
field you are trying to verify. This will bring you to the browse index. Check the other record(s) to see if it is the
same item. If it is a duplicate, the order record should be moved to the older bib record and the BWI bib record
should be deleted.
Add your library code in the BIB LOC field.
Check the FORMAT to make sure it is correct. Change if necessary.
Fill in the country if blank.
Check to make sure the GMD located in the 245 is correct. Many records come through without the GMD.
When finished making changes, save the record.
90
Vendor Loading, Cont.






The order record listed below is an example of an order record created during the BWI load.
You will need to check the Queue PO button so the order can be added to the Send FTP list.
The FORM field needs to be checked for accuracy. The default is set to “0” for books. If the order is for a
different format, it will need to be changed.
Check for any other inaccuracies and fix them as needed.
When done, press the Save button.
When finished going through both lists, the order can be sent electronically. See the Electronic Ordering
(Edifact) section in the manual for further instructions.
91
Electronic Ordering (Edifact)
 Some vendors can accept electronic
orders. They include Baker and
Taylor, Ingram, Midwest Tape, and
BWI. Orders sent electronically use
the Edifact interface.
 If an order is to be sent
electronically, it must be queued to a
purchase order. Before saving an
order record, click the Queue P.O.
button.
 When you are ready to send an
order, click on the Send icon on the
left side of the screen.
92
Elect. Ordering, cont.
 From the dropdown on the “Print purchase orders screen”, choose “Purchase
orders to FTP”.
93
Elect. Ordering, Cont.
 Choose to Limit by Vendor if necessary. Enter the vendor code for the
vendor you wish to limit to and press the OK button. In the example listed
below, you could either limit to ecbto or ecbt1.
94
Elect. Ordering, Cont.
 Press the Ftp button near the top of the screen.
 A box will pop up asking if you want to Ftp all or Ftp selected. Select one and press
the Ftp button on the pop-up box.
95
Elect. Ordering, Cont.
 The FTP Client screen will pop up. Choose the correct vendor from the list of hosts
in the drop down box.
 Click the Connect button.
96
Elect. Ordering, Cont.
 A login box will pop up. Enter the user
name and password given to you by
the vendor. Press the OK button.
The FTP Client screen will appear. Double-click on the directory where your vendor told
you to place the order file. It’s usually labeled the In directory and sometimes includes the
SAN number.
97
Elect. Ordering, Cont.
 Check the “Rename files upon Transfer” checkbox in the lower left of the screen.
 Click on the Put button.
98
Elect. Ordering, Cont.
 A pop-up box will appear to Rename Files. Enter a unique file name
instead of the default name provided. Click on OK when finished. The file
will then transfer to vendor.
99
Elect. Ordering, Cont.
 After the file is shown on the “Remote” server, click Disconnect” and “close”.
100
Elect. Ordering, Cont.
 A pop-up box will ask if it is ok to Delete processed ftp entries. You should not delete
them until you receive confirmation from the vendor that the item(s) have been
ordered. Some vendors will send an email notification of the order. For other
vendors, you can download order confirmations electronically or you can go to the
vendor site and check for the confirmation.
101
Elect. Ordering, Cont.
•
Once an order has been sent, the order record will have an note indicating that the
order has been sent.
102
Electronic Confirmations



To receive electronic confirmations
from an Edifact order, you must go
into the Status Report mode. The
Status Reports feature allows you to
import and process EDIFACT
ORDRSP files (commonly referred to
as order responses or order
acknowledgements). These files
contain a detailed description of your
library's orders with the vendor,
including the status of each order and
a confirmation of copies ordered.
Change the current mode to Status
Reports.
Choose Download.
103
Elect. Confirmations, Cont.
 Millenium will display the FTP screen.
 Choose the vendor’s name from the
drop-down host box.
 Press the Connect button.
 Enter your user name and password
given to you by the vendor. It’s the
same password you use to send an
order.
 Press the OK button.
104
Elect. Confirmations, Cont.
 Once you’re logged
into the vendor’s site,
open the “out”
directory, by
doubleclicking it.
 Once you’ve opened
the Out directory,
select the confirmation
you want to download
and click on the get
button.
105
Elect. Confirmations, Cont.
 Once the confirmation is
downloaded, click on the close
button.
 A screen similar to the one shown
below will appear.
106
Elect. Confirmations, Cont
 When you choose Get from the FTP screen, Millenium processes the file and
displays the order response information for each order in a table on the Preview tab.
Each row contains standard information for a specific order, such as record number
and title.
 It also displays Status Desc (This column displays the message from the vendor
regarding the order status. This message can include information such as the order
action taken by the vendor (e.g., "accepted without amendment", "accepted with
change", or "cancelled"), the quantity ordered, the quantity sent, availability status
(e.g., backordered), and a free text message).
 Also listed is System Status (This column displays the status for each order
response, as well as any error messages. If there is an error in this column for a
specific order, that order record cannot be updated. Only orders with the status of
"Ready" can be updated).
 If the order is listed as cancelled in the Status Desc. Column, Millenium does not
automatically cancel the order.
 From the Preview tab, you can review and print the order response information.
107
Elect. Confirmations, Cont.
 When you have finished reviewing the order response information, choose Process
to update the order records with the current status. After the processing is
complete, the Processed tab automatically displays. For each order that was
successfully processed, Millennium changes the System Status to "Updated".
 If you do not want to process the current file, you can exit the Status Reports mode
by choosing another mode.
108
Elect. Confirmations, Cont.
 Millennium inserts a variable-length field into the order record to store the
vendor's response.
109
Text Order Confirmations
 To get text order confirmations from B&T, you need to log in on their FTP site. You
begin in your Web browser (such as Internet Explorer or Mozilla) and type in the
address window:
 When the Login As window appears, enter the User Name and Password supplied by
B&T for Edifact ordering.
110
Text Order Confirmations, Cont.
•
Click on the out directory. You may have to enter your username and
password again.
•
The acknowledgement is a text confirmation and should be found within
about half an hour of sending your order. If you do not find it, contact B & T.
Double-click on the correct file (the file extension is .int).
•
111
Text Order Confirmations, Cont.
 Shown below is a sample order confirmation from Baker & Taylor.
112