Order Data Mapping: Aleph to Alma

Purpose: This page describes data value crosswalks and data element mapping for the migration of Order 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 order data migration are outlined on this page.

Alma Order Structure

In Alma, all orders (PO line/s) are grouped into a PO (purchase order). In Aleph, there may be one (or more) orders per bibliographic record. Based on this structure, the migration creates a PO and a PO line for each Aleph order (Z68) and enriches the order with any Z16 subscription linked to it.

In addition, subscriptions from Aleph's Z16 (subscriptions) with no order reference and still active will be migrated as basic Alma orders since subscriptions are implemented as orders in Alma. It is recommended that Z16 active subscriptions are linked to Z68 orders prior to migration in Aleph as not doing so will yield Alma orders which, although will be waiting for renewal status upon migration, will require additional manual handling post-migration in order to continue working with those orders (for instance requiring adding mandatory funding and copies information which isn't managed on the Z16-level in Aleph, but is mandatory in Alma).

Crosswalks: Aleph code values to Alma code values

The following sections describe the crosswalk of Aleph code values for key order data elements to the target Alma code value.

Ordering Unit

According to the Aleph to Alma migration guide, Aleph Ordering units are treated by the migration as regular libraries (sublibraries). Relationships can be determined in Alma configuration to set the relevant libraries these ordering units serve. This mapping enables them to migrate our ordering units by their associated sub-libraries. If an ordering unit is not mapped, it is used as is and becomes an Alma library, like all other Alma libraries. The concept of ordering units doesn't exist in Alma.

Crosswalk

Aleph Ordering Unit	Alma Library
FORDO	FORD
LAWO	LAW
MCLO	MCL
PERKO	PERKN

Method of Acquisition

Notes: Alma doesn't support adding, editing, or deleting Acquisition Methods. For each acquisition method, there are two records, one that sends a letter to the vendor and one that does not. By default, one of each is disabled. These may be enabled to display both options in the Acquisition method drop-down box in the Purchase Order Line Details. See Configuring Acquisition Methods for more information.

We will need to decide which values to enable, decide on the "Description" labels that are seen by users, and choose a default value. The screenshot below shows the screen where we can configure those values.

Crosswalk

Aleph Method of Acquisition	Description	Count 6/28/23	Alma Acquisition Method	Behavior in Alma
A	Approval	574,556	Approval Plan	Order will not be sent to the vendor, invoice expected (Pricing and fund information mandatory)
P	Purchase	477,360	Purchase at Vendor System	Order will not be sent to the vendor, invoice expected (Pricing and fund information mandatory); use with direct ordering such as from Amazon/independent booksellers/publishers
G	Gift	60,701	Gift	Order will not be sent to the vendor, no invoice expected (Pricing and fund information optional)
C	Credit Card	28,858	Purchase at Vendor System	see description above
DP	Delayed Publication	3,890	Purchase at Vendor System	see description above
ST	Sublibrary Transfer	2,108	Gift	see description above
E	Exchange	1,225	Exchange	(i.e. received on exchange) - order will not be sent to the vendor, invoice not expected (Pricing and fund information optional)
M	Membership	1,212	Purchase at Vendor System	see description above
PK	Package	1,202	Purchase at Vendor System	see description above
F	Proforma	891	Purchase at Vendor System	see description above
SC	Shared Collections	839	Purchase at Vendor System	see description above
PF	Free	772	Technical	Order will not be sent to the vendor, invoice not expected (Pricing and fund information optional). Use technical for any order that does not need to be sent to the vendor and that does not fit into the other categories. This can be used for membership payment, series standing order payment, payment of materials sent on exchange, etc.
O	Other	347	Technical	see description above
D	Deposit	252	Depository	(for government depository items) Order will not be sent to the vendor, invoice not expected (Pricing and fund information optional)
Q	Prepaid	152	Purchase at Vendor System	see description above
T	Transfer SCL ONLY	10	Gift	see description above
Null	-	45	Purchase at Vendor System	see description above

Order Type and Order Material Type

There isn't a direct parallel to the Aleph Order Type in Alma. The Alma PO Line Type (also referred to as "Order type") is used to identify the order type and the out-of-the-box automated migration from Aleph uses the crosswalk listed in the three-row table below. If this set of three values isn't granular enough for our needs, there are 38 PO Line Type values available in Alma since they fold in material type.

