Purpose: This page describes data value crosswalks and data element mapping for the migration of Vendor data from Aleph to Alma. This video from ExLibris provides instructions to complete the migration form that we need to complete prior to the automated migration of Aleph data to Alma. The decisions we'll need to make about vendor data migration are outlined on this page.
Alma Vendor Structure
The main vendor structure in Aleph is based on the Vendor Information (Z70), Vendor Address (Z72), and the related permitted library/ordering unit entities (Z602). The following diagram represents the migrated vendor structure according to the Alma vendor design which contains a hierarchical structure whereby vendors contain one or more accounts (source):
Mapping Rules and Assumptions
Vendor details and vendor account: In Alma, general vendor details, such as vendor code and name, are held in the vendor details entity, while account information is held in a separate entity (Vendor Account). Aleph performs the migration as follows:
- A Vendor Account record is created for each Aleph account: Account No. (M), Account No. (S), and Vendor’s Bank Account. Since in Aleph, the related account information, such as added charge or discount values, is relevant for all of the above account numbers, the Alma account information is duplicated for each. If the Aleph fields contain duplicate information, one Alma vendor account is created per unique Aleph account information.
- To retain the source information regarding the accounts usage, the migration sets the description field of the Alma account as follows:
- For Account No. (M), the description contains Account (M).
- For Account No. (S), the description contains Account (S).
- If both Account No. (M) and Account No. (S) are the same, one account is created and the description contains Account (M/S).
- For the Vendor’s Bank Account, the description contains General Account.
- In Alma, each vendor has at least one vendor account defined. If there is no information in the Aleph account fields, the vendor account is created with the account code set to the vendor code. In this case, the description contains Default Account.
- Two-level vendor record: Each vendor in Aleph is migrated as a vendor or as an account into Alma when the TWO-LEVEL-VENDOR flag in the data_tab/tab100 table is set to Y.
- If the vendor record is identified as the parent it creates a new vendor.
- If it is identified as a 'child' it creates a new vendor account in the parent vendor record. The accounts are created in a manner similar to the description above, but with the addition of the sublibrary defined in the Z70_rec_key.
- Shared Vendor: If you are migrating a multi-ADM with shared vendors to Alma as a consortium, each of the ADMs (migrated as an institution) are extracted with all the vendors in z70. There is a difference in the extracted vendor account. The two level accounts are associated by their z70_rec_key to the relevant IZ (according to tab_sub_library.lng). All of the vendors include, in addition, a default vendor account containing the vendor code.
- Vendor payment method: In Alma, the vendor record must have at least one payment method defined. During the migration, the method is set as the default for Accounting department.
- Account level expected receiving interval: The Z70 delivery delay 1 will determine the receiving interval for that vendor account in Alma when ordering material from that vendor/vendor account.
EDI-related information, such as Vendor EDI Code, Vendor EDI Type, and Vendor Address of Type EDI (type 5). Note: All ftp addresses are scrubbed to ensure real EDI does not get sent to vendors during implementation testing. These will be unscrubbed upon Go-Live to Alma.
Emails: All vendor email addresses are scrubbed to ensure real emails do not get sent to vendors in implementation testing.
Ordering units: Ordering units are treated by the migration as regular Alma libraries (sublibraries). It is additionally recommended to consolidate them into existing libraries by using the order unit >sub-library mapping input as noted above. Relationships can be determined in Alma configuration to set the relevant libraries those libraries (formerly ordering units) serve.
Crosswalks: Aleph code values to Alma code values
The following tables describe the crosswalk of Aleph code values for key vendor data elements to the target Alma code value.
Data Mapping
This table describes the Alma target field for each Vendor field in Aleph. Note: Much of this content was copied from Harvard's data mapping guides, last updated in 2018. Please consider this page a draft until the Duke team verifies that this mapping information is current and concurs with Duke's migration decisions.
