CHARACTERISTICS OF BISON ORDER AND FINANCIAL RECORDS
6. Order/payment/receipt records
6.1. O/P/R/ records contain the history of ordering, paying, receiving,
and paying activities as well as a record of reports and
correspondence
Example: 1ECJ5134
6.2. The O/P/R record number is system assigned and is based on the
bibliographic record number.
Example: 1ECJ5134
6.3. An O/P/R is linked to a copy statement in a copy holdings record
Example: ECJ5134
6.4. Multiple O/P/R records can be associated with one copy holdings
record and with a single copy statement.
Example: ABC7967
6.3. There can be divisions witin an O/P/R to accomodate situations
such as a title which is issued in parts and then replaced by a
single superseding volume
Example: 1ABC7967
6.4. Explanation of fields in an O/P/R/ record
6.4.1. PO NUMBER/DATE
Order sequence number + NOTIS record number.
Date is date of order creation.
System supplied.
6.4.2. ORDUNIT
Two character code for "FROM" address.
Acquisitions clerk default is G1.
Periodicals clerk default is G2.
6.4.3. RECUNIT
Two character code for "SHIP TO" address.
Acquisitions clerk default is G1.
Periodicals clerk default is G2.
6.4.4. SCOPE
One character code for order type.
1 - one time order. (book format default)
2 - standing order. (serial format default)
0 - approval, trial, sample orders
6.4.5. VENDOR
Vendor code, or d for direct.
6.4.6. ACTINT
Action interval for vendor response in days.
Default is 0090
6.4.7. POP
Purchase order production code.
Blank - purchase order will print (default)
x - purchase order will not print
6.4.8. L1 Statistics and XC Expendituers codes.
LI XC
Blank - Print 0001
2 - Micro, all formats 0002
3A - LP Recordings 0003
3B - CD recordings 0003
4 - Score 0004
5 - Audio tapes, all formats 0005
6 - Video tapes, all formats 0006
7 - CD-ROM 0007
8 - Computer files 0008
9 - Manuscripts 0009
10 - Maps 0010
11 - Slides 0011
12 - Mixed media 0012
13 - Posters 0013
14 - Internet Resources 0014
Blank - Postage 9999
6.4.9. L2 Library-assigned code. Four character
maximum.
We use this for internal copy cataloging codes.
6.4.10. VA Vendor address field.
Use if d was used in VENDOR CODE field.
6.4.11. NV Note to vendor.
Prints in bottom right-hand box on purchase order.
Prints either free text or code triggered messages.
Begins with NV= for free text.
6.4.12. NO Internal note field.
Used for H/N information, reserve information,
instructions to cataloging, etc.
6.4.13. SOURCE
Source citation.
6.4.14. REF
Reference number.
Used to record previous PO number.
6.4.15. DIV
Division number.
Always 001 for single copy.
System supplied.
6.4.16. CCN
Copy control number.
From copy holdings record.
System supplied.
6.4.17. NOTE
Internal note, specific to this division.
Used for Acquisition Dept. notes such as "WATCH FOR
SERIALS WITHIN SERIES", "ORDER EVERY YEAR", etc.
6.4.18. MED
Physical medium.
Not used at this time.
6.4.19. PCS
Piece count.
Used if item ordered is in more than one physical
piece, ie., book plus 2 cassettes = 3 PCS.
6.4.20. ORDER STATEMENT NO
Order scope statement is always 001.
System supplied.
6.4.21. ORDER STATUS CODES
First code is Activity Status indicator.
Second code is Relative Status indicator.
Activity status is always A when ordering.
Relative status is either N (new title to GL) or
A (added copy to BL). Periodicals also may use
R (replacement) and B (back run).
6.4.21.1. Complete list of codes.
A - open order
B - currently received (standing orders)
C - partially receivedv D - received but not yet paid
(usually for 1 - 2 days after receipt)
X - cancelled
Z - completed (received and paid for)
The relative status (second letter of the code) is used
as follows with the most common in bold letters:
A - added copy
B - back run (periodicals)
N - new copy
R - replacement (periodicals)
Possible combinations.
AA Open, nothing yet received, added copy
AN Open, nothing yet received, now copy
AB Open, nothing yet received, back issues
AR Open, nothing yet received, replacement
BA Standing order, currently received, added copy
BN Standing order, currently received, new copy
CA Firm order, partially received, added copy
CN Firm order, partially received, new copy
CB Firm order, partially received, back issues
CR Firm order, partially received, replacement
DA Firm order, received but not yet paid, added copy
DN Firm order, received but not yet paid, new copy
DB Firm order, received but not yet paid, back issues
DR Firm order, received but not yet paid, replacement
XA Cancelled, added copy
XN Cancelled, new copy
XB Cancelled, back issues
XR Cancelled, replacement
ZA Completed, added copy
ZN Completed, new copy
ZB Completed, back issues
ZR Completed, replacement
6.4.22. FREE TEXT AREA
To the right of the order status codes.
Used for starting date/vol for standing order PO or
additional notes to vendor.
6.4.23. E$
Amount encumbered to fund in FUND CODE field.
System calculated (AMT x E#).
6.4.24. E#
Number of encumbered units.
Will show same number as C# when order is placed.
6.4.25. AD
Action date.
System calculated (date of order creation + ACTINT).
6.4.26. MD
Modification date.
Changes when order scope statement is changed.
System supplied.
6.4.27. FC
Fund code.
Fund to which amount in E$ is committed.
6.4.28. CUR
Currency.
Only usd (US dollars) currently valid.
Default is usd
6.4.29. AMT
Cost of one copy.
Default is $ 25.00.
6.4.30. C#
Number of copies ordered.
Default is 1.
6.4.31. XPM
Expected method of payment.
Default is _a_ (pay when received).
6.4.32. L3
Operator initials.
6.4.33. L4
Type of RLIN copy found (A or B).
6.4.34. INV
BISON invoice number, followed by vendor invoice number.
6.4.35. AMT
Amount actually paid from fund at left of the field.
7. Invoice records
8. Fund records
8.1. Each fund is represented by a fund record.
8.1.1. Fund records are accessible by an alpha code.
8.1.2.
9. Vendor records
John Edens
Document date Mar. 9, 2000