Background information

Out of the box/default crosswalk - if we don't define anything on the migration form, these are the PO Line types that are assigned:

Aleph Order Type	Alma Default values used by automated migration
M	PRINTED_BOOK_OT
S	PRINTED_JOURNAL_CO
O	PRINTED_BOOK_SO

The migration form comes pre-loaded with a list of order types that we can crosswalk to. In this list, CO = Continuous, SO = Standing order, OT = One time

The following order types behave like serials and receive like serials:

PRINT_CO
PRINT_SO_NONMON

The following order types behave like one-time orders and receive like one-time orders

PRINTED_BOOK_OT
PRINT_OT

The following order types behave like monographic series standing orders and do not receive via Alma's receiving workbench

PRINTED_BOOK_SO
PRINT_SO

The following order types are intended for one-time and ongoing services - not related to inventory:

OTHER_SERVICES_OT
OTHER_SERVICES_CO

PRINTED_JOURNAL_CO = 'Print Journal - Subscription'

Use for journal subscriptions. A continuous order may be received and invoiced on many times; it remains open until actively closed. A continuous order is attached to a holdings record.

PRINTED_JOURNAL_OT = 'Print Journal - One Time

One-time purchase of a physical journal issue.

Chana from EL's comments about this crosswalk from 10/6: "What's most important for Alma's acquisition workflow is whether an order is continuous, one-time or standing, and the format of electronic or physical. In the migration form you will only see the physical acquisition types for book, journal or physical item and only whether continuous, standing or one-time. You also see a type of services which are for orders without inventory. For orders connected to electronic inventory, they will be converted to electronic acquisition types as part of the P2E process, so you would pick the physical order type equivalent. We haven't talked fully about the P2E process, but there is a table in the P2E guide so that you can see how the physical order will be converted to an electronic order type. "

Here's the table from the P2E guide that Chana referenced:

Alma PO Line Types

We will likely use a small subset of these values. To see examples from other institutions (Harvard, SUNY-Binghamton, CARLI), check out this spreadsheet - open the "Alma PO Line Types tab" to see the usage of each value.

Alma PO Line Types	Continuity	Inventory Type	Do we want to use this value? Draft review 2/20/24
Access Service - Subscription	Continuous	Generic	Yes - use for annual access fees (ongoing)
Database Service - One Time	One-time	Generic
Digital - Non Archiving	One-time	Generic
Digital - One Time
Digital - Subscription
Electronic Book - One Time	One-time	Electronic
Electronic Book - Standing Order	Standing Order	Electronic
Electronic Book - Subscription	Continuous	Electronic
Electronic Collection - One Time	One-time	Electronic
Electronic Collection - Subscription	Continuous	Electronic
Electronic Journal - One Time	One-time	Electronic
Electronic Journal - Subscription	Continuous	Electronic
Electronic Title - One Time	One-time	Electronic
Electronic Title - Standing Order	Standing Order	Electronic
Electronic Title - Subscription	Continuous	Electronic
License Upgrade	One-time	Electronic
Manuscript	One-time	Physical
Map	One-time	Physical
Microform	One-time	Physical
Mixed Material	One-time	Physical
Musical Score	One-time	Physical
Other Service - One Time	One-time	Generic
Other Service - Subscription	Continuous	Generic
Physical - Archiving	One-time	Generic
Physical - One Time	One-time	Physical	Yes
Physical - Standing Order Monograph	Standing Order	Physical	Yes
Physical - Standing Order Non Monograph	Standing Order	Physical	Yes (for serials standing orders)
Physical - Subscription	Continuous	Physical	Yes
Physical Computer File - One Time	One-time	Physical
Physical Computer File - Subscription	Continuous	Physical
Print Book - One Time	One-time	Physical
Print Book - Standing Order	Standing Order	Physical
Print Journal - One Time	One-time	Physical
Print Journal - Subscription	Continuous	Physical
Remote Computer File - One Time	One-time	Electronic
Remote Computer File - Subscription	Continuous	Electronic
Sound Recording	One-time	Physical
Visual Material	One-time	Physical

Crosswalk of Order Type and Order Material Type

The Aleph record counts from June 2023 are from the Aleph Production environment.

