Michigan State University

Ordering: Ordering Records on GOBI3

Contents

SEARCHING ORDERS IN GOBI

Go to GOBI website to log-in – http://www.gobi3.com
Username :
Password :

  1.   Locating orders (for printing or exporting) by the date selected 
    • Go to Search> Selections. 
    • Choose the previous day or a range of days using ‘Date Selected’ options. 
    • Choose subaccount (1880-08 or 1880-25)
    • Choose ‘Fund’ for Primary Sort and Secondary Sort should be ‘Title.’
    • Click ‘Search’ next to green arrow.  Search results will display. 
  2.  Adding orders (for exporting) by ISBN
    • Before typing in ISBN’s, sort your slips by fund, title and destination.
    • Choose ‘export cart’ under Deliver.
    • Choose the Subaccount, 1880-08 or 1080, Fund, Requestor, and Location .
    • Type in all ISBN’s associated with the above information.
    • Click ‘Submit’ next to the green arrow.
    • A message will display announcing success.  Repeat as necessary for other orders under different accounts, funds, or locations.
    • If an ISBN is typed incorrectly, you may not know until you check the export cart.  If so, remove the invalid selection and add the ISBN again.
  3.   To print orders:
    • Search orders as outlined under 'Locating orders'.
    • Choose ‘Mark all items on all pages’.
    • Click ‘Print marked items’ (printer icon far right.)
    • Select ‘One item per page’ in window.
    • Click ‘ok’ in print window

EXPORTING FROM GOBI

  1. Click on ‘export cart’.  (Top right.)
  2. Filter orders as ‘acknowledgements only’ under the filter drop-down.
  3. Mark all items on all pages (those filtered with acknowledgements ONLY), and delete all marked items using the red ‘X’.  Click ‘ok’.
  4. Click ‘Remove applied filters’ under filter.
  5. Search orders as outlined under ‘Locating orders
  6. Using previously searched Gobi order slips, select each matching order for export.
  7. After making all selections, click ‘Add to cart’ > ‘Export Cart’.
  8. Lock icons on orders will indicate added to cart status.
  9. Orders not being exported may be deselected by clicking on an order and choosing the red ‘X’ (‘Deslect all marked items’).  This will remove the order completely from selected status.
  10. If needed, consult ‘Adding orders by ISBN’ to add titles to export by ISBN.
  11. Click on ‘export cart’.  (Top right.)
  12. Click ‘export green lights’ next to the green arrow.  Export acknowledgments will appear on the orders.  YOU MAY ONLY EXPORT ONCE PER DAY.
  13. You can now import the orders into Sierra.

IMPORTING WITH SIERRA

  1. Choose ‘Data exchange’ in the Function list.
  2. Choose ‘Load Records via locally created load profiles’ under ‘Select Process’.
  3. Click on highlighted button called ‘Read MARC records into INNOPAC FTS’.
  4. In the opened window:
    • Uncheck ‘secure transfer.’
    • Host = ftp.ybp.com
    • Click ‘connect’.
    • Enter:  username: michsu  Password : sp8prE
    • In right-hand column (remote) find the file with todays date (example:  1880date.mrc)  Select file and and click ‘GET’.
    • Click ‘disconnect’ and close.
  5. In the file list on Sierra, select the 1880(todaysdate).mrc.lfts file.  Click the preprocess button in the upper righthand corner.
  6. In the window that opens, click ‘start’.  Write down number of records processed.
  7. Use ‘close’ button in upper right hand corner.
  8. In the file list on Sierra, select the 1880(todaysdate).mrc.lmarc file.  Click on the ‘load’ button and choose ‘GOBI records’ and ‘ok’.
  9. Click the ‘load’ button at the bottom of the screen.
  10. For the order records, write down the ‘start’ and ‘stop’ numbers.
  11. Click the ‘close’ button in the upper right-hand corner.

RUNNING BOOLEAN

  1. Choose ‘Create Lists’ in the Function list.
  2. Choose an empty Boolean (or use the same one each day) and click ‘Search records’.  ‘Yes’ to overwrite files, if any.
  3. Name the review file name ‘GOBI orders – initials – date.
  4. Choose ‘ORDER o’ for Store Record Type.
  5. Start and Stop fields do not function in Sierra so create a query: 
  6. Line 1:  Type = ORDER, Field = vendor, Condition = equal to, Value A = ybpe
  7. Then click in line 1 and click ‘append line’ button.
  8. Line 2:  Operator = AND, Field = ODATE, Condition = equal to, Value A = date of import
  9. You can save the query for later use by clicking on ‘save’ and giving it a name.
  10. Click ‘search’.
  11. The Boolean should display the number of records previously imported on the review file.

