Fixed-length Fields in Order Records

The following table describes the fixed-length fields found in order records. Both the short label and default long label (if one exists) are shown.

Order Record Fields
Field Number Field Label Description Code is Data in Field Entered by Limits Examples
001 ACQ TYPE
or Acq Type 		The library-defined acquisition type, or the method of paying for the material. lowercase alphabetic or numeric organization Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of code definitions: 25 characters
STD CODE DEFINITION
p purchase
x exchange
d prepaid
r recharge
g gift
019 BLOC
or Billing Location 		Billing location (bill to address).

Codes are the same as the RLOC codes and are stored with an associated address in the Receiving and Billing Locations table. 		lowercase alphabetic or numeric organization Maximum code length: 3 characters

Maximum number of codes: 2000

Maximum length of code name: 27 characters
CODE DEFINITION
a12 Acq Dept
003 CDATE
or Cat Date 		Cataloging date.

CDATE can affect the display of order records in the WebPAC.

CDATE can be filled in by the template associated with a load table, or by including the "cd=" command when downloading records from a bibliographic utility like OCLC, or by manually updating the CDATE in the record. 		month-day-year (mm-dd-yy or mm-dd-yyyy) or day-month-year (dd-mm-yy or dd-mm-yyyy) organization Single entry in valid date format 07-16-99 or 16-07-2001
004 CLAIM
or Claim 		Controls or reports claiming activity.

Codes and definitions are system-generated. Do not change or delete CLAIM field definitions. 		lowercase alphabetic Some codes are input by the organization and some are automatically assigned by the system as claiming activity takes place. Maximum code length: 1 character
CODE DEFINITION
- no activity
n do not claim
z must claim
r Rush claim decision made
a Claim 1 decision made
b Claim 2 decision made
c Claim 3 decision made
d Claim 4 decision made
e Claim 5 decision made
f Claim 6 decision made
006
007
008
009 		CODE1 (Order Code 1)
CODE2 (Order Code 2)
CODE3 (Order Code 3)
CODE4 (Order Code 4) 		Your organization determines the name and purpose of these fields, their codes, and the codes' definitions. lowercase alphabetic or numeric organization Maximum code length: 1 character

Maximum number of codes: 32 for each field

Maximum length of code definitions: 25 characters
CODE DEFINITION
j renew in January (CODE1)
a copy volume
005 COPIES
or Copies 		The number of copies ordered. Affects the dollar amount that will be encumbered.

NOTE: The COPIES field is intended for use by organizations that do not have item records (organizations using only Acquisitions or Serials, for example). If your organization uses the COPIES field and item records, use of this field is determined by cataloging policy. 		numeric system (checkin record) Maximum number of copies:

1,000 for bibliographic records

255 for checkin records

1,000 for order records; 255 for EDIFACT orders 		2
100 COUNTRY
or Country 		The country of publication. COUNTRY is based on the MARC 21 Code List of Countries, or ISO 3166/MA standard for UNIMARC systems. lowercase alphabetic or numeric The system uses MARC country codes, which you can augment. Maximum of 500 country codes.

Maximum code length: 3 characters
CODE DEFINITION
fr France
cau U.S. (California)
010 E_PRICE
or Est. Price 		Estimated price for one copy of the ordered item. This amount is used for encumbering purposes.

If the estimated price is in a foreign currency, as you enter the new order you can have the system convert it so that the E PRICE will be in your currency (see the variable-length field FOR CURR). 		numeric, with separators and currency symbols allowed system Maximum dollar amount: $1,000,000.00 $27.65
011 FORM
or Form 		The physical form of the material. Your organization can define the codes. lowercase alphabetic or numeric organization Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of code definitions: 25 characters
STD CODE DEFINITION
b book
p periodical
s series
m microform
c cassette
r phone rec.
u map
f film
012 FUND
or Fund 		Fund against which the material will be encumbered and paid.

(For multiple funds, see the variable-length field FUNDS.) 		lowercase alphabetic or numeric characters. organization Maximum code length: 15 characters

Maximum length of code definitions: 19 characters

The maximum number of fund codes allowed in a single order record is 100.