Aleph Field | Alma Field | Navigation Instructions | Additional Information |
Open Date | Created on | More Information | |
Update Date | Last updated on | More Information | |
Cataloger | Last updated by | More Information | |
Vendor Code | Code | Vendor General Details | |
EDI For Order Only | doesn't migrate to Alma | ||
Vendor EDI Code | EDI Code | EDI Information | |
Vendor EDI Type | EDI Type | EDI Information | |
Additional Code | Financial Sys. code | Vendor General Details | |
Vendor Name | Name | Vendor General Details | |
Vendor Status | Status | Vendor status: Aleph vendor statuses are all migrated to Alma as Active, except for NA, which is migrated to the status Inactive. | |
Vendor Language | Language | Vendor General Details | |
Country | doesn't migrate to Alma | Note, this is in the Contact Information Address for the vendor. | |
Material Type | doesn't migrate to Alma | ||
Note | Note | Notes | |
Account No. (M) | Account Code | Vendor Account | To retain the source information regarding the accounts usage, the migration sets the description field of the Alma account as follows:
|
Account No. (S) | Account Code | Vendor Account | |
Vendor's Bank Acct. | Description | Vendor Account | To retain the source information regarding the accounts usage, the migration sets the description field of the Alma account as follows:
|
Currency 1 | Currencies | Vendor General Details | Alma requires at least one currency for the vendor. If no currency was found in Aleph, the currency for the migrated Alma vendor contains the Aleph local currency defined for the local_currency parameter in the aleph_start file. |
Currency 2 | Currencies | Vendor General Details | |
Currency 3 | Currencies | Vendor General Details | |
Currency 4 | Currencies | Vendor General Details | |
Terms Percent | Vendor Account | ||
Order Delivery | doesn't migrate to Alma | All communication goes via email or EDI | |
Letter Format | doesn't migrate to Alma | All communication goes via email or EDI | |
Letter Send Method | doesn't migrate to Alma | All communication goes via email or EDI | |
List Format | doesn't migrate to Alma | ||
List Send Method | doesn't migrate to Alma | ||
Contact 1 | Notes | Contact information: Aleph vendor contact information (Contact 1 -5) is migrated to Notes related to the vendor. | |
Contact 2 | Notes | ||
Contact 3 | Notes | ||
Contact 4 | Notes | ||
Contact 5 | Notes | ||
Mail Attachment | |||
Delivery 1 (ACQ) | |||
Delivery Delay 1 | |||
Delivery 2 (ACQ) | doesn't migrate to Alma | ||
Delivery Delay 2 | doesn't migrate to Alma | ||
Delivery 3 (ACQ) | doesn't migrate to Alma | ||
Delivery Delay 3 | doesn't migrate to Alma | ||
Delivery 4 (SER) | Delivery and Claim Information | Vendor Account | |
Delivery Delay 4 | doesn't migrate to Alma | ||
Delivery 5 (SER) | doesn't migrate to Alma | ||
Delivery Delay 5 | doesn't migrate to Alma | ||
Address | Addresses | Contact Information | |
City | Addresses | Contact Information | |
Country | Addresses | Contact Information | |
Postal Code | Addresses | Contact Information | |
Phone Number | Phone Numbers | Contact Information | |
Fax Number | Phone Numbers | Contact Information | |
Email Addresses | Contact Information | ||
Notes | Notes | Notes |
Vendor Data that doesn't migrate to Alma
- Vendor Country (Z70-COUNTRY). In Alma the country information is held as part of the addresses only (this information is migrated from the Aleph Z72-VENDOR-COUNTRY field).
- Vendor Material Type (Z70-MATERIAL-TYPE)
- Vendor Delivery (Z70-DELIVERY-TYPE-n)
- Vendor Delivery Delay (Z70-DELIVERY-DELAY-2 – 5)
- Vendor Order Delivery (Z70-DEFAULT-ORDER-DELIVERY)
- Templates and letters including: Z70-LE-LETTER-TYPE and Z70-LI-LETTER-TYPE. This includes send method details. The following fields will not currently be migrated: Z70-LE-SEND-METHOD and Z70-LI-SEND-METHOD.
- Vendor type (Z70-PROVIDER-TYPE). This information is not migrated to Alma; however, for Aleph versions higher than 18, the vendor is not migrated if the type is ILL.