CHECKING ORDER STATUS

  1. Select the same Boolean and click ‘Sort Records.
  2. In the window Type = o, Field = 20.  Click ‘sort’.
  3. Select the Boolean again and click on ‘show records’.
  4. Open the first record by clicking on it.
  5. If the record status equals ‘1’, then search the record title in another opened session of Sierra, by copying and pasting title into the search box.
  6. If the searched record is not a dup, then change the status in the first window to ‘o’.
  7. Toggle to the next record using ‘ctrl’ + right-bracket keys.
  8. Say ‘no’ to ‘queue purchase order record?’ and ‘yes’ to saving.
  9. Continue searching records until all record statuses are ‘o’.
  10. Close record.  Close Boolean review file window.

UPDATING RECORDS

  1. Select Boolean review file and click ‘sort records’.
  2. Create a 2 line sort:
  3. Line 1:  Type = ‘o’, Field = ‘FUND’.  Then append a line.
  4. Line 2:  Type = ‘o’, Field = ‘TITLE’.
  5. Click ‘sort’.
  6. Select the Boolean review file and click ‘show records’.
  7. Open the first record for updating, and once done, toggle to the next using ‘Ctrl’ + right-bracket keys.
  8. Do not forget to leave a checkmark next to ‘queue po’ on the record.
  9. When finished updating all orders, close the last record, and close the review file window.

BOOLEAN ORDER CHECK

  1. Select an empty review file line under ‘Create Lists’.  Click ‘Search Records’.
  2. Choose ‘yes’ to overwrite files, if any.
  3. Name the review file name ‘NOTIFY (over 200) initials date’.
  4. Choose ‘ORDER o’ for Store Record Type.
  5. Place cursor on first line of query.  Click the ‘Use Existing Search’ button and choose the file line with your Boolean search for that day.  Click ‘use’.
  6. Append one line to the existing Boolean (making 3 lines total.)
  7. Line 3 : Operator = AND, Type = o, Field = ‘E PRICE’, Condition = ‘greater than or equal to’, Value A = ‘200.00’
  8. Click ‘search’.  If the review file line returns a number, open it and pull the record(s) from your order pile for the OVER $200 folder.
  9. Using the same review file line, click ‘Search records’, and ‘yes’ to overwrite files.
  10. Choose ‘ORDER o’ for Store Record Type.
  11. Place cursor on first line of query.  Click the ‘Use Existing Search’ button and choose the file line with your Boolean search for that day.  Click ‘use’.
  12. Append one line to the existing Boolean (making 3 lines total.)
  13. Line 3 : Operator = AND, Type = o, Field = ‘EXT. NOTE’, Condition = ‘has’, Value A = ‘notify’.
  14. Click ‘search’.  If the review file line returns a number, open it and pull the record(s) from your order pile to give to Kim W.

SENDING YANKEE ORDERS

  1. Go to ‘Print/Send Orders’ under the Function List.
  2. Choose the FTP queue on the drop-down list.
  3. Click ‘Limit by Vendors’ and type ‘ybpe’ OR ‘ybpep’ and ok.
  4. Match the number of orders to send (ybpe OR ybpep) to the number of imported records you have written down (subtract any not being sent right now).  IF matching, proceed to 5, otherwise, return to ‘Create lists’ and sort today’s GOBI Order Boolean by field 21 / MISC (Type = o, Field = ‘21’.)  When you show the records/open the Boolean,  any orders NOT previously queued will be the first ones shown.  Queue them now and save.
  5. Click the ‘FTP’ button.  Click FTP.
  6. In the opened window:
    • Uncheck ‘secure transfer.’
    • Host = ftp.ybp.com
    • Click ‘connect’.
    • Enter:  username: michsu  Password : sp8prE
    • IMPORTANT:  Place checkmark next to ‘Rename files upon transfer.’
  7. Highlight  file in lefthand column.  Click ‘Put’
  8. In the remote side of the window that opens, type in chosen filename (ybpe(date)(time). edi).  Record filename on paper.
  9. Click ‘ok’.
  10. Click ‘disconnect’ and click ‘close’.
  11. If additional sub-account orders need to be sent (ybpep for example), repeat steps 3-12.
  12. Attach written sheet with number of orders, date, filename and start and stop numbers to pile of GOBI orders sent.