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Monograph Receiving Unit Guidelines

Sweeping YBP EDI books

•  Sweep all shelf-ready books that are laying on shelves (not upright) daily.
• Check each book and slip for fund code or location changes, additional instructions to Ordering staff, Notifies, etc.

• If any fund code changes are requested by selector:

• Start Item Search and Display wizard. Function key F1 (Item Display). Property / Defaults / Item Lookup should be set to Exact, Item ID, All.
• Scan in barcode.
• Click on Order tab.
• Click correct Order Id in current fiscal year. Function key F8 (Edit Order).
• Change to desired fund code.
• <enter>

• 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 was addded by selector, add 940 variable field to bib record.

• 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.
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.

• 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: August 9, 2006