Policies and Processes for Receiving Firm Orders of Non-Print Materials

Acquisition Module

Retrieve Purchase Order to receive a line item:

• By typing the purchase order number; or,
• By searching the title (under bibliographic title search)

Once the purchase order is open:

1. Highlight the line item of the piece in-hand.
2. Click on Recv/Mark. The Receive/Mark dialog box will display.
3. Click on the white box(es) next to the title. It will turn blue, indicating that it has been selected.
4. Click on Receive.
   Note: Be aware of the selector initials (for sorting) or a requestor (Rush Flag) at this point.
5. Click on the close button (in the Receive/Mark dialog box).

With your line item still highlighted click on MARC (bottom of purchase order screen) to bring you to:

Cataloging Module

1. Proof the bibliographic record against piece(s)/item(s) in hand.
   1. Review the author (100), title (245), pagination (300), publication statement (260) and Editor (700) fields.
   2. Item(s)/pieces(s) results are a three (3) check match against bibliographic record
2. Click on the “Get Hldgs (MFHD)” Icon.
   A number of locations may display. Select the location you are responsible for.
3. Change the MFHD/holdings status from “On Order” to “In Process.”
   Use Macro Express or drag-and-highlight method.
4. Click on the “Get Items” Icon. This checks whether any item records have been established for the piece(s) you are receiving. (Currently, item records created in advance are for patron request or course reserve titles.)
   1. If there are no item records:
      1. "No Items" dialog box will appear. Click OK.
      2. Click on the "New Items" icon to assign a barcode to the piece(s) in hand.
      3. Scan/wand barcode.
      4. Save to DB.
   2. If there is an item record:
      1. A dialog box will appear with or without a barcode number (39002…). Note: Lines with (39002…) barcode had been previously created.
      2. Select and highlight the blank ([dummy]) item record.
      3. Click on Get Item.
      4. On the item record click on the ellipse (…) and scan in a barcode.
      5. SAVE to DB.
5. Place CD-ROM and VHS tapes in clear cases and attach barcode to the top center inside of case.
   • Keep any accompany reference material(s).
   • Some additional items may require a barcode: see Barcode Placement and Policies.

1. Check which pieces need a barcode: see Barcode Placement and Policies.
2. Click on the “Get Hldgs (MFHD)” icon. This step returns you to the correct MFHD/holdings.
3. Click on the “New Items” icon.
4. Scan the barcode.
5. Save to DB.
6. Repeat steps as often as needed to accommodate the piece(s) in hand.

Return to the Acquisition Module

• Your line item should still be highlighted
• Make sure that Quick Line button is OFF

1. Click on “Details” (located at bottom of the purchase order window).
2. Click on the “Funds” tab.
3. Retrieve a pink Funding Slip:
• Indicate with a check or X the fund used for payment of the piece(s)/materials in hand. (The fund code is needed for plating purposes in the Shelf Prep Dept.)
• If the fund is not listed on the pink Funding Slip, write it at the top of the form.
4. Click on the “Notes” tab.
   • To proceed, click in the free text area (after any previously noted information) and indicate what has been received, e.g.: Rec’d 2 CD-ROMs, inv./inv. date, $price; initials/unit date received.
5. Click on the Save and Close button (toolbar).
6. Save and close the purchase order.

Circulation Module

1. Charge to pseudo-patron (for shelving, unit, or designated area) to route piece(s) by:
   • Scanning/wand assigned patron barcode(s), or
   • Typing assigned patron barcode(s).
2. Scan item(s) (media) affixed barcode.

Place or route material(s) to designated area with pink Funding Slips.

© 2004 Yale University Library