Order Type	Aleph Order Material Type	Description	Count (6/28/23)	Target Alma PO Line Type (must choose either print or other for the initial migration)	Expected Alma PO Line Type after P2E for Electronic orders - this is a best guess
M	A	AV	123	PRINT_OT	Print One-Time
M	AB	Audio Book	11	PRINT_OT	Print One-Time
M	AF	Annual Access Fee	10	OTHER_SERVICES_OT	Other Service One-Time
M	B	BOOK	645,128	PRINTED_BOOK_OT	Print Book One-Time
M	BG	Board Game	6	PRINT_OT	Print One-Time
M	C	MFICH	42	PRINT_OT	Print One-Time
M	D	DVD	31,182	PRINT_OT	Print One-Time
M	DB	Database	515	PRINT_OT	E-Collection One-Time
M	DD	DIGITAL DEVICE	45	PRINT_OT	Electronic One-Time
M	DS	Data and Datasets	9	PRINT_OT	Print One-Time
M	E	DBASE	405	PRINT_OT	E-Collection One-Time
M	EB	ELECTRONIC BOOK	87,879	PRINTED_BOOK_OT	Electronic Book One-Time
M	EJ	ELECTRONIC JOURNAL	93	PRINTED_JOURNAL_OT	Electronic Title One-Time
M	ES	ELECTRONIC SERIAL	21	PRINTED_JOURNAL_OT	Electronic Title One-Time
M	F	FILM	36	PRINT_OT	Print One-Time
M	FE	Miscellaneous Fee	61	OTHER_SERVICES_OT	Other Service One-Time
M	G	CONTINUATION	40	PRINTED_JOURNAL_OT	Print Journal One-Time
M	H	PAM	22	PRINTED_BOOK_OT	Print Book One-Time
M	I	ISSUE	875	PRINTED_JOURNAL_OT	Print Journal One-Time
M	J	PRINT JOURNAL	27	PRINTED_JOURNAL_OT	Print Journal One-Time
M	K	CFILE	106	PRINT_OT
M	L	MFILM	309	PRINT_OT
M	M	MFORM	307	PRINT_OT
M	MC	Miscellaneous Credit	2	OTHER_SERVICES_OT
M	MR	MARC RECORDS	66	OTHER_SERVICES_OT
M	MS	Monographic Series	29	PRINTED_BOOK_OT	Print Book One-Time
M	N	MSS	1,614	PRINT_OT (Note: Would like to consider as a dedicated order type - talk to Johnny and Meghan)
M	N3	Electronic Newspaper	11	PRINTED_JOURNAL_OT	Print Journal One-Time
M	NE	Newspaper	11	PRINTED_JOURNAL_OT	Print Journal One-Time
M	O	CDROM	383	PRINT_OT
M	OA	OPEN ACCESS	15	PRINT_OT
M	P	MAP	746	PRINT_OT
M	PB	Print Book	267,226	PRINTED_BOOK_OT	Print Book One-Time
M	PE	Print and Electronic Journal	3	PRINTED_JOURNAL_OT	Print Journal One-Time
M	PJ	Print Journal	235	PRINTED_JOURNAL_OT	Print Journal One-Time
M	PS	Print serial	412	PRINTED_JOURNAL_OT	Print Journal One-Time
M	R	CDREC	13,772	PRINT_OT	Print One-Time
M	R2	Print and Electronic Serial	2	PRINTED_JOURNAL_OT	Print Journal One-Time
M	S	SCORE	25,445	PRINT_OT	Print One-Time
M	SE	ELECTRONIC RECORD SCL ONLY	2	PRINT_OT (talk to Johnny and Meghan)
M	SM	STREAMING MEDIA	261	PRINT_OT
M	ST	Sets	22	PRINTED_BOOK_OT	Print Book One-Time
M	SV	VISUAL MATERIAL SCL ONLY	52	PRINT_OT (talk to Johnny and Meghan)
M	T	THES	101	PRINTED_BOOK_OT	Print Book One-Time
M	T3	Electronic Sets	2	PRINTED_BOOK_OT
M	U	BOOKS ON CD	3,125	PRINT_OT	Print One-Time
M	V	VIDEO	864	PRINT_OT	Print One-Time
M	V3	Streaming Video	224	PRINT_OT
M	X	P+ELEC JOURNAL	4	PRINTED_JOURNAL_OT
M	Z	E JOURNAL	128	PRINTED_JOURNAL_OT	Electronic Title One-Time
M		NULL	946	PRINT_OT - See the list of these: https://duke.box.com/s/i41bl2is7cddxcpiclxe5q51yxlylyy7	Print One-Time
O	AF	Annual Access Fee	2	OTHER_SERVICES_CO	Other Service - Subscription
O	B	BOOK	6,522	PRINTED_BOOK_SO	STOPPED HERE
O	C	MFICH	27	PRINT_SO
O	D	DVD	6	PRINT_SO
O	DB	Database	70	PRINT_SO
O	DS	Data and Datasets	1	PRINT_SO
O	E	DBASE	104	PRINT_SO
O	E2	Print and Electronic Monographic Series	3	PRINTED_BOOK_SO
O	E3	Electronic Monographic Series	10	PRINTED_BOOK_SO
O	EB	ELECTRONIC BOOK	74	PRINTED_BOOK_SO
O	EG	ELECTRONIC CONTINUATION	19	PRINT_SO_NONMON
O	EJ	ELECTRONIC JOURNAL	18	PRINT_SO_NONMON
O	ES	ELECTRONIC SERIAL	108	PRINT_SO_NONMON
O	FE	Miscellaneous Fee	21	OTHER_SERVICES_CO
O	G	CONTINUATION	562	PRINT_SO_NONMON
O	I	ISSUE	78	PRINT_SO_NONMON
O	J	PRINT JOURNAL	47	PRINT_SO_NONMON
O	K	CFILE	10	PRINT_SO
O	L	MFILM	1	PRINT_SO_NONMON
O	M	MFORM	57	PRINT_SO_NONMON
O	MC	Miscellaneous Credit	1	OTHER_SERVICES_CO
O	MR	MARC RECORDS	1	OTHER_SERVICES_CO
O	MS	Monographic Series	4,527	PRINTED_BOOK_SO
O	N	MSS	2	PRINT_SO (talk to Johnny and Meghan )
O	N1	Print Newspaper	1	PRINT_SO_NONMON
O	NE	Newspaper	1	PRINT_SO_NONMON
O	O	CDROM	10	PRINT_SO
O	PB	Print Book	140	PRINTED_BOOK_SO
O	PJ	Print Journal	22	PRINT_SO_NONMON
O	PS	Print serial	1,570	PRINT_SO_NONMON
O	R	CDREC	2	PRINT_SO
O	R2	Print and Electronic Serial	9	PRINT_SO_NONMON
O	S	SCORE	75	PRINT_SO
O	ST	Sets	3,949	PRINTED_BOOK_SO
O	T	THES	432	PRINTED_BOOK_SO
O	T2	Print and Electronic Sets	1	PRINTED_BOOK_SO
O	T3	Electronic Sets	1	PRINTED_BOOK_SO
O	U	Books on CD	4	PRINT_SO
O	X	P + Elect Journal	2	PRINT_SO_NONMON
O	Z	E JOURNAL	41	PRINT_SO_NONMON
O		NULL	4	PRINT_SO - See the list of these: https://duke.box.com/s/i41bl2is7cddxcpiclxe5q51yxlylyy7

