General Order Record Testing Instructions

 

Our goal is to verify that the Order records migrated perfectly from Notis to Voyager. We have 1 day, July 8, to review our migrated Order records.  

 

How Orbis Order records are migrated

 

·                    The Order record migration consists of all open orders, i.e. those with status A, B, C, or D

·                    All Orders are migrated as “Pending”

·                    All Divisions of a multi-division order will be migrated

·                    No invoice, payment, or claim data is migrated.

 

Specific fields are migrated as follows:

 

1)  The AMT field in the order record is migrated to the Voyager Line Item price field, and translated to Voyager base currency, if necessary.

 

2)  The Division Note field of the order record is examined for the presence of *** characters to identify a Vendor title number. If found, the Vendor title number is migrated to the Vendor Title field in Voyager without the surrounding *** characters.

 

3)  All Order Units are mapped to Acquisitions Happening Locations - see online map at http://www.library.yale.edu/orbis2/implementation/ORDREC%20MAPPING.htm.

 

4)  The combination of Scope and Receiving Unit is used to map Purchase Order Type.  Purchase Order Type then determines Line Item Type as follows:

 

SCOPE

REC UNIT

PO TYPE

LINE ITEM TYPE

1

*

Firm Order

Single Part

1

50

Gift

Single Part

2

**

Continuation

Subscription

2

8

Depository

Subscription

2

49

Exchange

Subscription

 

 

 

 

* All SCOPE=1 materials except recunit 50 will load with a default Purchase Order Type of Firm Order.

** All SCOPE=2 materials except recunits 8 and 49 will load with a default Purchase Order Type of Continuation.

 

 

5) NOTES from the Order record are migrated as follows:

 

o       All notes are loaded to the Line Item Note field

o       Each note is separated by a semicolon

o       The Voyager Line Item Note has a maximum of 1900 characters; all note info up to 1900 characters is loaded

o       Order record  Note information is in the following order:

 

a.       L1 - Selector Initials

d.      'VA' Vendor Address information if vendor code is not 'D'

f.        'NV' Note to Vendor

e.       'NO' Order note

b.      Source

c.       Reference

g.       Division note

h.       ‘N’ Note statements

 

Data Review

Do a broad analysis of the conversion changes in your 15 favorite Order records.   

 

1.  Display one of your Order records in Orbis.

 

2.  Display the same Order record in Voyager.  To display an Order record in Voyager:

 

3.  Compare the Orbis Order record with the Voyager Order record.  Make sure that all Order record information was migrated to Voyager.  For each record, check the following:

 

q       Purchase Order Number

q       Vendor Code

q       Correct Order Location Code (See #3 above)

q       Correct Purchase Order Type  (See #4 above)

q       Notis Bib id and processing unit (i.e. AAA3002YL)

q       Location code (from the Orbis Copy Holdings statement – see online Orbis to Voyager location code map at http://www.library.yale.edu/orbis2/implementation/maplocation.htm)

q       Price

q       Correct Line Item Type

q       Piece ID

q       Vendor Title Number (if present in Orbis record)

q       Number of Copies ordered

q       Fund Code

q       Line Item Note contains all notes described in #5 above

 

 

Problem Reporting and Due Date

 

Report any problems via email to Kalee at kalee.sprague@yale.edu.  Include the Purchase Order number of the record and a detailed description of the problem.

 

Please send me a final report of your data migration review by 1:00pm on Monday, July 8.