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Acquisitions>> EDI Procedures>
Monograph Receiving Unit Guidelines
Processing Shelf-Ready EDI Firm Orders
Opening shipment:
- Open box.
- Verify that shipment is complete.
- Mark your initials, number of volumes (with check mark) and today's date on invoice.
- Write EDI (in red) on top of invoice.
- Important: Since you are the first person to see the materials as they are unpacked, you must note any missing, damaged or defective materials and process following Exceptions procedures below.
If a book has been removed from the shipment by the vendor, there will be memo from them indicating that they have done so. Evaluate and process following Exceptions procedures below.
Receiving shipment:
- Start the Search wizard. Function key shift F1.
- Start the "Maintain Existing Title" (Modify title) wizard. Function key F3 (Title Edit).
- Property / Defaults / Item Lookup should be set to Exact, Item ID, All.
- Scan barcode to bring up the record.
- Click the title bar to bring up a brief view of the record.
- Compare title, publication date, Library, call number and copy number.
- If present, check Acquisitions Note field for Notify or processing instructions.
- YOU DO NOT NEED TO CHECK FOR DUPLICATION FOR FIRM ORDERS
- Close the brief title box by clicking OK box or <enter>
- On Bib tab, check encoding level (Enc_Lvl)
- <blank> or 4 = Cataloging record
- If <blank> or 4: Click on Control Tab.
- Change Date cataloged to TODAY
- <enter>
- Click on Return to Volume List or <alt 2>
- Click (or <arrow down>) on the "real" call segment (the one that is not EDI-Remove)
- Click on Modify Vol/Copy or <enter>
- Change current location from ON-ORDER to INPROCESS.
- <enter>
- Click on Lookup Another Title or <alt> 4
- 5 = Preliminary (non-cataloging)
- If 5:
- Do not click on Control tab (leave Date cataloged as NEVER)
- Click on All Volumes tab.
- Click (or <arrow down>) on the "real" call segment (the one that is not EDI-Remove)
- Click on Modify Vol/Copy or <enter>
- Change Item Cat1 to RECYCLE.
- Change current location from ON-ORDER to INPROCESS.
- <enter>
- Click on Lookup Another Title or <alt> 4
- Click on Bib tab to correct any typos in title, etc. Delete 940 Acq notes. Do not delete 940 NOTIFIES.
- Add 910 routing note
- If book has an errata slip, put a blue flag in the book with message to B & F: "Please tip in errata"
- For Green L call numbers, change library to SAL and send directly to SAL.
- If book is 30 cm. or over in height or width, add f to the call number, cross out spine label and place printout of Vol/Copy screen in book.
- If book is 15 cm. or less in height, add "t" to the call number and process as a tiny. Cross out spine label and place printout of Display1 Item in book.
Books:
For the following libraries, books are sent directly to the library. Leave slip in book; repack books in box; attach campus messenger flag to box and place in mailroom for pickup:
- Earth Science (Branner)
- Engineering (Terman)
- Biology (Falconer)
- Hopkins (HMS)
- Math-CS
- Physics
- Chemistry (Swain)
- Education (Cubberly)
- Tanner
For the following libraries, place books on selector shelf:
- Green
- Music, ARS, CCRMA
- Art
- Classics
Placing on Selector Shelves:
Selectors will be given 14-18 days to review their books.
- From Fund Name on slip, write selector initials and subject selection area if appropriate on slip (refer to fund list if necessary)
- If the fund code on the slip is SOCSCII
you will have to look at the order to determine which selector's shelf to put the item on. The reason for this is that there are multiple selectors who use this account.
- Find the appropriate color flag to use (two weeks from following Friday)
- Place 1 flag in the center of each book and place on appropriate selector's shelves.
- Keep invoice(s) together in folder by week.
Sweeping Selector Shelves:
- Sweep all shelf-ready books that are laying on shelves (not upright) daily.
- If Library/Location changes are requested by selector:
- Start Modify Title wizard. Function F3.
- Scan in barcode.
- Make any Library/Location/Type changes on vol/copy screen using Location table.
- Make printout of Vol/Copy screen.
- If NOTIFY request was addded by selector, follow the Notify procedures
Books for Green and SAL:
- If the book is a hardback for Green or SAL, move the piggyback barcode to a permanent location following barcoding procedures.
- If flagged with HAS-FIC or "Retain Book Jacket" flag, put in mail bin for B&F.
- If flagged for IC, HASRC or SSRC or any reference sub-location, correct spine label, if necessary, by adding location or send to B&F for remarking. Send books to correct Bing Wing address.
- If flagged for HAS-NewBk or SSRC-NewBk, send directly to correct Bing Wing location.
- Discard all other book jackets.
- Discard vendor slips.
- Paste in bookplates in hardback books paid on endowed funds (see funds list)
- If appropriate, write fund code in back of paperbacks. See list of appropriate fund codes.
- Put paperbacks in box and send to B&F with Campus Messenger flag marked "Green shelf-ready paperbacks"
Send Music books directly to Music in box.
Stamp Art book with "Art Library" stamp and send directly to Art Library in box.
Invoices:
- After all items on the invoice have been completely processed, put the invoice in the appropriate folder of invoices.
- Give invoices for the week directly to appropriate Payments person (by checking current Payments Section assignments posted in Payments) indicating that they are ready to pay.
- IMPORTANT: DO NOT GIVE INVOICES TO PAYMENTS UNTIL ALL BOOKS HAVE BEEN SWEPT AND ALL FUND CODE CHANGES HAVE BEEN MADE.
- Keep invoice copies for at least two months.
Special circumstances:
If C/R, process as non-returnable and route to Gifts shelf.
If this a duplicate, process as non-returnable dup. Link your approval order to other bibliographic record and request deletion of the bibliographic record that now has no orders attached to it. If there is a firm order placed with Yankee and not yet received, "close" this order by putting a note in extended note field. "Rec. on approval <order #> <date> <your initials>. Zero out # of copies, copies funded, and # copies. Close any open claim segments. Link both orders to one bibliographic record and request deletion of the bibliographic record that now has no orders attached.
If it is not a duplicate, but we an active firm order with another vendor, link both orders to one bibliographic record and request deletion of the bibliographic record that now has no orders attached. Notify the Search/Order person who placed the order so they can evaluate whether or not to cancel that order.
If item was created for Library=SUL, Location=EDI, Type=UNKNOWN this means that the vendor supplied an invalid fund code. Check the approval slip, look for other clues (e.g., transposed letters or numbers) or, if necessary, ask Sharon to provide a fund code. In Edit Order, change the fund code from 3DUM999 to the correct fund code. Change the holding code from EDI-H to the correct library. In Modify Title, Vol/Copy tab,change "real" barcode to AUTO. Create a new call segment for the correct library, location and type. Change current location to INPROCESS. Change current location of the SUL/EDI/UNKNOWN to WITHDRAWN and request deletion. Relink new call segment to the order.
If book is for any Green Reference location, put the appropriate blue Ref flag in the book. Add Reference location label to existing spine label. If the book is for a Reference sub-location (e.g., HAS-ATLAS) make a printout of Vol/Copy screen and send to B&F for remarking.
If record is for multi-volume set, create MHLD and 505 if necessary. Make any necessary corrections to call structures and request deletion, if necessary.On the order, change Date Received and Date loaded to NEVER. Click on the call.
For videos and Computer software, carefully remove the barcode from the box. Change the barcode number to AUTO. Route to MARC. Route other non-book materials accordingly.
Last modified:
March 30, 2007 |
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