Policies and Processes for Materials Received on Monographic Series

Background

Materials received against monographic series are usually deducted from a deposit account for some vendors (Casalini, Harrassowitz, Sanchez Iberbook), while others are paid on receipt (Touzot, Blackwells, Coutts, etc.). After receipt in the Acquisitions Module, material may be added to an existing bibliographic record or processed on a new record in the Catalog Module. These procedures cover the process in both modules.

PART I: CHECKING IN MATERIAL

Procedure

In Cataloging Module

Note: records for classed separately material should be suppressed (Bibliographic & MFHD records). As a general rule, these records do not have item records attached.

1. Retrieve bibliographic by Purchase Order number (e.g. Keyword Search FFF6166YL).
2. Check Leader field on record (should be "s" for series).
3. Copy the record number.

In Acquisitions Module

1. Click on Serial Check-In.
2. Click on Other Search.
3. Click on Keyword and paste the record number that was copied above.
4. Click on Do Search.
5. On Title Index screen, click on OK.
6. Check the Location and Vendor Code which should agree with invoice in hand, if supplied.
7. Click on View Order. You should now be in the Purchase Order.
8. Check fund and make changes as required (e.g. change Conversion to a Reporting fund code).
9. Add selector's initial if needed (in Requester field).
10. Check Line Item Type, should be Standing Order not Single Part.
11. Approve Purchase Order, if still Pending. Do not Receive Complete the Line Item.
12. Click on Quick Line Item Off.
13. Click on Details.
14. Click on Type.
15. Click on Subscription Pattern - takes you to Subscription Maintenance.
16. Click on Subscription Maintenance. Claim Interval (bottom of screen) should be 9999.
17. Click on Non-Predictive Component Pattern.
18. Click on Add Issue.
19. Enter issue number in Dialog Box.
20. Click on Add Issue. This takes you back to the Subscription Maintenance screen.
21. Click on Serial Check-In.
22. Search for title or paste copied title in Title Bar..
23. Click on Quick Check-In.
24. Click on History. This displays all received issues with receipt dates.
25. Highlight issue/volume number for material just checked in.
26. Click on Display in OPAC. This changes "Yes" to "No" and suppresses information from the OPAC.

Additional Information

1. At any point in the process the appropriate flags should be inserted/attached to the material in hand. This may include but not limited to the following:
   1. fund flag - indicate appropriate fund
   2. SSO flag with Purchase Order number with selector's initial (should correspond with fund)
2. After adding an issue/volume in Check-In, changes can be made by clicking on Edit Issue.
3. A issue/volume can also be Un-received from the Edit Issue screen.

PART 2 - PROCESSING THE MONOGRAPHIC TITLE

In Catalog Module

COMING SOON

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