S	A	AV	4	PRINT_CO
S	AF	Annual Access Fee	833	OTHER_SERVICES_CO
S	B	BOOK	9,978	PRINT_CO - Julie pull these for Bill
S	C	MFICH	16	PRINT_CO
S	D	DVD	27	PRINT_CO
S	DB	Database	1,292	PRINT_CO
S	E	DBASE	540	PRINT_CO
S	E3	Electronic Monographic Series	47	PRINT_CO
S	EB	ELECTRONIC BOOK	63	PRINT_CO
S	EG	ELECTRONIC CONTINUATION	57	PRINTED_JOURNAL_CO
S	EJ	ELECTRONIC JOURNAL	11,732	PRINTED_JOURNAL_CO
S	ES	ELECTRONIC SERIAL	474	PRINTED_JOURNAL_CO
S	F	FILM	1	PRINT_CO
S	FE	Miscellaneous Fee	97	OTHER_SERVICES_CO
S	G	CONTINUATION	1,586	PRINTED_JOURNAL_CO
S	I	ISSUE	5,999	PRINTED_JOURNAL_CO
S	J	PRINT JOURNAL	1,119	PRINTED_JOURNAL_CO
S	K	CFILE	327	PRINT_CO
S	L	MFILM	33	PRINT_CO
S	M	MFORM	436	PRINT_CO
S	MC	Miscellaneous Credit	3	OTHER_SERVICES_CO
S	MR	MARC RECORDS	22	OTHER_SERVICES_CO
S	MS	Monographic Series	167	PRINT_CO
S	N	MSS	2	PRINT_CO (Talk to Johnny and Meghan)
S	N3	Electronic Newspaper	4	PRINTED_JOURNAL_CO
S	NE	Newspaper	159	PRINTED_JOURNAL_CO
S	O	CDROM	82	PRINT_CO
S	OA	OPEN ACCESS	38	PRINT_CO
S	P	MAP	3	PRINT_CO
S	PB	Print Book	98	PRINT_CO
S	PE	Print and Electronic Journal	538	PRINTED_JOURNAL_CO
S	PJ	Print Journal	5,935	PRINTED_JOURNAL_CO
S	PS	Print serial	7,579	PRINTED_JOURNAL_CO
S	R	CDREC	1	PRINT_CO
S	R2	Print and Electronic Serial	31	PRINTED_JOURNAL_CO
S	S	SCORE	2	PRINT_CO
S	SE	ELECTRONIC RECORD SCL ONLY	1	PRINT_CO (talk to Johnny and Meghan)
S	SM	STREAMING MEDIA	2	PRINT_CO
S	ST	Sets	3	PRINT_CO
S	SV	VISUAL MATERIAL SCL ONLY	1	PRINT_CO (talk to Johnny and Meghan)
S	T3	Electronic Sets	2	PRINT_CO
S	U	BOOKS ON CD	8	PRINT_CO
S	X	P+ELEC JOURNAL	265	PRINTED_JOURNAL_CO
S	Y	P+FREE JOURNAL	37	PRINTED_JOURNAL_CO
S	Z	E JOURNAL	3,029	PRINTED_JOURNAL_CO
S		NULL	112	PRINT_CO - See the list of these: https://duke.box.com/s/i41bl2is7cddxcpiclxe5q51yxlylyy7

