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.
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