Music Acquisitions

Revision as of 11:48, 23 June 2011 by Jessica Isler (talk | contribs) (removing references to the music library)

Currently, most of the documentation and information relating to library acquisitions at Middlebury can be found on the Acquisition web page.

Useful information

Music Acquisitions

Music gifts stats

To record accurate gifts stats, all music gifts receive a 541 gift note in the bib record. For an accurate count of music gifts, run a list identifying the 541 field for the appropriate date range and material type.

Harrassowitz Firm Ordering


  1. Receiving notification from the Music selector that orders have been selected in Otto Editions.
  2. Confirming orders in Otto Editions. See Otto Editions Ordering
  3. Receiving notification from Acquisitions staff that a data file is ready to be imported into the Millennium FTS area. See Importing data file from Harrassowitz
  4. Setting the SAN file code and FTPing the order back to Harrassowitz. See Setting SAN file code and FTPing file to Harrassowitz
  5. When the materials arrive, usually a month or two later, receiving and Electronic invoicing the materials in Millennium, searching OCLC for bib. records, and overlaying basic-level Harrassowitz records. See Electronic invoicing

Otto Editions Ordering
  1. Go to Otto Editions
  2. On right hand side of screen, under Otto Editions, enter credentials
  3. Use Search & Order to search by title or Harrassowitz ID number (It may be helpful to limit by MIDCO-MUS Customer Code, or to search within a date range)
  4. Check search results against list sent by selector
  5. For each title, click Order, and then Order title on individual item display
  6. Blue Ordered status will appear on the search page, and order status will say Provisionally ordered
Importing data file from Harrassowitz
  1. Open a Millennium session using music acquisitions login
  2. Click Import invoices button
  3. Click Data exchange button
  4. IMPORTANT: In the drop-down menu select Process, change to Load via locally-created load profiles (this is not the default and must be changed for the following steps to work)
  5. IN Data exchange, click Get FTS button on top right
  6. Choose FTP Harrassowitz.de from drop down
  7. Click connect and enter credentials
  8. Highlight the MICDO-MUS file on the right hand side (confirm date) and click Get, then disconnect
  9. Select new file in the list (sorting by date and picking the most recent file works)
  10. Click Prep button, then Start and Close. The file will have been changed to LMARC format
  11. Select the new file format and click Load b, then Load, then Close
  12. The file will now be available in the FTP area of the Send file
FTPing file to Harrassowitz
  1. Open a Millennium session using music acquisitions login
  2. In the Send area, select Purchase orders to FTP from the drop-down menu
  3. Set the SAN code at this time!
  4. Click Admin tab at the top, Parameters, Acquisitions, the Library SAN file
  5. Click har-m Music code and click Move to top
  6. Proceed with FTP...
  7. Music orders will appear with har-m as the vendor; Highlight
  8. Clikc FTP box; FTP selected
  9. Set host as ftp.harrassowitz.de and click Connect, enter credentials
  10. Click OK
  11. In bottom left Transfer type: pull down and change to ASCII
  12. Click Rename files upon transfer
  13. Click Put in the center of the screen
  14. On right remote side: change the file name
  15. File naming DateMilitaryTime.midco.edi.orders e.g., 200810291325.midco.edi.orders
  16. Click OK, then disconnect at the top, and close, top right
  17. Delete processed entries when confirmation is received from Harrassowitz
  18. Reset SAN code, move music back to bottom!
Electronic invoicing
  1. Open a Millennium session using music acquisitions login
  2. Click Import Invoices
  3. Accept/Reject tab at top
  4. Highlight invoice, click Select to open
  5. Verify items, prices/check totals (Prices on electronic invoice include the postage from the paper invoice)
  6. Click Process (confirm)

Manual credit in Millennium

  1. Go to FUNDS
  2. Click on ADJUSTMENT tab at top
  3. Highlight DISCRETIONARY (only the word will be highlighted, not the whole line)
  4. Above, click the USE FORM box: disc will appear in the fund code box
  5. In the pull down menu choose EXPEND
  6. In the next pull down menu choose correct order type
  7. With cursor in the next blank box (to right of the order type) click on the Expenditure box in the discretionary line, down below
  8. Expenditure amount will appear in the box
  9. For credits, change the + sign to a minus sign and then enter the dollar amount (no need to add dollar sign)
  10. Click on the Note field and type a shorthand explanation--there are not many spaces in this field: 7/8/09 Encore inv corr. JI or 7/8 Overpaid bna inv 1234 JI
  11. Click FINISH at the top right corner

MLSC Ordering

  1. Once every two weeks (or more as needed for), log in to MLSC
  2. For RUSH items: Add item to cart, and when viewing cart click Show Note, and add RUSH order this item in the note field, click save
  3. For REQUEST items: Add item to cart, when viewing item in cart, enter patron Barcode/ID number in PO Number field (This will show up on invoices and the hold may be placed with this number upon receipt of items)
  4. Click proceed to checkout
  5. Click place order at bottom
  6. Email confirmation will be sent shortly thereafter
  7. Create brief bib records and order records in Millennium (empty Send file following order record creation)

Requested firm orders

At the time of order record creation, add a bib-level hold on the item. This creates an automatic pop-up notice upon receipt and enables rush processing of requested materials.

