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Acquisitions Department > Monograph Receiving > Procedures Index
Monograph Receiving Unit Guidelines
Approvals
General Guidelines
- An order record is required for all material supplied on approval if we are keeping it.
- A value in the packing field is required for all approval receipts.
- Approvals should be received on pre-existing but unreceived firm orders placed with the SAME vendor.
- Add "rec'd on approval [ini./date]" in a COMMENT field in the ORDERLINE tab.
- Selector instructions on the approval slip/flag ALWAYS overrides instructions on the firm order except for the following 2 cases:
- SPD approvals -- The firm order fund code overrides the fund code on the approval slip
- When the location AND the selector differ, receive material per instruction on the approval flag AND send e-mail to swp@sulmail with "selector and loc conflict: <control#>"
- Set treatment is determined by copy found in the utilities. If no copy is available the default is classed together, unanalyzed.
- Series treatment default for standing orders placed by acq is CAS if not specified by Search/Order staff. The series record itself is never cataloged.
Basic Receiving Steps
1. Pull approval materials off the shelf according to flag "color-of-the-week."
- Please note: the unit policy is to take approval materials from the start sign regardless of the nature of those items. It is understood by unit staff that on occasion there will be materials that are less desirable waiting at the start sign. It is also understood that, if everyone is following the policy and taking items from the start sign, it will equal out in the long run.
- Check the white board in the eval room under "receiver" to determine which color needs to be processed by the end of the week.
- Be sure not to take more materials than you can finish by the end of the day.
2. Examine material and approval slip/flag
- Make sure that material is in *good condition
- Check for *special instructions from selector (e.g., return, c/r, place order for future volumes, etc.) on the approval slip/flag.
3. De-Dup title
- Search Symphony database by title and series for *duplicates
- See Return Policy and Return
Procedure if the material is determined to be damaged
or defective, a duplicate, or if the selector has rejected
the title*
4. Search Z39.50 utilities
for copy
5. Import copy cataloging record if found
6. If no record is found, create brief bibliographic record
7. Add copy for location given
on approval slip/flag
8. Create approval order
- Click on the Create Basic Order Wizard or <F5>
- Choose the Current Title and click on "OK" or <Enter>
- Do a title search if the current title is not the one you want to add an order to.
- In the "Creating New Order..." box enter the following information:
- Vendor ID from slip/flag
- Order type = Approval
- Fiscal cycle = [current fiscal year should be default]
- Click on "Add Oder Extended Info" or <Enter>
- At this point there is no need to enter any information into the Extended Order Information screen. Click "OK" or <Enter>
- Enter the following information into the Orderline screen:
- SELECTOR = initials from flag
- RECEIVER = your initials (lower case only)
- Click on "Continue" or <Enter>
- In the Funding and Distributions screen enter the following information:
- Fund ID
- Click on the gadget next to the Fund ID field
- Type in the fund name from the flag
- Choose the correct fund name from the list provided
- Click on "OK" or <Enter>
- Holding Code for location on flag
- Change date received to TODAY
- Enter packing information according to unit guidelines
- Change Date Loaded to TODAY
- Click on "Confirm" or <Enter>
- Review the information in the Summary screen. If everything looks correct click on "Finish" or <Enter>
- You may choose "Modify Order" at this point if you need to make changes.
9. Route material to next processing point
Last modified:
May 21, 2007 |
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