3. Do we want to use reporting codes to track the order material type in Alma?

The Z68-MATERIAL-TYPE fields can be mapped to Alma Reporting Codes, "Order Reporting" tab on the Migration Form:

10/24/23: We've decided not to map any Aleph data to the Alma reporting code. This requires that an object code be setup in Aleph and the current thinking is to use the APIs to update Alma order material type values if needed after the data is migrated rather than using the reporting code to track material type.

Order Status

Order Status

The target field for the Aleph Order Status is the Alma PO Line Status.

Next Steps

1. Review this list of Alma PO Line Status to become familiar with them. See the Alma documentation for more info.

Alma PO Line Status	Description
In Review	The initial status of a newly created PO Line
Manual Packaging	The PO Line passed normalization, validation, and alert processing, and is ready to be manually packaged into a PO (see Packaging PO Lines into a PO)
Auto Packaging	The PO Line passed normalization, validation, and alert processing, and is ready to be automatically packaged into a PO (see Packaging PO Lines into a PO)
Ready	The PO Line was packed into a PO and is ready to be sent. For a PO to be sent to a vendor, all of its PO Lines must have a status of Ready.
Sent	The PO in which the PO Line is packed was approved and sent to the vendor (see Approving and Sending POs). This status is relevant for both electronic and physical one-time PO Lines and for inactive electronic continuous PO Lines. For more information, see Approving and Sending POs.
Waiting for Manual Renewal	The manual PO Line was fully processed and received/activated and its renewal date is the same as the current date, and is to be renewed manually (see Renewals). These PO Lines appear in the PO Lines to Review page. PO Lines with the status Recurring Renewal change to Waiting for Manual Renewal if they are marked for Manual Renew and the time to notify about the renewal arrives (this is configured as a certain number of days before the renewal date).
Recurring Renewal	The PO Line was fully processed and received/activated and will be renewed automatically. Continuous physical PO Lines that are sent to the vendor have Recurring Renewal status even if the renewal is done manually but the renewal date has not yet arrived (see Renewals). Continuous electronic PO Lines receive this status once they are activated and the user selects Done in the task list.
Waiting for Invoice	All of the PO Line's associated items were received and the PO Line is ready to be associated with an invoice (see Invoicing). One-time PO Lines that are not fully invoiced receive this status once they have been activated or received.
Closed	The PO Line was closed (see Closing PO Lines)
Under Evaluation	Indicates that the PO Line is under evaluation (a trial was requested or started; see Evaluations and Trials). PO Lines with this status can be edited only by a Trial Manager/Operator.
Under Evaluation (Renewal)	The PO Line renewal is being evaluated and has not yet been decided. PO Lines with this status can be edited only by a Trial Manager/Operator.
Deferred	The PO Line was set aside to be handled at a later date (see Deferrals).
Canceled	The PO Line was canceled (see Canceling PO Lines)
Deleted	The PO Line is deleted from the system (see Deleting PO Lines). This status will not appear since the PO Line is deleted once the user selects to do so.

2. Use the table below to identify whether any order cleanup in Aleph is needed prior to migration. Create or confirm the target value in Alma for each of the Aleph Order Status values below. The Aleph record counts from June 2023 are from the Aleph Production environment. The Aleph to Alma data migration guide says, "Provide a mapping for all the Z68-ORDER-STATUS as appear in the DB if it is not one of the following: "NEW","WP","PS","WB","QSV","RSV","ONW","CNB","VC","LC","REJ","RET","DNB","SV","CLS"."

