Variable-length Fields in Order Records

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

NOTE

The variable-length fields listed in this section are the standard fields. Your organization's setup may vary.



Order Record Fields
Field Description Field Group Tag or Default MARC Tag Data in Field Entered by Limits Examples
BLANKET PO Blanket purchase order number used to group together order records with the same blanket order number during purchase order printing and invoicing. p organization Maximum 10,000 characters p1540
EBOOK ID E-book identification number used during EDIFACT ordering to distinguish between items which have the same ISBN, but are from different suppliers. The system only uses this field if your library has enabled the E-book Identification feature. e system Maximum 10,000 characters; however, only the first 18 characters are included in the outgoing EDIFACT order. 1295448703
ERM LINK This field contains a value "SLK<resource record number>" that creates a "soft link" between a record of this record type and a resource record. See Linking Records in ERM for more information. l system N/A N/A
FOR CURR
or Foreign Currency 		Optional feature allows entering orders or invoices in a foreign currency. Linked to the fixed-length field EPRICE. You do not usually edit this field directly; it is changed as invoices and orders in foreign currencies are entered. x system N/A xeur33.00 (amount in euros)
FUNDS If there are multiple copies being encumbered and paid from multiple funds for an order, and the code in the fixed-length field FUND in the order record is "MULTI", FUNDS displays those fund codes and the number of copies (if there is more than one) from each. This field cannot be edited; changes are made by editing the FUND field (or the LOCATIONS field if both LOCATION and FUND are MULTI).

If there is one copy being encumbered and paid from multiple funds, and the code in the fixed-length field FUND in the order record is "MULTI", FUNDS displays those fund codes and the percentage of the EPRICE that will be encumbered to each fund. 		2 system N/A 2phys6, (2)schem (2 copies from schem fund)

2biol(50.00%),chem(20.00%),phys(30.00%)
IDENTITY Free text note, used to distinguish between order records. i organization Maximum 10,000 characters iReplacement copy
INT NOTE
or Internal Note 		A system-generated note; the user can also enter free text in this field. As free text, an INT. NOTE is most commonly used in reference to the fixed-length RACTION field. For example, a value in the RACTION field could refer to special handling instructions described in the z field. An INT. NOTE is automatically generated when an order is claimed or when some action is taken while the order is being reviewed for claiming. This note is linked to the fixed-length field CLAIM.
CLAIM codeMessage in INT. NOTE
aclaim1 decision made
bclaim2 decision made
cclaim3 decision made
dclaim4 decision made
eclaim5 decision made
fclaim6 decision made
rrush claim decision made
 z organization/ system Maximum 10,000 characters zclaim1 was sent 01-06-98
zreport: order confirmed, 02-21-98,dm
zclaimed 04-06-98
zreceived v.1 on approval; volumes are anals, with separate bib records; 04-18-98,dm
LISTPRICE Field used by the system to track the list price, keyed in foreign list price (if applicable), value added, and discount for an order. 4 system N/A Example of the LISTPRICE field without a keyed in foreign list price:

4|l1681|d0|v250

Example of the LISTPRICE field with a keyed in foreign list price:

4|l1681|f1000|d0|v250
LOCATIONS Appears if fixed-length field LOCATION is MULTI. If multiple copies are being sent to multiple branches or locations, and the fixed-length field LOCATION is therefore "MULTI", the variable-length LOCATIONS field is created and displays the locations and number of copies (if it is more than one). This field cannot be edited; it can be changed by editing the fixed-length field LOCATION. See also LOCATIONS field in the checkin record and LOCATIONS field in the bibliographic record. 1 system N/A 1phys, (2)chem (1 copy to Physics, 2 copies to Chemistry)
MESSAGE Free text message that displays in a pop-up dialog whenever the order record is viewed, including during invoice creation. m organization Maximum 10,000 characters Item arrived damaged. Do not pay for this order.
NOTE Free text note. n organization Maximum 10,000 characters nPhone call to Al Cline 2/25/03 - will extend subsc for missed 1/29/03 issue; new exp date 12/1/03 (hf)
nRenewed thru EBSCO from 9/1/99- on .o1595544
OLD ORD #
or Old Order No. 		Old Order Number. Can be indexed. d organization Maximum 10,000 characters l8800000219
ORD STATUS This field contains EDIFACT order response information, including the following elements:
  • EDIFACT code number
  • order response message corresponding to the code number
  • date that the order response was processed
  • time that the order response was processed
 6 system The date and time elements plus a maximum of 512 characters for the message element and 2 characters for the code number. 24 Accepted with change. Copies ordered:3 Copies sent:0 Backordered - awaiting supply 02-24-2006 14:54:31
ORDER INFO Field used by the system to identify order records. # system N/A N/A
PAID After an invoice for the order is paid and the session is posted, the system automatically adds the PAID field. This field contains the following elements:
  • date the order was paid
  • date and number of the invoice
  • amount paid
  • voucher number
  • number of copies paid for
  • foreign currency amount and code (if entered in a foreign currency)
  • (optional) subscription to and from dates
  • (optional) payment note


Using Create Lists, you can specify Boolean search conditions on any of these elements and also exportPAID field data.