Maximum number of codes: Up to 5000.
CODE DEFINITION
spcol special collection
023 LANG
or Language 		Language of the material. LANG is based on the MARC 21 Code List for Languages (also used by UNIMARC format). alphabetic The system uses MARC language codes, which you can augment. The system can contain a maximum of 800 language codes.

Maximum code length: 3 characters
CODE DEFINITION
eng English
002 LOCATION
or Location 		Shelving location or branch.

For multiple locations, see the variable-length field LOCATIONS.

The same set of codes is used for the LOCATION field recorded in the bibliographic, item, order, and checkin records.

NOTE: If you are using the system for cataloging, use of the LOCATION codes is determined by cataloging policy.

Your organization defines the codes, which are stored in one file for use in bibliographic, order, item, checkin, patron, and course records. 		lowercase alphabetic or numeric organization Maximum number of codes: 10,000

Maximum code length: 5 characters

Maximum length of code definitions: 25 characters

Maximum 100 LOCATION fields in one order record.
CODE DEFINITION
main Main Library
013 ODATE
or Order Date 		The date the material was ordered. system month-day-year (mm-dd-yy or mm-dd-yyyy) or day-month-year (dd-mm-yy or dd-mm-yyyy) N/A 07-16-99 or 16-07-2001
014 ORD NOTE
or Order Note		 Note that the codes in section 1 below ("-", "r", "c", and "f") are user-input codes. The codes in section 2 (numeric codes 1-9 and "-") are system-input codes, and are used in conjunction with the codes in section 1. The codes in section 3 are for use with the optional EDIFACT Invoicing product.
014 1. Note that prints on purchase order form.

Do not remove the "NO MESSAGE" value from the table of valid codes and definitions; you will not be able to remove messages if you do.

Do not remove the "RUSH" code or change its definition. Changing the definition will not change what the system does when the "RUSH" code is used. 		lowercase alphabetic organization Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of definitions/notes: 25 characters
STD CODE DEFINITION
- "NO MESSAGE" (default)
r "RUSH" Generates a rush claim in the claiming function; prints a "RUSH" message on the order and uses the RUSH claim cycle
c "CONFIRMING" For printed orders that follow up on an initial phone order; does not shorten the claim cycle
f "RUSH-CONF" For printed orders that follow up on an initial phone order; prints a rush message on the claim, but does not shorten the claim cycle
014 2. Specifies a delay for claims on the order. The length of time specified by this code is added to the days-before-claim set by the VENDOR code (claim cycle) to delay the claiming (if, for instance, the material is not yet published). Note that these values are hard-coded and cannot be changed. numeric system Maximum code length: 1 character

Maximum length of definitions/notes: 25 characters
STD CODE DEFINITION
- = no delay (default)
1 1 month delay
2 2 month delay
3 3 month delay
4 6 month delay
5 9 month delay
6 1 year delay
7 1.5 year delay
8 2 year delay
9 3 year delay
014 3. EDIFACT purchase order priority codes. To use these codes, configure the Vendor Priority Mappings table. lowercase alphabetic or numeric organization

Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of definitions/notes: 25 characters

STD CODE DEFINITION
1 Highest priority under standard service
2 Higher priority
3 Normal priority
4 Lower priority
5 Lowest priority under standard service
h Seasonal hotline
s Special service
015 ORD TYPE
or Order Type 		The way the material is acquired. lowercase alphabetic or numeric organization Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of code definitions: 25 characters
STD CODE DEFINITION
f firm order
a approval
o stand ord
s subscrip.
i item stand ord
r replace
016 RACTION
or Recv Action 		Receiving action, usually indicating special handling. Use in conjunction with the variable-length field INT NOTE, which would contain the special action to be taken. During Rapid Updating, this field can be selected to trigger the full order record to display.
Do not remove the "NO RACTION" value (default value) from the table of valid codes and definitions. 		lowercase alphabetic or numeric organization Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of code definitions: 25 characters
STD CODE DEFINITION
- "NO RACTION" (default)
a Attention
n Notify
017 RDATE
or Recv Date 		The date of receipt. The date in this field indicates when, and if, an order has been completely received. If there is neither an RDATE nor an ODATE, the item will be selected for claiming.

