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Simpson Library Technical Services

Serves as a reference for all Staff.

McNaughton Processing

Downloading MARC records

1. Go to the Brodart website and log in. Click on Order History. Locate the order and click on the download link.

 

2. The file will download as microlif.001 or a similar format.  Alma will not accept imports of this file type.  You will need to convert the file to .mrc.

3. Open MarcEdit and choose Marc Tools.  Input the path to the file and execute MarcBreaker.  

4. Save the file as the date of the order with the .mrk file extension. Example: 20210928.mrk

5. Execute MarcMaker with the .mrk file just created. Save this new file as YYYYMMDD.mrc Example: 20210928.mrc

5. Open Alma.  Navigate to Resources > Import > Manage Import Profiles.

6. Find the McNaughton import profile called McNaughton Order Plan Record Load, select Run, upload the file and Submit.

7. Refresh the progress and check to see if there were any errors.

McNaughton Processing cont.

Receiving items

Open the box and find the Packing Slip.  Check to be sure that each item on the Packing Slip is in the shipment.

1. Go to the Alma main menu. Acquisitions > Receiving and Invoicing > Receive

2. Check to make sure that you have selected the One Time tab.  Click on Filter by Vendor.  Type BRO in the box and select Apply.  Alma should recognize the code if you have typed it in before.  You can use the search box to narrow your results or you can find your title in the list.

3. Check the box next to your item and write the PO Line on the Packing Slip that you received with the item(s) under customer reference.

4. Click on Manage Items, check to make sure that the call number matches the Spine Label on the item.  If it does, select the check box for your item and scan the barcode into the Barcode box.  This should receive the item and you will get a confirmation message that says: Receiving process was activated for the selected Purchase Order lines.

5. Unfortunately, because the provenance cannot be part of the import profile, you will still have to go into the item record and edit the item.  Change the provenance to: On loan from McNaughton.  Add the price to the Replacement Cost field.

6. If the call number does not match what is printed on the spine label:  Open the bibliographic record in the Metadata Editor.  Correct the 050 field and then update the holdings record.

7. This process can also be broken up into bigger chunks.  For example, you can receive multiple items at once without adding the barcode.  Then, you would just add the barcode into the item edit as the last step.  This actually saves the item information.

8. To know which shelf in popular reading the book belongs in, you'll need to add a Fulfillment Note. In the Physical Item Editor, click the Notes tab on the top ribbon. In Fulfillment note, type one of the following:

  • Shelve under Popular Reading - Mystery/Thriller
  • Shelve under Popular Reading - Graphic Novel
  • Shelve under Popular Reading - Young Adult
  • Shelve under Popular Reading - Nonfiction/Memoir
  • Shelve under Popular Reading - Historical Fiction
  • Shelve under Popular Reading - Science Fiction
  • Shelve under Popular Reading - Contemporary Fiction
  • Shelve under Popular Reading - Fantasy

McNaughton Withdrawal

Removing McNaughton Records from Alma

When items are returned to McNaughton, it is necessary to remove the records from Alma.
  1. Scan the barcodes into a text file (with a .txt or .csv extension) or an Excel file (with the extension of .xls or .xlsx) with a header of BARCODE, PID, Item_PID, or Item_ID. It is extremely important that there are no extra spaces before or after the text in each cell!
  2. Upload the file to create an itemized set by performing the following steps:
    1. From the Alma menu > Administration column > Manage Jobs and Sets >Manage Sets.
    2. Click on "Add Set" and choose "Itemized" from the dropdown menu.
    3. Fill in the set details by performing these steps: 
      • Add a "Set name" and "Description" (optional).
      • Click on "Set content type" and choose "Physical Items" from the dropdown menu. 
      • Define who can see the set by selecting either "Yes" or "No" for the "Private" option.
      • Make sure the "Status" is set to "Active".
    4. In the "Add Contents from File to Set" section, click on the yellow file folder.  From your computer's file tree locate and select the desired file to upload. Then click on "Save".
    5. Optional: check the contents of your set by locating the set and clicking on Actions > Members.  When done inspecting the records in the set click on the "Done" button.
  3. Run the "Withdraw items" job against the set by performing these steps:
    1. From the Alma Menu > Administration column > Manage Jobs and Sets >Run a Job.
    2. From the jobs list, select the job titled Withdraw Physical Items, click Next.
    3. In the select jobs list, select the set you previously created and click on the "Next" button.
    4. In the task parameters screen you have the following options:
      • In the "How to handle holdings without items and bibliographic records?" section select the option that says "Delete holdings; delete bibliographic records that have no other holdings."
      • Uncheck the "Do not withdraw items with active requests" option to retain items with active requests.
      • Uncheck the "Do not withdraw items with non-active requests in the queue" option to retain items with non-active requests.
      • Uncheck the "Do not withdraw items with work orders" option to retain items with work orders.
      • Click on the "Next" button.
    5. In the schedule job screen, click on the "Next" button to start the job.
    6. In the review and confirm screen, review your job setup and when satisfied click on the "Submit" button.  If you need to make changes click on either the "Back" link to return to the screen where you need to make changes or the "Cancel" link to abandon the job.
    7. In the confirmation dialog box click "Confirm" to launch the job.
    8. The Monitor Jobs screen will display.  Click on the "Refresh" button to monitor the progress of the job.  When the job completes it will appear in the "History" tab.
    9. Use the "History" tab to find the job and click on "Actions" > "Report" to verify that the job ran correctly or to see the errors.  Click "Actions" > "Events" to see a detailed error report.