The optional payment note can be up to 35 characters. To indicate partial payment, an asterisk (*) is entered as the first or only character in the note. Additionally, the payment note displays volume information and the vendor subscription ID number from electronic serials transmissions.

The library can allow editing of the following:
  • invoice date
  • invoice number
  • payment note
  • subscription from
  • subscription to
 0 system

Sierra 4.1 & later: unlimited PAID fields in a single order record.

Sierra 4.0 and earlier: Maximum 125 PAID fields in one order record. If you need more than 125 PAID fields, you can either create a new order record for the title or delete PAID fields in the order record.

An example of the paid field follows:
PDATEINV DATEINV NUMAMOUNT
11-21-200612-14-200644235$225.83
VOUCHERCOPIESFOR CURR
3673001ca$261.65
SUB FRMSUB TONOTE
08-01-200608-01-2007Replacement copy
PO INFO This field contains the following elements:
  • (optional) International Standard Book Number (ISBN) for orders sent electronically
  • date and time an electronic order was transmitted or a purchase order printed


You can insert an ISBN from the bibliographic record into the order record by using the Pick ISBN dialog when you create the order rec ord. The selected ISBN is stored in the PO INFO field of the order record.

The ISBN in the PO INFO field is used for orders sent electronically and multiple title format print purchase orders. For printed purchase orders not in the multiple title format, the system uses the first ISBN from the bibliographic record attached to the order record.

Subfield b in this field contains the date and time that either the:
  • order was transmitted electronically
  • purchase order was printed


The timestamp appears after the optional ISBN.

If your organization already uses the b tag for another purpose, contact Innovative to associate a different tag with PO INFO. 		b organization/ system Valid ISBN. For subfield b, month-day-year (mm-dd-yy or mm-dd-yyyy) or day-month-year (dd-mm-yy or dd-mm-yyyy) and time (24 -hour clock). Maximum 10,000 characters. b|a0809447096 (pbk.)|bOrder sent 11-25-2003 10:12|bOrder sent 12-11-2003 16:18
REC COPIES Field used by the system to record location, fund, copy, volume, item record number, and receive date for each copy received. A separate field is created for each copy of an order that is received. This information displays on the Receive tab in both the Place Orders and Receive functions. 3 system N/A 3|lweasy|fwlrcp|c1|v1|ri15347187|d02-12-2004
REOPEN DAT Date when record status changes from "paid" to "on order". 5 system N/A 510-14-2004
REQUESTOR Free text note identifying requester of item. r organization Maximum 10,000 characters rSmith, John
SELECTOR Free text note identifying selector of item. s organization Maximum 10,000 characters sSmith, John
SHIP TO The library address to which the vendor should ship materials. Used if number of RLOC fields exceeds available RLOC codes. g organization Maximum of 4 lines of up to 28 characters each, with line breaks represented by a '$' and no space. gMain Library$1000 N. State St.$Ann Arbor, MI 46036
TICKLER Information for email reminder specific to a single order record. Information in this field can include:
  • Name
  • Date
  • Send to
  • Subject
  • Header
  • Footer
 k organization

Maximum 10,000 characters

Note that the header, which is sent as the reminder, is limited to 1,103 characters.

 kcredit status$20060207$bsmith@library.edu$Status of credit$Contact vendor if the credit has not been received by Feb. 07$Acquisitions Department, North Branch
TICKLERLOG Information from email reminders (ticklers), indicating when the reminder was sent and its content. This field includes the following information:
  • Name
  • Event Date
  • Fixed Field Date
  • Sent to
  • Subject
  • Header
 u system Maximum 10,000 characters ucredit status$20060207$20060206$bsmith@library.edu$Status of credit$Contact vendor if the credit has not been received by Feb. 07.
VEN ADDR
or Vendor Address 		This field, if it exists, always prints on the purchase order (PO) as the vendor's address. It is required if the code in the VENDOR field is "NONE". However, it also overrides the ADDRESS1 variable-length field in the vendor record when the code in the VENDOR field is something other than "NONE". (ADDRESS1 in the vendor record is the address associated with the VENDOR code when you create a vendor record.) Use VEN ADDR when either:
  • you want to associate a VENDOR code with an order but send the PO to an address other than ADDRESS1
  • the VENDOR code is "NONE"


The field must be formatted so that the address will fit properly on the PO, cancellation, and order claim forms: 4 or 5 lines of up to 28 characters each, with line breaks represented by a '$' and no space.
See also VEN ADDR in the holdings/checkin record. 		q organization Maximum 200 characters. Divided into up to 5 lines of 28 characters on the purchase order. qInst. of Public Policy$Stewart Building$1134 N. College Ave.$Mission, IN 46036
VEN TITL #
or Vendor Title No. 		Vendor Title Number. The vendor's identification number for this title; also called the Vendor ID #. This information can be automatically updated with the Serials Invoice Interface. Vendors can transmit their unique Vendor ID # as part of the invoice. f organization Maximum 10,000 characters fTitle #413-476-029
VEN NOTE
or Vendor Note 		Free text note for vendor order information. v organization Maximum 10,000 characters vCancel at the end of subscription period 12/01/03