RDATE can affect the display of order records in the WebPAC.		 month-day-year (mm-dd-yy or mm-dd-yyyy) or day-month-year (dd-mm-yy or dd-mm-yyyy) system N/A 02-23-99 or 23-02-2001
018 RLOC
or Recv Location 		The receiving location (ship to address). The code is linked to a 27-character name and an address of 4 lines of up to 30 characters each. (Note that Chinese sites can request a special address file that accommodates up to 30 braced Chinese diacritics in each line.)

The code in this field on a checkin record determines what return address prints on serial issue claim forms.

The three-character code and the associated address are stored by the Receiving and Billing Locations table. 		lowercase alphabetic or numeric organization Maximum code length: 3 characters

Maximum number of codes: 2000

Maximum length of code name: 27 characters
CODE DEFINITION
a12 Acq Dept
020 STATUS(o)
or Status 		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 E PRICE field.
STATUS(o): BASIC RULES
CODERULE
o or cThe system encumbers an amount equal to the E PRICE multiplied by the number of copies ordered and disencumbers the amount of the E PRICE for each copy as payment is made. STATUS will change to 'a' or 'd' when full payment is made for all copies. If an order record's STATUS is changed from '1' or '2' to 'o' or 'c', the system will ask if you want to print a purchase order.
a, d or zAll disencumbering has been done.
q or eSome disencumbering has taken place, due to partial payment, which will be taken into consideration when disencumbering further payments.
1No encumbering takes place since no firm decision to order has been made. An order with STATUS'1' is not considered a real order by the system, so no further ordering activity is allowed, i.e., no payments can be made, no Purchase Order can be printed, no statistics in vendor recalculation. You cannot change the status on a saved record to '1' from any other status but '2'.
2No encumbering, since approval plan item was rejected. No further ordering activity is allowed (i.e., no payments and no statistics in vendor recalculation) because an order with STATUS'2' is not considered a payable order by the system, which sets the status during the accept item(s) or reject item(s) phase of invoice processing. Although you can set the STATUS to '2' manually, Innovative strongly advises against this because the system will not recognize the item as rejected and will continue with the payment despite the change to the STATUS field.
fNo encumbering and no disencumbering, but payments can be made. Often used for active serials. Records with status 'f' are not claimable and are not retrieved through Claim/Cancel. To cancel, use the Cancel by Vendor menu option.
gDoes not encumber when the order is created, but disencumbers amount equal to the paid amount (including the order's share of the shipping charges), regardless of E PRICE and how many payments have already been made. (For serial renewals.)
 lowercase alphabetic or numeric Codes are system defined and supplied; cannot be changed or deleted by user. N/A
CODE DEFINITION
o On order (encumbered monograph)
a Fully paid (fully disencumbered monograph)
q Partially paid (partially disencumbered monograph)
z cancelled (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)
021 TLOC
or Transit Location 		Library defined codes for temporary shelving location. If code is 'P', indicates that a purchase order has been requested. (This code is an option that must be turned on. See Indication that Purchase Order has been Requested for more information). lowercase alphabetic or numeric organization Maximum code length: 1 character

Maximum number of codes: 32

Maximum length of code definitions: 25 characters
STD CODE DEFINITION
- no value (default)
c "CAT.DEPT."
b "BINDERY"
s "SERIALS"
p "PO REQUESTED"
022 VENDOR
or Vendor 		Library defined field for the vendor who handles the order. Determines the vendor that prints on the purchase order (unless the order record's VEN ADDR variable-length field has a value).

In a checkin record, this field identifies the vendor who supplies the serial and determines the mailing address that prints on serial issue claim forms.

The code in this field links to the vendor record's VENCODE variable-length field.

If a vendor record does not exist, you can enter:
  • the code "NONE" in this field
  • the vendor and its address in the order record's variable-length field VEN ADDR
 lowercase alphabetic or numeric organization Maximum code length: 5 characters

Maximum number of codes: 30,000

Names and address lines/length: 4 or 5 lines of 28 characters each
CODE DEFINITION
bna Blackwell North America
106 VOLUMES
or Volumes 		The number of volumes for this title. The system uses the value in this field when creating Statistical Reports.

Default value is '1'. 		numeric organization numeric (0-32767) 12