AFO 441 – Import borrower data
441.1 Introduction (importing borrower records)
The system offers the option to import, update and delete borrower records through file import.
The importing and loading of borrower records is a five step process:
· Step 1: import of data from a file into the Vubis Smart database (but not yet in the borrower file – via AFO 441
· Step 2: loading the imported records into the borrower file – via AFO 442
· Step 3: the optional extra of looking at an errors and exceptions report – via AFO 443
· Step 4: rebuild the borrower name index – via AFO 444
· Step 5: check the reports - via AFO446
Loading can be three different things:
· Loading new records
· Updating of existing records
· Deletion of existing records.
Note
The import file must be stored on the Vubis server.
441.2 Technical documentation
Please consult the document “Borrower Conversion (Import) Software” for a detailed description of the input file lay-out. See paragraph 441.5 for an overview of data fields that can be loaded.
441.3 Loading authority controlled data
When loading data in an authority controlled field (see AFO 482 – Borrower Authority Lists) and the imported field contains a code that does not exist in the Authority List, then the loading process will create this code in the list.
Please note this, because it can lead to contamination of your database.
441.4 Procedure
After choosing this AFO an input form will be displayed:
Import file type: Select the correct file type.
File name: Enter the the full path as well the name of the file to be imported.
Note
The file must be stored on the Vubis server.
After importing the data, the system will show a message to that effect.
· First line shows: path and filename of the Import.
· Summary
- Unknown A. Shows the number of unknown record types in the import. The ‘A” is the unknown record type.
- Updated. Shows the number of record type ‘M''s in the import.
- New. Shows the number of record type ‘N''s in the import.
- Deleted. Shows the number of record type ‘S' in the import.
- Total. Shows the total number of records in the import.
After you have acknowledged this message, the system will return to the main AFO screen. You can now load the imported records via AFO 442.
441.5 Data elements that can be loaded
The import module is now able to load the following data elements:
|
Field id |
|
|
1. |
Record Type |
|
2. |
Original ID Number |
|
3. |
Registration Library/Location |
|
4. |
Surname |
|
5. |
Initial(s) and/or Given Name(s) |
|
6. |
Middle Name |
|
7. |
Gender |
|
8. |
Date of Birth |
|
9. |
1st Address : Street Name and Number |
|
10. |
1st Address : Post Code |
|
11. |
1st Address : Town/City |
|
12. |
1st Address : Country |
|
13. |
1st Address : Telephone Country Code |
|
14. |
1st Address : Telephone Number |
|
15. |
1st Address : Department/Subject |
|
16. |
Borrower Category |
|
17. |
Cost Code |
|
18. |
3rd Address : Street Name and Number |
|
19. |
3rd Address : Post Code |
|
20. |
3rd Address : Town/City |
|
21. |
3rd Address : Phone Number |
|
22. |
2nd Address : Street Name and Number |
|
23. |
2nd Address : Post Code |
|
24. |
2nd Address : Town/City |
|
25. |
2nd Address : Phone Number |
|
26. |
Actual ID Number |
|
27. |
E-mail Address |
|
28. |
Borrower Card Expiry Date |
|
29. |
Giro Number |
|
30. |
Bank Account Number |
|
31. |
1st Address : Suburb (District) |
|
32.
|
1st Address : Street Number |
|
33.
|
1st Address : County/State/Province |
|
34.
|
1st Address : Discipline |
|
35.
|
1st Address : Mobile phone |
|
36.
|
1st Address : Fax |
|
37.
|
1st Address : Correspondence medium |
|
38.
|
1st Address : External/Internal address |
|
39.
|
1st Address : Use from (date) |
|
40.
|
1st Address : Use Until (date) |
|
41.
|
1st Address : Note (free text) |
|
42.
|
1st Address : Free form address |
|
43.
|
2nd Address : Street Number |
|
44.
|
2nd Address : Suburb (District) |
|
45.
|
2nd Address : County/State/Province |
|
46.
|
2nd Address : Country |
|
47.
|
2nd Address : Department |
|
48.
|
2nd Address : Discipline |
|
49.
|
2nd Address : Mobile phone |
|
50.
|
2nd Address : Fax |
|
51.
|
2nd Address : Email address |
|
52.
|
2nd Address : Correspondence medium |
|
53.
|
2nd Address : External/Internal address |
|
54.
|
2nd Address : Use from (date) |
|
55.
|
2nd Address : Use Until (date) |
|
56.
|
2nd Address : Note (free text) |
|
57.
|
2nd Address : Free form address |
|
58.
|
3rd Address : Street Number |
|
59.
|
3rd Address : Suburb (District) |
|
60.
|
3rd Address : County/State/Province |
|
61.
|
3rd Address : Country |
|
62.
|
3rd Address : Department |
|
63.
|
3rd Address : Discipline |
|
64.
|
3rd Address : Mobile phone |
|
65.
|
3rd Address : Fax |
|
66.
|
3rd Address : Email address |
|
67.
|
3rd Address : Correspondence medium |
|
68.
