Technical Services Procedures
Ordering and Receiving Materials - Ordering: Ordering Records on GOBI2
Page Editor: Don Depoorter
Last Updated:
February 11, 2006
1. Go to GOBI website to log-in - http://www.gobi2.com
Username :
Password :
2. Go to "Orders"
"Export by ISBN"
3. Before typing in ISBN's, batch your yellow slips by fund, selector and destination. All 3 of these criteria must be the same in your batch.
Type in ISBN's by fund and then choose the Subaccount "1880-08 B.O. 1080, Fund, Selector, Location and click on "Go". This will bring you to a screen that will verify how many "total" ISBN's you typed. Then go back to step #2 and repeat the process until all ISBN's have been entered. Click on "Submit", the items will be exported and you are ready to go to MAGIC and import them.
Be sure to keep your slips in the order you selected them. Occasionally in updating a few will be out of order but usually they are in the same order.
IF FOR ANY REASON THE "EXPORT BY ISBN" DOES NOT WORK, FOLLOW THE INSTRUCTIONS BELOW:
1. Go to "Orders"
"Select by ISBN"
Type in ISBN's by fund and then choose the Subaccount "1880-08 B.O. 1080, Fund, Selector, Location and click on "Go"
2. This will bring you to a screen that will verify how many "total" ISBN's you have selected.
3. Now that you have selected all your records, hit "Submit". This will take your orders out of your selection cart and put them into the Items in my Library's Selection List.
4. Go to GE2 home and click on "Items in my Library's Selection List". This will bring up a screen that will say "Search Selections" on the top. Be sure the box by "Retrieve all Selections" is marked and click on "Go".
5. Click on "Mark All Pages" and then click on "Put in Export Cart". It will say "There are no items remaining in the selection results".
6. Go to GE2 home and click on "Items in my export Cart". Click on "Submit" and the items will be exported and you are ready to go to MAGIC to import them.
IMPORTING
1. A > ADDITIONAL system functions
2. M > Read/write MARC records
3. Please key your initials :
Please key your password :
4. Z > Load records via locally-created load profiles
5. 1 > Read MARC records into Innopac FTS
6. Enter name of file <Return/Enter> - DO NOT TYPE ANYTHING HERE, JUST HIT ENTER
7. Choose ftp.ybp.com
8. Username : michsu
Password : yankee
9. Select a file number (It will always have 1880 and the date the records were done
Eg. 2>947 18800810.mrc)
10. T > Transfer files
11. Enter name of local file : [eg. 18800808.MRC 18800808.MRC.lfts] RETURN
The above is already typed in, all you have to do is hit return and then wait patiently because it takes a second to process before the next step.
12. C > CONTINUE
13. Q > QUIT
14. <SPACE> to continue
15. 2 > PREPROCESS
16. Enter file number, it will look something like this [eg. 18800808.MRC.lfts (must have .lfts extension)]
17. <SPACE> to continue
18. G > GOBI records
19. Enter file number, it will look something like this [eg. 18800808.MRC.lmarc (must have .lmarc extension)]
20. L > LOAD records
21. <SPACE> to continue
22. VERY IMPORTANT, write down PO #'s before going further
23. Q > QUIT
24. <SPACE> to continue
Always leave the 2 previous dates and remove the older ones by the following :
1. D > REMOVE files
2. Input number of files to be removed (eg. 1-2)
3. Remove file 18800808.MRC.lfts? (y/n) : Y
Remove file 18800808.MRC.lmarc? (y/n) : Y
4. Q > QUIT all the way out
RUN BOOLEAN
1. M > Management information
2. L > Create LISTS of records
3. Please key your initials :
Please key your password :
4. Forward until you find an "Empty Boolean". Try to find one with a low maximum number. However, if you are an owner of a Boolean, find that one and skip step 5 and do the following : n,y and then go to step 6
5. 2 > Create a new file
6. O > ORDER list
7. 22 VENDOR =
8. ybpe
9. \
10. Search records contained in another review file? (y/n) N
11. Enter starting record # : .o
Enter ending record # : .o
12. Is the range correct? (y/n) Y
13. S
14. Name the file [eg. ybpe orders for ld to update 8/7/02]
15. (SPACE)
16. S>SORT review file by selected fields
17. Sort Field #1 > 20 ENTER
18. Do you want to start now? (y/n) Y
19. T > DISPLAY review file on TERMINAL
20. Start at which record? (1-11) 1 ENTER
21. If the status field has "1" on any record they will be at the beginning of the Boolean. You will need to open another session in MAGIC and go to update and search for duplicates. Usually you will not find duplicates and you will change the status from "1" to "o". Do not print PO's.
22. Q>QUIT
23. S > SORT
24. Sort Field #1 > 12 ENTER
25. Do you want to start now? (y/n) Y
26. QUIT all the way out
27. Update records
SENDING YANKEE PURCHASE ORDERS ELECTRONICALLY
If after you do the following steps, the number you are transmitting does not match the number on the screen you need to do the following :
Go to Millennium and on the left hand side of the screen choose "Send" which will bring you to a screen that says "Print Purchase Orders". It will say, for example "(some #) purchase orders to print", click on the scroll down arrow and highlight "(#) purchase orders to send via e-mail". This will list all the titles that will be sent electronically and you can verify that there are no duplicates or additions that should not be there. Once you do this, click on "Up one level" to get out of this screen.
Try the process again. Sometimes it is just a matter of waiting a few minutes after updating before sending the orders electronically.
1. O > ORDERING and receiving subsystem
2. A > ADDITIONAL ordering and receiving functions
3. S > SEND orders electronically
key your initials :
key your password :
4. T > TRANSMIT purchase orders
5. You'll then see the following message at the bottom of the screen: "1 basic
records with "X" (X representing the amount of orders sent) orders are created in the bisac file." Be sure the number of orders matches up.
6. press <SPACE> to continue
1. T < TRANSMIT 1 bisac records with "X" orders
2. S < SEND order file
3. press <SPACE> to continue
4. Run a Boolean to check for orders over $200 and for NOTIFY's. If you find either, staple the yellow slip to an 81/2 x 11 sheet and put the orders in the proper places.
5. Recycle the remaining orders.
RUN BOOLEAN
1. M > Management Information
2. L > Create LISTS of records
3. Please key your initials:
Please key your password:
4. Forward until you find an "Empty" Boolean and choose that number.. Try to find one with a low maximum number, you won't be in this Boolean long.
5. 2 > Create a new file
6. O > ORDER list
7. 10 (E Price) G 200.00
8. O (OR) Z (Ext. Note) h Ext. Note has NOTIFY return
9. \
10. Search records contained in another review file? (y/n) Y
11. F > FORWARD until you find the Boolean that holds the Yankee orders and choose that number.
12. S
13. Name the record over 200, your initials and the date
14. It will show you at the bottom how many it found.
15. Press <SPACE> to continue
16. If it showed no records found you are done and you can quit all the way out.
17. If it showed records then do the following:
T,Q,E,Y