Aleph Order Status	Description	Count (6/28/23)	Target Alma PO Line Status	Cleanup before migration?
BD	Order 1148984 - Perkins 2020, Order Type M	1	Closed?	Yes - Fixed during meeting on 10/19/23
CBR	Closed Budget Restructuring	9337	Closed
CLS	Order Closed	1091626	Maps automatically
CNB	Cancelled - no budget	1521	Maps automatically
D04	Order 856985 Perkins 2015 Order type M	1	Closed?	Yes - Fixed during meeting on 10/19/23
DNB	Delayed	35	Maps automatically (Harvard documentation: migrated as New then ends up being In Review )
LC	Library Cancelled	20589	Maps automatically
LR	Library Returned	206	Closed
NEW	New	1110	Maps automatically (Harvard's documentation says these start as NEW and are then set to IN REVIEW)	First review showed that these are most likely gifts setup by Ford and Div - run a query to verify. What does NEW map to in Alma and is that the status value what we want to use for these gifts?
OO	Out of Print	20	Closed
OP	Out of Print	7	Closed
PS	Processing Started	8	Maps automatically	Yes
QSV	Query before sending	1	Maps automatically	Yes
RSV	Ready to send to vendor	2	Maps automatically (Harvard: NEW then ends up being In Review)
SU	Suspended	177	Sent	Yes
SV	Sent to vendor	20896	Maps automatically (Harvard: SENT (one-time orders) or WAITING FOR RENEWAL (continuous orders))
V.	Order 1174556 Perkins 2021 Order Type M	1	Closed	Yes - Fixed during meeting on 10/19/23
VC	Vendor Cancelled	8669	Maps automatically
VOL	Order 1148189 Perkins 2020 Order Type M Order 1123308 Perkins 2019 Order Type M	2	Closed	Yes - Fixed during meeting on 10/19/23
WP	Waiting for processing	6	Maps automatically
XXX	See list of orders here	51	Closed	Yes
635	Order 1108233 Law 2019 Order Type S, material type DB	1	Closed	Yes - Sent to Sean on 10/20/23
978	Order 979159 Perkins 2017 Order Type M Order 756763 Perkins 2013 Order Type M	2	Closed	Yes - Fixed during meeting on 10/19/23
	Total	1,154,270

Sublibrary

Sublibrary - no crosswalk, each sublibrary becomes a Library on the order in Alma

The target field for the Aleph Sublibrary is the Alma Library. These automatically migrate to Alma and we aren't able to crosswalk them to different values. Erin started a page here to discuss whether cleanup is needed for sublibraries.

Aleph Sublibrary	Description	Count (8/9/23)	Data analysis
null - 1 space		105	These orders don't contain an ordering unit and have status values of CNB, LC, or XXX
ARCH	University Archives	107
BES	Biol-Env. Sciences Library	6591	154 of these orders are open (SV) and all are assigned to the PERKO ordering unit
CHEM	Perkins/Bockstock Library {C}	1609
DIV	Divinity School Library	60036
DKU		2	These orders are both closed
DKUS	Duke Kunshan Library	39	22 of these orders are open, 12 closed, 5 set to 'LC'
DOCS	Perkins Public Documents/Maps	2153
DUKIR	Duke Internet Resource	64081	99% of these orders are closed and all are assigned to the PERKO ordering unit
FORD	Ford Library	20167
LAW	Goodson Law Library	61160
LILLY	Lilly Library	127100
LSC	Library Service Center	74
MARIN	Marine Lab Library	1270
MCL	Medical Center Library	11372
MUSIC	Music Library	60080
PERKN	Perkins Library	698468
SCL	Rubenstein Library	31497
VESIC	Perkins/Bockstock Library {V}	11175	399 of these orders are in an open (SV) status.

Local Currency

Local Currency

There are 1,078 order records containing 49 different invalid ISO values, 148 of which are in SV status. A question has been added to the question log to find out more info about our options for handling those records. A spreadsheet containing the full Z68 order record for the 1078 orders is stored on box: orders with invalid currency 8_8_23.xlsx.

From the Aleph to Alma migration guide:

Please list any non-standard ISO currencies you may manage for your orders and fund transactions and the standard ISO currency they should map to, if relevant.

Further Information: If your site does not work with ISO 4217 currency codes, map the code used in Aleph to the appropriate ISO currency code. This is currently applicable for both vendor and fund currency-related information. Empty currencies map to your default currency. For empty currencies that need to map to a different currency other than the default, fill in column D with <empty> and column E with an appropriate 3-letter ISO currency code.</empty>
For example:
Col D: <empty> Col E: AUD</empty>