|
3rd Address : External/Internal address |
|
69.
|
3rd Address : Use from (date) |
|
70.
|
3rd Address : Use Until (date) |
|
71.
|
3rd Address : Note (free text) |
|
72.
|
3rd Address : Free form address |
|
73.
|
Preferences & Categories – Reading form |
|
74.
|
Preferences & Categories – Interest topics |
|
75.
|
Preferences & Categories – Disability |
|
76.
|
Preferences & Categories – Ethnic origin |
|
77.
|
Preferences & Categories – Religion |
|
78.
|
Preferences & Categories – Occupation |
|
79.
|
Preferences & Categories – Store loans history |
|
80.
|
Preferences & Categories – Customer type |
|
81.
|
Preferences & Categories – Peripheral hardware |
|
82.
|
Preferences & Categories – Statistical category |
|
83.
|
Preferences & Categories – Qualifiers |
|
84.
|
Preferences & Categories – Housebound |
|
85.
|
Preferences & Categories – Method of delivery |
|
86.
|
Preferences & Categories – Housebound budget code |
|
87.
|
Preferences & Categories – Correspondence - Preferred medium |
|
88.
|
Preferences and Categories – Correspondence - Possible medium |
|
89.
|
Preferences and Categories – Correspondence – Braille allowed (Yes/No) |
|
90.
|
Branch – other locations |
|
91.
|
Branch – note (free text) |
|
92.
|
Last name prefix (van) |
|
93.
|
Name initials (R.P.K.M) |
|
94.
|
Prefix / title (Mr., Miss, etc) |
|
95.
|
Suffix / title (III, jr., etc) |
|
96.
|
Type (0=person; 1=corporation) |
|
97.
|
Identification Id 1 |
|
98.
|
Identification Id 2 |
|
99.
|
Identification Id 3 |
|
100.
|
Identification Id 4 |
|
101.
|
Identification Id 5 |
|
102.
|
Contact person |
|
103.
|
Nationality |
|
104.
|
Department |
|
105.
|
Language (“eng”, “dut” or “fre”) |
|
106.
|
Proof of identity |
|
107.
|
Proof of identity registered by |
|
108.
|
Identity note |
|
109.
|
Local fields – optional field 1 |
|
110.
|
Local fields – optional field 2 |
|
111.
|
Local fields – optional field 3 |
|
112.
|
Local fields – optional field 4 |
|
113.
|
Local fields – optional field 5 |
|
114.
|
Local fields – optional field 6 |
|
115.
|
Local fields – optional field 7 |
|
116.
|
Local fields – optional field 8 |
|
117.
|
Local fields – optional field 9 |
|
118.
|
Local fields – optional field 10 |
|
119.
|
Local fields – optional field 11 |
|
120.
|
Local fields – optional field 12 |
|
121.
|
Local fields – optional field 13 |
|
122.
|
Local fields – optional field 14 |
|
123.
|
Local fields – optional field 15 |
|
124.
|
Local fields – optional field 16 |
|
125.
|
Local fields – optional field 17 |
|
126.
|
Local fields – optional field 18 |
|
127.
|
Local fields – optional field 19 |
|
128.
|
Local fields – optional field 20 |
|
129.
|
Subscription – reason |
|
130.
|
Subscription – motivation |
|
131.
|
Subscription –end subscription reason |
|
132.
|
Subscription – end subscription motivation |
|
133.
|
Subscription – temporary stop start (date) |
|
134.
|
Subscription – temporary stop end (date) |
|
135.
|
Subscription – note |
|
136.
|
Automatic Invoicing - (1/0) |
|
140.
|
4th Address : Street Name |
|
141.
|
4th Address : Street Number |
|
142.
|
4th Address : Post Code |
|
143.
|
4th Address : Town/City |
|
144.
|
4th Address : Suburb (District) |
|
145.
|
4th Address : County/State/Province |
|
146.
|
4th Address : Country |
|
147.
|
4th Address : Department |
|
148.
|
4th Address : Discipline |
|
149.
|
4th Address : Phone Number |
|
150.
|
4th Address : Mobile phone |
|
151.
|
4th Address : Fax |
|
152.
|
4th Address : Email address |
|
153.
|
4th Address : Correspondence medium |
|
154.
|
4th Address : External/Internal address |
|
155.
|
4th Address : Use from (date) |
|
156.
|
4th Address : Use Until (date) |
|
157.
|
4th Address : Note (free text) |
|
158.
|
4th Address : Free form address |
|
159.
|
Free |
|
160.
|
5th Address : Street Name |
|
161.
|
5th Address : Street Number |
|
162.
|
5th Address : Post Code |
|
163.
|
5th Address : Town/City |
|
164.
|
5th Address : Suburb (District) |
|
165.
|
5th Address : County/State/Province |
|
166.
|
5th Address : Country |
|
167.
|
5th Address : Department |
|
168.
|
5th Address : Discipline |
|
169.
|
5th Address : Phone Number |
|
170.
|
5th Address : Mobile phone |
|
171.
