Use of Codes in Order Records

Use codes in order records as follows (only dark shaded codes are used by law library):

ACQ TYPE: p = purchase

LOCATION: law

CDATE: date claimed

CLAIM

COPIES: entered at time of original order.

CODE1: is being saved for joint Law/Gleeson use.

CODE2: Gleeson uses for subject analysis.

CODE3: available for Law Library use.

CODE4: y = taxable items; n = not taxable

E PRICE: estimated price; added by the Acquisition Assistant when creating orders; not used for continuations.

FORM: not used because internal funding structure is set up by form.

FUND:

kaud = audiotapes kbind = bindery kcon = continuations: serial and replacement volumes, pocket parts, supplements, advance sheets kconr = continuations replacements kcurr = new curriculum kdeli = document delivery kdoc = government documents kfich = microfiche kfilm = microfilm kiav = interactive AV kleaf = looseleaf updates klex = Lexis kllm = LLM program kmono = monographs: one time purchases kmonr = book replacements kncon = new continuations: initial purchase with expected supplementation kpac = Pacific Rim krev = law reviews subscriptions krevr = law reviews replacement volumes and issues krom = cd-rom ksoft = software kvid = video tapes kweb = web subscriptions kwlaw = Westlaw

ODATE: order date; used by the Acquisition Assistant when orders are created.

ORD NOTE: order note; used when claims are triggered.

ORD TYPE:

f = firm order; used for one time only orders including replacements. o = standing order;  will not by used by law library since is too general a term. i = item standing order; used for monographs which we get on a pre-determined schedule such as the reference, monographic series, and nutshells. Used in conjunction with kmono fund. m = monographic series; no longer used by law library. a= approval plan;  no longer used by law library. s = subscription; used for serials, law reviews, supplements and updates. r = replacement; not used by Law because of replacement funding code. x = assigned to titles before the system came up; not used in Law. y = gratis for gifts; not used in Law currently since no payment records are associated with gifts.

RACTION: receiving action; use "n" for notify.

RDATE: date received

RLOC: receiving location; use "k" for Kendrick.

BLOC: billing location; use "k" for Kendrick.

STATUS:

o = on order (encumbered monograph). a = fully paid; automatically generated by system when payment is posted. q = partially paid; not used in Law. z = canceled 1 = on hold added to the database when an order is passed from RLIN after title key word search generated for duplicate record; if duplicate record exists, value changed to "1" after duplicate record deleted; cannot encumber or disencumber . 2 = approval rejection;  cannot encumber or disencumber; not used in Law . c = serial on order; not used in Law. d = serial paid; used when order record is full, vendor changed or title ceased. e = serial partially paid; not used in Law. f = multiple payments; used when multiple payments need to be made. g = no longer used by law library.

TLOC: used as checkpoint to make sure that purchase orders have been requested if paperwork is missing when orders are to be sent to vendors.

VENDOR: linked to Vendor codes file; vendors shared by Gleeson Library are differentiated by adding an "l" to the vendor code (e.g. "mwl" = Law Midwest). Use "knone" when vendor has no code, and add vendor information into Vendor Address field.

LANG: language; standard usage generated from MARC language codes.

VOLUMES: number of volumes in title; used for system generated statistical reports.

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