Z68 E_CURRENCY	Count	Is this an ISO value?	Notes from Aleph research	Map to ISO 4217 Code
ARS	8	Y	Already standard	Already standard
AS3	1	N	This order is from PEUROPEAN BK CTR which lists USD as currency	USD
AU$	42	N	All of these are closed orders.	USD
AUD	34	Y	Already standard	Already standard
BF0	3	N	This one isn't showing up on the EL migration form.	USD
BF1	16	N	All of these are closed orders.	USD
BF2	6	N	All of these are closed orders.	USD
BF3	8	N	All of these are closed orders.	USD
BF4	2	N	All of these are closed orders.	USD
BF5	3	N	All of these are closed orders.	USD
BF6	3	N	All of these are closed orders.	USD
BF8	4	N	All of these are closed orders.	USD
BRL	50	Y	Already standard	Already standard
CA$	33	N	One open ongoing order with a canadian vendor - order 40186	CAD
CAD	321	Y	Already standard	Already standard
CHF	7	Y	Already standard	Already standard
CNY	16852	Y	Already standard	Already standard
CR$	2	N	One open ongoing order 44169 with vendor PSUSAN BACH	USD
CZK	127	Y	Already standard	Already standard
DKK	32	Y	Already standard	Already standard
DKR	11	N	All of these are closed orders.	USD
DM0	18	N	Mostly Harrasowitz, some open orders from 2004.	USD
DM1	39	N		USD
DM2	16	N		USD
DM3	10	N		USD
DM4	10	N		USD
DM5	6	N		USD
DM6	9	N		USD
DM7	9	N		USD
DM8	11	N		USD
DM9	9	N		USD
EUR	35640	Y	Already standard	Already standard
FF0	15	N	Most of the FF ones are linked to PEUROPEAN BK CTR which lists USD as currency	USD
FF1	5	N		USD
FF2	14	N		USD
FF3	2	N		USD
FF4	3	N		USD
FF5	2	N		USD
FF6	1	N		USD
FF7	2	N		USD
FF8	1	N		USD
FF9	1	N		USD
GBP	8068	Y	Already standard	Already standard
GLD	24	N	All closed orders	USD
HK$	3	N	One open order 55570 with PJOINT PUB HONG KONG from 1999	CHN
HKD	264	Y	Already standard	Already standard
ILS	498	Y	Already standard	Already standard
INR	7	Y	Already standard	Already standard
ISK	1	Y	Already standard	Already standard
JPY	14504	Y	Already standard	Already standard
KRW	9357	Y	Already standard	Already standard
LIT	48	N	Some open orders from 2004, mostly PCASALINI (italian)	USD or EUR?
MAD	44	Y	Already standard	Already standard
MAR	1	N	1 closed record for LCOUTTS	USD
MXN	79	Y	Already standard	Already standard
NKR	2	N	2 closed orders for LNIJH	USD
NOK	2	Y	Already standard	Already standard
NZ$	31	N	All of these are with vendor LNZ EXPORT based in New Zealand	NZD
NZD	10	Y	Already standard	Already standard
PES	29	N	Law orders from COMERCIAL CELIS LTDA and LBERENGUER, Chilean	CLP
PKR	73	Y	Already standard	Already standard
PLN	3	Y	Already standard	Already standard
POU	284	N	Review the SV orders with Bill and Virginia - some from Barcelona, some Great Britain?	GBP
PSO	61	N	From vendors based in Mexico	MXN
PTA	18	N	From vendors based in Spain	EUR
RAN	13	N	From LTHOROLD based in South Africa	ZAR
RUH	2	N	From LMARY MARTIN based in Singapore	SGD
SEK	6	Y	Already standard	Already standard
SKR	2	N	One from LHARRASSOWITZ and one from LNIJH	USD
TRL	179	N	Turkish	TRY
TWD	676	Y	Already standard	Already standard
USD	1068803	Y	Already standard	Already standard
YEN	74	N	From vendors based in Japan	JPY
YUA	35	N	From LCHINA INTL BOOK based in China	CNY
ZAR	349	Y	Already standard	Already standard
sml	3	N	From PLEILA BKS in 2018 in SV status (monograph) in Egypt. Send email to Bill	EGP
null	45