|
5th Address : Fax |
|
172.
|
5th Address : Email address |
|
173.
|
5th Address : Correspondence medium |
|
174.
|
5th Address : External/Internal address |
|
175.
|
5th Address : Use from (date) |
|
176.
|
5th Address : Use Until (date) |
|
177.
|
5th Address : Note (free text) |
|
178.
|
5th Address : Free form address |
|
179.
|
Free |
|
180.
|
6th Address : Street Name |
|
181.
|
6th Address : Street Number |
|
182.
|
6th Address : Post Code |
|
183.
|
6th Address : Town/City |
|
184.
|
6th Address : Suburb (District) |
|
185.
|
6th Address : County/State/Province |
|
186.
|
6th Address : Country |
|
187.
|
6th Address : Department |
|
188.
|
6th Address : Discipline |
|
189.
|
6th Address : Phone Number |
|
190.
|
6th Address : Mobile phone |
|
191.
|
6th Address : Fax |
|
192.
|
6th Address : Email address |
|
193.
|
6th Address : Correspondence medium |
|
194.
|
6th Address : External/Internal address |
|
195.
|
6th Address : Use from (date) |
|
196.
|
6th Address : Use Until (date) |
|
197.
|
6th Address : Note (free text) |
|
198.
|
6th Address : Free form address |
|
199.
|
Free |
|
200.
|
7th Address : Street Name |
|
201.
|
7th Address : Street Number |
|
202.
|
7th Address : Post Code |
|
203.
|
7th Address : Town/City |
|
204.
|
7th Address : Suburb (District) |
|
205.
|
7th Address : County/State/Province |
|
206.
|
7th Address : Country |
|
207.
|
7th Address : Department |
|
208.
|
7th Address : Discipline |
|
209.
|
7th Address : Phone Number |
|
210.
|
7th Address : Mobile phone |
|
211.
|
7th Address : Fax |
|
212.
|
7th Address : Email address |
|
213.
|
7th Address : Correspondence medium |
|
214.
|
7th Address : External/Internal address |
|
215.
|
7th Address : Use from (date) |
|
216.
|
7th Address : Use Until (date) |
|
217.
|
7th Address : Note (free text) |
|
218.
|
7th Address : Free form address |
|
219.
|
Free |
|
220.
|
8th Address : Street Name |
|
221.
|
8th Address : Street Number |
|
222.
|
8th Address : Post Code |
|
223.
|
8th Address : Town/City |
|
224.
|
8th Address : Suburb (District) |
|
225.
|
8th Address : County/State/Province |
|
226.
|
8th Address : Country |
|
227.
|
8th Address : Department |
|
228.
|
8th Address : Discipline |
|
229.
|
8th Address : Phone Number |
|
230.
|
8th Address : Mobile phone |
|
231.
|
8th Address : Fax |
|
232.
|
8th Address : Email address |
|
233.
|
8th Address : Correspondence medium |
|
234.
|
8th Address : External/Internal address |
|
235.
|
8th Address : Use from (date) |
|
236.
|
8th Address : Use Until (date) |
|
237.
|
8th Address : Note (free text) |
|
238.
|
8th Address : Free form address |
|
239.
|
Free |
|
240.
|
9th Address : Street Name |
|
241.
|
9th Address : Street Number |
|
242.
|
9th Address : Post Code |
|
243.
|
9th Address : Town/City |
|
244.
|
9th Address : Suburb (District) |
|
245.
|
9th Address : County/State/Province |
|
246.
|
9th Address : Country |
|
247.
|
9th Address : Department |
|
248.
|
9th Address : Discipline |
|
249.
|
9th Address : Phone Number |
|
250.
|
9th Address : Mobile phone |
|
251.
|
9th Address : Fax |
|
252.
|
9th Address : Email address |
|
253.
|
9th Address : Correspondence medium |
|
254.
|
9th Address : External/Internal address |
|
255.
|
9th Address : Use from (date) |
|
256.
|
9th Address : Use Until (date) |
|
257.
|
9th Address : Note (free text) |
|
258.
|
9th Address : Free form address |
|
259.
|
Free |
|
260.
|
10th Address : Street Name |
|
261.
|
10th Address : Street Number |
|
262.
|
10th Address : Post Code |
|
263.
|
10th Address : Town/City |
|
264.
|
10th Address : Suburb (District) |
|
265.
|
10th Address : County/State/Province |
|
266.
|
10th Address : Country |
|
267.
|
10th Address : Department |
|
268.
|
10th Address : Discipline |
|
269.
|
10th Address : Phone Number |
|
270.
|
10th Address : Mobile phone |
|
271.
|
10th Address : Fax |
|
272.
|
10th Address : Email address |
|
273.
|
10th Address : Correspondence medium |
|
274.
|
10th Address : External/Internal address |
|
275.
|
10th Address : Use from (date) |
|
276.
|
10th Address : Use Until (date) |
|
277.
|
10th Address : Note (free text) |
|
278.
|
10th Address : Free form address |
|
279.
|
Free |