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5.3. Overlaying Item Acquisitions Records after Receiving

Last Updated 01/30/2024

Auto-overlay In-process Acquisitions Items

After receiving items, you can overlay placeholder item information, such as barcodes and call numbers by uploading records via the MARC Batch Uploader. To do this, you can either utilize a full record supplied by your vendor or export records for the items you purchased via acquisitions. If you are exporting, you will need to edit the record to reflect the permanent barcode and call number in the 852 field.

When importing records to overlay, Evergreen checks the records against three conditions:

• Does the record have associated line item details indicating a copy was created by the Acquisitions process?
• Does the incoming copy's owning library, as designated in 852$b, match the owning library indicated in the line item details?
• Is the copy attached to the identified line item currently In Process, meaning it has been Ordered and Received, but not yet made Available?

Prepping your Items

Before you can upload your records to overlay the item acquisition record, you must mark your Item as Received. 

Next, check that the branch indicated in 852$b matches the branch indicated in the Purchase Order. If your system uses centralized ordering, this step is especially important.

Uploading the records to overlay holdings information

Once you have your records ready and all items have been marked Received, you can overlay your holdings with the following process.

1. Navigate to the MARC Batch Import/Export interface from the cataloging menu.
   

2. Select a Record Type from the drop down menu. The page defaults to Record Type = Bibliographic Records.

3. Create a Queue.
4. Select a Record Match Set from the drop down menu. Always use the default Cardinal match match set. If you believe you need a different match set, please contact the NC Cardinal team.
5. Select the Evergreen 852 Holdings Import Profile. This step is required in order to overlay your item acquisition records.
6. Select the Match-Only Merge profile.
7. Select System Local as your Record Source.
8. Check the box for Merge on Best Match.

9. Check the box for Auto-overlay In-process Acquisitions Copies.

10. Select your File to Upload.
11. Click the Upload button.