1. Creating Aleph acquisitions orders
from Excel spreadsheet data via XSLT
ENUG 2011-10-28
William W. Jones
Integrated Library Systems Librarian
New York University Libraries
212-998-2463
william.jones@nyu.edu
http://www.library.nyu.edu

2. Aleph supported libraries
New York University Libraries-
Bobst Library
Abu Dhabi (UAE)
Courant Institute of Mathematical Sciences
Institute of Fine Arts
Institute of Fine Arts Conservation
Institute for the Study of the Ancient World
Kevorkian Institute
La Pietra (Italy)
Real Estate Institute
Shanghai (China) [2013]
Brooklyn Historical Society
Cooper Union
The New School Libraries-
Fogelman Social Sciences and Humanities Library
Gimbel Art and Design Library
Scherman Music Library
New-York Historical Society
New York School of Interior Design

3. Statistics

4. Vendor-supplied records
MARC21 records-
Cambeiro (Argentina)
Cassalini (Italy)
Harrassowitz (Germany)
Leila (Egypt)
Sulaiman (Lebanon)
Touzot (France)
YBP (US, UK)
Non-MARC21-
Jerusalam Books (Israel)
ISIS (Turkey)
CD Connection (USA)
NYU Press (USA)

5. Aleph services
FILE-01 (Convert MARC Records - Step 1)
This service is the first step of a process to convert
records from MARC format to the ALEPH sequential format.
FILE-02 (Convert MARC Records - Step 2)
This service constitutes the second step of a process to convert
records from MARC format to ALEPH sequential format.
FILE-96 (Generic Vendor Records Loader)
This batch service loads MARC records, creates associated holdings,
item, order, and budget transaction records, and encumbers the
appropriate fund.
FILE-90 (Advanced Generic Vendor Records Loader)
This batch service loads MARC records, creates associated holdings,
item, order, and budget transaction records, and encumbers the
appropriate fund.
This process has the ability to merge duplicate bibliographical and
holding records and identify records which match multiple existing
records.

6. Vendor- All Sages Books

7. Excel version 2003

8. Data elements for MARC21 record
Element MARC21 tag
Bibliographic-
Author, personal 100
Author, corporate 110
Title 245
Publication place 260a
Publisher 260b
Publication date ldr/07-10;260c
Collation 300
Series 830
Publication country 008/15-17
Language 008/35-37
Format ldr/05-06
Acquisitions-
Price 980e
Invoice 980f
Selector 981d
Note 981d
Fund 981b
Aleph-
BSN 985d

9. Spreadsheet template

10. Spreadsheet template help

11. Excel blank cells

12. Jerusalem Books 1

13. Jerusalem Books 2

14. XSLT 1
<!-- Process data from the first worksheet -->
<xsl:template match="ss:Worksheet">
<xsl:for-each select="./ss:Table/ss:Row">
<xsl:choose>
<xsl:when test="position() = '1'"/>
<xsl:otherwise>
<record><xsl:text>
</xsl:text><leader>00000n<xsl:value-of select="./ss:Cell[16]/ss:Data"/>^a22000005i^4500</leader><xsl:text>
</xsl:text><controlfield tag="001“><xsl:value-of select=“ ./ss:Cell[2]/ss:Data"/></controlfield><xsl:text>
</xsl:text><controlfield tag="003"><xsl:value-of select="$orgcode"/></controlfield><xsl:text>
</xsl:text>
<xsl:variable name="cntry" select="concat(./ss:Cell[11]/ss:Data,' ')"/>
<controlfield tag="008"><xsl:value-of select="substring($date8,3,6)"/>s<xsl:value-of
select="substring(./ss:Cell[10]/ss:Data,1,4)"/>^^^^<xsl:value-of select="substring($cntry,1,3)"/>
^^^^^^^^^^^000^0^<xsl:value-of select="./ss:Cell[15]/ss:Data"/>^d</controlfield>
<xsl:text>
</xsl:text>

15. XSLT 2
<xsl:template name="cell4">
<datafield tag="245" ind1="1" ind2="0"><xsl:text>
</xsl:text>
<xsl:if test="./ss:Cell[22]/ss:Data != 'N.A.'">
<subfield code="6">880-07</subfield>
</xsl:if>
<subfield code="a"><xsl:value-of select="./ss:Cell[6]/ss:Data"/> : </subfield><xsl:text>
</xsl:text>
</datafield><xsl:text>
</xsl:text>
<datafield tag="880" ind1="1" ind2="0">
<xsl:call-template name="nrfiller">
<xsl:with-param name="myrfld">245-07</xsl:with-param>
<xsl:with-param name="mycode">a</xsl:with-param>
<xsl:with-param name="mycell"><xsl:value-of select="./ss:Cell[22]/ss:Data"/>
</xsl:with-param>
</xsl:call-template>
</datafield><xsl:text>
</xsl:text>
</xsl:template>

16. XSLT 3
<xsl:template name="filler">
<xsl:param name="mycode"/>
<xsl:param name="mycell"/>
<xsl:param name="myrfld"/>
<xsl:choose>
<xsl:when test="$mycell != 'N.A.'">
<subfield code="{$mycode}"><xsl:value-of select="$myrfld"/><xsl:value-of
select="$mycell"/></subfield>
</xsl:when>
<xsl:otherwise/>
</xsl:choose>
</xsl:template>
<xsl:template name="nrfiller">
<xsl:param name="mycode"/>
<xsl:param name="mycell"/>
<xsl:param name="myrfld"/>
<xsl:choose>
<xsl:when test="$mycell != 'N.A.'">
<subfield code="6"><xsl:value-of select="$myrfld"/>/<xsl:value-of
select="./ss:Cell[19]/ss:Data"/>
</subfield> <subfield code="{$mycode}"><xsl:value-of select="$mycell"/>
</subfield>
</xsl:when>
<xsl:otherwise/>
</xsl:choose>
</xsl:template>

