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Monograph Receiving Unit Guidelines

Receiving Recurring Orders

(Standing, Subscription or TermSet)

A. De-DUP monographic title

1. Use the Item Search wizard to search by author/title of the monographic title. If you find a record, determine whether or not the piece in hand is a duplicate. [DUPLICATES procedure] 
Note:  If the set/monographic series is classed together and unanalyzed, deDUPing will occur simultaneously with step B. Experienced staff will start at either step A or step B after evaluating the material in hand.

B. Determine treatment of set/series

1. Check Treatment field in order and  evaluate the bibliographic record to determine treatment if it has already been established.
   1. If classed together and unanalyzed and in books format, de-DUP title now and complete cataloging procedures. Skip Step C and go to Step D.
   2. If classed together and unanalyzed and in the serials format, refer to procedure Serials in the Monograph Receiving Environment.
   3. If  analyzed in the books format (analyzed terminal set), complete all  procedures for the set record at this time. (e.g., MHLD, 505 field, etc.) Transfer the analytics message "INDIVIDUAL VOLS. OF THIS TITLE ALSO CATALOGED SEPARATELY." to the holdings statement if necessary.

C. Import copy or create a basic record for automated copy searching.

All cataloging/routing procedures should be completed at this step.

Guidelines for creating monographic bibliographic records
Copy Cataloging
Adding a copy segment to imported records

D. Receive material

1. Display the record for the series using the Item Search wizard

2. Click on the Orders tab

3. View the parts column of all order lines that were created for receipts and/or payment transactions.

   Example: v.34 pmt

4. If there is an existing order line for the volume in hand, use that line to receive your material.
   1. Modify Order
   2. Click on the current title link
   3. Highlight the order line that you want to use
   4. Click on Modify Order
   5. Evaluate the Order tab and the Orderline tab for special instructions
   6. On the Orderline tab
      1. Add your receiver initials
      2. Add the volume information into the parts field
   7. On the segments tab
      1. change the received and loaded fields to TODAY
      2. Enter packing information
   8. On the Title info tab
      1. Click on the Change Title Link icon (Be careful not to click on the Break Title Link icon!!)
      2. Scan the barcode of the volume in hand into the item ID field
   9. Click on Save your changes
   10. Click on Close

        

5. If there is no existing order line, create one.
   1. Open the Receive Order wizard
   2. Click on the current title link (verify that it is the correct series/set title)

      

   3. Highlight the orderline for the current fiscal year
   4. Click on Receive Order

      

   5. Verify the information on the screen is correct
   6. Symphony will automatically supply the correct line number
   7. Click on Receive Orderline

      

   8. Click on OK

   

   9. Click on the Modify Orderline icon (looks like a piece of paper with a pencil pointing at it).
      1. On the Orderline tab
         1. Add your receiver initials
         2. Add the volume information into the parts field
      2. On the segments tab
         1. change the received and loaded fields to TODAY
         2. Enter packing information
      3. On the Title info tab
         1. Click on the Change Title Link icon (Be careful not to click on the Break Title Link icon!!)
         2. Scan the barcode of the volume in hand into the item ID field
   10. Click on Save your changes
   11. Click on Close

        

        

Last modified: April 18, 2007