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Monograph Receiving Unit Guidelines

Receiving Firm Orders

When creating FIRM ORDER records the Ordering department is responsible for:
    1. Searching Symphony for existing records
    2. Searching vendor datatbases or bibliographic utilities for copy and importing if available
    3. Creating a basic bibliographic record if no copy is available.

    [zero copy record will have library only...no location or item type]

How to receive firm orders:

• SEARCH Symphony by title or order number
• De-dup title and series title
• Verify that the piece in hand is what we ordered (check title, edition, etc.)
• Examine the piece briefly to make sure there is no physical damage

• EDIT ORDER <F8>
• Check extended and additional fields for receiving specifications (e.g., show to selector, special processing or routing requirements, etc.)
•  enter your initials (lower case only) in additional info RECEIVER field
• check fund number
• follow procedure for endowed funds if appropriate
• date received = TODAY
• date loaded =NEVER
• enter packing number following  packing number guidelines
• if there is a CLAIM segment:
• Change status to RECEIVED
• if multi volume make sure all pieces have arrived before changing claim status.
• click on OK or hit ENTER

• LOAD ORDER <F7>
• at first screen, verify call #, holding code, click on OK
• at second screen, scan barcode into the ITEM ID field
• click on OK or hit ENTER

• MODIFY TITLE <F3>
• BIB SCREEN
• Evaluate the bib record
• Check for 940 information.
• If it's an imported record make sure it meets our copy cataloging criteria.  If yes, proceed with standard copy cataloging steps.
• If it does not meet our criteria, or if it is a brief record created by search order staff, search bibliographic utilities for a better record.  If one is found, overlay the Symphony record created by the Ordering department.  Proceed with standard copy cataloging or routing steps.
• Make any necessary corrections to bib record (pagination, tagging, typographical, etc.)
• Add |dCSt in the 040 field if you make any changes to the bibliographic record.
• If you see "pcc" in the 042 field, you must delete the 042 field if you have made any changes to the bibliographic record.
• Add appropriate 910 routing information.
• If there is a good call number available within the bib record, use the ctrl+c command to copy.
• MHOLD SCREEN
• Create marc holdings structure for accompanying material or multi-volume items according to the Marc holdings guidelines.
• VOL/COPY SCREEN
• Paste [ctrl+v] call number into the call number field and reformat, if necessary
• Change current location to INPROCESS
• Route accordingly

• DISPLAY 1 ORDER <F11>
• Once all items on an invoice have been received, enter the packing number into the packing number field in DISPLAY 1 ORDER.

• Verify that the number of order lines is the same as the number of pieces on the invoice.

• Write "Rec'd <your initials/date>" on the invoice copy and place in the invoice copy box to be collected by the Payments department. Write packing list # only if your packing list # is non-standard.
  

Last modified: July 11, 2006