17. XML bibliographic data
<datafield tag="100" ind1="1" ind2=" ">
<subfield code="6">880-01</subfield>
<subfield code="a">Kessler, Meir</subfield>
</datafield>
<datafield tag="245" ind1="1" ind2="0">
<subfield code="6">880-07</subfield>
<subfield code="a">Bayit shel 'osher ve-kavod :</subfield>
</datafield>
<datafield tag="260" ind1=" " ind2=" ">
<subfield code="a">[Israel</subfield>
<subfield code="b">s.n.</subfield>
<subfield code="c">2011]</subfield>
</datafield>
<datafield tag="300" ind1=" " ind2=" ">
<subfield code="a">88 p.</subfield>
</datafield>
<datafield tag="880" ind1="1" ind2=" ">
<subfield code="6">100-01/</subfield>
<subfield code="a">‫/<קסלר, מאיר‬subfield>
</datafield>
<datafield tag="880" ind1="1" ind2="0">
<subfield code="6">245-07/</subfield>
<subfield code="a">‫/<בית של עושר וכבוד : הנהגת הוצאות הבית על פי התורה‬subfield>
</datafield>

18. XML Acquisitions data
<datafield tag="980" ind1=" " ind2=" ">
<subfield code="a">20110928</subfield>
<subfield code="c">USD</subfield>
<subfield code="e">13.00</subfield>
<subfield code="f">39843</subfield>
</datafield>
<datafield tag="981" ind1=" " ind2=" ">
<subfield code="b">BBHJEW-2011</subfield>
<subfield code="d">S:PM</subfield>
</datafield>
<datafield tag="049" ind1=" " ind2=" ">
<subfield code="a">ZYUU</subfield>
</datafield>

19. Aleph load services File-02

20. Aleph load services Manage-22

21. Aleph sequential (MARC8)
000000005 LDR L 00000nam^a22000005i^4500
000000005 001 L 77168
000000005 003 L jer
000000005 008 L 110928s2011^^^^is^^^^^^^^^^^^000^0^heb^d
000000005 0357 L $$ajer77168
000000005 040 L $$aNNU$$cNNU
000000005 1001 L $$6880-01$$aKessler, Meir
000000005 8801 L $$6100-01/N.A.$$awqlx, n`ix
000000005 24510 L $$6880-07$$aBayit shel 'osher ve-kavod :
000000005 88010 L $$6245-07/N.A.$$aaiz yl reyx ekaec : dpdbz dev`ez daiz rl ti dzexd
000000005 260 L $$a[Israel$$bs.n.$$c2011]
000000005 300 L $$a88 p.
000000005 980 L $$a20110928$$cUSD$$e13.00$$f39843
000000005 981 L $$bBBHJEW-2011$$dS:PM
000000005 FMT L BK

22. Aleph load services File-96

23. Aleph client catalog record

24. Aleph order (part 1)
• Order Number 201154839
• Sub Library NYU Bobst
• Order Unit Bobst Acquisitions
• Order Type Monograph
• Order Status Sent to vendor
• Order Status Date 09/28/2011
• Material Type Firm
• Arrival Status C
• Invoice Status C
• Method of Acquisitions Regular Payment
• Order ISBN/ISSN
• Vendor JER
• Additional Order No. 1
• Additional Order No. 2

25. Aleph order (part 2)
• Order Group
• Vendor Note
• Number of Units 1
• Next Claim Date 03/26/2012
• Original EDA 03/26/2012
• Quantity Note
• Listed Price 13.00
• Estimated Price 13.00 US Dollar
• Estimated Local Price 13.00
• Price Note
• Invoice Total Price (13.00)
• Invoice Local Price (13.00)
• Library Note S:PM
• Material Format PRN

26. New vendor form

27. New vendor form

28. Load file form

29. Email message from form
Date: Thu, 6 Oct 2011 15:04:14 -0400 (EDT)
To: william.jones@nyu.edu
Subject: Vendor- DARMAJ order records for loading
FROM: peter.magierski@nyu.edu
Vendor file of order records uploaded
From: MAGIERSKI, PETER
Email- peter.magierski@nyu.edu
Phone- 82458
File- darmaj1006.xls submitted on October 6, 2011
Location: Bobst
Department: ACQ
Vendor code: DARMAJ
Fund code: BBHNEA-2011
Selector code: PM
Item processing status: OR
Order status: SV
Order date: 20111060
Notes:
Please process this file of vendor order records at the URL below
http://www.libweb.nyu.edu/asd/dbmaint/darmaj1006.xls

30. Live transformation demo
Spreadsheet file-
darmaj1006.xls
XML spreadsheet file-
darmaj1006.xml
XSLT-
acqexcss99.xsl
MARC21xml-
darmaj1006x.xml

31. Received item

32. Questions/Contact information
• Questions, comments?
For further information, contact
William W. Jones, ILS Librarian
NYU Libraries
william.jones@nyu.edu