Data Mapping

This table describes the Alma target field for each Order 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 Name	Alma Field Name	Navigation Instructions	Additional Information
Order Number 1	Order line	Purchase order line details Summary tab in the upper information pane: Order line
Order Number 2	Additional PO line reference	Purchase Order Line Details, Summary tab, Additional Information: Additional PO line reference
Order Number 3	Notes	Purchase order line details, Notes tab
Order Status	Notes	Purchase order line details, Notes tab e.g.: "order status TX in Aleph"
Order ISSN/ISBN	Identifier	Purchase order line details, summary tab, PO line details: Identifier
Open Date	n/a
Order Date	Sent date	Purchase order line details Summary tab in the upper information pane, below the Status field: Sent date
ERM ID	n/a
Order Group	Notes	Purchase order line details, Notes tab e.g.: "Z68-ORDER-GROUP: an"
Material Format	Order line type	Purchase order line details, Summary tab in the upper information pane: Order line type	is now part of the Purchase type (print, physical or electronic). Update from Julie Brannon 3/8/24: Not sure what Harvard's documentation meant by "Purchase type", but it's probably referring to the Order line type value.
Status Date	Status	Purchase order line details, Summary tab in the upper information pane: Status
Invoice Status	Invoice status	Purchase order line details, summary tab, PO line details: Invoice status
Arrival Status	n/a		Some order statuses infer arrival status: i.e. Waiting for invoice status means that a one time order has been received but not yet paid
Material Type	Material Type	Material type in the Alma Purchase order line details, summary tab, PO line details indicates the Item material type	In terms of migration, the combination of Aleph order type and material type determines the Alma order type; the Alma order type dictates the item material type. See Aleph to Alma Mapping.xls for detailed analysis on how Duke will migrate these values.
Sublibrary	Library	Purchase order line details, summary tab, Ordered items: Library
Acquisition Method	Acquisition Method	Purchase order line details, summary tab, PO line details: Acquisition Method
Order Unit	PO line owner	Purchase order line details, Information area: PO line owner
Initiator ID	n/a
Initiator Name	n/a
Action	n/a
Approver ID	n/a
Library Note		Purchase order line details, Notes tab
Vendor Code/Name		Purchase order line details, summary tab, Vendor information: Material supplier
Vendor Reference		Purchase order line details, summary tab, PO line details: Vendor reference number
Vendor Note		Purchase Order Line Details, Summary tab, PO Line Details: Note to vendor
Vendor Contact	n/a		Contact info stored in vendor record
Order Delivery Type	n/a
Letter Type	n/a
Delivery Type	n/a
Send Letter By	n/a
Rush	Rush	Purchase order line details, summary tab, PO line details: Rush
Claim Date	Expected receipt after ordering (days), OR, Expected receipt date PLUS: Claiming grace period (days)	Purchase order line details, summary tab, Vendor information: Expected receipt after ordering (days), OR, Expected receipt date PLUS: Claiming grace period (days)
Max. Arrival Days	Expected receipt after ordering (days), OR, Expected receipt date	Purchase order line details, summary tab, Vendor information: Expected receipt after ordering (days), OR, Expected receipt date
Subscription Start	Subscription from date	Only present for Continuous and Standing order Purchase types. Purchase order line details, summary tab, Renewal: Subscription from date
Subscription End	Subscription to date	Only present for Continuous and Standing order Purchase types. Purchase order line details, summary tab, Renewal: Subscription to date
Budget Cycle	n/a
Renewal Date	Renewal date	Only present for Continuous and Standing order Purchase types. Purchase order line details, summary tab, Renewal: Renewal date
Number of Units	Quantity for Pricing	Purchase order line details, summary tab, Pricing: Quantity for Pricing
Unit Price	List price	Purchase order line details, summary tab, Pricing: List price
Total Price	Net price	Purchase order line details, summary tab, Pricing: Net price
Quantity Note	n/a
Currency		Purchase order line details, summary tab, Pricing: List price (Currency options come from the Vendor record)
List Price	List price	Purchase order line details, summary tab, Pricing: List price
Terms Sign (+/-)	n/a		debit amounts are preceded by a negative symbol
Terms Percent	Discount (%)	Purchase order line details, summary tab, Pricing: Discount (%)
Final Price	Amount	Purchase order line details, summary tab, Funding: Amount
Local Price	n/a
Price Note	n/a
Encumber Budget	Fund name	Purchase order line details, summary tab, Funding: Fund name

Order Data that doesn't migrate to Alma

Letter type (Z68-LETTER-TYPE)
Order delivery type (Z68-ORDER-DELIVERY-TYPE)
Send letter by (Z68-SEND-METHOD)
Initiator ID (Z68-TARGET-ID)
Initiator name (Z68-TARGET-TEXT)
Action (Z68-TARGET-FLAG)
Batch claiming (Z68-AUTO-CLAIM)
Status date (Z68-ORDER-STATUS-DATE)
Original claim date (Z68-ORIGINAL-EDA)
Unit price (Z68-UNIT-PRICE)
Total price (Z68-TOTAL-PRICE)
List price (Z68-E-LISTED-PRICE)
Local price (Z68-E-LOCAL-PRICE)
Z68-ERM-TYPE
Z68-ERM-ID
Z20 or any other Aleph claim information
Z71 (Order, subscription and Invoice Log)
Z18 (Routing List)

As indicated above, Order log notes do not migrate from Aleph to Alma and these contain very useful historical information for acquisitions staff. We will ask ExLibris whether it would be possible to migrate specific types of order log notes, as we previously defined to move to FOLIO. If this isn't possible, we'll likely need to store the notes in an external Library Data Service Center.

00 General
95 Subscription history
98 Correspondence with vendor
99 Note to vendor
01 Order Status
08 Arrival
10 Invoice
15 Order moved from another ADM record
31 Serial’s claim sent (we don’t need these for closed orders, just open ones)
34 Change to issue arrival date
35 Issue modified