  1. Enter the appropriate selector name in the selector fixed field (Selector name or POD-FAC/POD-STU, as needed)
  2. Add the requestor variable-length field and enter faculty email abbreviation (do not add for student requests, per Joe T.'s request--this applies to Music materials only)
  3. For all music requests, add a bib.-level hold for pickup
  4. Empty Send file following order record creation.

PO Creation for manual firm orders

(Used for some vendors who receive orders via email notification)

  1. Open cataloging Millennium session and go to Create lists
  2. Use order date and receive location (and item type, if all of one type) (It's helpful to create the brief records in chunks by vendor. Make sure the number of items in your list matches the spreadsheet)
  3. Log out with current initials. Log in using acquisitions initials
  4. Go to global update, Select list
  5. Change the fixed length field for the vendor (i.e mlscm)
  6. Add a variable length field b (PO number) using a number based on today’s date. (i.e. M70208)
  7. Process.
  8. From your list, list records to your email address with Author, Title, publisher, description, and possibly added author, standard no., and note, as appropriate. Click number the items
  9. Forward the email to the appropriate vendor, with the PO number as the subject line
  10. Go in to Circ. And add requestors if present. Then delete them from the spreadsheet
  11. Empty the list

Receiving firm orders

  1. In Millennium, click Rapid Receive button
  2. Search by title or keyword (if a hold notice pops up, flag the item for priority processing)
  3. CDs
    1. Add barcode to CD booklet (take care not to cover program notes or credits; if case is tri-fold, place barcode on inside cover so circ. can check for disc prior to scanning in)
    2. Choose CD item template
    3. Write call number on CD and enter into new item record
    4. Add price if greater than replacement default
  4. Scores
    1. Choose score item template
    2. Add price if greater than replacement default
    3. In call number field, enter month and year of receipt
  5. DVDs
    1. Add barcode to DVD booklet (or case if no booklet)
    2. Choose DVD item template
    3. Add price if greater than replacement default
    4. In call number field, enter month and year of receipt

Invoicing firm orders

  1. Click Invoice button
  2. Select a free session (or return to previous session)
  3. Enter invoice number and date
  4. Scan barcodes for CDs and DVDs, search by keyword or title for scores
  5. Click "Use order record"
  6. Enter price
  7. Repeat for all items on invoice
  8. Click "Finish" in upper right corner
  9. Enter shipping price, discounts (use - for credits), and total
  10. Click "Finish" again
  11. DO NOT post invoices
  12. Place priority items on priority processing shelves
  13. Stamp the invoice with the large stamp and record "Proccessed" and "iii Invoiced" dates
  14. If item being invoiced was a credit card order, stamp in the Paid field "Paid by credit card"

Invoicing music standing orders

Notes on Standing Orders:
Standing orders to not get Received in Millennium because usually no bibliographic record exists for the item (unless it's in a set of collected works), and because continuing/serial orders remain open. The main difference between SOs and firm orders is that unlike firm orders, a unique order record will not be attached to SO items and bibs.
Search and download records for standing orders on separate records AFTER you’ve invoiced the SO items.
Note the item price for scores that have prices >$100. Write the price in pencil in the back of the score (top right corner).

  1. Log in to Millennium using the music acquisitions credentials
  2. Select a free session (or return to previous session)
  3. Enter the invoice number and invoice date
  4. Locate the correct standing order records: Most separate-record music orders have brief records in Millennium with the standing order code e.g. M96-1442, as the title (searching keyword for the phrase "music standing order" will also bring these up). Most set SO records have the title of the series as the bib records e.g. "Neue ausgabe samtlicher werke..."
  5. Click "Use order record"
    1. Note: continuing order records have a limit of 125 payments; if you get a pop-up message that says no more payments can be made to the order, select an alternate one attached to the bib record.
    2. Note: You may use the same order record multiple times (if there are multiple items from that series on the invoice)--just click "yes" when the pop-up message about paying with a record that's not up-to-date appears.
  6. When all items are entered click "Finish" in upper right corner
  7. Enter shipping price, discounts (use "-" for credits), and total price
  8. Click "Finish" again
  9. DO NOT post invoices
  10. Stamp the invoice with large stamp and record "Proccessed" and "iii Invoiced" dates
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