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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]

Receiving Firm Orders in Java Workflows:

1. Open the Item Search Wizard
   1. Search WorkFlows by title
      1. De-dup title and series title
      2. Verify that the piece in hand is what we ordered (check title, edition, etc.)
      3. Examine the piece briefly to make sure there is no physical damage
2. Open the Modify Order Wizard <F12>
1. Click on current title link – DO NOT USE CURRENT ORDER LINK AT THIS STEP.



2. Check extended and additional fields in the Order tab and the Orderline tab for receiving specifications (e.g., show to selector, special processing or routing requirements, etc.)
3. On the Orderline Tab enter your initials (lower case only) in the RECEIVER field



4. On the segments tab
   1. Change date received = TODAY
   2. Leave date loaded =NEVER
   3. enter packing number following  packing number guidelines
   4. if there is a CLAIM segment: Change status to RECEIVED
      1. If multi volume make sure all pieces have arrived before changing claim status

   

5. Click on Save Your Changes
6. Click on “Return To Search”
7. Click on the fund number
   1. check level 4 for bookplating instructions
   2. follow procedure for endowed funds if appropriate
   3. Click on Close to close the fund information window



8. Close the Modify Order Wizard by clicking on the X or by the keyboard shortcut command Alt+F4

 

3. Open the Add Ordered Items to Catalog (Load Order) wizard <F11>

1. Click on the Current Title link
2. At first screen, verify that the holding code is correct and that the add item box is checked
3. Click on Add/Update items
4. Scan barcode into the New ITEM ID field
5. Click on Close or Alt+F4

[Loading the order will create a copy structure for the location indicated in the "holding code" field of the order record]

4. Open the Modify Title wizard <F3>
   1. Click on the Current Title link or search by Item ID
   2. On the Bibliographic Tab:
      1. Evaluate the bib record
      2. Check for 940 information.
      3. Check to see if it's an imported record make sure it meets our copy cataloging criteria. 
      4. If yes, proceed with standard copy cataloging steps.
      5. 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. 
         1. If one is found, overlay the Symphony record created by the Ordering department. 
         2. Proceed with standard copy cataloging or routing steps.
      6. Make any necessary corrections to bib record (pagination, tagging, typographical, etc.)
      7. Add |dCSt in the 040 field if you make any changes to the bibliographic record.
      8. If you see "pcc" in the 042 field, you must delete the 042 field if you have made any changes to the bibliographic record.
      9. Add appropriate 910 routing information.
      10. Copy the Call Number (if valid and appropriate)

      

   11. Click on Save
   3. On the Control tab
   1. If the record meets our Copy Cataloging Criteria change the date cataloged from NEVER to TODAY.

   

   2. Click on Save
1. On the MARC Holdings tab
   1. Create marc holdings structure for accompanying material or multi-volume items according to the Marc holdings guidelines.
2. On the Call Number/Item Tab
   1. Click on the auto call number located in the left frame of the wizard’s window to open the call number information screen in the right frame of the window
   2. Paste the call number copied from the Bibliographic tab into the Call Number field

   

   3. Click on Save
   4. Click on the Barcode number located in the left frame of the wizard’s window to open the item information screen in the right frame of the window
   5. Change current location to INPROCESS

   

   6. Click Save
5. Make a printout if necessary
6. Route accordingly

Last Step

1. Once all items on an invoice have been received, enter the packing number into the packing number field in the Display Order Wizard.
2. Verify that the number of order lines is the same as the number of pieces on the invoice.
3. 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: April 10, 2007